Aqilla Cloud Based Accounting Product Release: 2020-04

Delivering further transformational improvements

Excel Add-ins (including Period Maintenance, Currency Rates, Rough Posting and Period Selection) plus Ledger Change Audits

Welcome to release 2020-04 of Aqilla

We would draw users attention to the fact that the update of the Aqilla Excel add-in is optional for this release. If you don’t know what to do with it or how to go about it, you can hold off updating the add-in. Please note though that the Excel add-in features described below will only be available in the updated version.

We’re here to help those people who are struggling with unavailable on-premise accounting and business solutions, or even those relying on tricky to use and maintain “in-premise” IT such as VPNs and remote desktop options which are really not what people want (or need to contend with) right now.

Think of Aqilla as a Lifeboat. With finance professionals working flat out to cope with the demands of reacting to changing business needs, putting in place measures to protect staff in terms of the Coronavirus Job Retention Scheme (CJRS is also known as furloughing), making applications for the Coronavirus Business Interruption Loan Scheme (CBILS), providing revised forecasts and budgets to key stakeholders whilst ensuring essentials works and services are maintained, we are here, ready and willing to help.

If you need assistance with anything call us.

Stay well, everyone.

The principal enhancements in version 2004 are as follows:

1. Excel Add-in – Period Maintenance

A new option has been added to maintain Period information. Like other maintenance functions, the user may download period information and create, amend, or delete period data from within Microsoft Excel as opposed to using the normal Configuration menu option. This allows users to benefit from Excels cut and paste and replication capabilities to create large numbers of new accounting periods on the fly.

Two parameters provide a selection of the period information:

  1. Period Type Name will select information for the specified period type.
  2. Search Value will search the Period Names and Year for the specified value.

2. Excel Add-in – Currency Rates

A new parameter has been added to the support situations where there are ledgers with multiple base currency codes.

Previously the add-in would have downloaded all currencies irrespective of the Relative Currency Code (i.e. base currency) so you could get a combination of EUR to GBP and EUR to USD. When uploading the currencies, because there was no reference to the Relative Currency Code they were all uploaded using the base currency code of the currently selected ledger. So now you can see what the two currency codes are and select which ones you want to update. It all makes life a lot simpler.

  1. Currency Code provides selection by an individual Currency Code. If left blank, all currency codes are returned.
  2. Relative Currency Code provides the selection of the base currency code. If left blank, currency rates are only returned where the Relative Currency Code is the same as the Base Currency Code of the currently selected Ledger. Otherwise, the user may select a specific Relative Currency Code. The special value “ANY” will return currency rates for any Relative Currency Code.

3. Excel Add-in – Rough Posting

When uploading a document from the Excel add-in it is now possible for it to be added as Rough Posted instead of the existing options to just Add or Add and Post.

Rather than simply adding it and then going into the Document tab or Journals control desk to subsequently post it as ‘Rough’, this can now be done directly from within a Microsoft Excel worksheet.

4. Excel Add-in – Period Selection

A new option allows the user to specify which period to use when posting documents to the ledger.

The user will see a list of the current open periods and may select from the list. All documents posted from the add-in during the current add-in session will use the newly selected period until the selection is changed. By default, the period is set to the same period set by the user through the web application.

Note that the period being used is also displayed in the Excel status line.

When performing “Add and Post” or “Add and Rough Post” the user is given a final confirmation of the period being used in order to reduce instances of documents being posted to the wrong period.

We would draw the user’s attention to the Aqilla Help which provides more information about overriding the period on a document basis.

5. Audit of Ledger Changes

A new option is available to audit changes to the ledger relating to the manual matching (and un-matching) of transactions and to the change of states, for example changing an invoice from Entered to Withhold or Forced. This option is switched off by default but can be turned on using the Entity Settings function under the Configuration tab making the Ledger entity auditable.

The Reference column shows the Account Code. The Journal Number and Journal Line Number are shown in brackets.

WE KNOW HOW IMPORTANT BUSINESS CONTINUITY IS, ESPECIALLY IN FINANCE, AT THIS TIME.

For those finance professionals not currently able to effectively work outside the office, we have a solution. 

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