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...

Withholding Tax 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 re...

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...

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: Managing Customer Master Records‍  Managing Supplier Master Records‍  Managing Product and Service Type Items‍      New Custom Field Go to the...

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 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...

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 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 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: Managing Customer Master Records‍  Creating Head Office Accounts Set up the accounts as...

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...

Introduction In addition to the 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 providers/developers to build...

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 ag...

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 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...

Caution for users of the legacy workflow Once you activate a new workflow, the legacy workflow approval 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 AccountsIQ's new workflow ...

Introduction 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 Categories GL Sub-Categories  Permissions Access to this feature is provided by default to admins. For all other users, access can be granted through the user profile ...

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 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...

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 let you: Pay a Foreign Currency Supplier from your Base Currency Bank Accoun...

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...

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...

Generate User Credentials Prerequisite 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.  Generating User Credentials To generate user credentials:  Go to Setup > Data Connection Setup. To use OData with re...

Introduction Documents can be emailed both individually (Quotes, Orders, Receipts, Invoices, and Reports) and in bulk (invoices and statements).                         See: Email Log‍      Setting up Customer Email Addresses Go to AR > Customers. Find the relevant Customer Master Record in the grid or click New Customer to create a new record. I...

Caution for users of the legacy workflow Once you activate a new workflow, the legacy workflow approval 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.   Approver Setup  Can you use a subst...

Caution for users of the legacy workflow Once you activate a new workflow, the legacy workflow approval 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...

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 About 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 as sepa...

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...

Introduction Info: Prerequisites 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.   Several different tools can be used to connect to OData, including Microsoft Excel and Power BI. We will describe how to connect via Microsoft Excel in this ar...

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 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 Entity: This represents a central co...

 Introduction The Purchase Product Invoicing program allows you to enter Supplier 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. See Manag...

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 ...

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 ...

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 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...

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 Cod...

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...

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 ...

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 To set up a new entity 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 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 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 ...

Prerequisites Switch to the New Look UI Try out our new UI using the toggle function. This toggle will be available until the beta phase is complete after which the legacy UI will be retired.  None of your data including report and system settings, listing grid preferences, transaction data, and integrations will be impacted by the switch. All the s...

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 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 Cod...

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  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 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 ...

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...

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. You can flag Purchase and Sales Invoices (Item or Batch) even if already posted to the Customer /...

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 to ...

Introduction To generate electronic Bank Statement files for Automated Bank Reconciliation‍ you can: Use your Online Bank or Credit Card Export facility. See Generating Bank Statement Files (Online Banking)‍  Scan hard copies of your Bank or Credit Card Statements. Then, using AutoRec, convert them into electronic files and import these into the Ban...

Introduction There are various options throughout the system for printing Sales Documents and Reports to a variety of 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, before printing.     Print from the C...

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 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 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...

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 AP > ...

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 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...

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 New Workflow Approval‍. 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 a...

Introduction The Automated Bank Reconciliation Process The Bank Import lets you reduce manual processes when reconciling system bank transactions with actual transactions in your bank accounts. The process is a s follows:  Upload an electronic bank statement. This can be from online bank ing or created from a scanned statement using AutoRec . Altern...

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 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 Incom...

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 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 New Workflow Approval‍. 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 a...

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 S...

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: In the group laye...

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...

Introduction Stock adjustments can be used to account for: Breakages  Shrinkage  Inventory Revaluations  Write backs Go to Items > Product Items and select the required option. See: Managing Items Master Records       Adjust Quantity on Hand Adjust Quantity on Hand lets you: Adjust the quantity on hand for a particular stock item held in any Loca...

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 a...

Introduction About Budget Maintenance Use the upload function to import budgets or revised budgets into the General Ledger. Budgets/revised budgets can be used for comparison purposes on a wide variety of GL reports. Budget Maintenance lets you view and manage your budgets as follows: Review and compare General Ledger Accounts by one or more Account...

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...

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: Managing General Ledger Accounts   Managing General Ledger Group Data       Creating GL Jou...

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 Bank Statement file formats yo...

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: Permissions The Fixed Asset menu will only be available if your user profile allows access. For more on user admin, see Setting Up System 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 Met...

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...

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 Using Multi-Entity Consolidation fo...

Introduction GL Code structure and reporting 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...

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 With Help Hub 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 Help Hub only supports customers on AIQ1, AIQ2, and AIQ3...

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: Submitting Entity VAT Returns (UK & Ireland)   Setting Up System Users       Redoing a Retu...

Introduction To process transactions through your Purchasing System, first set up your Supplier Master Records. 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 Mainte...

Registering an Entity as 'to be deleted' In the group layer, go to Actions for the relevant entity. Select Edit Entity to open its details. In the Entity Name field, add the text ‘To Be Deleted’ next to the company name. Untick Entity Active. Click Process.     Registering an Entity as a Training Entity In the group layer, go to Actions for the rele...

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...

Managing Supplier Returns 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 by the quantity quoted. Howe...

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 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...

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. An Excel report is available for ...

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 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. It only takes one time for Kefron to memorise the layout of the scanned or PDF Invo...

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://...

Introduction The Mobile Expenses App lets employees to 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. When you have received an invitat...

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 di...

Introduction 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 > Bank Accou...

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...

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 General ...

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...

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 or Customer records for company setup, including c...

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. ...

Introduction Go to GL > Transaction Browser. 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-al...

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...

Introduction The AP Inbox simplifies your accounts payable process by letting you manage invoices centrally. How does the AP Inbox work? When a supplier is linked to the AP Inbox, the following happens: When you receive supplier PDF invoices by email, they will be routed to the AP Inbox. There the details will be scanned, creating a copy in the syst...

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 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 ...

 Introduction Bank statement files can be used in Automated Bank Reconciliation.‍ Most online banking services allow you to export bank statement data in a range of file formats.  Alternatively, you can reconcile banks using other methods: Manually input transactions from your printed Bank Statement as described in Manual Bank Reconciliation.‍  Auto...

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

Introduction Info: Prerequisite Before you can set up Fixed Assets, you must set up the relevant Fixed Asset Classes, 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 listing lets you filter and sort data which you can Export to Ex...

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...

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  Creating Bulk Payments‍      Email Log Email history Go to Reports > Email Log. You can search, sort, and filter any columns in the grid to ...

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...

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 (...

Introduction Bulk payment Approvers 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 P...

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...

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 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...

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...

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 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 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 in the sidenav: Key Features of the new IC Module Here are the new and ...

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 AR > Item Invoices...

Introduction About Style Sheets Style Sheet are templates used to 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 include Unit Price and Q...

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: New Look UI FAQ Amend, Cancel or Delete Transactions‍      Attachi...

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 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...

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 ...

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...

Introduction Creating Refunds without VAT If you do not need to account for VAT on refunds: Customers:  Go to AR > Customer Refund. Suppliers:  Go to AP > Supplier Refund. Banks:  Go to Bank Accounts. Click on Unprocessed Imported. Find your Bank Transaction. Click Create New Posting > Create Customer Refund or Create Supplier Refund. Creat...

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...

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 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...

 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 transa...

Introduction Info: Extended Business Analysis For in-depth knowledge about BI Codes, including creating, deleting, and deactivating them, read Using Extended Business Analysis before proceeding here.   Set up process Business Analysis can be used for Job or Project performance monitoring as follows: Rename the BI Code to Job No. or Project Code. Set...

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 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 The Data Importer lets you raise Intercompany Transactions using an import template. This is useful if several companies raise multiple intercompany transactions against each other regularly as Intercompany Transaction templates can be saved, reused, and copied.  Before you begin, all the relevant IC and control accounts must be set up ...

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...

Introduction Info: 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....

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 ...

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 ...

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 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...

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 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...

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

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 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 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...

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 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 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 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 Cod...

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. ...

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...

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 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 Connecting to HMRC for Group VAT Returns (MTD) . For the pur...

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...

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 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 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 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   Creating Purchase Item Debit N...

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 Bank > Bank Transfer. En...