April 2017

Now available – Integration to Scope

We are excited to announce the integration to Scope is now available – read the press release Press Release

 

Now available – Integration to TimeTracker

AccountAbility is now integrated to the revolutionary ‘Time Tracker’ solution – read the press release Press Release

 

Leave Calendar Report/Excel

This new report/excel export gives you a nice monthly calendar style view of all leave requests. Go to TIME & RESOURCES -> MANAGE LEAVE, click the link ‘Leave Calendar Report’

 

New Approval Rights Report

Get complete details of all Employee’s current Approval settings – MASTER FILES ->EMPLOYEES -> SEARCH EMPLOYEES – click the ‘Approval Rights Report’ link

 

New User Access Groups Report

Get complete details of all User Access Group settings and see new Audit Trail of the history of changes to user access groups SET UP FILES ->USER ACCESS GROUPS -> SEARCH USER ACCESS GROUPS:

  • Click the List Export link
  • Click the Audit Trail link

Purchase Order Options and Enhancements

  • Whilst Approved PO’s could never be deleted, you can now (optionally) permanently block any PO from being deleted (switch the option on under SET UP FILES ->SET UP OPTIONS – click the Options link
  • There is now an option to prevent the creation of Billable PO’s unless they are generated from an Estimate (switch the option on under SET UP FILES ->SET UP OPTIONS – click the Options link
  • There is now a ‘Completed’ flag on PO’s – this is used to signify that the PO has been fulfilled – in that no further supplier invoices will be received against the PO. You can mark PO’s as ‘Completed’ from the SEARCH PURCHASE ORDERS page or the PO detail page
  • You can now, when creating supplier invoices from PO’s, select multiple PO’s to add to the invoice at one time, rather than having to add them to the invoice one PO at a time

 

Inter-Office Account allocation function

This ‘month end’ function allows the distribution via automated journals of the system inter-office clearing account balance into designated Asset or Liability accounts based on the overall net inter-office balance between offices – so that the balance is allocated to an asset account when the balance is a debit or a liability account if it is a credit.

 

For those of you have experienced that annoying situation where an asset type account appears on the balance sheet as a negative amount in the asset section will really appreciate what this function does.

 

To set this up, go to ACCOUNTING -> GENERAL LEDGER ->GENERAL LEDGER ACCOUNTS, CLICK THE LINK ‘Posting GL Accounts, then ‘Inter-Office Posting Accounts’

 

For each set of Offices – define a relationship as to which ‘ASSET ACCOUNT’ balances between those offices should be posted (when it is a debit balance) and which ‘LIABILITY ACCOUNT’ balances should be posted (when it is a credit balance’



On the SEARCH INTER-OFFICE POSTING ACCOUNTS’ page, click the link ‘Create Allocation Journals’ – you should carry this out as the final step in your month end close after all other transactions/journals for the month are complete. This process will:

  • Create Journals to distribute the balance of the system Inter-Office Account to the defined Asset and Liability accounts as per the defined relationships above – so that the system Inter-Office-Account has a zero balance at month end
  • Reverse those journals into the following Accounting Month

 

Some companies may elect to just run this process at year-end rather than for every month end close.

 

Separate FX Revaluation Posting Account

This allows agencies to post their ‘unrecognized’ FX Gains/Losses (those revaluations created via the system FX revaluation function) to a separate GL account from the ‘recognized’ Gains/Losses. See the separate Posting accounts under ACCOUNTING -> GENERAL LEDGER ->GENERAL LEDGER ACCOUNTS, CLICK THE LINK ‘Posting GL Accounts’, then ‘Default Posting Accounts’

 

GL Reports grouped by master Client

The Client Based Reports under GL REPORTS ->CLIENT BILLINGS & REVENUE REPORTS now allow grouping by Client (the existing and default option) and now by Master Client.

 

Default line descriptions

On many transactions such as supplier invoices and payments, the ‘line’ description always defaulted to teither the Task Type Name (in the case of billable lines) or GL Account Names (in the case of non-billable lines) – you can now optionally turn this off so that the descriptions default to blank/empty instead. Switch this option on/off at SET UP FILES ->SET UP OPTIONS – click the Options link – OTHER OPTIONS – “Default Line descriptions to Task Type Name/GL Account Name”

 

Separate Master Supplier and Master Client Posting Option

This allows agencies to post all transactions for Suppliers Linked to a selected Master Supplier to a specific/separate AP GL Account. Likewise it allows posting of all transactions for Clients that are linked to a selected Master Client to a specific/separate AR GL Account. Create these now posting records under ACCOUNTING -> GENERAL LEDGER ->GENERAL LEDGER ACCOUNTS, CLICK THE LINK ‘Posting GL Accounts’, then add new records with Posting Type:

  • Master Supplier
  • Master Client

 

Corporate Credit Card Enhancements

A number of improvements and new features have been added

  • A ‘CODE BATCH’ function which enables the user to code multiple corporate credit card transactions on a single page, rather than having to open the detail page to code each one individually
  • A ‘CODE ALL’ function which enables the user to code multiple corporate credit card transactions which all relate to the same Job No and Task Type with one entry, rather than having to code each one individually
  • Improvements to the expense receipt photo linking function

Refer to the updated training video which includes and explains these new features

 

Cash Basis Accounting Option

By default AccountAbility accounting is Accrual Based. This option allows companies to maintain two separate sets of Financial Reports

  • Accrual Basis – where Client and Supplier Invoices are accounted for in the month they are posted (the default)
  • Cash Basis – where Client and Supplier Invoices are accounted for in the month they are receipted/paid

 

This option then allows all key financial reports (Trial Balance, Balance Sheet and P&L Report) to be run on either basis.

 

By default the ‘Cash Basis’ option is not enabled or visible to the user when running reports. If your company would like to use this option we suggest you discuss it with your AccountAbility support consultant for assistance in activating this option.

 

New Team Contribution Report

This report is only suitable for agencies who are divided into distinct Teams headed by a Client Manager (e.g. Account Director) where all services related to the delivery of a client job are largely completed by the members of one team. The report can be found under ACCOUNTING -> GENERAL LEDGER ->GENERAL LEDGER REPORTS ->CLIENT PROFITABILITY REPORTS

 

The report derives data as follows:

  • Revenue – revenue for each job is assigned to the team whose Client Manager is the Client Manager on jobs. For example if there is a team headed by Client Manager John Smith, then that team will attract revenue for all jobs where John Smith is the Client Manager. Note the report includes ‘Actual’ months and ‘Budget Months’ based on the Budget Version selected – and gets that Revenue by Job for the Budget Months from the linked Revenue Tracker Version
  • Direct Labour Cost – the cost of each team member is then deducted, this is calculated by month multiplying the number of working days for each employee in each month by each employee’s number of working days and their hourly cost rate.
  • Contribution – Revenue minus Direct Labour Cost

 

For the report to work effectively – teams must be created with Client Managers assigned to the teams.

 

Amount Search Filtering

All ‘Search’ pages now include the ability to set filters to search for transactions of specific amounts – or ranges of amounts. These include the following variables

In Range (search for amounts in a specified range)

  • = (search for amounts that equal an exact specified figure)
  • != (search for amounts that do not equal a specific figure)
  • > (search for amounts that are greater than a specified figure)
  • < (search for amounts that are less than a specified figure)
  • >= (search for amounts that are greater than or equal to a specified figure)
  • <= (search for amounts that are less than or equal to a specified figure)

 

Depending on the search page there may be multiple of these amount search filters. For example on SEARCH SUPPLIER INVOICES you can search for:

  • TOTAL – Supplier Invoices with a total value excluding tax
  • BALANCE – Supplier Invoices with an unpaid balance
  • ENTRIES SUPPLIER TOAL – Supplier Invoices that include one or more lines of a particular value

 

Useful ‘Search’ tip

While we are on the subject of searching – one of the benefits of AccountAbility working within your web browser is that you therefore get all of the capabilities the web browser has built in. the ‘CTRL F’ find function is a great example of this – on any page in the system whwere you are searching for particular data or even specific amounts – select the Ctrl key + F key to invoke the browser search – enter the text or amount you are searching for and press the enter key.

 

Column headings always in view on search pages

We are progressively changing all Search pages so that when you scroll down the page the data column headings remain in view. This is almost complete and will be c10% complete by the end of April 2017

 

Completion of Australian ‘Talent’ Management system

PAYG statements and Annual PAYG summaries are now available for Australian Agencies required to deduct PAYG Tax from talent suppliers. This complements the existing ‘Other Charges’ functionality which facilitates the charging and accrual of Superannuation, Payroll Tax and WorkCare on talent. Contact support@accountabilityaccess.com for more information on these features

 

Titles on Timelines

Timelines can now be assigned a Title – and the title is visible in the Timeline Search page – as well as on the Timeline ‘Add from Template’ page where it can be useful to label each template.

 

Job Cost & WIP Summary Report

This report can now be requested to include Jobs that were closed (made inactive) within a specific range of dates

 

Specify date employee was terminated

Until now, the ‘end date’ on employees was automatically populated with the date that the employee was made inactive in the system. You can now use the ‘end date’ to indicate the actual termination date of the employee. When making employees inactive – you now enter that date rather than checking the ‘Inactive’ box. Conversely, to reactivate an inactive employee, simply delete the ‘end date’

 

You can though of course find out the specific date an employee record was made inactive in the system (or get information on the details and date/time of every addition, change or deletion of employees) via the ‘Audit Trail’ from the SEARCH EMPLOYEES page.

 

Option to display Due Date on Client Invoices

If you would prefer to show the due date on Client (Production, Sundry & Media) Invoices rather than the payment terms – select the option ‘Due Date on Invoices’ under SET UP FILES ->SET UP OPTIONS ->OPTIONS

 

Manage /Approve Credit Cards function

Some changes here:

 

  • The ‘Finance’ approval of credit cards can now also be carried out from the ‘Manage Credit Cards’ screen (rather than having to carry this out from search supplier invoices). For example if you are the finance person wanting to review and approve credit card transactions that have been approved by Managers and are now awaiting your approval – you could do it this way:
    • Go to TIME & RESOURCES ->EMPLOYEE EXPENSES ->MANAGE CREDIT CARDS
    • Uncheck the ‘INCLUDE FINANCE APPROVED’ (so you are only seeing transactions that have not already been ‘finance approved’)
    • Set the STATUS filter to ‘Manager Approved’
  • Let’s say an expense was incurred on an employee’s credit card – but the expense actually relates to a different employee for employee expense reporting purposes – open the detail page, edit the line item and select the ‘OVERRIDE EMPLOYEE’ – the posting to the GL and the Employee Expense Summary functions will reflect the selected employee rather than the cardholder employee
  • When ‘Rejecting’ an Expense Claim or Credit Card. You now have the option of not sending a message/email to the employee who submitted the transaction for approval. Just uncheck the ‘send message’ box when rejecting the claim – you might do this where you just want to make a change to the transaction yourself rather than getting the employee to make the change, in which case you would:
    • Reject it (but uncheck the ‘send message’
    • Make the change
    • Re-submit it
    • Approve it

 

Accounting Month Close Function for Expense Claims & Credit Cards

Previously the Accounting Month close function for credit cards and expense claims were controlled by the Supplier Invoice close status. You can now control the close the current accounting month for these transactions separately – See SETUP FILES ->SETUP OPTIONS -> Close Transaction Types. For example if you close Expense claims for April, and an employee submits an expense claim for April, when it is approved ny the Manager the transaction will be posted into May.

 

Department Restriction

This is a supplement to the ‘Staff Restrictions’ function on Employees. Let’s say you wanted to restrict an employee (typically a Manager) to only be able to access transactions (timesheets, credit cards, expense claims) for employees within their own department – you can now simply check the ‘APPLY THE RESTRICTIONS TO DEPARTMENTS’ check box under Staff Restrictions. The benefit of this setting is that as staff are added or removed from a department you don’t have to then go and add/remove those staff from the Manager’s staff restrictions