December 2017

Manager Approvals Menu change

The following functions which were previously located under the ‘TIME & RESOURCES’ menu have been moved to a separate ‘MANAGE’ menu section:

General Ledger Reports Menu Change

The various groups of GL Reports listed below have been split out into separate pages each with their own menu selection under ACCOUNTING / GENERAL LEDGER / GENERAL LEDGER REPORTS.

The purpose of this change is to allow you, should you wish to grant user access rights to some GL reports but not others. For example, you might give a User Access Group rights to access the

GL CLIENT BILLING & REVENUE REPORTS, bit not give them access to the more sensitive reports such as PROFIT & LOSS REPORTS. The new separate Menu groups are:

Mobile Development

We live in a mobile world, at AccountAbility we are committed to provide our clients with a great user experience on your smart phones and tablets. By default, all AccountAbility pages will “work” on your

phone or tablet – but to improve the mobile experience we have embarked on a program to create special versions of AccountAbility pages that are optimized for small screen devices. How this works is

that when you log in to AccountAbility on a small screen device, the system detects that and when you select a function (such as My Time) you are given the ‘mobile’ version of that page – rather than the

standard page you get on your computer.

Functionally, the ‘mobile optimized’ pages we develop work much the same as the standard pages – and we think you will intuitively understand how to use them, they just look and feel slightly different.

For example – see below the new ‘mobile optimized’ version of the My Expenses pages, you will notice there are no buttons on the pages, instead – see the ‘ACTIONS’ option on the top right – selecting

this enables you to enact all the same actions that you would click a button for on the standard page.

The other navigation change is editing an entry – to edit an entry of our mobile pages just tap the entry twice to invoke to ‘edit’ function for that line – see the example below:

In this most recent update of AccountAbility, there are more than 20 new ‘mobile optimized’ pages – comprising all the pages and sub-pages under the following functions:

We have also created mobile optimized pages for various ‘Manger Approval’ functions including leave and expense claims. For example, if a Manager receives an AccountAbility email notifying them that

one of their people has submitted a leave request for their approval – if the Manager clicks the link in the approval on their smart phone – a mobile optimized page is loaded for them to review and

approve/reject the leave application.

We are focusing this mobile optimization project on AccountAbility functions that your people are most likely to be away from their computer or on the road.

Supplier Invoice & Purchase Order ‘Manager Approval’ function

This optional work-flow feature allows for a second level of approvals for Supplier invoices and Purchase Orders– where you would like a Manager (such as an Account Manager) to sign off on Supplier

Invoices /PO’s relating to their clients, before those supplier invoices/PO’s can receive final approval.

The ‘Supplier Invoice’ Manager Approval function is explained in detail below – as the Purchase Order Manager Approval function works the same way, we have not repeated the information for

PO’s – once you understand how Supplier Invoice Manager Approvals work than you will understand the equivalent for PO’s.

The work flow process can be summarized as follows:

Setting up the Manager Approval function

If your company wishes to use the supplier invoice ‘Manager Approval’ function – first step is to switch the function on (it is switched off by default so if your company doesn’t want to use the function, then

you don’t need to do anything.)

Go to SET UP FILES / APPROVAL SETTINGS. Check the ‘APPROVAL REQUIRED’ box for ‘Manage Supplier Invoices’:

Now, go to SET UP FILES / USER ACCESS groups. For each user group that will have access to the ‘Manage Supplier Invoices’ function – add the transaction type ‘Manage Supplier Invoices’ to the

‘Selected’ panel on the right of the page:

Your next step is to define which ‘Managers’ have some level of approval rights/requirements for Supplier Invoices.

Go to MASTER FILES /EMPLOYEES – find the ‘Manager’ you want to set up and open the detail page for that employee. Make sure their ‘Approval Rights’ are set as ‘Defined’ – then click the

‘Approval Rights’ link at the top right of the page.

First – check the APPROVAL RIGHTS box for the TRANSACTION TYPE ‘Manage Supplier Invoices’. You then need to define the Approval Level that Manager will have for supplier invoices, choose from

the following:

Next you need to define what ‘type’ of Supplier Invoices this Manager must approve:

Next you need to define whether the Manager should be notified when a Supplier Invoice is submitted for their approval:

Next – you might want top set approval values for the Manager

Some things to Note:

So how does it work?

When a Supplier Invoice is entered – the user must then click the ‘SUBMIT’ button – this can be done from either:

When an invoice is ‘Submitted’ AccountAbility compares the detail line information on the invoice to the ‘Manager Approval’ configurations – and creates ‘Manager Approval Required’ records accordingly

for that invoice (it may generate multiple ‘Manager Approval Required’ records for the same invoice as outlined above).

At that point, the final Approval of that Supplier Invoice is now dependent on the Manager Approvals being carried out.

After ‘submitting’ a supplier invoice for Manager Approval –you can check which Manger(s) are required to approve the invoice, and what the status of those Manager Approval(s) is by opening the

Supplier Invoice detail page and clicking the ‘Manager Approvals’ link at the top of the page:

How does a Manager approve (or reject) supplier invoices?

If the Manager approval settings ‘SEND MESSAGE/SEND EMAIL are checked (refer above) the Manager will receive an email and or message with a link where they can review and approve or reject

the invoice.

Or, at any time a Manager can access a list of all invoices that require their approval by selecting the menu option ‘MANAGE / SUPPLIER INVOICES’

By default, this page lists all the invoices that require the Manager’s approval:

To approve invoice(s) – just tick/check the invoices and click ‘Approve’

To reject an invoice – tick/check the invoice, click ‘Reject’ and enter some comments as to why the invoice is being rejected – this message and notification of the rejection will go back to the person who

submitted the invoice for approval. Now the invoice will need to be re-submitted to get that manager’s approval.

It is important to note that only the Manager(s) assigned to Approve specific invoices may approve them. So, let’s say for example there are 5 invoices that have been assigned to the Manager

‘John Smith’ – but for some reason John is not available to approve these invoices (maybe John is on leave) – how do we handle that?

Go to MANAGE / SUPPLIER INVOICES, set the ‘Approver’ filter to John Smith – and ‘Manager Approval Status’ to ‘Submitted’ – now you can see the invoices waiting for John’s approval. Tick/Check the

relevant invoice(s) then click the ‘REASSIGN’ button – now you can select a different Manager, and those invoices will be re-assigned from John Smith to the selected Manager.

(Note to carry out the ‘Reassign’ function outlined above the user must have unrestricted approval rights for Supplier Invoices.)

Change to Journals Un-approve function

This change only effects those AccountAbility companies who have the system option ‘Allow journals to be deleted’ switched off

Prior to this change, when a “manually entered” (non-system generated) Journal was unapproved – the existing journal could then be edited and changed as required then re-approved – so there was no

true audit trail of the journal. Now, when you unapproved a journal – let’s say the Journal number was “1000035” – the system will do two things:

You could then for example search journals, filter on journal number “1000035”, check the box “Show cancelled” and see a full history of the journal as it was at each point before it was unapproved.

Purchase Orders ‘Complete’ undo

If you inadvertently marked a PO as ‘Completed’ – you can now reverse this by opening the PO detail page and un-check “Completed’

New Client Statement format option

See the new format option “Outstanding Balances” – this format does not show any cash allocations or transactions for a range of dates– it simply lists the outstanding invoices/transactions and the amount

outstanding as at a selected date.

Enhanced Revenue Tracker Dashboard

The dashboard now:

Corporate Credit Cards – pending submitted

The purpose of this function is to allow the user to be able to create a credit card charge, attach the receipt, code the charge and

Submit it for Manager approval, without having to wait for the ‘real’ charge to come through from the credit card company into AccountAbility. In effect – it means you can completely deal with a credit card

transaction as soon as you have incurred the charge – here’s how it works.

From My Corporate Credit Cards, click the “+” sign (or the camera image on the mobile version of the page) – take a photo of the receipt, or if that receipt photo is already on your device – upload the photo.

Now enter the date you incurred the expense, and the amount.

So, at this point the charge you created is in a ‘Pending’ status. Now code the transaction as normal – assign the job, task type and description etc. – then click ‘Submit’

Now the charge moves to a ‘Pending Submitted’ status – waiting on the ‘real’ transaction to come through into AccountAbility – which may take 2-3 days.

When the ‘real’ transaction comes though – if the date and amount of the ‘real’ transaction match the details of the transaction you entered – the ‘Pending Submitted’ charge will be ‘matched’ to the

‘real charge’ and automatically submitted to your manager for approval.

So, what happens if the system cannot “match” the charges? This might happen if you entered the wrong amount or date. So now you might see your ‘Pending Submitted’ charge and the ‘real’ charge in

your list of charges. There are a couple of easy ways to fix this:

Corporate credit cards ‘smart coding’

The purpose of this function is to automatically code recurring credit card charges for you. Here’s how it works.

Let’s say you have an unsubmitted corporate credit card transaction for $75 from merchant ‘Microsoft’. When you log in to ‘My Corporate Credit Cards’ the system will check if you have previously had a

charge for Microsoft for the same amount. If you have – the new charge will be ‘smart coded’ for you with the same details as the previous charge. Allow you must do is submit the charge for approval

9and you can first change the coding if you wish). Note this will only occur with ‘non-billable’ charges – if the previous charge was coded to a billable job then the new transaction will not have the

‘smart coding’ applied

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