Before you get started navigating, check the following:

Login

Before you can get going using our new look UI, your system administrator must have sent you an invite to log in. Log in using your credentials (Account ID, User ID, and password) or via Single Sign-On (SSO). If you need to reset your password, see Reset Password.

Display Scaling

To change the size of the elements on screen if you work off a laptop, either: 

• Use Zoom in (Ctrl+ +) or Zoom out (Ctrl+ -).
• Adjust your display scaling or change the screen resolution.

Pop-Ups

Depending on your browser, you may need to allow pop-ups and redirects from AccountsIQ by adding https://hostacct.com (AIQ's domain name) to the allowed list in your browser's site or privacy settings. Otherwise, some screens may not display.

See:

▶️ AIQ Group Account Layer (1.2) - AIQ Academy

▶️ Company Overview & Help Hub (1.3) - AIQ Academy

▶️ The AccountsIQ Help Hub (1.6) - AIQ Academy

Overview

Logging in brings you to the Account layer. This is where entities and users are created and managed. 

The top-right contains the following:

• Notifications: Get the latest updates about our product releases and enhancements.
• Help Hub: Provides access to help resources and services, depending on price plan. See Help Hub or Support (Non-Help Hub users).
• User Account: Displays the initials of the logged-in user. In the Account layer, it also displays your price plan. If you do not use SSO, password options will also be available at account level.  

The sidebar contains the following tabs:

• Entities: Set up and manage entities here as well as control user access.
• Users: Create and manage users and assign them to entities.
• Setup: Access Account options as well as Integration settings.

Entities tab

For more information on entities, see Create & Manage Entities.

The grid contains the following Action Buttons:

• New Entity: Click to create a new entity in the system. See Create & Manage Entities for more information.
• Consolidation Manager: This allows users to manage entity consolidations, including setting up the group, managing both month end and average currency rates for consolidation and revaluation purposes, and running the consolidation routine. All group reporting is carried out from the consolidation entity. See Group Consolidation Setup and Running Group Consolidation & Reporting.

The Entities listing grid lets you manage and view the details of all entities in your account. The grid can be filtered and ordered, then exported to Excel.

Entity details are as follows:

• ID: Unique identifier and login for each entity. Group Consolidation Entities will have a consolidation icon next to the ID. Entity IDs can be colour-coded using the colour-picker. To clear a colour, select the clear circle. (If the colour-selector gets stuck, clear cached files and images.)
• Actions: The three-dot menu next to each entity provides additional management options. 
  
• Entity Name: The name assigned to the entity. 
• Group Name: This only appears if an entity has been assigned as part of a group using the Consolidation Manager.
• Currency: The base currency the entity operates in. Each entity must have a single base currency. For more on currency management, see Managing Multiple Currencies.
• Last Modified: Date of the last modification.
• Last GL Period: The last General Ledger period closed.
• Last AR Period: The last Accounts Receivable period closed.
• Last AP Period: The last Accounts Payable period closed.
• Entity Type: Indicates whether the entity is Full, Sandbox, Lite, or Read Only.

Users tab

For more information on users, see Create & Manage Users and User Types.

The following Action Button is found above the listing grid:

• New User: Click to add a new user to the system. It is only possible to create and manage users at account level. When you create a user, the selected Profile and User Role (user or admin) will be assigned to them by default in all assigned entities but can be updated per entity. For more details, see Create & Manage Users.

The Users listing grid lets you manage and view the details of all users in your account. The grid can be filtered and ordered, then exported to Excel. 

User details are as follows.  

• Name: Full name of the user.
• Actions: The three-dot menu next to each user provides additional management options.
• User ID: Unique identifier for each user.
• User Type: The type of user (Finance User or Business User).
• Profile: The assigned profile.
• Email: Contact email of the user.
• Active: Indicates whether the user is active (Yes/No). Can be reactivated/deactivated here.
• Locked: Shows whether the user account is locked (Yes/No). Can be locked/unlocked here.

Setup tab

The Setup tab contains account level only setup options:

• Group Details: Manage the details set during account setup. See Create & Manage Entities.
• Single Sign-On (SSO): See Single Sign-On (SSO) for more details.
• Delete Profile: User profiles can be deleted at account level, allowing for both easy management and consistency across your account. See Create & Manage Users.
• Integration Application: See Create & Manage Integration Applications.

Header Overview

In entity headers you can switch between entities, search, view notifications, access help and support, manage 2FA, and log out by clicking on the arrow in the top-right.

Entity Selection

This displays the current entity (e.g., "ACA1001 - GBP - 1.AIQ Academy"). To switch between entities, select another from the dropdown. Entity listings will display any colour coding assigned in the Account layer and the most recently selected entity will appear on top.

Notifications, Help, and User Account

Entities have the following in the top-right corner:

• Notifications: Get the latest updates about our product releases and enhancements.
• Help Hub: Provides access to help resources and services depending on price plan. See Help Hub or Support (Non-Help Hub users).
• User Account: Displays the initials of the logged-in user. If your entity uses 2FA, management options will also be here. See Two-Factor Authentication (2FA) for more details. 
  

Search

This lets you quickly find any screen in the system.

Click on the search icon in the top-right corner or press “/” on your keyboard.

The last five items that were accessed from search will appear automatically:

Type your search term:

 All results will display with the relevant icons for:

• Listing grid
• Report
• Dashboard
• New Record

Tip: To quickly access new record screens, type ‘New’ and all new record screens will display:

Add a search result to your favourites by clicking on its star icon. It will then appear in Favourites, organised by module.

The side navigation panel on the left provides quick access to different modules. The modules and menu options available will be based on your price plan, profile, and access rights. 

The system opens your last accessed page, or if it’s your first login, it defaults to the Home page. 

Group Consolidation Entity Menu

Once an entity has been assigned as a Group Consolidation Entity, it ceases to be a trading entity and has no modules relating to trading, such as Sales and Purchases. Instead, it will have the following five modules:

• Fav: Shortcuts to frequently used features. Favourite a menu item by clicking on its star icon. See Favourites Menu.
• GL: Access general ledger accounts and journal management. Only GL Journals are available in Group Consolidation Entities. See Create & Manage Group GL Accounts or GL Journal Entry.
• Reports: View and generate financial reports for your Consolidation Group. See Report Manager.
• Dashboards: Get instant overviews of your financial position from a consolidated perspective. See Dashboards .
• Setup: Configure system settings, including coding, and optional modules like Dimensions and Non Financial Metrics.

Trading Entity Menu

Modules and their sub-menu options will vary depending on price plans and user access. Trading entities have the following:

• Home: View all your tasks in one place. See AIQ Home. 
• Fav: Shortcuts to frequently used features. Favourite a menu item by clicking on its star icon. See Favourites Menu.
• Sales: All AR-related activities, from quotes to invoicing. See Create & Manage Customers or Sales Item Invoices.
• Purchases: All AP-related activities, with optional AP Inbox automation and related approval module. See Create & Manage Suppliers, Purchase Item Invoices, Purchase Order Process, AP Inbox Configuration & Management, Approval Workflow Setup.
• Items: Manage both stock and non stock items. See Create & Manage Items.
• Bank: Settle and reconcile transactions. See Create & Manage Bank Accounts or Automated Bank Reconciliation.
• GL: Access general ledger accounts and journal management. See Create & Manage Entity GL Accounts or GL Journal Entry.
• Employee Expenses: Manage claims and approvals. See Employee Expenses Setup for further details.
• Intercompany:  Manage intercompany trade. See Intercompany Setup.
• Fixed Assets: Manage fixed assets including depreciation. See Fixed Asset Classes or Fixed Assets.
• Reports: View and generate financial reports for your entity. See Report Manager.
• Email Log: Record of all emails sent. See Email Log. 
• Dashboards: Get instant overviews of your financial position at entity level. See Dashboards.
• Setup: Configure system settings, including coding, and optional modules like Dimensions, Non Financial Metrics, and Approval Workflow.

Listing grids let you view and manage your records and transactions.

Selecting a Listing grid

Select the relevant module tab in the sidebar and then select the required listing grid.

The contents of the listing grids are tailored to the module in question. Where there are multiple grids for a process, such as the PO process, the order of grids in the menu will reflect that:

Customise the grid layout

• Resize columns by hovering over the columns until you see horizontal re-sizing arrows and resize as needed. Resized grids will be saved automatically.
• Use Add/Remove Columns to modify and save a grid layout that suits your needs. Grids are saved to your user account so changes will not be seen by other users. This means, for example, a Credit Controller can have a completely different view of Customer accounts than a Salesperson. 

To add or remove columns in the listing grid:

1. Click on the Add/Remove Columns icon.
2. Drag the relevant column labels to either Available Columns or Selected Columns. You can re-arrange the order of the columns in Selected Columns by dragging the fields to the desired location. 
3. Click Save. The Reset Grid option is available to restore the default layout.

Performing Basic Data Queries

Perform basic data queries as follows:

• Listing grids can be filtered using the headers and dropdowns. 
• Listing grids can be sorted by clicking once for an ascending sort (lowest value first) and again for a descending sort (highest value first). 
• The results can be exported to Excel. 
• The listing grid Refresh option brings in the latest data.
•  If you cannot see an item in full, hover over it to view the full entry.

Advanced Filters

1. Only the options added to the grid will appear as options, so add columns if needed (see Customise the grid layout above).
2. Click the Advanced Filter icon. 
3. Select as many fields, operations, and criteria as required.
4. Click Apply Filter and close the filter screen to view the results. The Clear Filter option is available if you need to discard any changes.

View Balance Breakdowns

The balance links for Customers, Suppliers, Banks, GL, and Intercompany accounts let you access historical transactions for that account and perform transaction drilldowns. The Transactions Drilldown functionalities work in the same manner as the Transaction Browser. 

Click on the relevant balance link.

This displays the transactions that make up that balance. The Account Transactions screen has the following functionalities:

• Filter Data: Filter, sort, and export transaction data. An advanced filtering option is also available. See Transaction Browser for more details.
• Customise grid layout: Go to Grid Options > Customise Grid and drag and drop the column you want to include between any two existing columns. Click Save to retain these changes against your user account. These modifications will not affect other users. If needed, you can resize most windows by dragging them from the corner using the arrows that appear.
• View Transaction Records: For the sales and purchases ledger, open the transaction by clicking on the blue Internal No. link.
• Edit GL Postings: To make changes, click Edit next to the individual General Ledger Postings for each transaction. Depending on status, transactions may be edited, reversed, or unallocated. See Amending Transactions for more details. 
• View GL Postings: Click Reference to view the details.

Creating New Records and Transactions

New records can be added from multiple locations.

Module Actions Menu: Each module has a Module Actions Menu pertaining to that module. To add the menu item to your favourites, hover over the relevant sub-menu item and click the star. 

Action Button: Each listing grid has a blue action button for that grid's record type: 

Actions: In the top Actions menu, select the required action:

Record Dropdowns: When creating a new record, if an option is not available in the relevant dropdown, create it by clicking + Add new [item]. The relevant entry screen will appear letting you update the list without closing the record or transaction: