Introduction Head Office Accounting directs Invoices and Credit Notes raised at Branch level to be recorded against the Head Office Account rather than the issuing Branch. However, you can ignore this option and still direct the Invoice to the Branch Office. See: How do I Maintain Customer Master Records?‍  Setting up the Head Office Account Firstly...

Contact Support If you have any issues or queries regarding integrations, new features, access to our learning academy and more, either email support@accountsiq.com log a ticket via our system: Access the Support System by clicking the Support icon in the top right. Info: Our New Look If you are using the new navigation, access our Help Centre vis t...

Introduction This function enables you to revalue the balances of your foreign bank, customer or supplier accounts using the month end exchange rates. Adjusting journals for the value of the revaluation will be posted to the relevant control accounts and the unrealised gains/losses account Realised Gains/Losses The system allows for multi-currency t...

Introduction To process transactions through your Purchasing System, first set up your Supplier (Vendor) Master Records. As you engage with new Suppliers (Vendors), record their details in the system. As these records contain static information, such as contact details, you can update them, as necessary. Prerequisite information tables The Supplier ...

Introduction Using My Notices, you can send and receive messages to multiple users at the same time, including attachments. Viewing Notices If you have any unread messages, the number will appear in red. Click My  Notices. Click the relevant name in the Sender column. You can click Reply or Delete. Click Back or Close to return to the Notice Board s...

Introduction Purchasing Approval is an optional feature in the system that can be set up per entity. Both Purchase Orders and Purchase Invoices can undergo the approval process.  Purchase approvers are authorised to approve Purchase Orders and Invoices on behalf of the company. They can be Budget or Non–Budget Holders, depending on whether you want ...

Introduction The AccountsIQ Mobile App is a handy productivity tool that's designed to automate: Employee expense claims capture. Purchase approval processes. The Expense Claims Process Employees create and submit expense claims via their mobile devices. When an expense claim is submitted via the app, a Purchase (Item) Invoice is created in your com...

Introduction Once you have set up your company‍, you are ready to up background information, including contact information, upload your company logo and set your financial year. You can also generate a unique encryption key to allow direct integration with a third-party system (e.g. your e-commerce website). Contact support to find out more about ou...

Introduction Post Depreciation process Depreciation operates at the Asset Class level rather than the individual Asset level. This means the Posted Depreciation Amount is for each Asset Class, not each individual Asset.  Depreciation works as follows: For each Asset Class, postings are calculated by dividing the Net Book Value or the Purchase Cost (...

User Profile, Role, and Permissions Controls In AIQ users have customisable permissions, meaning they only have access to those features appropriate to their role. User permissions are customised via the use of:  User Profiles (see below) User Roles (see below) Permissions (see below) To assign User Profiles, Roles, and Permissions: Go to the group ...

Overview AccountsIQ's new workflow approval engine streamlines financial processes by automating approval workflows. Approvals can be managed for key transactions, such as purchase orders and invoices, both through a web platform and a mobile app.  The system is highly customizable, enabling organizations to set up workflows with pre-defined rules a...

Introduction Stock Count allows you to record stock take details against all inventory items. The actual quantity and actual cost/value of each item can be recorded, and the system will automatically update the quantity on hand, its value and will create postings to the General Ledger to adjust the Inventory Control account and the Cost of Sales in ...

Introduction Use this function to download, create, and then import General Ledger Journals using Excel. Templates include Trial Balance Movements and General Ledger Journals. The system will validate all data before importing to ensure integrity of the accounts. This is especially useful if you have complex journals you need to post each month. The...

Approver Setup  Can you use a substitute approver for a set time? Yes. A substitute approver can be nominated for a selected period of time, i.e. date from and date to. In the Approvers Lising, go to More Actions (three vertical dots) and select Edit. Complete the substitute details and save the updates.     Can I set my own substitute approver? Yes...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats.    The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI Codes. Existing...

Introduction The GL Explorer facilitates GL enquires at summary and detail level by period or year. Filter criteria can include cost centre, department, or a combination of both. You can easily track performance with year-to-date and month-to-date variance to budget and prior year, and with stratification across locations/Departments/Dimensions/Proj...

Introduction Who is Extended Business Analysis for? Extended Business Analysis lets you look at the performance of your enterprise beyond a single company-wide Profit and Loss, Sales, and Balance Sheet view. It best suits businesses more complex businesses, selling multiple products in multiple locations. If your business operations are straightforw...

Introduction Bulk Price Update allows you to update your Item Prices individually or in groups without having to open each Product Master Record. This is useful if you have a large product catalogue and need to apply many price updates to a range of products at one time.                         See: Add or Edit Service / Non-Stock Items (5.1) - AIQ ...

Introduction In this article, learn how to extend your reporting with OData for Excel. To know more about setting up OData, see the following: Enabling OData    Creating an OData Connection   Using OData with Excel   OData with Excel Troubleshooting   Also, see the following videos: OData Connector setup and User Profile setup (23.1) - AIQ Academy G...

Introduction One way to process regular wages and salaries is to set up and re-use a Monthly and/or Weekly Journal in the General Ledger. It can be set up with the following details for reuse: Gross Wages or Salaries National Insurance Contributions Tax Deductions regular Deductions such as Pension Contributions (both Employer and Employee), or Unio...

Introduction A bank journal is a record of banking transactions, ordered by date. They may be necessary to adjust for previous errors or where transactions were posted to the wrong account. Bank Journals come in two types: Bank Debit Journals: These increase the balance of a bank account.   Bank Credit Journals: These decrease the balance of a bank ...

Introduction                        Info Please check you are logging in from the correct login page. If you are not set up on a login page, you will be unable to log in and will not receive an email notification. UK - https://uk1.accountsiq.com/system/menu/index.asp EU1 - https://eu1.accountsiq.com/system/menu/index.asp EU2 - https://eu2.accountsiq...

Introduction The Sundry Bank Receipts facility lets you record Sundry Receipts lodged to your bank accounts. Sundry Receipts are receipts that do not come from a customer set up in the system. This could include asset disposal, tax refund, interest on an investment, an insurance claim, etc. These receipts are debited to the relevant GL bank account ...

Introduction You can add custom-designed fields in the Customer, Supplier, and Item Master Records used throughout the entire system.   Info You will need Administration Privileges to perform this task.  See: How do I Maintain Customer Master Records?‍  How do I Maintain Supplier (Vendor) Master Records?‍  New Custom Field Go to Sales > Customers...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats.  The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI Co...

Introduction Examples of Employee Non-Supplier (Vendor) type expenses include: Petrol expenditure Hotel Accommodation Rail fares Taxis Employee Expenses do not relate to an existing Supplier (Vendor) in the Accounts Payable system. Best Practices The easiest way to manage them is to: Set up each Employee as a Creditor in the Purchasing (AP) System. ...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data.  The Import Templates are available in Office 97-2003 and Office 2007 formats.  The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI C...

Introduction Sales invoices are created by selecting products and prices from the system.  The invoicing process is linked to the following processes: Sales Order Process: These can be entered directly or can be based on recorded Sales Orders that are now ready for invoicing. Even if you use Sales Ordering, you may not want to issue a Sales Order in...

Menu Navigation Browser Compatibility AccountsIQ can be viewed in Edge, Chrome, and Firefox browsers. Navigation When you log in, you will see two menus: Main Menu: This has dropdowns with a complete range of features. Tab menu: This lets you access all the main grid listings. Favourites To add a favourite to the menu, hover near your chosen menu op...

Introduction Customers can pay using the following Payment Methods: Cheque Online Transfer Direct Debits Info Only Customers with Euro Bank Accounts can use Direct Debits and the clearing system.   If you have customers that use direct debit, then periodically carry out the Batch Direct Debit process. The system will search for all Customer Accounts...

Introduction The Sundry Bank Payments facility lets you record Sundry Payments made from your bank accounts. Sundry Payments are payments that are not made to suppliers set up in the system. This could include asset purchases, expenses, etc These payments are credited to the relevant GL bank account and debited to a selected GL Code. Info We do not ...

Introduction To set up a new company from the Administration Layer you need the appropriate level of admin permissions. Usually, this is only relevant if you have multiple entities to setup and maintain, such as in the case of Accounting Firms, Franchise Owners, Group Companies, and Outsource Service Providers. If you only have an individual entity,...

 Introduction The amendments you can make to transactions depend on transaction status and type.   Transaction Status Posted Transactions: You can make limited edits to complex transactions containing single or multiple Product Lines, or inventory changes. Examples include amendments to Departmental and General Ledger Account postings. If these tran...

How often is maintenance carried out? Our Azure Managed Services Partner, Transparity, carries out monthly maintenance to apply Windows and security updates within a predefined maintenance window: the third weekend of each month, from Friday 11.00 pm to Saturday 2.00 am GMT. Does maintenance result in downtime? Due to the resilience built into the p...

Introduction Accounting firms can use Time Tracking to record time spent by practice personnel on individual clients. The time spent on each client is broken down into Tasks performed. Tasks depend on the type of Practice Practitioner, for example, Practice Bookkeeper, Practice Administrator, or Practice Accountant. You can view the results in the b...

Introduction Sales Item Credit Notes are issued to Customers for Items that were previously invoiced and then returned or refused or unrelated Items in the case of damages or breakages. They can be associated with and allocated to an original Invoice or relate to Items with no associated Invoice. Opening a New Credit Note Go to Sales > Item Invoi...

A - H A Accounting: Accounting is the process of identifying, recording , summarizing, and analyzing an entity’s financial transactions  and reporting  them in  financial statements .   Accounting, also known as accountancy, is the process of keeping the accounting books of a company’s financial transactions. Accounts Payable: This is a current liab...

Introduction The Purchase Ordering System has three modules: Sales Orders: This lets you record receipts of goods or services against a specific Purchase Order. Deliveries: The listing grid allows you to view all Purchase Orders received which have not been matched to an invoice. You can then record an invoice for matching against that PO. Unmatched...

Introduction What is the Time and Billing Module? The Time and Billing module, along with the full AIQ suite, make up the Project Accounting system. This system provides extensive budgeting and reporting capabilities, full supplier purchasing facilities, and client billing and account administration. The Time and Billing module records: All employee...

Introduction The Bank Import facility makes Bank reconciliation more efficient. The process involves:  Uploading an electronic version of a bank statement (provided by the bank), see Exporting Bank Statement Files for Bank Reconciliation.‍  Reconciling the electronic statement to your system bank using ‘matching’ rules applied by the system. Where t...

Introduction AIQ allows Franchisors (Supplier) and Franchisees (Customer) to interact with each other and manage their Product and Product Pricing.  For example, the Franchisor can: Maintain a Catalogue of Franchise Products centrally for distribution to Franchisees, allowing orders and deliveries to flow easily between the two.  Control pricing cen...

Introduction Why use AutoEntry? Using AutoEntry reduces the manual entry of Purchase Invoices/Credit Notes. With AutoEntry the details of OCR-scanned Purchase Invoices are entered into your Purchasing system automatically.  How does AutoEnty work? The vast majority of your inbound Invoices will arise from a defined group of regular Suppliers (Vendor...

Introduction To set up Single Sign-On (SSO) for your company's users, follow the two steps indicated below.  Do not email support with your below details.  Details must be included in the Registration Form instead (step 2), and our team will reach out to you via email. Step One: Create and configure an application in the Microsoft Entra tenant from ...

Introduction UK VAT-registered businesses with accounting periods starting on or after 1 April 2019 are required to: Keep digital records for all VAT transactions. Use software to submit VAT returns to HMRC digitally. This is also known as Making Tax Digital or MTD. AccountsIQ facilitates VAT returns at no extra cost. We are listed by HMRC as compat...

Introduction The AccountsIQ OData Connector can be used to extract datasets from one or more entities, allowing you to design and build your own reports in products such as Excel and Power BI.  Watch this video or follow the steps below to enable access within your company:   See: Creating an OData Connection‍ Using an OData Connection  Creating an ...

Introduction The Mobile Expenses App is a handy productivity tool that's designed to allow employees to capture expenses (receipts) and submit claims for work expenses on their mobile device attaching receipts where needed.  A valid subscription is needed to use the expenses app, if you have received an invitation email, you are ready to use the app...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. The Import Templates are available in Office 97-2003 and Office 2007 formats.   Info Any user can have access to the data importer if their user profile is set with that permission. For more on user permissions, see Managing Group and Entity ...

Introduction What is the Time and Billing Module? The Time and Billing module, along with the full AIQ suite, make up the Project Accounting system. This system provides extensive budgeting and reporting capabilities, full supplier purchasing facilities, and client billing and account administration. The Time and Billing module records: All employee...

Introduction About Prepayments Prepayments are actual payments made in advance. A prepayment journal lets you process the Purchase Invoice or Bank Payment as normal but spread the cost over several future periods. This is to recognise that the expense will be incurred across multiple periods, preventing distortion of the P&L. Examples include: A...

Introduction You can fully integrate the Purchasing (Sales) System with the Inventory Management System, letting you process transactions through your Sales or Purchasing System (Item Ordering and Invoicing).                                                                     Item categorisation There are two Item categories: Product Items (Inventor...

Introduction To help you design workflows tailored to your business needs, this article includes some common use-case scenarios. You can create as many workflows as necessary, remembering that each document can only be routed to one approval workflow. For more information on setting up the new workflow engine, see New Workflow Approval - Beta . Sele...

Introduction Info To fully understand the application of EC VAT (Tax) Codes and Rates and their use, read:   How does the System Facilitate VAT Management (U.K. & Ireland)?‍  VAT Guidelines The system allows for the submission of VAT (Tax) Returns on both the Invoice and Cash basis according to UK and Irish rules, respectively. Invoice Based:  T...

Introduction Use the Financial Period Manager to open or close financial periods, to review the status of financial periods plus the opening and closing history. Closing and Re-Opening Periods The Sales, Purchase, and General Ledgers can be closed independently, but both the Sales and Purchase Ledgers must be closed before you can close the General ...

Introduction Payments and Allocations, like Payments - Quick Entry‍, can be used to record and allocate ad hoc payments made to suppliers outside of Bulk Payments. Note that unlike Bulk Payments, it does not have the protection of Payment Approval. Payments and Allocations is fully integrated with your bank accounts.  Payments and Allocations let yo...

Setting up Reverse Charge Tax Codes on Irish Format VAT Returns To set up a reverse charge VAT code: Go to Setup > Codes Maintenance > Tax Codes. Add a Tax Code or edit an existing code in the list.  Tick EU Trade and Reverse Charges.   Select Goods or Services. Click Save. Reverse charges will be calculated at the standard rate for the compan...

Developer Portal Signup Process Pre-requisites The Developer Email has been linked to an Integration Application by the Integration Admin.  See: How Do I Create an Integrations Application and Invite a Developer to the Developer Portal?   Process The developer will receive an email with the subject “Developer Portal – Invitation" with instructions t...

Introduction In this article, learn how to resolve common issues using OData for Excel. To know more about setting up OData, see the following: Enabling OData    Creating an OData Connection   Using OData with Excel   OData Excel Report Building FAQs   Also, see the following videos: OData Connector setup and User Profile setup (23.1) - AIQ Academy ...

Introduction AccountsIQ allows you to raise Intercompany Transactions using a template. It is useful if several companies raise multiple intercompany transactions against each other regularly.  Info Any user can have access to the data importer if their user profile is set with that permission. For more on user permissions, see Managing Group and En...

Introduction Our new dashboards let you quickly visualise the performance of your business using the most common KPIs. When you switch to our new look navigation, you will automatically have access to dashboard reports on Sales, Purchases, and General Ledger.  Access the dashboards via the Dashboards tab in the sidebar:  We currently have 13 dashboa...

Introduction About the IC Module  The new Intercompany module allows for automated recharging of the shared cost or management fees from one entity to another. This is done by linking the IC Debtor and IC creditor accounts via an API connection.   This new module can be accessed as a menu option in the blue menu bar and as a separate tab. Key Featur...

Introduction The system operates a 12 monthly period reporting system. For example, if you have a January to December financial year, each month has the same year for reporting purposes. Financial periods do not always coincide with calendar periods. Entities could choose to use one of the following financial years: Calendar financial year: January ...

Browser Compatibility Microsoft Edge For performance reasons we highly recommend that you use the latest version of Microsoft Edge to operate the system.  Safari Safari is not supported. Chrome If you use Chrome, you do need to make sure that you allow pop-ups and redirects from AccountsIQ.  In Settings > Privacy and Security > Site Settings &...

Logging in using the legacy Login When you sign up to use our system, you will receive an email containing your Company ID, User ID, and a password setup link.  Click on the Create your password link and enter your password in the screen. Click Confirm Password. Once the password is created you will be redirected to the login page where you can log ...

Introduction Note Ensure that you adhere to all tax legislation when processing discounts and rebates. The advice given here is of a general nature and should not be considered definitive in this regard.  For advice regarding UK taxation, see: Charge, reclaim and record VAT: Charging VAT - GOV.UK (www.gov.uk) Business promotions (VAT Notice 700/7) -...

Introduction Price lists allow you to maintain customised prices. You can create Price Lists with alternative Prices and Price structures and use them for:  Certain groups of Customers: Prices associated with items can vary on a customer-by-customer basis. Once a price list is set up and assigned to a customer record, it overrides any price categori...

Introduction Deferred Revenues and their Uses Deferred Revenue is when a company invoices Customers in advance for Goods or Services that they will deliver over future periods. This option lets you post normal Customer Invoices or other receipts and then post them to the Deferred Revenue Balance Sheet Journals for Goods or Services not yet received ...

Introduction Info To set up an OData Connection and access the OData credentials from the Data Connection Setup page, read Setting up OData and‍ Creating an OData Connection. You can use several different tools to connect to OData, including Microsoft Excel and Power BI. We will describe how to connect via Microsoft Excel in this article, but the sa...

Testing the new UI Why can't I see the toggle in my entity? Entity level only users will not see the toggle.          User and Entity Management How do I log into an entity? Click on the blue Entity ID.     Can I have both Group and Entity Users in the new UI? In the new UI, it will only be possible to create and manage users at group level. When yo...

Introduction Purchasing Approval is an optional feature in the system that can be set up per entity. Both Purchase Orders and Purchase Invoices can undergo the approval process.  Purchase approvers are authorised to approve Purchase Orders and Invoices on behalf of the company. They can be Budget or Non–Budget Holders, depending on whether you want ...

Introduction System Admin The AIQ system comes pre-set with two types of user roles: User and Admin. Admin is the highest level of administration, with full access to the system. We recommend having two system admins. System Admin User Permissions Creating new users Assigning or un-assigning users to companies Editing User Accounts Re-sending User P...

Introduction Note The Excel Add-in is now deprecated. For advanced reporting, we recommend using the OData connector: Setting up OData ‍  Creating an OData Connection‍  Using OData with Excel‍  What data can I extract? The Excel Add-In includes several pre-defined database views, including Transactions, Sales Analyses, Purchase Analyses, and Income ...

Introduction Bank Feeds allow you to automatically import bank statement lines from your bank or financial institution, removing the need to download and import statements manually and ensuring your bank information is up-to-date.  Once a bank feed connection (consent) has been made between your bank and the system, bank statement lines are imported...

Introduction All Purchase Approvers can use the Mobile App (iOS and Android) to approve (or reject) documents. The App has a searchable audit trail of all previous approval/rejection records.  The App allows Approvers to: Complete the full Approval process, including review of all notes, documents, and GL Budgets associated with the Orders and Invoi...

Introduction Receipts - Quick Entry lets you post Sales Receipts to the Customer Account after customers settle their sales invoices. When you receive bank notifications of customer transfers, you should check for any customer receipts. Receipts are managed via the use of lodgments that simplify the bank reconciliation process. A lodgment is a batch...

 Introduction Most online banking services allow you to export bank statement data as electronic transaction lists. You can export by date in a range of file formats.  The Bank Reconciliation facility lets you both:  Manually input transactions from your printed Bank Statement as described in Manual Bank Reconciliation.‍  Automatically import bank t...

 Introduction The Purchase Product Invoicing program allows you to enter Supplier (Vendor) Invoices unaccompanied by an Order. It can be integrated with the following: Inventory Management system: Purchase Invoicing can be integrated either fully in the context of quantities management, or partially in the context of non-stocked goods and services. ...

Introduction Every General Ledger Code or combination of General Ledger and BI Code can carry several years of Budget and Revised Budget data. This data can be period by period or Actual Values, and future or past.  You can view budgets from two locations: Option One: General Ledger Accounts grid Go to General > General Ledger Accounts. If the Pe...

Introduction Once you have set up your company‍, you are ready to set defaults to speed up future data entry. Defaults are provided for all the core modules in the system (Customers, Suppliers, Items, and General Ledger). When you create accounts and transactions relating to these core modules, the default data entry fields will be automatically com...

Introduction Stock adjustments can be used to account for: Breakages  Shrinkage  Inventory Revaluations  Write backs Go to Items > Product Items and find the relevant Product Item. Under Actions, select the required action. Alternatively, go to Items in the main menu and select the relevant option.      Adjust Quantity on Hand Adjust Quantity on ...

Introduction With the General Ledger (GL) Journal facility, you can: Create, view, edit, and copy GL Journals for selected GL Accounts. Post Opening Balances Post journal adjustments GL Accounts in a specified period Reassign Expense and Revenue postings                                         Creating new GL Journal entries 1. Go to General > GL...

Introduction The Transactions Browser is a central screen from where you can: View the details of all transactions in your company. Filter transactions based on preselected criteria to return only the data you need to see. Save your own custom filters. Summarise transactions by selected headings for easier analysis of data (e.g. show me a list of sa...

Introduction The Data Importer uses predefined Excel templates to clear or add data to the system. The Import Templates are available in Office 97-2003 and Office 2007 formats.  The Data Importer can import:  Static information such as Chart of Accounts, BI Codes, Banks, and Items. Existing Supplier (Vendor) or Customer records for company setup, in...

Introduction With QHub you can do the following directly in the AIQ system: Access learning content including videos and help articles. Access services (plans only). Access or request access to the learning academy Leave Feedback. Access Support by raising a ticket via Salesforce.  Info QHub only supports customers on AIQ1, AIQ2, and AIQ3 pricing pl...

Introduction The AccountsIQ Mobile Purchases Approval App is a handy productivity tool that's designed to automate purchase approval workflow processes within your company. The app is seamlessly integrated with the AccountsIQ Finance system and can deliver real efficiency gains to your business.    Info Note that the screenshots provided are from th...

Introduction In AIQ, you can create expense claims directly in the system without the need for the mobile expense app. This means, for example, that employees can enter expenses on behalf of senior company members. Prerequisites To use the Expense listing grid, ensure you have access to the following in the Maintain Menu Profiles screen:  Item Invoi...

Introduction Client Responsibilities In AIQ clients can record, manage, and report VAT (tax) data that conforms to Irish and UK legislation. However, full responsibility for interpreting the legislation lies with the user. Clients must ensure both the accuracy and completeness of data and the timeliness of VAT (tax) Returns to their respective tax a...

Introduction Batch Invoices are used for any invoices where it is not necessary to record detailed product entries, such as movement or quantity.  You can use it for small purchases such as household cleaning items, manual repairs, and business consumables.  Each line entered represents a separate invoice, which is directly posted to the Supplier ac...

Withholding Tax On occasion you may have to withhold tax on a transaction, such as the: Payment of a Dividend. Payment of Interest to a non-resident. Withholding of Rental Income from a non-resident landlord. In cases where withholding tax is significant, it is best dealt with using a specialist system. AIQ caters to the occasional requirement to de...

Introduction The Codes Maintenance screen lets you manage all the standard codes used throughout the system including currencies, tax rates, sales regions, inventory locations, and general ledger categories.  Review these codes as part of the initial company setup process before you start any data entry or run any functions like Bank Reconciliation....

Introduction Info The Fixed Asset menu will only be available if your user profile allows access. For more on user admin, see Managing Group and Entity Users‍. Fixed Asset Classes must be set up before Fixed Assets, see Managing Fixed Assets.  Every Fixed Asset must have a Fixed Asset Class. The Fixed Asset Class provides all its assigned Fixed Asse...

Business User, Finance User, and Employee User Each User must be assigned a User Profile with an appropriate User type. This determines their permissions in the system. A Profile can have a User type of: Business User: This User type has access to a selection of the available permissions. You can subtract permissions, but you cannot add more permiss...

Introduction This facility lets you create new Bank accounts or edit the details of existing bank accounts, including contact information and e-banking references.  As a prerequisite to setting up a new bank account, first set up a General Ledger Control Account Code for your new Bank Account. This account will hold the Bank Balance and associated t...

Introduction Info Note that Bulk Payments created prior to this release will open with the old screen. Bulk Payments are a quick and easy way to automate supplier payment runs, saving you time and reducing the risk of payment errors. Benefits of automating supplier payments include: Delivery of operational efficiencies allowing Accounts Payable agen...

Introduction The layout and completeness of your reports, such as Income and Expenditure Statements, Trial Balance, and Balance Sheet depend on how the General Ledger Coding is structured. In the coding structure, each General Ledger Code is attached to a higher-level Sub-Category which in turn is attached to a higher-level General Ledger Category. ...

Introduction AIQ has over 200 accounting reports providing high-quality business performance analysis. Some reports are available in both base and foreign currency. You can run and view multiple reports or the same report with different parameters. You can export the report in a variety of formats including Word, Excel, XLS, CSV, and PDF with your s...

Introduction The onboarding tools are a set of tools developed to allow you to build a new company and import data.  Info If you have never used any of the tools before, we recommend contacting the onboarding team to request training on the onboarding process to ensure you have the knowledge to use the tools effectively. Incorrect use of older tools...

Introduction Info AIQ only facilitates the implementation of VAT (tax) legislation and is not responsible for how companies apply it. Firms that produce or sell products or services: May not be able to reclaim all the VAT (tax) on their input purchase costs, regardless of whether the items are VAT (tax) chargeable or exempt. Can recover all input ta...

Introduction Sales Receipts and Allocations lets you record Customer Bank Transfer type Receipts, such as Credit Transfers or Direct Debits, and Cheques and optionally allocate them against outstanding transactions (fully or partially). When you receive notification from your bank of customer transfers, check your account for any customer receipts. ...

Overview AccountsIQ's new workflow approval engine streamlines financial processes by automating approval workflows. Approvals can be managed for key transactions, such as purchase orders and invoices, both through a web platform and a mobile app.  The system is highly customizable, enabling organizations to set up workflows with pre-defined rules a...

Introduction Purchase Journals are used to post adjustments to Supplier (Vendor) Accounts where no VAT needs to be recorded: Purchase Credit Journals: Increase the amount due to a Supplier (Vendor) where the adjustment does not relate to a specific invoice. This is done by crediting the Supplier Balance and Control Account and debiting the selected ...

Introduction Batch Debit Notes are used to record any Credit Notes received from Suppliers not related to returns of product previously invoiced. This type of entry is ideal for recording charges and administration costs not associated with product management. Each line entered represents a separate credit note (or debit from your perspective), whic...

Generate User Credentials Before being able to create OData connections, your Administrator will first need to enable the connection. Each User will need to create their own set of user credentials to access the data.                 To generate user credentials:  Log in to the Entity. Go to Analysis > Data Connection Setup.   A reporting tool wi...

Introduction To produce electronic files of Statement Transactions, you can: Use an On-Line Bank or Credit Card Export facility. Scan hard copies of your Bank or Credit Card Statements. Then, using AutoRec, convert them to an electronic file which you can import into the Bank Reconciliation process. You should use these facilities as frequently as p...

Introduction The system comes with a standard package of General Ledger Accounts and Codes. These include: General Ledger Categories. General Ledger Sub-Categories. General Ledger Groups. A set of other Codes, including Currencies and Taxes. General Ledger Codes belong to General Ledger Sub-Categories which in turn belong to General Ledger Categorie...

Introduction When to Use Provisions  Provisions are postings to the General Ledger regarding possible future liabilities. They differ from Cost Accruals as with Provisions you do not know whether you will have to deal with this particular future liability. They are a prudent way of ensuring that your Accounts system has set aside some financial rese...

Introduction The security of your financial data is essential to us. One of the easiest and most effective ways you can protect your account is to use Two-Factor Authentication (2FA).   Why do I need 2FA? No matter how security conscious you are, it is easier than you would imagine for someone to steal or guess your password. Unfortunately, phishing...

Introduction Recurring invoices can be used to invoice for services, maintenance, or frequent delivery. They can be set up to recur automatically at weekly, bi-weekly, monthly, quarterly, or yearly intervals. The system will remind you when recurring invoices are due to be generated. At this stage, you can change any details as needed. See:   Sales ...

Introduction The Accounts Payable (AP) Dashboard is a set of pre-defined Charts and Lists. If your industry or organisation type has specific requirements and you want to add your own charts and lists, then contact your system provider for assistance.  The AP Dashboards display your outstanding debts to your Company’s Suppliers (Vendors). It analyse...

Introduction After completing the appropriate agreements with your System Provider, you can brand the system. This will be of interest primarily to those with many end-user client companies, such as:  Accountancy Practices Franchise Owners Suppliers (Vendors) of Specialist Niche Solutions Front Office Systems Business Outsource Providers or System I...

Introduction You can set up Bank Accounts for any of the following: Banks (Current Account, Deposit Account, Foreign Currency Accounts) Credit Card Companies Leasing Companies Finance Houses Petty Cash Boxes Employees and Directors to whom you sometimes advance Cash or Foreign Currency To get an overview of all your Bank Accounts, go to Bank > Ba...

Registering an Entity as 'to be deleted' Log into the Group Portal. Next to the relevant entity, go to Actions. Select Edit Entity to open its details.  Info: Our New Look If you are using the new look navigation, Edit  Entity can be found under the actions menu beside the Entity ID: In the Entity Name field, add the text ‘To Be Deleted’ next to the...

Sales Transaction Types Each Transaction in the system is codified to a Transaction Type.      Type   Description   Effect on Customer / Nominal account?   When Created?   SI   Sales Invoice (Item or batch)   Sales Invoice increases the balance on customers account   Recording a sales invoice or when a sales Credit Note is reversed   SN   Sales Cred...

Introduction Info  If you have the Expenses Module, mileage is automatically included. If you do not have the Expenses Module and are interested, please contact support@accountsiq.com to get started.   Prerequisites Before you can use the mileage module, ensure the following: Employees and expense categories are set up in the expense module: Setting...

Introduction In the system you can set up multiple currencies against a single base currency. If you operate multiple entities, they can all have different base currencies. To manage these entities, you can set up a Group Consolidating Entity and use its base currency to consolidate all the entities.  If you want to use multiple currencies within an...

Introduction Sales Quotes are integrated with the Inventory Management system, either fully in the context of quantities management or partially in the context of non-stocked goods and services. Sales Quotes are optional.  You can disable this sub-system in the User Profiles Management screen and go straight to Customer Sales Order entry or to Custo...

Introduction Batch Invoices are used where it is not necessary to record detailed product entries. This type of entry is ideal for recording charges and administration costs not associated with product management.  Each line entered represents a separate invoice, which, unlike product invoices, is directly posted to the Customer account and to the G...

Introduction Issues caused by selling below on hand quantity   When processing a sales invoice, you will be unable to complete the sale if there is not enough or no stock on hand for any of the items sold at invoice date. This avoids discrepancies in calculating:  the Average Cost of the item  the Cost of Sales General Ledger postings  the Sales Ana...

Introduction Customer Master Records must be set up before you can begin processing transactions through the Sales System.  These records hold static information about each of your customers that needs to be kept up to date. Also, as you engage with new Customers, you will need to add their records to the system. Prerequisites Complete these prerequ...

Introduction  Sales Order entry is integrated with the Inventory Management system, either fully, in the context of quantities management, or partially, in the context of non-stocked goods and services.  Sales Order entry is an optional step in Customer Sales Invoicing. You can bypass it and go straight to Sales Invoicing instead. For Sales not invo...

Introduction You can post Revenue Accrual Journals to your General Ledger accounts in relation to: goods dispatched, such as partial deliveries. services rendered but not yet billed to the Customer, for example, a Work in Progress where you expect to invoice the Customer at a later stage.  Post Accruals to the period in which the goods or services w...

Introduction  What is the Time and Billing Module? The Time and Billing module, along with the full AIQ suite, make up the Project Accounting system. This system provides extensive budgeting and reporting capabilities, full supplier purchasing facilities, and client billing and account administration. The Time and Billing module records: All employe...

Introduction There are various options throughout the system for printing Sales Documents and Reports. There is also a variety of options for printed output formats including Word, PDF, etc. Printing is a two-step process whereby the printed output is first produced electronically in the requested format, which is then available for review on-screen...

Introduction Careful management of your cashflow is essential to managing your business effectively. Depending on the business type and its stage of development, good cashflow management is key to raising investment and/or obtaining working capital finance and overdraft facilities from your bank. It is also a key component for established companies ...

Introduction This guide explains how to submit already prepared Group VAT Returns to HMRC via MTD. Irish companies can create a Group VAT Return in the same way, without submitting it to HMRC.  Prerequisite: Set up your group for submitting Group VAT via MTD, following the steps outlined in Setting up MTD for Group VAT Returns.  For the purposes of ...

Introduction How does Multi-Company Consolidation work? With multi-company consolidation, a business can set up a group company as a consolidating entity. Within this group, they can operate locations, branches, or divisions as separate entities. Treating these as separate entities lets the business maintain separate ledgers and then consolidate all...

Introduction The Bank Transfer function is used to record transfers between bank accounts. Amounts transferred to and from foreign currency accounts use the exchange rate entered as per date of transfer to record the actual base currency value and recognise the related gain/loss arising.           Accessing Bank Transfers You can access the Bank Tra...

Introduction About Style Sheets You can create templates (called Style Sheets) that customise the layout of your printable Sales Invoices and Credit Notes, whether they are of individual or batch type.  Adapt layouts to suit your needs by including or excluding Columns and supporting information. For example, for Item Sales, you might want to includ...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats.    The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI ...

Introduction What is the Partner Hub? The Partner Hub is a secure portal that lets partners add and manage their own users and customers without the need for AIQ support.  Partner Hub User Types Partner Hub users can be either admin users or non-admin users. Partner Hub Admin:  The Partner Hub Admin User must be created by an AIQ Admin prior to logi...

Introduction In addition to the Supplier Bulk Payment File formats for specific banks and e-payment formats, such as BACS & SEPA, the system also provides two generic formats. This lets you download all the information related to a specific Bulk Payment record from the system in a common format. You can then share it with other software provider...

Introduction You can re-use previously Posted Invoices and Credit Notes to create new ones. Find the required Invoice, duplicate it, give it a new Reference Number, and make your changes. You can change Dates and Prices, add and delete Lines, among other changes. See: Purchase Item Invoice (4.2) - AIQ Academy Edit and Credit Purchase Item Invoice (4...

Introduction If you need to change year ends for your company, contact support@accountsiq.com.   It is only possible to have 12 monthly periods in a financial year. This can start from any month, for example, January to December or May to April. If you require longer than this, you can change the year end but there will still only be 12 months for y...

Introduction The Statistics facility lets you record user defined statistics. Recording statistics lets you include non-financial measures in reporting. You can record statistics for each period and break them down by BI Code and Group structure in the same way as General Ledger Codes. Examples of non-financial measures include:  The number of custo...

Introduction Purchase Debit Notes record any Credit Notes received from Suppliers that are related to returns of products previously invoiced or services you no longer require. If you receive a Credit Note from a Supplier which does not relate to Products or Services, enter it using the Batch Debit Note Entry program.   Item or Service Debit Notes d...

Introduction Info For in-depth knowledge about BI Codes, including creating, deleting, and deactivating them, read How do I Implement Extended Business Analysis‍ before proceeding here.   Business Analysis can be used for Job or Project performance monitoring.  Do this by renaming BI Code to Job No. or Project Code and setting up the relevant Dimens...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear or add to existing system data.  The Import Templates are available in Office 97-2003 and Office 2007 formats.    The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI Codes. Existin...

Introduction The Customer Portal allows Customers to view their Accounts Receivable (Debtors Ledger) Account with your company online. This feature is not automatically available in the system – you must request your system provider to set it up for you. Setting up Customer Portal Access Step One: Send the Customer an Invitation to the Customer Port...

Introduction What is the Partner Hub? The Partner Hub is a secure portal that lets partners add and manage their own users and customers without the need for AIQ support.  Partner Hub User Types Partner Hub users can be either admin users or non-admin users. Partner Hub Admin:  The Partner Hub Admin User must be created by an AIQ Admin prior to logi...

Permissions to Re-do or Delete Prior Vat Returns Only users with the Admin User Role can delete or redo a VAT (Tax) Return. Admin users can only redo VAT (Tax) Returns if they: Are from a currently open period. This allows for the inclusion of recently added or edited transactions in an existing return.  Use the Invoice-based method. See:   How does...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats.    The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI ...

Introduction Easier App Management AIQ now lets you create and manage your API Integrations at group level. This means that you can create and configure an App in minutes, which can read and write data in all the entities within your group. You can edit an App and modify the entities it has access to at any time with immediate effect, as well as rev...

Introduction This article explains how to set up your group for making Group VAT Returns via HMRC's MTD. If you have already done this and want to learn about how to submit Group VAT Returns please read this article. For the purposes of this article, the following terminology will be used: Group VAT MTD Reporting company: This represents a  central ...

Introduction As per HMRC guidelines for Reverse Charge VAT in the UK, if VAT codes are configured as detailed below, the system will: Calculate the amount of VAT for all purchase transactions where Reverse Charges / PVA is flagged. Calculate the VAT amount from the gross amount at the standard rate for the company.  On the UK Return, the reverse cha...

Introduction Bulk Payment Approvers have the rights to approve Batch Payments within the system.  These approvers will be informed by email that there is a Bulk Payment run ready for their approval/rejection. They will then be required to log into the system and approve or reject the batch using the options on the screen.  Bulk Payment Approvers als...

Introduction The Data Importer lets you populate predefined Excel templates and import them into AccountsIQ. It can clear data or import or add to existing system data. The Import Templates are available in Office 97-2003 and Office 2007 formats.  The Data Importer can import:  Static information such as Chart of Accounts, VAT (Tax) Codes, and BI Co...

Using Debit Notes for Returns to a Supplier (Vendor) Use a Purchase Debit Note for returns of goods or packaging materials, such as pallets or containers, if: The Purchase Order is fully processed. The goods are now in your inventory.  When you raise a Debit Note in the Purchasing System, the Inventory System’s Quantity on Hand immediately reduces b...

Introduction Cost Accruals are adjustments to the period values which automatically reverse in the next period and are generally used to recognise expenses that have been incurred but have not yet been invoiced. Examples include: Contractor Work in Progress like services rendered but not yet billed by the Supplier where you expect to pay at a later ...

Introduction Create and edit Sales Reps along with their commission rates so the system can automatically track sales by Sales Rep and determine the sales commission due to each Sales Rep. Sales Commissions and Rates are related to Product sales, so are used in conjunction with Product Pricing, if not the full Inventory/Stock Management suite.   Pro...

Introduction From your consolidation group entity, you can now create a GL Account against all or a selection of entities within a group in just two simple steps. This feature enables you to add the following to all subsidiaries within a group: a posting type GL code a control type GL code categories subcategories  Access to this feature is provided...

Introduction Batch Credit Notes are used to record any Credit Notes not related to returns or short deliveries of previously invoiced items. They are ideal for recording charges and administration costs not associated with Items. Each line entered represents a separate credit note, which, unlike individual Item Credit Notes, is directly posted to th...

Introduction Sales Journals are used to post adjustments to Customer Accounts where no VAT needs to be recorded: Sales Credit Journals: Decrease the amount due from a customer where the adjustment does not relate to a specific return or invoice. This credits the Customer Balance and Control Account and debits the selected GL Account. This could be u...

Introduction You can flag Sales and Purchase Invoices as disputed, resulting in them being highlighted in the Aged Reports and Supplier (Vendor) Bulk Payments. This might be for a Purchase / Sales Invoice where the goods received are in dispute or the amount is incorrect.  You can flag Purchase and Sales Invoices (Item or Batch) even if already post...

Introduction For review purposes, you can attach multiple scanned documents and memos to all master records and transactions. Examples of attachments include: Bank statements Emails Handwritten expenses claim forms Letters Original Invoices Photos Receipts Timesheets Voice mails See: Transaction Type explanation and menu locations  How Do I Amend, C...

Introduction The Email Log displays all email communications between users and a company. This includes: Orders Invoices Statements Remittances  See: Emailing Sales Invoices and Customer Statements‍  How do I Prepare a Supplier's (Vendor's) Bulk Payment Run?‍  Viewing email history and status Email history Go to Email > Email Log. You can search,...

Keyboard Shortcuts: Transaction Entry To allow for quick data entry you can use keyboard shortcuts to navigate transaction entry screens: TAB: Advances to the next cell in the grid TAB + SHIFT: Goes back to the previous cell in the grid ENTER: Advances to the next cell in the grid F6: Use to make a copy of the current line and insert a new line with...

Introduction You can email Customer items from the system either individually (Quotes, Orders, Receipts, Invoices, and Reports) or in bulk (invoices and statements).   See:  Email Log‍  Setting up Customer Email Addresses Go to Sales > Customers. Find the relevant Customer Master Record in the grid or click New Customer to create a new record. In...

Introduction How Kefron works Using Kefron increases productivity. Instead of manually entering Purchase Invoices or Credit Notes, Kefron uses OCR (optical character recognition) to automatically digitise documents.   Most incoming Invoices are from regular Suppliers (Vendors). It only takes one time for Kefron to memorise the layout of the scanned ...

Introduction The AP Inbox lets you centrally manage Accounts Payable. It cuts down on processing time, reduces labour costs, and minimises errors in posting supplier invoices to the system.  When the AP Inbox receives supplier PDF invoices via email the system automatically creates a Purchase Item Invoice in the system with an attached copy of the o...

Introduction Creating Refunds without VAT If you do not need to account for VAT on refunds: Customers: Go to Sales > Customers. Under Actions, select Create Refund. Suppliers: Go to Purchases > Suppliers. Under Actions, select Create Refund. Banks: Go to Bank > Unprocessed Imported. Find your Bank Transaction. Click Create New Posting > ...

Introduction Payments - Quick Entry, like Payments and Allocations, can be used to record ad hoc payments made to suppliers outside of Bulk Payments. It is fully integrated with your bank accounts. Note that unlike Bulk Payments, it does not have the protection of Payment Approval.  Payments - Quick Entry lets you: Use batches to quickly record as m...

Introduction Info Before you can set up Fixed Assets, you must set up the relevant Fixed Asset Class, see Managing Fixed Assets Classes. ‍ Managing Fixed Assets The Fixed Assets Register lets you set up and maintain Fixed Assets and record Disposals.  The Fixed Assets grid lets you filter and sort data which you can Export to Excel  The Report Manag...

Compatible Bank Statement Files Find your Bank Statement file format Most popular online banking file formats used by major international banks are compatible. Using these standard supported formats will allow you to import your bank file, without amendment, directly into the Bank Reconciliation system.  To check which generic Bank Statement file fo...

Introduction The TransferMate Payment Gateway is fully integrated with our system.   TransferMate Payment Gateway lets you do the following, all without leaving AccountsIQ: Set up and process a Supplier Bulk Payment.  Process Foreign Currency (FX) payments to foreign suppliers. This can save considerable processing time as it only takes one run. It ...