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Version 1201 of Aqilla is released

We are pleased to announce that version 1201 of Aqilla has been released on Monday 23rd January. The principal enhancements included in this release relate to Data Audit, Automatic Bank Reconciliation, Attachments using external links and online help.

Data Audit

A new function has been added to the Configuration tab to turn on auditing of data changes to any reference data or document.

When switched on all changes to the selected entities are logged, detailing who changed what and when. These changes may be viewed by the Audit Viewer found under the Enquiries tab.

When applied to documents, the State of the document is also logged. Thus it is possible to track who promoted a document (i.e. released, approved, posted a document) and when.

The Audit Viewer can select by:

  1. A range of dates and times
  2. Record Type (i.e. Data changes, State changes, or All changes)
  3. Entity Type (e.g. Purchase Invoice Headers, Creditors, etc.)
  4. Change Type (i.e. Create, Update, or Delete).

The Audit Viewer also provides an option to export the selected data to a CSV formatted file and the data in the audit log may be cleared up to a given date and time.

Note that the system is auditing individual entities. Some functions will be updating multiple entities. For instance when working with documents, the system is updating both header and detail entities. Slightly less obvious examples are changes to debtor and creditor bank account details are logged against the Bank Account Details entity and not the Debtor or Creditor entities. Likewise, changes to customer and supplier addresses are logged against the Address entity.

Note also, if it is required to log just the State changes, it is usually sufficient to audit just the document headers. It would only be necessary to audit the document lines if State changes are being applied to document lines.

Automatic Bank Reconciliation – Barclays Bank CSV Format

The Automatic Bank Reconciliation function now supports uploading the Barclays Bank CSV file format of account statements. This format (as do the existing OFX and Bank Line formats) is automatically detected by the contents of the uploaded file and needs no additional configuration settings in Aqilla.

Note that as with all statement uploads, it is important to configure the Bank Account Details (found under the Reference tab) with the correct Bank Account Number, Bank Sort Code (including any hyphens if present in the file), and Bank Account to ensure that the data is correctly associated with the bank account within Aqilla.

Miscellaneous Documents – Copy Reverse

A new option has been added to the Miscellaneous document that enables copying an existing Miscellaneous document and automatically reversing the Credit/Debit markers on each line. In all other ways this behaves exactly like the existing Copy function.

This provides a simple option to reverse an existing Miscellaneous journal.

Attachments using External Links

The existing Attachments option in Aqilla can now be configured to store attachments in an external document repository instead of within Aqilla. The main advantage of this is that all documents can be held in a common location and accessed externally from Aqilla if required. In addition, and depending on the capabilities of the external document repository, it may be possible to link multiple documents to a single document in Aqilla.

In order to be able to take advantage of this facility, it is necessary that the external document repository can provide a unique URL link to the document stored in the repository. This link is then stored in Aqilla to enable future viewing of the document from Aqilla. When configured, the existing Attachments dialogue window requests and displays the document’s URL in place of the document’s file name.

A new option (External URL pattern) in the Company Information enables Aqilla to display the attachment name excluding the full URL path.

If you are interested in using this feature, please contact support at support@aqilla.com in order to enable this feature for your instance. Note also that this will replace the existing attachment feature and any attachments currently stored in Aqilla will no longer be accessible.

Online Help

The Help option at the top of the Aqilla screen now links to our online help manual. Selecting the Help link will open a new window in your browser displaying the initial Getting Started page. You may navigate around the help through the Table of Contents or Keyword Index displayed on the left of the page.

 

If you have any questions regarding these or any other feature please do not hesitate in contacting us. I trust that you find these enhancements of value and we welcome your feedback.

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