Product Release: 1810

This new feature provides key information about an account and enables the user to create diarised notes against the account.

When a user creates a new note, the system automatically records the details of who created to note and when. The user must enter a short description of the subject and may optionally add details of who was contacted. Both a long description and an attachment may be included with the note.

The account notes can be associated with any account type and may be accessed from the following functions:

• Aged Analysis
• Debtor Statements
• Account Enquiry
• Account Edit

Enquiry Data Filters – documents

Enquiry Data Filters against the ledger have been available for a number of years. This allows you to configure the Account and Ledger enquiries to automatically filter the information that can be viewed by individual users. For instance, if you want certain users to be limited to viewing ledger transactions related to debtor accounts, this is defined in an Enquiry Data Filter.

With this release, the functionality has been extended to the document enquiries. It is now possible to limit a user’s view of specific document types based on information held in a document header. As an example, a purchase order might contain the name of the approver. An Enquiry Data Filer could be defined so that the approver only sees purchase orders that have their name as the approver.

Expense Type permissions

A new flag, called Protected, has been added to the Expense Type definition. If set, the expense type is only available to an expense user if they have been given permission to use this expense type. This is done by adding the specific expense type permission to a role that has been given to the user.

This feature can be particularly useful to make the options available to the expense user more relevant to their use.

Update Person/User Details

The creation and maintenance of user information has been improved to bring a number of permission settings together.

• When creating a new user, it is now possible to copy the details from an existing user. This can considerably simplify the setup of a new user.
• The information relating to Roles and Workflow Groups can be viewed and modified in one place

Debtor Statements & Creditor Remittances – Zero suppress and sorting
A new option has been added to the selections for Debtor Statements and Creditor Remittances to suppress accounts with zero balances.

The sort options now sort the data relating to all pages rather than the currently viewed page.

Bank Transactions – spot rates

When entering transactions relating to foreign currencies into the Bank Transactions document, the user now has the option to specify a currency rate against each transaction line.

Audit Log

• Workflow groups have now been added to the available entities to be audited.
• When any transactions in the audit log are deleted, a transaction is now written to the audit log identifying the deletion. This deletion audit record cannot be deleted.

Financial Reports

• The Suppress Zero Values option in Report Row Edit has been enhanced to suppress any report rows where the report columns are all zero. In the past report rows were only suppressed if there were no transactions selected for the row. This feature can be particularly useful where there are many dormant accounts with zero balances.
• Period Offsets have been enhanced to report outside the current financial year if the offset specifies a period beyond the current year. For instance, if a period is defined as Report Period + 6 and the Report Period is the 9th period of a 12 period year, then the column will be reporting on the 3rd period of the following year. Previously the report would attempt to report on the 15th period of the current year.

Sharperlight Company Name

A new parameter has been added to Company Edit to specify the name that will be used to identify the company in Sharperlight. If the company is to be accessible to Sharperlight, this parameter must be specified. The name can be the same as Company Name or it could be a shortened name, but it needs to be unique across all companies being accessed by your Sharperlight instance.

Note that changing the Sharperlight Company Name would stop any Sharperlight reports accessing this company from working.

Bank Transaction Rules

• A new parameter has been added to the account rules that allows the bank account code to be used as part of the rules. This allows different rules to be defined when importing transactions from multiple bank accounts.
• Identifying transactions that may be incorrectly rejected. It is possible that a rule defined against an account could be incorrectly rejecting a transaction that relates to another account. This can be hard to identify. A new warning message has been added to the Automatic Bank Reconciliation function that identifies transactions that may have been incorrectly rejected by a rule.

Currency symbol

A new single character parameter has been added to the Currency Edit function to specify the currency symbol. This symbol can be accessed by document formatters such as printed invoices and statements to print the currency symbol on the document.

Emailing Documents

When emailing documents from Aqilla, there is a new option to insert the document reference into the Subject text.