Cloud accounting solution
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Document Management & Workflow

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The flexibility of Aqilla means the system can be configured to satisfy a wide variety of bespoke requirements. Document Entry provides the main facility for entering data into the system.

Thus rather than just entering journal information about a sales invoice, the system can be configured to capture information from the original source document, passing it through an approval process and print a hard copy if required before releasing it to the ledger.

Data is captured within a document, which reflects the way most organisations operate. For example, one cash receipt documents summarises many cash receipts from multiple customers in a single step; one weekly time-sheet can address multiple projects and activities; invoices can be free form or relate to catalogue items and a payroll summary could link to the detail captured in the payroll system. At all stages the behaviour and impact of debits and credits are automatically governed by the system reducing errors and speeding up processing time.

Using a comprehensive mapping definition, complex rules can be used to determine how information is treated between the original document and the final accounting entries; e.g. the user may wish to specify what information is mapped to the credit and debit lines (e.g. debiting the customer account with the gross amount, and crediting the sales and tax accounts).

Document status management is straightforward and easy to use enabling a flexible approach to processing and authorising any item.

The workflow of each document can be used to manage series of approval processes and for different users to view or change different information before it is finally committed to the ledger. Hard copy documents can be generated through the system’s document printing function.

Smart-Events, Never miss a key activity again!

Smart-Events are date and time related activities linked to calendars and displayed on the user’s home page. Once again colour is used to highlight sensitivity relative to any given date.

An example would be the payment of Income Tax and National Insurance contributions to the government, which is due on the 19th of each month. This could be defined as “PAYE Submission” and as the date approaches, a series of coloured messages get displayed on the home page to warn of the event and/or email warnings sent to nominated recipients and/or workflow events triggered as required.

For ease of use, each event can be defined for a group, such as: Finance, Billings, Accounts, and managed by means of a straightforward monthly calendar view. Events feature a tool-tip displaying the full description as the user moves the cursor over the item. Each group event is displayed in the colour of the group in the calendar control to increase visibility.

Smart-Events are defined as a series of descriptions with coloured flags indicating the urgency (i.e. green leading up to the event, through amber, to red once the date has passed). The number of possible stages depends upon the complexity - for instance a Year End process might consist of many different tasks and stages.

A Smart-Event alert can be cleared by checking the message on the user’s home page. Depending on the setup this will clear either the stage or the whole event. If the auto-complete feature is selected, the message can be cleared after a certain number of days.

Why should you be working with Aqilla?

Within our Cloud Accounting Software Solution, we combine all the features and tools an effective and successful finance professional needs. We would be delighted to show you what we can do, and how we can work together to grow your business. Contact us to arrange a demo or to request additional information. Call 020 7098 9881 or email info@aqilla.com.

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