Product Release: 1110

This version is released 2nd November 2011 and includes: enhancements to Enquiry Data Filters, Field Level Permissions, Company Information – Contact Details per Document Type and User Definable Attributes

Enquiry Data Filters

The Account and Ledger Enquiry functions previously allowed access to all information stored in the ledger to anyone who had access to these functions. It is now possible to define automatic filters to individual users to prevent them from seeing specific data. A simple example of preventing a user from viewing any Balance Sheet accounts is shown below.

The same filter can be assigned to multiple users and up to 3 filters can be applied to an individual user. The Enquiry Data Filters are defined under the Configuration tab and can be based on any attribute of the ledger or any attribute of the associate account or project. For instance, if a project attribute has been defined to specify the project manager, a filter can be specified for a specified project manager. A user in Aqilla can then be limited to view only transactions for projects associated to that project manager.

Another example could be to limit viewing data relating to certain “Restricted” accounts. In this case an attribute can be configured on the Accounts to record whether an account is restricted. The Enquiry Data Filter could be configured as shown below.

Note that if a new attribute is added to the system, and you use “NOT EQUAL”, you should ensure that all the records are given values for the new attribute. In the example above, blank values would not be included.

Enquiry Data Filters do not affect the contents of any report. If a user has any Enquiry Data Filters defined these will be ignored by the reports but if the user attempts to drill down into data that is subject to a filter, those transactions will be suppressed from view. For instance a Balance Sheet report will remain unaffected by any Enquiry Data Filters but a user drilling down to view the transaction details will be subject to any filtering. The Enquiry Data Filters are displayed as additional filters in the Enquiry views.

Field Level Permissions

It is now also possible to define permissions on individual fields within a form to limit who may change their contents. For instance it is possible to restrict who may enter the bank details on a creditor account or who can enter a discount on a sales invoice. Up to three groups of fields can be defined on any one form such that one group of users may change one set of fields and another group of users may change a different set of fields. In the example of the creditor account another group of users may be restricted to changing the payment terms.

Permissions on multiple forms can be linked together within a single role to simplify the management of the permissions.

When a field level permission has been set, users without the required permission will see the fields as display only.

Note that if permissions have been set on any required fields, a user without permission for these fields will not be able to create a new record. The setting up of the Field Level Permissions is not a user accessible feature and you should contact Aqilla support if you require any fields to be configured.

Company Information – Contact Details per Document Type

It is now possible to define different contact details for each of the formatted documents created by Aqilla (i.e. Sales Invoices, Purchase Orders, Debtor Statements, and Creditor Remittances).

For each document type you can specify a separate Telephone Number, Fax Number and Email address to appear on the document. If the details have not been specified for a specific document type, the default setting is used.

User Definable Attributes

The number of available user definable attributes has been increased in the Attribute Wizard. Throughout the system, the following attributes are now available for configuration:

10 Text attributes storing a maximum of 30 characters

1 Long Description attribute storing a maximum of 255 characters

4 Date attributes

4 Integer attributes storing between -2147483648 and 2147483647

6 Value attributes storing -999,999,999,999,999.999 and +999,999,999,999,999.999

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