Employee / Employer Reimbursements

Published December 6th, 2017 by Grainne Reidy

Introduction Managing Reimbursements This article covers the way expenses can be managed in AIQ outside of the Employee Expenses module. These include: Employee Expenses (non-AIQ expenses module): These can be managed via the AP system. See section 2. Employee Company Cards: Set up company cards as bank accounts and use Sundry Bank Payments to recor

Mobile App Expense Approval

Published July 23rd, 2019 by Grainne Reidy

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 the

Home Page Setup

Published October 3rd, 2025 by Grainne Reidy

Introduction Price Plan Availability The homepage will be only available to customer on Growth and Scale price plans. It will not be available to customers on Core or the legacy price plan.   About the new Homepage The Homepage is your personal command centre for finance - surfacing both action and insight in one view, giving you an instant overview

Non Financial Metrics Setup

Published March 21st, 2025 by Grainne Reidy

Introduction AccountsIQ's Non Financial Metrics let you create non financial metrics and relate them to your financial data via reports and dashboards. If your reporting needs are beyond the standard included reports and dashboards, our Reporting Team can create customised versions. About Non Financial Metrics If you are looking to scale your busine

Document Customisation

Published January 8th, 2026 by Grainne Reidy

Introduction About Styles The Document Customisation feature lets you easily control the look and content of the Sales Invoices and Credit Notes (Item and Batch) that you email or print for your customers.  An example style: Style templates can be applied to documents from the following locations: Sales Item Invoice listing grid Sales Batch Invoice

HMRC Connection Setup (UK)

Published May 2nd, 2019 by Grainne Reidy

Introduction MTD Regulations UK VAT-registered businesses with accounting periods starting on or after 1 April 2019 are required to keep digital records for all VAT transactions and use software to submit VAT returns to HMRC digitally. This is also known as Making Tax Digital or MTD. We are listed by HMRC as compatible software for the submission of

Dashboards

Published October 1st, 2024 by Grainne Reidy

Introduction Our dashboards let you quickly visualise the performance of your business using the most common KPIs. Access the dashboards via the Dashboards tab in the sidebar: Dashboard Types We currently have 13 dashboards: Accounts Receivable Income Analysis Sales Accounts Payable Expenditure Analysis Purchase Commitment Purchases Balance Sheet Ov

Knowledge Base

Published August 5th, 2026 by Grainne Reidy

The Knowledge Base covers every feature of AccountsIQ, and you can use the AIQ powered search tool Swifty, to quickly find answers.  Articles are organized by topic, enabling you to easily find step-by-step instructions for a specific tasks, such as “how do I run a bank reconciliation”. Use this platform when you need more detailed information or gu

Developing with AIQ

Published August 5th, 2026 by Grainne Reidy

Integrate your business systems seamlessly with our integrations, enabling you to increase organisational efficiency by cutting down on repetitive manual input. Our options range from plug and play solutions to integrations that meet customised requirements.    👉 Integration Management - our help articles 👉 AccountsIQ API Docs - essential guides to

Employee Expenses Setup

Published March 15th, 2022 by Grainne Reidy

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

Create & Manage Group GL Accounts

Published May 11th, 2022 by Grainne Reidy

Introduction Consolidation Access Please contact support@accountsiq.com if you cannot see the Consolidation option. This might require enabling the Group Accounting add-on.   From your consolidation group entity, you can now create the following against all or a selection of entities within a group: Posting type GL code Control type GL code GL Categ

Process & Approve Documents

Published September 15th, 2026 by Grainne Reidy

Introduction Processing Documents with Approval Workflow If approval has been enabled for a document type, it will automatically enter an Approval Workflow when saved.  Preventing POs from immediately going for approval When you save a Purchase Order, it will immediately be assigned an Approval Workflow. If you don't want this to happen and want to

Approval Workflow Setup

Published October 3rd, 2024 by Grainne Reidy

Caution for users of the legacy workflow Once you activate a new workflow, the legacy approval workflow will become unavailable. THIS IS IRREVERSIBLE. While you are preparing for the transition, new workflows can be created as drafts but DO NOT ACTIVATE them until you are ready to stop using the legacy workflow.   Overview About Approval Workflow  A

Employee Expense Report (Ireland Only)

Published September 15th, 2026 by Grainne Reidy

Employee Expense Report (Ireland Only) The report "Employee Payments" is available in the Report Manager under Purchase Reports. Note that expense claims will only appear in the report when they are marked as paid/allocated to the payment. It is automatically available for all users with the system administrator profile and can be added to the permi

Developer Portal & API

Published July 26th, 2023 by Grainne Reidy

Developer Portal Signup Process Pre-requisites The Developer Email has been linked to an Integration Application by the Integration Admin. See Create & Manage Integration Applications . Process The developer will receive an email with the subject “Developer Portal – Invitation" with instructions to complete the signup process:  Check that the Em

Intercompany Scenarios

Published November 6th, 2025 by Grainne Reidy

Introduction This article explains how to handle common intercompany transactions in AccountsIQ. Note!  Always consult with your accountant to ensure best practice and compliance for your own company’s specific requirements.       Intercompany Sales / Trading About IC Sales Trading Transactions Intercompany Sales / Trading occurs when one company in

Opening Financial Position Data Importer

Published February 12th, 2018 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Bank Reconciliation Troubleshooting

Published July 17th, 2025 by Grainne Reidy

Transactions are not appearing on my Bank Reconciliation screen. Click to view potential solutions: Check if there are multiple reconciliations open.   Check if the transaction is part of a grouped transaction.   Confirm the transaction is valid for reconciliation.   Check that the transaction was not previously reconciled.   Check if a bulk payment

Kefron Automation

Published November 18th, 2017 by Grainne Reidy

Introduction Digitisation 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. It only takes one time for Kefron to memorise the layout of the scanned or PDF Invoices/Credit Notes from each of these Suppl

Favourites Menu

Published August 14th, 2026 by Grainne Reidy

Add Favourites via Quick Search Quick Search lets you quickly find any screen in the system. Click on the search icon in the top-right corner or enter “/” 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 Da

Approval Reminders Automation - Beta

Published August 21st, 2026 by Grainne Reidy

Introduction  Our Approval Reminders Automation lets you set reminders to go out to selected approvers daily until the task is actioned. Control both when the automation should kick in, and which approvers are relevant. In addition, we also offer a Auto-emailing PO that lets you automate email notifications for suppliers (and requesters) whenever a

Suppliers Data Importer

Published December 6th, 2021 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Data Entry Shortcuts

Published April 7th, 2023 by Grainne Reidy

Keyboard Shortcuts: Transaction Entry Speed up the creation of invoices, notes, and other transaction and data entry screens with the following keyboard shortcuts: Action Shortcut Move to the next field TAB or ENTER Move to the previous field TAB + SHIFT Copy the current line to the row below F6 or FN+F6 Delete the current line F8 or FN+F8    

Accounting Terms Glossary

Published November 23rd, 2022 by Grainne Reidy

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 liability

Dimensions Codes / Tags Setup

Published January 9th, 2026 by Grainne Reidy

Introduction BI Codes are now Dimension Tags The BI Codes module has now been updated to the Dimensions tag module.  The terms Dimension Codes and Dimension Tags replace Dimension Elements and BI Codes, respectively.   OData and Integrations All BI Codes are retained in any existing OData connections and integrations. Existing Power BI / OData repor

Supplier Refunds

Published April 12th, 2022 by Grainne Reidy

Introduction About Supplier Refunds Supplier Refunds posts a Purchase Credit Journal which: Increases the selected Supplier Balance Credits the Supplier Control Account Debits the selected bank account  Creating Refunds with VAT No VAT can be recorded on Purchase journals.  If you need to account for VAT on refunds, use: Purchase Item Credit Notes .

Email Customer Documents

Published May 28th, 2020 by Grainne Reidy

Introduction  Individual vs Bulk Emailing The following documents can be emailed individually from either the listing grid or Transaction Browser.: Sales Quotes Sales Orders Sales Receipts The following documents can be emailed both individually from either the listing grid or Transaction Browser and in bulk from the listing grid: Sales invoices (It

Create & Manage Entity GL Accounts

Published November 26th, 2017 by Grainne Reidy

Introduction General Ledger Structure 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

Transaction Browser

Published November 27th, 2017 by Grainne Reidy

Introduction Transaction Browser Functions The Transactions Browser lets you: View Transactions: View summarised details of all transactions and filter and sort them based on preselected criteria. These filters can then be saved. Datasets can also be exported to Excel. Amend Transactions: Edit or Reverse a transaction. View allocations or un-allocat

Sales Item Invoices

Published September 15th, 2020 by Grainne Reidy

Introduction Sales Invoicing 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 all cases, such as for extras, transport, or on-the-spot services.  Inventory Manag

Managing Multiple Currencies

Published September 24th, 2017 by Grainne Reidy

Introduction Each entity can have one base currency with multiple foreign currencies set up against it. 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. See Group Consolidation Setup for more

Intercompany Setup

Published April 4th, 2024 by Grainne Reidy

Introduction About the IC Module  The Intercompany module allows for automated recharging of the shared cost or management fees from one entity to another. This is done by connecting the IC Debtor and IC Creditor accounts.   The Intercompany module can be accessed in the sidenav: Feature Access Please contact support@accountsiq.com if you cannot see

Data Connection Setup

Published December 23rd, 2021 by Grainne Reidy

Enable the OData endpoint 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.  Enabling OData Connection Only users with a User Role of Admin will be able to enable or disable the integration.  Go to Setup > Company Deta

Sales Item Credit Notes

Published October 19th, 2017 by Grainne Reidy

Introduction When to use Item Credit Notes 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 No

Bank Accounts Data Importer

Published January 20th, 2021 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

EU Trade & Reverse Charge (Ireland)

Published June 8th, 2020 by Grainne Reidy

Introduction Compliance VAT-registered businesses must report transactions where the reverse charge applies to avoid compliance issues. If you're dealing with a specific case, it’s advisable to check local VAT legislation or consult a tax professional to ensure compliance. For example, some services, like land-related services or admission to events

Intercompany Transactions Data Importer

Published October 28th, 2017 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Customer Refunds

Published September 16th, 2026 by Grainne Reidy

Introduction About Customer Refunds Customer Refunds posts a Sales Debit Journal which: Increases the selected customer's balance Debits the customer control account Credits the selected bank account.  Creating Refunds with VAT No VAT can be recorded on Sales journals. If you need to account for VAT on refunds, use: Sales Item Credit Notes.‍  Sales

UI Navigation

Published February 18th, 2025 by Grainne Reidy

Resolution and Login Impact of New Navigation Release None of your data, including report and system settings, listing grid preferences, transaction data, and integrations will be impacted by the switch. All the same modules will be available to you in our new look.    Resolution To reduce the size of the elements on screen if you work off a laptop,

Mobile App Document Approval

Published April 22nd, 2018 by Grainne Reidy

Introduction All Workflow 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 Invoic

Transactions Data Importer

Published February 12th, 2018 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Bulk Payment Approver Setup

Published November 20th, 2017 by Grainne Reidy

Introduction Bulk Payment Approvers Bulk Payment Approvers will receive email notifications whenever they are selected to approve a Bulk Payment. To approve or reject the Bulk Payment, they must log into the system. They also have the option to edit the Bulk Payment before processing it. For more on approving payments, see Bulk Payments (section “Ap

Bank Journals

Published October 23rd, 2017 by Grainne Reidy

Introduction About Bank Journals 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 th

Reports Glossary

Published March 19th, 2025 by Grainne Reidy

AR Set up Customer Listing Detailed: The Customer Listing Detailed report provides comprehensive information about active customers, including their company names, addresses, contact details, VAT numbers, bank information, payment methods, credit terms, and account balances. It helps businesses manage customer relationships, track financial transact

AutoEntry Automation

Published September 11th, 2018 by Grainne Reidy

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 AutoEntry work? The vast majority of your inbound Invoices will arise from a defined group of regular Suppliers (Vendo

Purchase Payments & Allocations

Published November 19th, 2017 by Grainne Reidy

Introduction Using the Payments & Allocations screen 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 Approval. Payments and Allocations let you: Pay a Foreign Currency Supplier

Purchase Batch Credit Notes

Published October 19th, 2017 by Grainne Reidy

Introduction Batch Credit 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), whi

AIQ Academy

Published August 5th, 2026 by Grainne Reidy

AIQ Academy is our learning management system (LMS). Take structured self-paced courses based on your role, at your own speed, and earn CPD certificates for every completed course.  If you're onboarding, ramping up a new team member or training a whole team, start here.     👉 AIQ Academy Course Catalogue  👉  AIQ Manager Guide  👉 Sign Up to the AIQ A

Add Notes

Published August 21st, 2026 by Grainne Reidy

Introduction Add notes to transactions and accounts to capture information relevant to your financial team. These notes are internal only and are not used on external communications. Note Formatting Formatting is plain text only. There is no character limit on notes. Where can I add notes? Notes can be added to the following listings: Sales: Custome

Running Group Consolidation & Reporting

Published September 1st, 2026 by Grainne Reidy

Introduction Consolidation can be run as frequently as required. Once the process is complete, you can log into the Consolidation Entity and run Consolidation reports. Prerequisites Ensure that the consolidation group is set up correctly to meet your business needs. See Group Consolidation Setup for more details. To perform consolidation, the user m

Budget Review & Maintenance

Published August 28th, 2026 by Grainne Reidy

Introduction Budgets and Revised Budgets can be used for comparison purposes on a wide variety of GL reports.  Budget Review & Maintenance Budget Review and Maintenance lets you view and manage your budgets as follows: Enter Budget and Revised Budget data manually. Review and compare General Ledger Accounts by one or more Categories, Sub-Categor

Generic Bank Payment File Type

Published February 6th, 2020 by Grainne Reidy

Introduction Bespoke vs Generic Formats The following options are available to use with Bulk Payments: Bespoke formats: After completing a Bulk Payment, download the Bank Payment File, such as BACS & SEPA. Generic format: After completing a Bulk Payment, download the generic XML / JSON format and use a third-party system to transform it into the

Legacy Approval Workflow Migration

Published September 16th, 2026 by Grainne Reidy

Caution for users of the legacy workflow Once you activate a new workflow, the legacy approval workflow will become unavailable. THIS IS IRREVERSIBLE. While you are preparing for the transition, new workflows can be created as drafts but DO NOT ACTIVATE them until you are ready to stop using the legacy workflow.   Introduction This article summarise

Supplier-based Approval - Legacy

Published November 16th, 2017 by Grainne Reidy

Introduction New vs Legacy Workflow Approval The following article is in regard to the legacy workflow which will be retired in the immediate future. To use the new workflow, see Approval Workflow Setup .   Purchasing Approval is an optional feature in the system that can be set up per entity. Both Purchase Orders and Purchase Invoices can undergo t

Auto-Emailing PO Automation

Published March 14th, 2025 by Grainne Reidy

Introduction Our new PO emailing automation feature lets you set up email notifications for suppliers (and requesters) whenever a PO is approved, deleted, or cancelled. The email notification will contain the relevant document and PO details. Feature Availability To use our new automations feature, you must also be using the following: New Workflow

Sales Receipts & Allocations

Published November 1st, 2017 by Grainne Reidy

Introduction Using the Sales Receipts & Allocations screen This screen lets you: Record Customer Bank Transfer type receipts, such as Credit Transfers or Direct Debits.  Optionally allocate receipts (fully or partially) against outstanding customer transactions. Remember to check your account for any customer receipts whenever you receive custom

FX Revaluation Troubleshooting

Published October 6th, 2025 by Grainne Reidy

At what point in the month end process should I run the FX revaluation?  If consolidation is used and “Manage Currencies at Group Level” is enabled in the consolidation manager, follow this order: Reconcile between banks and creditors in the subsidiary, ensuring that payments and receipts are allocated to the invoices. See Manual Bank Reconciliation

Supplier Payments - Quick Entry

Published June 14th, 2024 by Grainne Reidy

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

Partner Hub Admin

Published May 22nd, 2023 by Grainne Reidy

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

Partner Hub User

Published May 22nd, 2023 by Grainne Reidy

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:  See Partner Hub Admin for more details. The Partner Hub Admin User must

Withholding Taxes Setup (UK & Ireland)

Published December 10th, 2017 by Grainne Reidy

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

Our Latest Releases

Published August 5th, 2026 by Grainne Reidy

Customer Portal

Published November 4th, 2017 by Grainne Reidy

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 a Portal Invite Go to Sales &g

In-Product Guidance

Published August 5th, 2026 by Grainne Reidy

Get contextual tips and walkthroughs right where you are working, inside AccountsIQ itself, so you can get an answer without switching tabs or losing your place. This is often the fastest option if you're already logged in and stuck on a specific screen.  

Compatible Bank Payment File Types

Published August 2nd, 2023 by Grainne Reidy

Compatible Bank Payment Files  Bank Payment Files are used with Bulk Payments . The following are the currently supported bank files: AIB (.EMTS) AIB Multi-Currency (.XML) ANZ Online (.ABA) BACS – UK (e.g., Barclays) Bank Of Ireland Bank of Ireland BACS UK Bank Of Ireland EFT Bank Of Ireland SEPA Bank Of New Zealand (.AFI) Bank Of Scotland - COL Bac

GL Explorer

Published September 5th, 2018 by Grainne Reidy

Introduction The GL Explorer gives both summary and drilldown reports for all your GL accounts, including: Profit & Loss Reports Balance Sheets Trial Balance Track performance with year and period-to-date variance to budget and prior periods. Include Dimension Codes for further analysis. Report Drilldown The layout and sort-order reflect each re

Instructor-led Training

Published August 5th, 2026 by Grainne Reidy

We run instructor-led training sessions covering topics that matter to you.  If you learn best by asking questions in real time, or want to train several people at once, this is an option to pick. Don't forget though, AIQ Academy is also there any time, letting any number of people get trained without waiting for an instructor's availability. 👉 Cont

Amending Transactions

Published July 31st, 2017 by Grainne Reidy

Amendment Rules based on Transaction Type Prerequisite:  Ensure that you have the correct permissions to amend transactions. See Create & Manage Users for further details. Summary of Amendment Rules: Below is a breakdown of transaction types and their amendment rules. For full instructions, refer to the sections mentioned in parentheses.  Transa

Transaction Types

Published October 19th, 2017 by Grainne Reidy

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 Credit Note (Re

Purchase Item Invoices

Published November 9th, 2017 by Grainne Reidy

 Introduction The Purchase Product Invoicing program allows you to enter Supplier Invoices unaccompanied by an order. Non PO Invoices can be used for standard expected expenses, such as electricity, rates, and rent. It is integrated with the following: Inventory Management system: Purchase Invoicing can be integrated either fully in the context of q

VAT Code Guide (UK & Ireland)

Published December 6th, 2017 by Grainne Reidy

Introduction Client Responsibilities Clients must ensure both the accuracy and completeness of data, and the timeliness of VAT Returns to their respective tax authorities. The information in this article is intended as a guideline only. Always check with the relevant tax authority or professional for any clarification.  VAT at the margins is complex

Foreign Supplier Payments

Published December 10th, 2019 by Grainne Reidy

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 a

Bulk Payments

Published September 7th, 2022 by Grainne Reidy

Introduction About Bulk Payments 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: Operational efficiency, allowing Accounts Payable agents to focus on business-critical tasks. Improved supplier relationships by eliminat

Create & Manage Bank Accounts

Published November 25th, 2017 by Grainne Reidy

Introduction Bank Account Requirements 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,

AP Inbox Configuration & Management

Published May 5th, 2021 by Grainne Reidy

Introduction Our AP Inbox Enhancement Updates described in this article include: Bulk Upload: Now you have the option to directly  import up to 20 invoice PDFs into the AP Inbox. They can then be processed the same way as invoices received via email. Credit Notes: Credit notes can now be processed in the AP Inbox in the same manner as invoices. Mult

AP Inbox Troubleshooting

Published August 21st, 2026 by Grainne Reidy

Invoices with discount lines are rejected Check the following: Ensure discounts are not expressed as negative amounts as these will prevent the document from being recognised as an invoice. Try disabling multi-line extraction in the configuration settings so that only header line details are extracted. If neither of the above work, you can forward y

Duplicate Item Invoices & CR Notes

Published September 4th, 2018 by Grainne Reidy

Introduction Duplicate previously Posted Invoices and Notes to save time.  Find the required Invoice, duplicate it, give it a new Number, and make changes, for example to Dates and Prices, or add and delete Lines. See: ▶️ Purchase Item Invoice (4.2) - AIQ Academy ▶️ Edit and Credit Purchase Item Invoice (4.3) - AIQ Academy ▶️ Sales Item Invoices / C

Purchase Batch Invoices

Published November 9th, 2017 by Grainne Reidy

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

EU Trade / PVA & Reverse Charges (UK)

Published February 11th, 2020 by Grainne Reidy

Introduction Compliance VAT-registered businesses must report transactions where the reverse charge applies to avoid compliance issues. If you are dealing with a specific case, it’s advisable to check local VAT legislation or consult a tax professional to ensure compliance. For example, some services, like land-related services or admission to event

Contractor Payments Setup & Reporting (US)

Published July 16th, 2026 by Grainne Reidy

Introduction In some jurisdictions, for example, the USA, there may be a requirement to report on payments made to individuals or companies regarded as contractors. Our system can identify such suppliers as Contractors and produce the necessary report. Prerequisite: Set country to United States See Company Details & Settings for further details.

Selling Below Stock on Hand

Published October 22nd, 2020 by Grainne Reidy

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 insufficient stock on hand for any of the items at date of invoicing. This avoids discrepancies in calculating:  Average Cost Cost of Sales General Ledger postings  Sales Analysis Gross Margin reports   S

EDI Extract

Published September 24th, 2026 by Grainne Reidy

Introduction What is EDI File and EDI ID? If you operate or deal with supermarkets, you can, where supported, use an Electronic Data Interchange (EDI) file to invoice customers electronically rather than in PDF format.  The file will contain a list of outstanding invoices due for payment with customers identified with a unique EDI ID. Prerequisites

Generate & Import Bank Statement Files

Published November 25th, 2017 by Grainne Reidy

 Introduction About Bank Statement Files Before performing a bank reconciliation, you need to have a bank transaction statement. This can be in any of the following forms: Bank Statement File (described here): This is exported from your online banking platform and then imported into the system for Automated Bank Reconciliation with transaction data.

Submit Entity VAT Return (UK & Ireland)

Published December 6th, 2017 by Grainne Reidy

Introduction Warning It is the responsibility of the client to comply with the regulations governing which type of return can or should be made.    Managing VAT Returns VAT Returns can be updated as the VAT Period progresses by adding and unallocating transactions. Multiple VAT Returns van be maintained simultaneously. When a VAT Return is closed an

Mobile App Expense Claims

Published June 24th, 2022 by Grainne Reidy

Introduction About the Expenses App The Mobile Expenses App lets employees capture 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 not yet subscribed to the app and would like to find out more, contact support@accountsiq.com. Using Workflo

Document Manager

Published September 19th, 2017 by Grainne Reidy

Introduction Where can I add attachments? Use the Document Manager to attach documents to both accounts and transactions from the following listings: Sales: Customers, Quotes, Orders, Item Invoices, Batch Invoices Purchases: Suppliers, Orders, AP Inbox, Item Invoices, Batch Invoices, Bulk Payments Items: Items Banks: Bank List General Ledger: Genera

Period Management

Published March 28th, 2023 by Grainne Reidy

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

Intercompany Transactions & Reporting

Published August 28th, 2026 by Grainne Reidy

Introduction Feature Access Please contact support@accountsiq.com if you cannot see the IC module option. This might require enabling the Group Accounting add-on.   For full instructions on Intercompany setup, see Intercompany Setup . User Permissions To use the features outlined in this article, check that you have the following permissions if rele

Group Consolidation Setup

Published October 21st, 2017 by Grainne Reidy

Introduction Advantages of Multi-Entity Consolidation If your business involves multiple locations, branches, and divisions, you may want to use multi-entity consolidation for ease of management and analytical purposes. It involves setting up the individual branches as subsidiaries and assigning them to a consolidating entity.  Treating the branches

ERR Export (Ireland)

Published July 15th, 2024 by Grainne Reidy

Introduction Enhanced Revenue Reporting allows our Irish users to export an expense report in JSON file format. This file can be imported straight into ROS to comply with the Revenue requirements. Note that we will not hold any PII data for any employee. Any PII uploaded to generate the JSON file will be discarded straight away. Prerequisites This n

Reset Password

Published March 15th, 2018 by Grainne Reidy

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://

Single Sign-On (SSO)

Published June 4th, 2025 by Grainne Reidy

Introduction Self-serve SSO lets you set up SSO with minimal technical support from us. It allows Practice Administrators to register their account domains or domain alias/es for SSO so that account users under those domains and domain alias/es can log in with their corporate credentials. Note Only Microsoft and Google Workspace are supported for SS

Two-Factor Authentication (2FA)

Published April 7th, 2020 by Grainne Reidy

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, phishi

Cost Accruals

Published August 24th, 2018 by Grainne Reidy

Introduction Purpose of Cost Accruals Cost Accruals are used to recognise expenses that have been incurred but not yet been invoiced. Accruals should be posted to the period in which the goods or services were incurred, so accounts accurately reflect revenue earned in that period and expenses incurred in generating that revenue. In some cases, accru

Approval Workflow Troubleshooting

Published August 20th, 2026 by Grainne Reidy

Caution for users of the legacy workflow Once you activate a new workflow, the legacy approval workflow will become unavailable. THIS IS IRREVERSIBLE. While you are preparing for the transition, new workflows can be created as drafts but DO NOT ACTIVATE them until you are ready to stop using the legacy workflow.   Why is there no approver column in

Approval Workflow Scenarios

Published September 9th, 2024 by Grainne Reidy

Caution for users of the legacy workflow Once you activate a new workflow, the legacy approval workflow will become unavailable. THIS IS IRREVERSIBLE. While you are preparing for the transition, new workflows can be created as drafts but DO NOT ACTIVATE them until you are ready to stop using the legacy workflow.   Introduction To help you design wor

Automated Bank Reconciliation

Published November 25th, 2017 by Grainne Reidy

Introduction The Automated Bank Reconciliation Process The Automated Bank Reconciliation lets you reduce manual processes when reconciling system bank transactions with actual transactions in your bank accounts. It can be used in conjunction with Manual Bank Reconciliation . The process is as follows: Import an electronic bank statement. This can be

Web-based Expense Approval

Published August 14th, 2026 by Grainne Reidy

Introduction Ways to Approval There are three ways to approve a document;  Expenses mobile app: For full details on the app, see Mobile App Expense Approval . Expenses Claims listing grid in the system Email Approval Notifications There are two ways to be notified of approval requests; Email and Mobile.  For web-based approval (system or email), sel

Web-based Expense Claims

Published August 3rd, 2023 by Grainne Reidy

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

Chart of Accounts Data Importer

Published October 24th, 2017 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Sales Order Process

Published October 30th, 2017 by Grainne Reidy

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

Employee Expenses Troubleshooting

Published August 19th, 2026 by Grainne Reidy

Can't see Employee Expenses / Approver Setup tabs You must have a valid subscription to use both employee expenses and workflow approval. If you have a subscription and cannot see the tabs, ask your local admin user to check that you have the correct permissions enabled in your profile.   You can check this at the group layer. Go to Actions > Mai

GL Journal Entry

Published September 27th, 2018 by Grainne Reidy

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 See: ▶️ General Ledger Overview (7.0) - AIQ Academy ▶️ Add Edit GL Accounts (7.1) - AIQ Academy

Revenue Accruals

Published September 27th, 2018 by Grainne Reidy

Introduction Use of Revenue Accruals Revenue Accruals are used to recognise revenue from goods or services earned but not yet invoiced in a period. This allows accounts to more accurately reflect both revenues earned, and the expenses incurred in generating that revenue in a given period. Adjusting period values using revenue accruals automatically

Sundry Receipts

Published October 23rd, 2017 by Grainne Reidy

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

OData with Excel

Published December 21st, 2021 by Grainne Reidy

Introduction Info: Prerequisites To set up an OData Connection and access the OData credentials from the Data Connection Setup page, read OData Connection Setup .   OData and Integrations With the release of the new Dimensions module, all BI Codes are retained in any existing OData connections and integrations. Existing Power BI / OData reports will

Deferred Revenue

Published August 20th, 2018 by Grainne Reidy

Introduction Uses for Deferred Revenues Deferred Revenue involves invoicing customers in advance of goods or services being delivered. This allows the cost impact to be spread over several periods during which they are deemed to have occurred for greater accounting accuracy. Examples include advance annual rental, advance deposits, licence fees, or

Budget Holder Approval - Legacy

Published November 11th, 2017 by Grainne Reidy

Introduction New vs Legacy Workflow Approval The following article is in regard to the legacy workflow which will be retired in the immediate future. To use the new workflow, see Approval Workflow Setup .   Purchasing Approval is an optional feature in the system that can be set up per entity. Both Purchase Orders and Purchase Invoices can undergo t

Cashflow Forecasting

Published October 23rd, 2017 by Grainne Reidy

Introduction Why Cashflow Management Matters Careful cashflow management is essential to running your business effectively. Depending on business type and stage of development, cashflow management is key to raising investment and obtaining working capital finance and overdraft facilities. It is also a key for established companies as cashflow proble

System Defaults

Published May 13th, 2024 by Grainne Reidy

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

Create & Manage Customers

Published October 28th, 2017 by Grainne Reidy

Introduction Customer Accounts 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 prerequisite

Dimension Tags Data Importer

Published January 21st, 2021 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

GL Account Structure Re-Ordering

Published November 27th, 2017 by Grainne Reidy

Introduction GL Code structure and reporting The structure 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 hig

Sundry Payments

Published October 23rd, 2017 by Grainne Reidy

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

Sales Batch Credit Notes

Published October 19th, 2017 by Grainne Reidy

Introduction When to use Batch Invoicing 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. Impact on the General Ledger Each line entered represents a separate credit note, which, unli

Direct Debit Batches

Published November 6th, 2017 by Grainne Reidy

Introduction Customers can pay using the following Payment Methods: Cheque Online Transfer Direct Debits Info: Only Euro Denominated IBAN compatible AccountsIQ's Direct Debit module uses the SEPA (Single Euro Payments Area) scheme, which processes all transactions in euros. For this reason, only Customers with euro-denominated bank accounts (identif

Company Details & Settings

Published August 12th, 2017 by Grainne Reidy

Introduction Once you have set up your company‍, you are ready to set up company details, such as contact information, upload your company logo, and configure system settings. Go to Setup > Company Details & Settings to begin. For information on the following tabs, go to the relevant section in this article: Company Details: Enter basic compa

Sales Batch Invoices

Published October 29th, 2017 by Grainne Reidy

Introduction When to use batch invoicing Batch Invoices are used where it is not necessary to record detailed product entries, such as recording charges and administration costs not associated with product management.  Impact on General Ledger Each line entered represents a separate invoice, which, unlike product invoices, is directly posted to the

Bank Transfers

Published October 23rd, 2017 by Grainne Reidy

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.     Creating a Bank Transfer Go to Banks > Actions > Ban

Excel Add-In (Legacy)

Published April 6th, 2020 by Grainne Reidy

Introduction Note The Excel Add-in is now deprecated. For advanced reporting, we recommend using the OData connector: Data Connection Setup   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 & Expenditure, which you ca

Print Customer Documents

Published April 13th, 2021 by Grainne Reidy

Introduction There are various options throughout the system for printing Sales Documents and Reports to a variety of formats including Word, PDF, etc. These include: Customer Master Records Transaction screens Listing grids Transaction Browser Report Manager To tailor customer facing documents to meet your business requirements, see Document Custom

Depreciation and Impairment

Published May 31st, 2018 by Grainne Reidy

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 (

Email Log

Published September 28th, 2020 by Grainne Reidy

Introduction The Email Log displays all email communications between users and a company. This includes: Orders Invoices Statements Remittances  Automated reminders. See Auto-Emailing PO Automation and Approval Reminders Automation for more details.         See: 📗 Email Customer Documents 📗 Bulk Payments       Email Log Email history Go to the Email

Mileage Bands

Published July 4th, 2023 by Grainne Reidy

Introduction If you have the Expenses Module, mileage is automatically included and does not need to be created as a new category. Prerequisites Before you can use the mileage module, ensure the following: Employees and expense categories are set up in the expense module: 📗 Employee Expenses Setup Employees and approvers are linked to the mobile app

Partial VAT Reclaim Setup (UK & Ireland)

Published February 8th, 2018 by Grainne Reidy

Introduction Client Responsibilities We only facilitate the implementation of VAT legislation and are not responsible for how companies apply it.   About VAT Reclaim Firms that produce or sell products or services may not be able to reclaim all the VAT on their input purchase costs, regardless of whether the items are VAT chargeable or exempt. Howev

Sales Journals

Published October 23rd, 2017 by Grainne Reidy

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

Provisions

Published August 8th, 2018 by Grainne Reidy

Introduction Using Provisions  Provisions are postings to the General Ledger regarding possible future liabilities. Unlike Cost Accruals, Provisions tare for uncertain events. They are a prudent means of ensuring your Accounts system has reserves to deal with unplanned or unexpected future costs.  Examples of Provisions include: Possible Bad Debts.

Purchase Journals

Published October 23rd, 2017 by Grainne Reidy

Introduction Purchase Journals are used to post adjustments to Supplier Accounts where no VAT needs to be recorded: Purchase Credit Journals: Increase the amount due to a Supplier 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 General Ledger Acc

Create & Manage Items

Published November 9th, 2017 by Grainne Reidy

Introduction Before you can use Sales or Purchase Orders and Item Invoices, you need to create Master Records for the products or services they will contain. These records hold static information about each of your Products or Services which you need to keep up to date. As you engage with new Products and Services, add their details to the master da

Server & Platform Maintenance

Published April 4th, 2023 by Grainne Reidy

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 t

User Types

Published November 9th, 2022 by Grainne Reidy

Business User, Finance User, and Non System Users 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 perm

Stock Adjustments for Returns

Published August 9th, 2023 by Grainne Reidy

Managing Supplier Returns Use a Purchase Item Credit 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 Credit Note in the Purchasing System, the Inventory System’s Quantity on Hand immediately reduces by the quantity quote

Price Lists

Published October 24th, 2017 by Grainne Reidy

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

Create & Manage Users

Published October 14th, 2022 by Grainne Reidy

Introduction 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 admins.  Admins can do the following: User management: Create new Users Deactivate User Accounts Edit User Accounts including User Profiles and User Roles Assign

Financial Year End Change

Published March 27th, 2018 by Grainne Reidy

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 you

Sales Receipts - Quick Entry

Published June 14th, 2024 by Grainne Reidy

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

Head Office Accounting

Published October 29th, 2017 by Grainne Reidy

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: 📗 Create & Manage Customers     Creating Head Office Accounts Set up the accounts a

Purchase Item Credit Notes

Published October 19th, 2017 by Grainne Reidy

Introduction Item Credit Notes vs Batch Credit Notes Use Item Credit Notes to: Record Credit Notes received from a supplier for your return of goods already invoiced or services no longer. Record Products or Services. Use Batch Credit Notes to: Record Credit Notes received from a supplier related to a non stock item. For more information on handling

Recurring Sales Invoices

Published November 2nd, 2017 by Grainne Reidy

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. Permissions T

Fixed Assets

Published May 30th, 2018 by Grainne Reidy

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

Support (Non-Help Hub users)

Published August 17th, 2017 by Grainne Reidy

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. Complete the Contact Support form.  Click Submit. You will receive a confirmation me

Customers Data Importer

Published April 9th, 2021 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Trial Balance and Banks Data Importer

Published February 12th, 2018 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

FX Revaluation Journals

Published October 23rd, 2017 by Grainne Reidy

Introduction The Revaluation Process Foreign Exchange Revaluation lets you revalue your foreign bank, customer or supplier account balances using month end exchange rates to translate the balances into base currency. This can result in gains or losses: Gains occurs if a Foreign Exchange (FX) payment costs less in base currency than originally posted

OData & Excel Troubleshooting

Published September 19th, 2024 by Grainne Reidy

Introduction In this article, learn how to resolve common issues using OData for Excel. To know more about setting up OData, see the following: 📗 Data Connection Setup   📗 OData with Excel   📗 OData with Excel Advanced Report Building Guide Also, see the following videos: ▶️ OData Connector setup and User Profile setup (23.1) - AIQ Academy ▶️ Genera

Amending VAT Returns

Published January 19th, 2021 by Grainne Reidy

Permissions Only users with the Admin User Role can delete or redo a VAT Return. The VAT Return must: Be from an open period. This allows for the inclusion of recently added or edited transactions in an existing return.  Use the Invoice-based method. See: ▶️ Add new VAT Return (10.4) - AIQ Academy 📗 Submit Entity VAT Return (UK & Ireland)   📗 Cr

Create & Manage Entities

Published October 4th, 2017 by Grainne Reidy

Introduction Group vs. Individual Entities The information in this article is only relevant for multi-entity groups, such as Accounting Firms, Franchise Owners, Group Companies, and Outsource Service Providers.  If you have a single entity, this will have already been set up by your system provider.   Permissions To set up a new entity, you must be

Bulk Update

Published October 31st, 2017 by Grainne Reidy

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 Ite

Import Journals

Published September 29th, 2018 by Grainne Reidy

Introduction GL Import Journals lets you 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 mon

Create & Manage Suppliers

Published November 9th, 2017 by Grainne Reidy

Introduction To process transactions through your Purchasing System, first set up your Supplier Accounts. As you engage with new Suppliers, 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 Creation and Maintenance

Report Manager

Published October 24th, 2017 by Grainne Reidy

Introduction Our Report Manager lets you: Access over 200 accounting reports providing high-quality business performance analysis. Report in both base and foreign currency where relevant.  Run multiple reports or the same report with different parameters.  Export the report with the selected parameters to PDF, CSV, Excel, Word, PowerPoint, TIFF, MHT

Items Data Importer

Published February 12th, 2018 by Grainne Reidy

Warning! Entities with existing Transaction Data Only proceed with importing data if you have selected the correct template and all the data included is accurate. Otherwise, you risk deleting existing data, including transactions. Retrieving deleted transaction data requires the paid service of our data team.  We strongly recommend contacting your a

Bank Feeds

Published August 31st, 2021 by Grainne Reidy

Introduction How Bank Feeds Work Bank Feeds let you automatically import bank statement lines from your bank or financial institution for Bank Reconciliation purposes. This removes the need for manual imports.  Once a bank feed connection (consent) has been made between your bank and the system, bank statement lines are imported up to four times dai

Prepayments

Published July 19th, 2018 by Grainne Reidy

Introduction About Prepayments Prepayments are actual payments made in advance of receiving goods or services. A prepayment journal lets you process the Purchase Invoice or Bank Payment as normal but spread the cost over future periods. Recognising the expense will be incurred across multiple periods prevents distortion of the P&L. Examples incl

Purchase Order Process

Published November 9th, 2017 by Grainne Reidy

Introduction The Purchase Ordering System The Purchase Ordering System has three modules: Purchase Orders: Create a Purchase Order and record the receipt of goods or services against it fully or partially.  Deliveries: Full or partially delivered orders appear here where they can be invoiced. These can form the basis of accruals. Item Invoices: Once

Sales Representatives

Published October 29th, 2017 by Grainne Reidy

Introduction The system can automatically track sales by Sales Rep and determine the sales commission due to each based on their associated commission rates.  Relationship to Products Items Product/Service Groups determine the Commission Rates and Amounts as these are directly related to product sales.  Set up all the relevant product groups using C

Download & Upload Budget Template

Published November 28th, 2017 by Grainne Reidy

Introduction About Budgets Budgets and Revised Budgets can be used for comparison purposes on a wide variety of GL reports.  Use the upload function to import budgets or revised budgets into the General Ledger. The process is as follows: Download an Excel template list of GL accounts and Departments together with associated budget or historical actu

Franchise Setup

Published October 20th, 2017 by Grainne Reidy

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

Adjust Quantity on Hand

Published January 23rd, 2023 by Grainne Reidy

Introduction Stock adjustments can be used to account for: Breakages  Shrinkage  Inventory Revaluations  Write backs Go to Items > Actions and select the required option.  See: 📗 Create & Manage Items       Adjust Quantity on Hand Adjust Quantity on Hand lets you: Adjust the quantity on hand for a particular stock item held in any Location an

Sales Quotes

Published January 23rd, 2023 by Grainne Reidy

Introduction Using Sales Quotes Sales Quotes are optional. To use Sales Quotes, first, create a Sales Quote, then send it to the Customer. If they accept it, you can promote the Sales Quote to a Sales Order. When the Sales Order is processed, invoice the Customer. Sales Quotes are integrated with the Inventory Management system, either fully in the

Fixed Assets Classes

Published May 30th, 2018 by Grainne Reidy

Introduction Permissions The Fixed Asset menu will only be available if your user profile allows access. For more on user admin, see Create & Manage Users .   Every Fixed Asset must have a Fixed Asset Class which must be set up before Fixed Assets.  The Fixed Asset Class provides all its assigned Fixed Assets with a common: Depreciation Method D

Audit Reports & Internal Controls

Published August 4th, 2023 by Grainne Reidy

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. Go to Reports. In the Report Manager, search for any of the following: Supplier Bank Account Details Audit Report: AIQ reporti

Group VAT Return Setup (UK & Ireland)

Published March 30th, 2020 by Grainne Reidy

Introduction (UK & Ireland) This article explains how to set up your group for making Group VAT Returns: UK Entities: Designate all groups as group VAT Reporting entities and connect to HMRC, then proceed to create a Group VAT Return. Irish Entities: Designate all groups as group VAT Reporting entities, then proceed to create a Group VAT Return.

Discounts & Rebates

Published November 6th, 2017 by Grainne Reidy

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 70

AIQ Login

Published November 18th, 2020 by Grainne Reidy

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

Submit Group VAT Return (UK & Ireland)

Published March 31st, 2020 by Grainne Reidy

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 Group VAT Return Setup (UK & Ireland) . For the purposes

Stock Count

Published November 23rd, 2017 by Grainne Reidy

Introduction Stock Count allows you to record stock take details against all Product items. The system will automatically update the quantity on hand and its value and then create postings to the General Ledger to adjust the Stock Control account and the Cost of Sales figure. Integration with the Sales and Purchasing Systems The Stock system operate

Payroll Journals

Published December 3rd, 2017 by Grainne Reidy

Introduction Re-using GL Journals One way to process regular wages and salaries is to re-use a Monthly and/or Weekly GL Journal with the following details: Gross Wages or Salaries National Insurance Contributions Tax Deductions Regular Deductions such as Pension Contributions (both Employer and Employee), or Union Subscriptions  First, set up all th

Dispute Item Invoices & CR Notes

Published May 27th, 2018 by Grainne Reidy

Introduction When you flag Sales and Purchase Invoices as disputed, they will be highlighted in the Aged Reports and Supplier Bulk Payments.  This might be for a Purchase / Sales Invoice where the goods received are in dispute or the amount is incorrect. Both posted Purchase and Sales Invoices (Item or Batch) can be marked as disputed. If the disput

Create & Manage Integration Applications

Published July 25th, 2023 by Grainne Reidy

Introduction Centralised Integration 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, a

Help Hub

Published March 23rd, 2023 by Grainne Reidy

Introduction Info: Availability Help Hub only supports customers on Core, Growth, and Scale pricing plans. It is not currently available to partners. If you are a partner, see Support (Non-Help Hub users).‍  Note that if you are not on a plan, My AccountsIQ will not be available to you.   With Help Hub you can access the following directly in the AI

OData & Excel Advanced Report Building Guide

Published September 19th, 2024 by Grainne Reidy

Introduction In this article, learn how to extend your reporting with OData for Excel. To know more about setting up OData, see the following: 📗 Data Connection Setup 📗 OData with Excel   📗 OData with Excel Troubleshooting   Also, see the following videos: ▶️ OData Connector setup and User Profile setup (23.1) - AIQ Academy ▶️ Generate OData User Cr

Codes Maintenance

Published August 19th, 2017 by Grainne Reidy

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.