Browser Compatibility

MS Edge and Chrome are supported browsers. See Browser Settings and Compatibility. If you use Chrome, you need to allow pop-ups and redirects from AccountsIQ. In Settings > Privacy and Security > Site Settings > Content > Pop-ups and redirects, add https://hostacct.com to the allowed list.

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.

Login

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.

See:

AIQ Group Account Layer (1.2) - AIQ Academy

Company Overview & Help Hub (1.3) - AIQ Academy

Overview

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 tab

For more information on entities, see Setting Up System Users and Creating a New Entity.

The grid contains the following Action Buttons:

• 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.

The Entities listing grid 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:

• 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.”

Users tab

For more information on users, see Setting Up System Users and User Types.

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.

The Users listing grid 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.  

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

Setup tab

The Setup tab contains group-level only setup options:

• Group Details: Manage the details set during group setup. See Creating a New Entity.
• Single Sign-On (SSO): See Managing Self-Serve SSO for more details.
• Delete Profile: User profiles can be created and deleted at group level, allowing for both easy management and consistency across your group. See Setting Up System Users.
• Integration Application: See Creating an Integrations Application and Inviting a Developer to the Developer Portal.

Create Profiles at Consolidation level

Go to Entities > Maintain Menu Profiles for the consolidation entity. For smooth user management, ensure that all profiles needed throughout the group are available in the group consolidation entity. 

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 section 3 in Setting Up System Users.

Add Users at group level

In the new UI, it is only possible to create and manage users at group level. 

When you create users, the Profile and User Role will be assigned by default to all entities but can be updated on an individual basis. For more details, see sections 4 and 5 in Setting Up System Users.

Header Overview

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.

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 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 and 2FA management options. See Using Two-Factor Authentication for more details. 
  

Search

This lets you quickly find any screen in the system.

Click on the search icon in the top-right corner or 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
• Dashboard
• New Record

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

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

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

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

Consolidation Entity Menu

Once as entity has been assigned as a Consolidation Entity, it ceases to be a trading entity and has no modules relating to trading, such as Sales and Purchases. Instead, it will have the following 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.
• Dashboards: See New Dashboards.
• Setup: Configure system settings, including essential coding, and optional modules like Dimensions and Non Financial Metrics.

Trading Entity Menu

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

• Home: View all your tasks in one place. See Using the AIQ Homepage 
• Fav: Shortcuts to frequently used features. Favourite a menu item by clicking on its star icon.
• Sales: See Managing Customer Master Records or Creating Sales Item Invoices.
• Purchases: 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.
• 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.
• Employee Expenses: See Setting up Employee Expenses for further details.
• Intercompany: See Using the new Intercompany Module.
• Fixed Assets: See Managing Fixed Assets Classes or Managing Fixed Assets.
• Reports: View and generate financial reports for your consolidation group. See Using the Report Manager.
• Email Log: See Using the Email Log 
• Dashboards: See New Dashboards.
• Setup: Configure system settings, including essential coding, and optional modules like Dimensions, Non Financial Metrics, and Workflow Approval.

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

Selecting a Listing grid

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

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:

Customising grid layout

• Resize columns by hovering over the columns until you see horizontal re-sizing arrows and resize as needed. Resized grids will be saved automatically.
• Use Add/Remove Columns to modify and save a grid layout that suits your needs. Grids are saved to your 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.

Performing Data Queries

Use basic filtering as follows:

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

Use advanced filtering as follows:

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 Customising grid layout 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.

Viewing Balance Breakdowns

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

Click on the relevant balance link.

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

• Filter Data: Filter, sort, and export transaction data. An advanced filtering option is also available. See Using the Transaction Browser for more details.
• Customise grid layout: Go to Grid Options > Customise Grid and drag and drop the column you want to include between any two existing columns. Click Save to retain these changes against your User 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.
• View Transaction Records: For the sales and purchases ledger, open the transaction by clicking on the blue Int. No. link.
• Edit / View GL Postings: Click on Edit or Ref to view the individual General Ledger Postings for each Transaction. Depending on status, transactions may be edited, reversed, or unallocated. See Amending Transactions for more details.

Creating New Records and Transactions

New records can be added from multiple locations.

Actions Menu: Each module has an Actions Menu pertaining to that module:

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

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

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