Strata, Trello, Batch WIP

Welcome to another edition of ‘On the Inside’ detailing the enhancements made to AccountAbility over the past few months.

As always, we’d really appreciate if you would forward this email to any staff who will benefit from this development. We’d also love to hear from you if you’ve got anything you’d like to discuss with our team.

New integration and partnership with Freewheel Advertisers

Freewheel Advertisers (formerly known as Strata) is a Comcast company and one of the largest Ad Tech solutions providers in the world. They power around 25% of all U.S. Media spend.

AccountAbility is proud to announce our integration and partnership with Freewheel Advertisers, who will promote our solution to its ad agency customer base in North America. This positions AccountAbility for rapid growth, particularly in the U.S. market.

We have created a powerful API based integration with the Freewheel business management system – which automatically posts client media invoices and media vendor invoices directly into AccountAbility via the API connection.

CEO of AccountAbility, Terry McMillan, said, Whilst Freewheel has had integrations with other ERP platforms in the past, none of these provide the ease and immediacy of the integration with AccountAbility. We’re incredibly excited about the benefits for Freewheel’s clients and the future growth of our own business.”

If you would like to know more about Freewheel Advertisers, please visit www.gotostrata.com.

Integration with popular PM tool Trello 


Trello is one the most popular project management tool used by thousands of companies across the globe. Knowing many of our clients use Trello in their day-to-day operations, we have now created a simple but powerful integration between AccountAbility and Trello which allows you to do two main things:

1. Create a Trello “card” from an AccountAbility Job
2. Allow staff working in Trello to be able to update their AccountAbility timesheet from within the Trello code

You can watch a video here which explains the integration in greater detail:
https://youtu.be/UWYOt7_VPEY

And here’s a link to the instructions for what you need to do to configure the integration www.accountabilityaccesshelp.com/#Trello

New Client Filter


The Client Filter (on nearly every search page which has a client filter) now allows you to filter the data to include multiple selected clients, rather than just a single client. You need to:

  • Click the client filter ‘magnifying glass’
  • Then uncheck ‘SELECT ALL CLIENTS’
  • Now you can filter on a client code, client name, client type, client office or client manager
  • Or uncheck the box ‘SELECT ALL CLIENTS ACCORDING TO THE FILTER’
  • Now you can select individual clients to be included in the filter

Batch WIP Take Ups


This function allows you to create multiple WIP Take Ups in one batch – very useful where you have a whole bunch of Jobs you want to take up and make inactive:

  • Go to PRODUCTION / JOBS /SEARCH JOBS
  • Set filter(s) to isolate the jobs you want to take up and make inactive.
  • Place a check/tick in the box to the left of the Job Numbers, then click the ‘TAKE UP’ button.
  • Now select the take up type and date/accounting month etc. as usual and click ‘NEXT’.
  • Take Ups will be created for the balance of all of the selected jobs – don’t forget to check the box ‘MAKE JOB INACTIVE’ if you also want to close out/deactivate the jobs.
  • Once complete, you will need to approve the WIP Take Ups created.

Alternative Year End Balance Sheet


Let’s say you are an Australian Company with a Financial Year that runs July to June. But maybe you have an office in a market such as the US where the Financial/Accounting Year runs January to December.

This feature allows you for example to run a Balance Sheet for the year ended December 2017 – even though your AccountAbility database is configured with a July to June Accounting Year.

  • Just go to ACCOUNTING / GENERAL LEDGER / GENERAL LEDGER REPORTS / GL BALANCE SHEET REPORTS
  • Select ‘Balance Sheet Report’ – select the Accounting Year and Month (e.g. 2018 / 06-December).
  • Now check the box ‘ALTERNATIVE ACCOUNTING YEAR END?’ – now when you run the balance sheet the system will produce a balance sheet where the current year profit and retained earnings are calculated as if your accounting year ended in December 2017.

You can select any month – the system will calculate the balance sheet as if that was the last month of the accounting year.
NOTE: You can run a P&L across multiple Accounting Years – that has always been available under ACCOUNTING / GENERAL LEDGER /GENERAL LEDGER REPORTS / GL PROFIT AND LOSS REPORTS – select Monthly Profit and Loss Report. You can select any range of 12 months for the report even if that spans across two Accounting Years.

Media Accruals and Deferrals


This new function MEDIA / MEDIA ACCOUNTING / MEDIA ACCRUALS AND DEFERRALS allows you to automatically accrue or defer media revenue and costs – so that your revenue and costs are accounted for in the month of media appearance, rather than the default which is the month that the media was invoiced to the client and the month that the media supplier/vendor costs were created.

For example – let’s say you had a bunch of media insertions/appearances in May 2018, but for some reason you were not able to invoice the client for those insertions until June 2018.

If you run the MEDIA ACCRUALS AND DEFERRALS as at May 2018 – the system will create revenue accruals for those insertions dated May but not invoiced as at the end of May. In effect there are 4 different scenarios accounted for this function:

Media Revenue

Accruals (Insertions booked and dated up to the selected month but not yet invoiced to the client as at the selected month)

Deferrals (insertions invoiced up to the selected date that have an appearance date after the selected month – i.e. pre-billings) Media Costs (relevant only for agency that use the sales/cost of sales accounting option)

Media Costs
Accruals (Insertions booked and dated up to the selected month but not yet invoiced by the vendor/supplier as at the selected month)
Deferrals (insertions invoiced by the vendor/supplier up to the selected date that have an appearance date after the selected month)

Add Jobs to Employee Timesheets


The purpose of this function is to assign employees to a job, and make sure that this Job appears automatically on their ‘My Time’ screen.

  • Go to PRODUCTION JOBS / SEARCH JOBS – now click on the Job No to open the Job detail page. Or create a new job.
  • Now click the ‘People and Deadlines hyperlink at the top of the page.
  • Select the Employee(s) who will work on the job – note that all employees who have already recorded time against the job will already be displayed, as will the task type and the number of hours they have recorded.
  • Just add the employees you want to work on the job, and select the task type you want them to record their time against. When those employees log into their AccountAbility ‘My Time’ page – they will see the line on their timesheet ready for them to start adding hours to it.
  • Un-check the ‘My Line’ box if you don’t want that line to be pinned to their My Time page – if it is checked the line will always appear on that employee’s My Time page even if there are no hours recorded against the line for the selected week.

Of course the employee can ‘un-check’ the ‘My Line’ themselves when they are finished working on the Job.

New Supplier Invoice page


We have created an optional new data entry page for Supplier Invoices – see below – instead of having to enter the line data under separate sub- pages (add billable / add non-billable) – all line data is entered and editable on the one single page. If you want to try it out – you need to switch it on as an option.

  • Go to SET UP FILES / SET UP OPTIONS
  • Click the ‘Options’ hyperlink at the top of the page
  • Under the ‘OTHER OPTIONS’ section tick/check the option for ‘Use New Supplier Invoice’

Switch off controls on posting to certain GL accounts


Some agencies have expressed frustration with not being able to enter and approve postings (e.g. Journals) to some system control accounts. We have now made the following ‘control’ type accounts optional:

  • Accrued Revenue account
  • Deferred Revenue account
  • Interoffice account

To do this, you need to:

  • Go to SET UP FILES / SETUP OPTIONS
  • Click the ‘Options’ hyperlink
  • See the 3 transaction types under ‘ACCOUNTING OPTIONS’
  • check the box for the one(s) where you want to allow approval of transactions coded directly to the account.

A word of caution:
If you decide to no longer control direct coding to these accounts, there is no guarantee that the system report designed to act as the Sub ledger analysis will balance to the GL account balance.

For example if you switch off the control on posting to the Accrued Revenue Account – and you then for example code journals directly to that control account, the Accrued Revenue Reconciliation report will not reflect those transaction and hence will not ‘balance’ to the GL control account balance.

Move Supplier Payment Type to invoice level


Previously, all supplier invoices were set to the Payment Type (e.g. Check / Credit Card / Bank Transfer etc.) of the Supplier.

Now you can change that at the individual invoice level – so if you have a supplier who is normally paid by check, but you want to set one invoice to be paid by bank transfer, just change the payment type in the header of the supplier invoice.

The function is really designed to make the management of recurring monthly expense charges such as subscriptions easier to manage.

New Departmental Profit & Loss Reports


See the new choices under ACCOUNTING / GENERAL LEDGER / GENERAL LEDGER REPORTS / GL PROFIT AND LOSS REPORTS:

  • Monthly Departmental Profit & Loss Report
  • Profit and Loss Variance by Department

Departmental Budget Options

We have now made it possible (optionally) to create and report both Client (Billings and Revenue) Budgets, and Expense Budgets by department.

If you wish to Budget Client Billings and revenue by department – some housekeeping work first:

  • Assign a Department to Task Types so that the system knows when creating Client Budgets from the revenue Tracker (e.g. Estimate Data) which Department the Billings and revenue should be budgeted against
  • Go to ACCOUNTING / BUDGETS / BUDGET SETUP – CHECK THE BOX ‘ BUDGET BILLINGS & REVENUE BY DEPARTMENT’

All data entry pages and excel templates for client and expense budget data now allow assignment of ‘Department’ to budget data.

So for example if you wanted to budget salaries by department, just create a separate line for each department, each line can be assigned to the same salaries GL account – you don’t need to have separate expense GL accounts for each department

Email attachments option for Payment Remittance Advices


This function allows you to generate emails for each selected payment – the system will send an email to each supplier being paid with the remittance advice attached as a pdf (as distinct from ‘email hyperlink’ function) – and the system will also send a copy of the email and the pdf to your email inbox.

Approval validation on accounting month and date


This option is designed for companies who do not want to allow transactions to be assigned to an accounting month which is different to the actual transaction date.

For example – if you don’t want to allow a supplier invoice dated May 31, 2018 to any accounting month other than May 2018, then switching that option on will prevent it – when approving the supplier invoice (or any other accounting transaction such as journals.

For Receipts, Payments, Production Invoices etc. the system will check the relationship between the transaction date and the accounting year/month – if they do not match, approval will be blocked until either the date or accounting month of the transaction is changed so that they are in sync.
To switch this control option on:

  • go to SET UP FILES / SET UP OPTIONS
  • click the ‘Options’ hyperlink at the top of the page
  • under the ‘ACCOUNTING OPTIONS’ section tick/check the option for ‘Force accounting month and transaction date to match’

Date range search filters


On most search pages for data that contains a date – you can now search for transactions within a specified from/to date range, for example:

  • Search Payments
  • Search Supplier Invoices
  • Time Approval
  • Search Estimates
  • Search Purchase Orders
  • Search Receipts
  • Search Production Invoices / Media Invoices / Sundry Invoices

New Accrued revenue options


You can now create multiple accruals (up to 6) for the same job.

Let’s say you have an estimate that you want to accrue revenue for staggered over a range of 4 months – now when you click ‘ADD ESTIMATES’ in the Accrued revenue wizard, you can select those 4 months and the percentages you want to accrue in each month (the page allows you to accrue up to 6 different dates / percentages at one time) .

You can also (optionally) enter the Reversal date for each accrual so the system will automatically generate the reversal at the same time.

Receipt ‘non-invoice amount’ dissection options


You can now assign dissections such as Inter-office, Employee, Department to receipt non-invoice amounts. Just click the ‘OTHER DETAILS’ tab when adding a ‘receipt non-invoice amount’ line.

New Date presented option on bank reconciliation


A new option ‘MAKE DATE PRESENTED SAME AS TRANSACTION DATE’ has been added – so if you select a number of records with different transaction dates, selecting this option will make the date presented on each transaction the same as the transaction date itself

New ‘Client Hourly Revenue Return report’


This report provides an analysis of the average hourly rate of return is being achieved from each client over a selected period – i.e. dividing the client revenue in the selected period by the number of timesheet hours in that period for the client

  • Go to ACCOUNTING / GENERAL LEDGER / GL CLIENT PROFITABILITY REPORTS
  • Select ‘Client Hourly Revenue Return Report’
  • You will see there are now various filter and level of detail options available

New Layout option for Estimates and Production Invoices


A new layout ‘Line Items with Units, Rate and Tax’ – this option displays the tax amount (and service fee amount if any) in separate columns. Primarily the purpose of this is for the report to see the Tax (VAT/GST) amount for each individual line on the estimate/invoice.