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:

1. Go to the group layer.
2. Next, to manage the user at group or entity level, select one of the following:
   • From the Group Management dropdown, select Edit Group User or Add Group User as relevant.
   • From the Actions dropdown, select Manage Users and either open an existing record or click Add Entity User.
     Delete

     Info: Our New Look

     If you are using our new look navigation, Group Users can be added and edited from the new users tab in the sidebar. In the new UI, all users will be created as group users and there will no longer be an option to create them at entity level only.

     
     

     

     
     

3. In the user's record:
   • From the Profile dropdown, select the relevant User Profile.
   • Click Update User Role and select either User or Admin.
   • Under Permissions, check the relevant permissions.

User Profiles

To manage user profiles:

1. Go to the group layer.
2. Select Maintain Menu Profiles from the Actions dropdown. 

Each User Profile has a User Type of either Business User or Finance User:

• Business Users have access to a subset of permissions. 
• Finance Users have access to all permissions. 

The User Profiles can be modified to have fewer but not more permissions than the defaults.

User Roles

Select either User or Admin. Admin is the highest-level access and allows the following additional actions:

• Un-reconcile bank reconciliations 
• Set up approvers 
• Employee Expenses/Employees Listing – Action button becomes available 
• View/Update/change supplier bank account details 
• View/Update/change customer bank account details 
• Re-open closed periods 
• Access to new data importer steps (COA, BI Structure, Bank Import, Static data) 
• Set up HMRC MTD connection 
• Redo VAT Return 
• Set up bank feeds 
• Enable/Disable OData

Permissions

In addition, the following Permissions can be set in a user's record:

• Add Client
• Manage User Profile
• Activate/De-Activate Clients
• Manage Integration Applications
• User can only view Purchase Orders that they created
• User can update Exchange Rates across Consolidation Groups
• Re-Assign Client
• Manage Client Users
• Consolidation Manager

See:

Setting Up System Users‍ 

User Types‍ 

Two-Factor Authentication

AIQ uses 2FA for your online data security.

1. Go to Setup > Two-Factor Authentication.
2. Delete

   Info: Our New Look

   If you have toggled on our new look navigation, 2FA will be available in the top-right under your profile:

   
   
3. Complete the setup process.

See:

• Using Two-Factor Authentication 

Reporting

AIQ provides a wide range of reports to meet your needs including compliance. If you cannot find the data you are looking for via our reports, please contact your customer success manager or raise a support ticket.

1. Go to Reports > Report Manager.
   
   
   
2. Delete

   Info: Our New Look

   If you have toggled on our new look navigation, the Report Manager can be found by going to the Reports tab in the sidebar.

3. In the Report Manager, search for any of the following:
   • Supplier (Vendor) Bank Account Details Audit Report: AIQ reporting allows you to track any edits made to bank account details, including who made them and before and afters.
   • Approval Listing: AIQ reporting allows you to track the activities of your approvers, including what they approved and when.
   • Debtors Audit Trail
   • General Ledger Audit Trail
   • General Ledger Audit Trail by BI Code
   • Purchase Ledger Audit Trail
   • Purchase Commitment Report by Approver (Budget Holder Access Level) 
   • Purchase Commitment by Approver (Use with Budget Holder Approval Only)
4. Filter as required and click View. The report will appear as a separate tab.

See:

Using the Report Manager‍ 

Changing a Report layout‍ 

Using Purchase Approval for Budget Holders‍ 

Using Purchase Approval for Supplier (Non-Budget Holders)‍ 

Transaction Browser Edits Log

The Transaction Browser holds detailed records of all transactions made in the system, including any edits made.

1. Go to General > Transaction Browser.
2. Delete

   Info: Our New Look

   If you have toggled on the new navigation, the Transaction Browser is now found under the GL tab in the sidebar:

   
   

3. Click on any of the transactions that have been flagged as edited to view the details of that edit.

See: 

Using the Transaction Browser‍ 

Amend, Cancel or Delete Transactions‍ 

Trust Centre

AIQ has a Trust Centre. Read more about it here:

• Trust Centre | AccountsIQ