May 2019

We hope 2019 is off to a great start for you and your agency. Here’s a summary of the major new functions and features added to AccountAbility in recent months, we hope there’s some stuff in here that helps make your job easier.

If you have any questions or would like to get more information, just reach out to us with an email to support@accountabilityaccess.com

Define Search Page Column structure

This allows you to define, for every data ‘Search’ page:

  • Which data columns you want to see (and those you want to hide)
  • The order of those columns on the page

Let’s use the Jobs / Search Jobs for example – click the button ‘COLUMNS’ – you will see pop up page like this:

 

  • Let’s say you don’t want to see the ‘Campaign Code’ column – just check the ‘HIDE COLUMN’ box and that column will no longer be displayed
  • Let’s say you want to display the Job Description as the first column – just click the ‘up arrow’ to move that column up one place.

Effectively you choose which columns to be displayed and which order they are displayed

On this same page you can also assign the sort order of the data displayed – for example you want the data in the Jobs Search page to be sorted firstly by Client, then by Job No – select that like below – see how we placed a ‘DATA SORT ORDER of ‘1’ next to client name and ‘2’ next to Job No.

The system will remember these changes so any time the search page is opened your data column and sort order preferences will be used – but you can change these any time you want by clicking the “COLUMNS’ button again.

 

New Production Invoice Layout option

This new layout facilitates displaying 4 separate  amount columns on the invoice:

  • Estimate – the total amount of approved estimates for this job
  • Costs – the billable value of timesheet and supplier invoice/payment transactions for the job. Note that this column is only displayed if the invoice was created using the ‘invoice costs’ method – if you select this layout for an invoice created from estimate or a free form invoice, this column will be hidden
  • Previously Invoiced – the value of Production Invoices already created for this job
  • This Invoice – the amount being invoiced on this invoice

If you wish to set this invoice layout as the default layout – do this under Set Up Files / Set Up Options / Options – check the option ‘Default Costs Production Invoices to ‘Estimate Costs & Previously Invoiced’ layout

On the main estimate screen – assign the costs/units based on 10,000 copies. Now click the ‘Quantities’ link at the top of the page…

 

New report – ‘Receipt Invoice Revenue Report’

This is a new report (Accounting / Receivables / Receivables Reports / Receipt Invoice Report) – its purpose is for you to identify the amount of revenue associated with client invoices than have been receipted (paid by clients) for a selected period.

For example – your agency has received $500,000 from clients this month, but you would like to know how much of that $500,000 relates to fees/revenue compared to how much relates to pass through/external costs. This report shows you, for each invoice the clients have paid in the report period, how much of those invoices were for revenue, and how much of them were for external costs.

 

New report – ‘Client Invoice Summary Report’

This is a new report (Accounting / Receivables / Receivables Reports / Client Invoice Summary) – its purpose is for you to give your client a listing of everything you have invoiced them for a selected period

It is formatted similarly to the Client Statement Report – but it is not designed to show the client how much money they owe, its purpose is simply to give the client a listing of everything you have invoiced them for a selected date range (typically for a month)

That way, the client doesn’t have to look at all of the individual invoices you sent them to understand what your company has invoiced the client. The report displays one row for each invoice, and includes information such as the invoice number, invoice date, job number/description (or media schedule) and the amount of each invoice

 

New report – ‘Monthly Balance Sheet Report’

This is a new report (Accounting / General Ledger / GL Reports / Balance Sheet Reports / GL Balance Sheet Reports – ‘Monthly Balance Sheet Report’

As the name suggests, this report enables to see the balance sheet on a month by month basis for up to 12 months – even if those 12 months span multiple financial years.

It is formatted similarly to the Client Statement Report – but it is not designed to show the client how much money they owe, its purpose is simply to provide the client a listing of everything you have invoiced them for a selected date range (typically for a month)

 

Department GL Account Allocations

This function allows automatic dissection/allocation of expenses by department for specific GL accounts – so that when creating a Departmental Profit & Loss Report. The system will automatically allocate expenses to departments based on saved definitions.

Let’s say for example you want to allocate the expenses for a range of Occupancy GL accounts (Rent, Cleaning etc.) as follows:

  • 25% to Creative Department
  • 75% to Account Service Department

Go to Accounting / General Ledger / General Ledger Accounts / Search – now select the link ‘Department Allocations’. Create 2 new allocations – for each allocation select the range of expense GL account(s) and the Department and the percentage to be allocated to that department.

Now when you run the Departmental Profit & Loss Report – that % of the actual expenses posted to that range of GL Accounts will be allocated accordingly.

 

Redesigned ‘Timeline’ page

We have rebuilt this page (Time & Resources / Resources / Timelines so it has the same main features of the Estimates page:

  • Tasks can be grouped under headings and sub-headings (and if you create a timeline from an estimate the heading/sub-heading structure of the estimate is carried over to the timeline page
  • You can move the order of tasks up or down using the directional arrows
  • You can insert sections/lines as you wish

 

Lock Job Transactions

Let’s say your agency has been working on a large job, the job is largely complete and delivered – but you can’t make it inactive yet because you are still waiting on a few supplier/vendor invoices to be received. But you want to ‘lock’ users out of being able to record any new timesheets or PO’s against the job:

Go to Jobs / Search Jobs – find the job and click the job number t open the detail job maintenance page. Click the link ‘Lock Transaction Types’ = then check/tick the Transaction Types you want to lock. In the example below I have locked this job from creation of new Timesheet (My Time) or Purchase Orders.

 

UK electronic VAT returns

This function enables our UK based customers to lodge their VAT return to the UK Tax authorities directly from within AccountAbility. All UK clients have been provided with detailed instructions on the set up and use of this function – if you would like information on this function please email support@accountabilityaccess.com

Display ‘Client Paid’ information when generating Supplier Payments

 

For many agencies, cash flow management requires that they do not pay supplier invoices until their client has paid the agency for that work. In some markets this is referred to as ‘positive pay’ or ‘don’t pay the supplier until the client has paid us’

Now, when you generate a batch of payments – there is a new filter/selection titled ‘ONLY PAY IF CLIENT HAS PAID THIS % ‘

If you enter a percentage here – could be 50%, could be 100%  – on the next page where the supplier invoices are displayed, the system also displays the information regarding the client invoices that have been raised for tat job/media estimate and what percentage of those invoices the client has paid.

For example, let’s say we have a supplier invoice for Printing on Job No ABC1002. Now let’s say we invoiced the client for Printing on invoice # P100342 and the client has fully paid that invoice. So this page will display (for that supplier invoice)

  • Client Invoice No.: P100342
  • Client Paid %: 100%

The calculations around this are quite complex, particularly where the client has been invoiced from estimate – but it should give you a good guide around the cash flow impact when generating supplier payments.