June 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

**IMPORTANT – EMPTY BROWSER CACHE**

In order for the recent update of AccountAbility to operate correctly, it is important that all users empty their browser cache to clear copies of old version pages stored by their browser. Please email all of your staff members requesting that they carry out

this task. Instructions for various browsers can be found at http://www.refreshyourcache.com/en/home/ .

**IMPORTANT – CHANGE IN EXPENSE CLAIM TASK TYPES**

The ‘Expense Claim GL Account No’ has been removed from the Task Type detail page. In order to define a Task Type as available for allocation on non-billable expense claims and credit cards – add a new record to General Ledger / Posting GL Accounts with a Posting Type of Expense

Claim…

No change is required to your current Task Types; we have transferred these to Posting GL accounts for you as part of this update.

Reports – Create Export function

This issue addresses the situation where exporting major reports to Excel can make the file created difficult to work with. To overcome this we are progressively adding a ‘Create Export’ link to the major system report pages. For example go to Receivables/Receivables Reports/Receivables

Aging, set your report filters as you normally would, then click the ‘Create Export’ hyperlink – this exports the report data into Excel without any formatting – allowing you to then work with the data and re-format it any way you wish. This has so far been added to the following reports:

  •    Receivables Aging
  •    Payables Aging
  •    Aged WIP
  •    GL Transaction List
  •    Monthly Trial Balance (this is a new report displaying the Trial Balance figures in for each month in 12 column format

Search – List Export function

We have expanded the ‘List Export’ function to most transaction search screens now, enabling you to filter on the data in your search screen, and then export that data directly to Excel. For example from the Estimates screen – let’s say you wanted a list of all Estimate transaction lines for

a particular client. Set the search filter for the Client, select ‘approved and un-approved’, then click the ‘List Export’ hyperlink at the top right of the page. Select ‘Summary’ for a list of Estimates just showing the total, or ‘Detail’ to see the detail line item transactions for the Estimates.

Search Sort Order

This feature enables you to define your personal sort- order preference for all system ‘search’ screens. Let’s say for example you wanted the Jobs search screen to be sorted first be Client, then by job number with the most recent Jobs first. On the Jobs / Search Jobs screen, click the ‘Sort’

button. Select ‘1’ for Client Code then ‘2’ for Job No. Close. Now click the blue arrow next to Job Number to change it from ascending order to descending sort order.

Your sort preferences are then saved and will be saved for the rest of your session and for when you next log in to AccountAbility

GL Control Account Balances on Aging Reports

On the following reports, the relevant GL Control Account Balance is displayed for each Office and for the report total:

  •    Receivables Aging
  •    Payables Aging
  •    Aged WIP
  •    Accrued Revenue Aging
  •    Deferred revenue Aging

Copying Estimates

Estimates can now be copied from a job in one office to a job in a different office, providing both offices have the same home currency.

Generate Payments

A batch of payments can now be generated where the payments are allocated to one specified office (the ‘Payment’ office, but including Supplier Invoices for other offices. This is simply done by selecting the ‘Payment Office’, then selecting the Office(s) whose invoices are to be paid.

Currency hover over

All transaction pages with a ‘Currency’ hyperlink (Estimates, Production invoices, Supplier Invoices etc.) will display the ‘Currency’ hyperlink in green if the transactions is not in the Home Currency – and hovering over the link will display the transaction currency and the FX rate   for the

transaction – saves you having to click the link and open the currency detail page to see this information

Deferred Revenue Release function

This function allows you to schedule when Deferred Revenue is to be taken up as revenue, or ‘Released’. Let’s say you want to defer Revenue on an invoice created in May, and take up 50% of that revenue in June and 50% in July…

Create the Deferred revenue as usual, then before you approve it – open the detail page and click ‘Release Schedule’ – add two records dated June and July assigning 50% to each. Now when you approve the deferred revenue, the system will do 3 journals:

                1)    The revenue deferral into May

                2)    50% reversal into June

                3)    50% reversal into July

Accounting Month Close Options

In Set Up Files – Set UP options – there is a new link ‘Close Transaction Types’ next to the Current Accounting Month. This allows you to selectively close specific Transaction Types. Let’s say your current Accounting Month is May, but you don’t want any more Supplier Invoices created

into May – click the link then tick/select ‘Supplier Invoices’ – now Supplier Invoices are closed for May but everything else is still open.

In addition to this you can selectively close/open Transaction Types at Office Level – simply click the relevant Transaction Type and change the Office(s) to Open/Closed as required.

Multiple Draft Production Invoices restriction removed

You can now have multiple draft and or multiple unapproved production invoices for one job at the same time

Transaction Line Item descriptions

The line item description fields have been altered for all transactions – The restriction of 50 characters of line item description on all transaction fields has been removed, an unlimited number of characters can now be entered for each line. This applies to all transactions such as Estimates,

Purchase Orders, Supplier Invoices, Production Invoices, and Journals etc.