Browser Compatibility

MS Edge and Chrome are supported browsers. See Browser Settings and Compatibility. Only two screens, Statistics and Price Lists, need to be used in IE mode. See Set up Microsoft Edge in Internet Explorer mode (Windows 10) or Set up Microsoft Edge in Internet Explorer mode (Windows 11) for details. If you do not use these screens, no action is necessary.

Logging In

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

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

The top-right contains the following:

• Toggle for New Look: Switch between the old and new UI versions.
• Notifications: Get the latest updates about our product releases and enhancements.
• Help Hub: Provides access to help resources and services depending on price plan. See Accessing Support (Non-Help Hub users) or Accessing Support and Services.
• User Profile: Displays the initials of the logged-in user. Group layer also displays the price plan. If you do not use SSO, password options will also be available.  
  

The sidebar contains the following options:

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

Entities

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

Entity details are as follows. For more information, see Setting Up System Users and Creating a New Entity:

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

The grid contains the following Blue Action Buttons in the upper left:

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

Users

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

User details are as follows.  For more information, see Setting Up System Users and User Types:

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

The following Blue Action Buttons are found in the upper corners of the listing grid:

• New User: Click to add a new user to the system. See Setting Up System Users.

Setup

The Setup tab contains group-level only setup options:

• Integration Application: See Creating an Integrations Application and Inviting a Developer to the Developer Portal.
  
• Delete Profile: User profiles can be created and deleted at group level, allowing for both easy management and consistency across tour group. See Setting Up System Users.
• Group Details: Manage the details set during group setup. See Creating a New Entity.

In the new UI, it will only be possible to create and manage users at group level. When you create users, the assigned Profile is the only one user can have across all entities:

If you previously set up the same user at both group and entity level with different profiles, consider using their group level profile in all entities. In the new UI, if you update the profile in the Add Group Users screen, these changes will be inherited in any entities assigned to that user. 

For more details, see sections 4 and 5 in Setting Up System Users.

Ensure that all profiles needed are available at in the group entity. In the Entities tab, select Maintain Menu Profiles in the Actions dropdown: 

Then in each entity, you can copy the profiles from the group entity and customise them by checking or unchecking the permissions against each profile:

For more details, see sections 3 in Setting Up System Users.

Likewise, because users in the new UI can only be created at group level, their User Role (Admin/User) will be the same in all entities:

In entity headers you can switch between entities, search, view notifications, access help and support, manage 2FA, and log out.

Entity Selection

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

Search

This lets you search the entire system.

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

In the search bar, the last three search items will appear automatically.

Each search term has an icon for either:

•  Listing grid
  
• New record
  
• Dashboard
  
• Report
  

Add a search result to you favourites by clicking on its star icon. It will then appear in the relevant section in Fav (Pages/Dashboards/Reports).

Notifications, Help, and Profile

Entities have the following in the upper-right corner:

• Toggle for New Look: Located in the top-right corner, this allows users to switch between the old and new UI versions.
• Notifications: Get the latest updates about our product release and enhancements.
• Help Hub: Provides access to help resources ans services depending on price plan. See Accessing Support (Non-Help Hub users) or Accessing Support and Services.
• User Profile: Displays the initials of the logged-in user and 2FA management options.
  
   See Using Two-Factor Authentication for more details. 

The side navigation panel on the left provides quick access to different modules. Within the modules, sub-menu options are grouped by function for an intuitive workflow. The modules and menu options available will be based on your price plan, profile and access rights. 

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

Menu Options in a Consolidation Entity

Once as entity has been assigned as a Consolidation Entity, it ceases to be a trading entity. Therefore, it will not have modules relating to trading such as AR and AP. 

Instead, it will have the following four modules:

• Fav: Shortcuts to frequently used features. Favourite a menu item by clicking on its star icon.
  
• GL: Access general ledger accounts and journal management. Only GL Journals are available in consolidation entities. See Managing General Ledger Accounts or Creating General Ledger Journals.
  
• Reports: View and generate financial reports for your consolidation group. See Using the Report Manager.
  
• Setup: Configure system settings, for example you may choose to manage BI Codes centrally via a consolidation entity. See Using Extended Business Analysis.
  

Menu Options in Trading Entities.

Modules and their sub-menu options will vary depending on price plans and user access. In addition to the menu option for consolidation entities, trading entities have the following:

• AR: See Managing Customer Master Records or Creating Sales Item Invoices.
  
• AP: See Managing Supplier Master Records, Creating Purchase Invoices (Non PO Process), or Creating Purchase Invoices (Purchase Order Process).
  
• Items: See Managing Items Master Records.
  
• Bank: See Managing Bank Accounts and Credit Cards or Automated Bank Reconciliation.
  
• Interco: See Using the new Intercompany Module.
  
• FAR (Optional): See Managing Fixed Assets Classes or Managing Fixed Assets.
  
• Dashboards: See New Dashboards.
  
• Setup: See Managing Company Details & Settings, Using Codes Maintenance, or Managing Default Settings.
  

All modules in the system have one or multiple listing grids. The contents of the listing grids are tailored to the module in question. 

Where grids represent a process, for example the PO Process, the grid order reflects the process order:

The listing grids allow the following:

• Customise grid layout: Use the Add/Remove Columns icon (See instructions below). Resize columns by hovering over the columns until you see horizontal re-sizing arrows and resize as needed. Resized grids will be saved automatically.
• Perform Data Queries: Listing grids can be filtered using the headers and dropdowns. Click once for an ascending sort (lowest value first) and click again for a descending sort (highest value first). Advanced filters are also available (See instructions below). The results can be exported to Excel. The Refresh option brings in the latest data. If you cannot see an item, hover over it to view the full entry.
• Create new Records and Transactions: Use the blue action buttons in the top left. The Actions dropdown (three dots) contains further options.
• Manage existing Records and Transactions: Create and manage records for customers, suppliers, items, and more. Create and manage transactions, including posting and duplicating. View any record by clicking on its link. The Actions dropdown (three dots) contains further options.
• View Historical Transactions: The balance links for Customers, Suppliers, Banks, GL, and Intercompany let you access historical transactions for that account and perform transaction drilldowns (See instructions below).
• Add Attachments and Notes: See Adding Attachments and Notes to Transactions and Master Records.

Add/Remove Listing Grid Columns

Modify and save a grid layout that suits your needs. Grids are saved to your profile so changes will not be seen by other users. This means, for example, a Credit Controller can have a completely different view of Customer accounts than a Salesperson. 

To add or remove columns in the listing grid:

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

Using Advanced Filters 

1. For compound filtering, click the Advanced Filter icon. Only the options added to the grid will appear as options, so add columns if needed (see above).
2. When you have finished adding conditions, click Apply Filter to view the results. The Clear Filter option is available if you need to discard any changes.

Using Transactions Drilldown

The Transactions Drilldown functionalities work in the same manner as the Transaction Browser. 

For drilldown access in the grid listings, click the Balance links in the Customers, Suppliers, Banks, GL, or IC listing grids.

This opens the transactions screen for that account:

The Account Transactions screen has these functionalities:

• Customise grid layout:  Go to Grid Options > Customise Grid and drag and drop the column you want to include between any two existing columns. Click Save to retain these changes against your User Profile. These modifications will not affect other users. If needed, you can resize most windows by dragging them from the corner using the arrows that appear.
• Edit Transactions: Unposted invoices can still be edited by clicking on Edit. See Amending Transactions for more details.
• View Transactions: Open the transaction by clicking on the blue Int. No. link.
• Filter Data: Filter, sort, and export transaction data. Advanced filtering option are also available. See Using the Transaction Browser for more details.
• View GL Postings: View the individual General Ledger Postings for each Transaction by clicking on the blue Ref link. Depending on status, transactions may be reversed or unallocated. See Amending Transactions for more details.

Adding a new Record

Records can be added from these places:

• Sidebar: Navigate to the sub menu and hover over the record type you want to add click on the plus sign.

• Listing Grid: Navigate to the sub menu and select the record type you want to add. In the new screen, click the blue button to create a record.
   

• Record Dropdowns: When you set up accounts for Customers, etc. or codes for taxes, etc. they will appear as options in the relevant record and transaction dropdowns by Code sequence. The dropdown results can be filtered and sorted. If the entry you want is not present, click + Add new Account. The relevant entry screen will appear letting you update the list without closing the record or transaction.