Product Release: 1506

Anyone for tennis? Some fantastic new functionality is released in the latest release of Aqilla. The principal enhancements available in version 1506 are as follows:


Three significant enhancements have been made to the Payments process:

  1. Multiple Payment Accounts by Currency
    It is now possible to specify more than one payment account for a currency. This is defined against the individual Balance Sheet bank accounts. When performing a Payment run, it is necessary to select which Currency the payment will be based on and an additional selection is displayed enabling you to select which account to use. Note that any Payment Accounts defined against Creditor accounts will take precedence over this default payment account. If the Currency selection is set to ANY, the Payment process will behave as before requiring a single payment account for each currency.
  2. Additional Selection of Payment Transactions
    A “More Selections” button has been included to enable additional filtering of transactions to be included in the Payment process. This may be based on user-defined attributes stored in the ledger or attributes of the Account or Project. For example, by filtering by the Account Category it is possible to perform separate payment runs based on the type of creditor, such as trade creditors and employees.
  3. User Attributes on the Payment Journal
    It is now possible to pre-set values on the system generated payment transactions. This can be useful when analysing the Balance Sheet such as by cost centre.

Credit Notes From Invoices At The Click Of A Button

A new button has been added to the Sales and Purchase functions to enable credit notes to be created directly from an existing invoice. This behaves exactly like copying an invoice except you are taken to the associated credit note function.

This option is available from the summary and detail views.

Splitting Transactions With Numeric Attributes

A new flag has been added to the Attribute Wizard when configuring a numeric attribute on the ledger. This instructs Aqilla how to treat the value when a ledger transaction is split. By default, the values are copied to the both sides of the split transactions. In some situations, the attribute may hold a value that should be split according to the value split of the underlying transaction. For instance, a timesheet transaction may also hold an integer attribute specifying the equivalent hours. If the original transaction of £1000 holds 8 hours is split into £600 & £400 then the associated hours should be split 5 and 3. If the numeric attribute is holding a rate or a code then they should not be split.

Mapping User Attributes From A Purchase Order To Goods Receipts And Purchase Invoices

It is now possible to configure Goods Receipts and Purchase Invoice Matching documents to automatically copy attributes from the Purchase Order. For instance, the purchase order line could specify a default cost centre and when purchase invoice matching takes place this default can be configured to be copied into the purchase invoice line where the user may either accept the default or override the value. Previously the cost centre would have to have been always using the setting from the purchase order or always entered in the purchase invoice. Please contact Aqilla support if you require this option to be implemented on your system. It is also possible to continue transitioning (in terms of workflow) posted Aqilla documents from summary views.

Transaction Matching

A new filter has been added to the matching function to enable filtering by Project.

Automatic Bank Reconciliation

Downloaded and matched Bank Transactions are now marked with the ID of the corresponding Ledger transaction, making it possible to process them using SharperLight reports.

Find Rough Posted Journals With Ease

An enhancement has been included into the management of rough posted journals to indicate when a document is out of sync with its rough posted transactions in the ledger. This will typically occur when a document is rough posted and then subsequently changed without re-posting the document. When the documents are out of sync, the documents in the Journal List and the transactions in the ledger are highlighted in RED.

Rough Post or fully Post the document to bring the ledger back into sync.

Excel Add-In – Item Maintenance

The available columns to maintain now reflect the setting of the Inventory flag in Company Information. If Inventory is enabled, all the inventory specific columns are included in the add-in. The Add-in also supports the Aqilla Payroll document type.

Splitting An Invoice Or Payment On A Debtor Or Creditor By Value

Selecting an invoice or payment In Enquiries-Transaction Status, a new Split icon will appear:

The system asks you to enter a split value:

…and ‘lo and behold’ two split transactions are generated on the ledger with the same reference.

NB: Only works on Debtor and Creditor accounts even if others are offered in the Account drop-down.

Addition Of A “CC” Email Address To Emailed Documents

In Company Information, it is now possible to specify an additional CC or BCC address to each document type that is emailed from Aqilla.

This would be used typically to receive a copy of what has been emailed into your own email system.

Template Document Layouts

Aqilla can now produce a number of varied formatted documents such as Sales Invoices, Purchase Orders, Debtor Statements and Creditor Remittances that are used for external distribution. These documents are typified as having a precise layout in terms of positioning and fonts being used. With this release, a new mechanism has been introduced based on Open Document Template (.odt) files to facilitate the creation of formatted documents using a tool such as Libreoffice’s Writer or Microsoft Word. This enables our consultants and advanced users to tailor such documents with relative ease instead of requiring the intervention of a member of our development team. As a result, a new formatted document can be created much quicker to suit an individual organisation’s requirement.

New Aqilla RESTful API Features

Version 2.0 of our RESTful API has been released which includes a new PUT method to (C)reate data, individual entity (R)etirieval by GET requests.

Santander BACS Export

This now supports fixed-width padding of the “Hash” field now demanded by the bank’s software.

Longer User Names

Users can now use up to 60 characters for their login id.

E-book: Dispelling the (five) myths of accounting in the Cloud

Month or year end doesn’t have to be slow or difficult. Here is a best practice guide to the busiest times of the accounting and finance year with 5 tips to facilitate a quicker and more efficient period end.