February 2014

/February 2014

February 2014

We are pleased to provide you with a summation of recent enhancements and new features in AccountAbility. If you would like any further information please contact support@accountabilityacces.com

Receivables Notes option

This feature allows you to enter notes regarding outstanding receivables, either at the overall client level or on individual outstanding invoices. These notes can be seen on the Client Inquiry page, or optionally appear on Receivables aging reports. See the video in this link:

http://youtu.be/d49EzTKm1GU

My Favourites

Save system pages as a favourite – allowing you to navigate straight to those pages without having to go through the system menu structure. See the video in this linkhttp://youtu.be/7XNrVopRnNM

Tax Code ‘Exempt/No Tax’ function for Estimates & Invoices

 

Background

This development is to meet a requirement to indicate, on invoices that are otherwise taxable (GST/VAT), the invoice contains line(s) that do not have tax.

Set-Up

In order to invoke this new display on invoices/estimates – for each relevant Tax Code, enter the text that you would like to appear on the invoice where the invoice is assigned to this Tax Code, but contains zero tax lines: Go to Set Up Files / Tax Codes / Search Tax Codes. Open the

applicable Tax Code – and enter the appropriate text in the new field titled ‘Zero Tax Lines Text on Reports’ at the bottom of the page.

In the example below – see we have entered ‘Indicates VAT Exempt/Zero Rated Item‘

If there is no text entered here, then this function is effectively void – the system reports will behave as they did before this change was made available.

Example Output

See the example below – note the formatting for this is exactly the same on all of the following: documents:

  •    Estimates
  •    Production Invoices
  •    Sundry Invoices
  •    Purchase Orders

There are two changes:

                1)    The line with no tax has an asterisk placed before the line description (*Airfares)

                2)    The text assigned against the relevant tax code (VAT) for this invoice is displayed in the Tax section at the bottom of the report (e.g. *Indicates VAT Exempt/Zero Rated Item)

Note that this change does not impact report formats such as ‘Heading Totals Only’, or ‘No Details’ – as these report formats do not display individual line items.

Custom Code function enhancements

The custom codes function has been extended so that custom codes can now be defined for Clients, Employees, Suppliers, General ledger Accounts, Offices, Job Types and Jobs:

You can now define which custom codes are compulsory and which are option. Go to Set Up Files->Custom Codes->Custom Code Labels to define custom codes and whether they are compulsory.

Specify Date & Accounting/Year Month on Transfer Job Costs

Until this recent enhancement, the date and accounting/year month of transfers was always defined according to the date the transfer was done. You can now select these values on the ‘Transfer Job Costs’ page as you create a transfer

Disallow ‘Un-Approve’

This function (optional) allows you to define if particular transaction types should never be allowed to be unapproved. For example you may wish to block users from being able to un-approve Production invoices once they have been approved. This can be defined at Set Up Files-

>Approval Settings by un-checking the ‘Allow Un-approval’ check box for the relevant transaction types.

Internal Charges – Import from Excel & Export

Standard ‘Import from Excel’ and ‘List Export’ functions have been added for Internal Charges

New Monthly Job Billings & Revenue Report

This new report displays the Billings and Revenue by job in a 12 month format – available from General Ledger Reports->Client Billings & Revenue Reports

New Receivables Days Outstanding Report

This new report displays the average days outstanding by client over a defined period – available from Receivables Reports

Journal ‘Cancel’ option

An option has been added to the Journals search screen to ‘Cancel’ unapproved journals that you wish to retain for audit reasons. To cancel a Journal, check the box to the left of the Journal Number and click ‘Cancel.

Only Un-approved Journals can be cancelled. By default, the Journals search screen will not include journals that have been cancelled; however you can elect to include them by clicking the ‘Display Cancelled?’ check box. Cancelled Journals are displayed in red text in the search screen.

Sequential Journal Number option and new Journal ‘Cancel’ option

Some customers have requested a control whereby Journals cannot be deleted, ensuring every journal created is retained in the system, and as a result Journal Numbers are sequential with no ‘gaps’.

This is an optional change that you may elect to adopt at any time. Go to Set up Files -> Set up Options and click the ‘Options’ hyperlink at the top of the page. You will notice a new choice as follows:

‘Allow Journals to be deleted‘ – by default this will be checked/ticked – if it is checked there will be no change to the way the system manages Journal deletion, you will still be allowed to delete unapproved Journals. If you remove that option check/tick, the following controls and system

changes will occur:

                1)    If you attempt to delete a journal you will be warned ‘Journals cannot be deleted’. In this case you would instead elect to ‘Cancel’ the unwanted journal – whereby the journal is retained in the system but has no accounting impact – as described above

                2)    In AccountAbility, when a ‘System Transaction’ is approved (Supplier Invoice, Payment, Receipt, Production Invoice, WIP Take up, Sundry Invoice, Deferred Revenue, Accrued Revenue) a ‘System Journal’ is created for that transaction. When that transaction is

unapproved, the system deletes the System Journal. However with this new option activated, when a transaction is unapproved the Journal will not be deleted – instead it will be a) marked as unapproved and b) marked as cancelled. In other words un-approving the

transaction will still remove its accounting impact, but the original journal created when the transaction was approved will be retained in a cancelled and un-approved state for history/audit purposes.

Receivables Days Outstanding Report

Accessed from Accounting->Receivables->Receivables Reports – provides an analysis by Client and Office of the average number of Days outstanding.

Advance Billing/Pre-Billing – Separate GL Control Account from WIP

This is an optional change that allows you to separate your Production WIP into two separate GL control accounts for WIP (Debits) and Advance/Pre-Billing (Credits)

You may elect to adopt this change at any time. Following are the steps required to implement this change. Go to Set up Files -> Set up Options and click the ‘Options’ hyperlink at the Following are the steps – this can be done market by market as required:

                1)    Create a new liability GL Account for ‘Advance Billing’

                2)    In Accounting->General Ledger->General Ledger Accounts->Posting GL Accounts->Default Posting Accounts: Assign the new  “Advance Billing Acct:” At the point of the update of this feature, this posting is still assigned to the same account as the “WIP Acct” – which

                       means that there is be no change to the current posting until/unless this account assignment is manually changed:

                3)     At the point this change is made Journals will need to be processed (one for each office) to re-allocate the current ‘Advance Billing’ balance from the WIP Account. We think the best way to do this is as follows:

  1. From Production Reports, print the ‘Aged Work In Progress & Advance Billing Report’ – select the option ‘Advance Billing Only’.
  1. A journal should be processed for each Office for the balance shown on this report, being Debit WIP/Credit Advance Billing. In effect this journal brings the ‘Advance Billing’ GL account in line with the sub ledger at that point. As these journals affect Control

                                        Accounts, you will not be able to approve them – simply email support@accountabilityaccess.com advising us of the Journal No’s you have created and we will approve/post the journal(s) for you.