User Profile, Role, and Permissions Controls

In AIQ users have customisable permissions, meaning they only have access to those features appropriate to their role. User permissions are customised via the use of:

• User Profiles (see below)
• User Roles (see below)
• Permissions (see below)

To assign User Profiles, Roles, and Permissions:

1. In the group layer, open the Users tab.
2. Next either:
   • Click on New User.
   • From the Actions dropdown, select Edit.
3. In the user's record:
   • From the Profile dropdown, select the relevant User Profile.
   • Click Update User Role and select either User or Admin (see below).
   • Under Permissions, check the relevant permissions (see below).
     

User Roles

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

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

Permissions

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

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

User Profiles

To manage user profiles:

1. In the group layer, open the Entities tab.
2. From the Actions dropdown, select Maintain User Profile.

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

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

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

See:

Setting Up System Users‍ 

User Types‍ 

Two-Factor Authentication

AIQ uses 2FA for your online data security.

1. Under your profile, select Manage 2FA.
   
2. Complete the setup process.

See:

Using Two-Factor Authentication 

Reporting

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

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

See:

Using the Report Manager‍ 

Changing a Report layout‍ 

Using Purchase Approval for Budget Holders‍ 

Using Purchase Approval for Supplier (Non-Budget Holders)‍ 

Transaction Browser Edits Log

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

1. Go to GL > Transaction Browser.
   
2. Open any transaction that has been flagged as edited and view the details of that edit in the Change Log tab.

See: 

Using the Transaction Browser‍ 

Amend, Cancel or Delete Transactions‍ 

Trust Centre

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

• Trust Centre | AccountsIQ