Q-Accounts Software Limited 2015 Key Software Function
Table of Contents Background... 3 For Accountants... 3 Managed and Pre-posted Accruals... 3 Tracked Expenditure based Income... 5 Report Mailing Lists... 6 P&L, Balance sheet ledger Grouping... 6 For Payroll... 7 Online Timesheets/Leave Forms... 7 Shift by line item... 8 Payslip Emailing & Self service... 9 For Accounts Payable... 9 Automated approval handling... 9 Creditor Invoice Templates... 11 For Accounts Receivable... 13 Automatic invoice payment reminders... 13 Case Notes per invoice/debtor... 13 For Fundraising Managers (Cost Tracking)... 15 The Allocation Budget... 15 Tracking expenditure and allocation... 17 Tracking Details... 20 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 2 of 21
Background Listed below are key functions that work together to reduce the amount of work within your organisation, grouped by role. Again we would like to highlight that our system in 100% cloud based, and can be accessed on any device with internet access via a web browser. This allows access to be provided to any user that requires specific reports or functions within the organisation. These arrangements can decrease the steps required in the workflow process (within a role or between roles), making a significant number of tasks redundant. There is no set up or installation, which allows immediate access with no IT set up cost. We recommend Google Chrome as most stable browser we have experienced. For Accountants 1.1 Managed and Pre-posted Accruals The Accrual module (Finance>Accruals) allows you to post accrual transactions on multiple dates from a single instance. Diagram 1.6 displays the insurance expense posted evenly over 12 months, with the actual invoice arriving and paid on the 1 st of September 2014. The right column displays all source transactions applied to the accrual item. After all allocations, the variation figure must display nil for the accrual to eventually balance out. The Balance column on the left table displays the balance of the accrual account as at the end of January 2015. This will allow you to extract the of the balance sheet accrual ledger should you need to query this. One instance in this module does can amend the financials over multiple periods, so it is quite important to note the impact each of your postings has on month end to prevent any changes. PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 3 of 21
Diagram 1.6 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 4 of 21
1.2 Tracked Expenditure based Income Part of the Accrual module (Finance>Accruals) includes the Expenditure Tracking category. This allows you to post the income relating to the accrual based on actual expenditure assigned to the accrual item. Unlike the standard accrual where the income or expense is evenly posted, these income postings are handled by the in-built extraction tool. Each of these accrual items require a tracking code in order for system to extract the expenses relevant to the accrual. This income treatment is common for charities or not-for-profits which have been provided Grants that are marked for a specific purposed, so be spent within a set period of time. The unspent proportion would be recognised in the balance sheet as a liability until it is fully expended. The posting for this type of income is done the form of a journal entry, which means it can be deleted should the expenditure amounts change prior to close off. This posting is usually done at month-end after any re-allocations of expenses. Diagram 1.5 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 5 of 21
1.3 Report Mailing Lists Q-Accounts is able to send out reports to specific users with department restrictions per report. Each mail out can include a personalised email message, and can be customised to be carbon copy the report to the relevant manager. Email addresses are automatically extracted per the user s profile so any updated emails will be applied. Mailing lists can be set to be sent out on a specific day of every month, or sent from the Q-Accounts interface. Gone are the days of manually creating PDF reports of department reports one after another, and manually adding email addresses per report. P&L, Balance sheet ledger Grouping Diagram 1.2 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 6 of 21
For Payroll 2.1 Online Timesheets/Leave Forms Staff members can now send timesheets and leave forms to their manager for approval via our online timesheet form (Employee>Timesheets). The timesheet goes through the same process as a creditor invoice in that it is emailed as part of a reminder to the manager for them to approve alongside pending invoices. This allows for an electronic log of when timesheets are created, sent to managers, and approved. This also prevents any sort of ambiguity of corrections or timesheet totals as all corrections are handled via the on-screen form. Pay rates are handled via a dropdown box and need to be pre-set by the staff profile. Diagram 2.4 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 7 of 21
2.2 Shift by line item One of the most common issues with payroll querying would be the need to refer to a physical timesheet to extract the days actually paid out to an employee to work out the corrections (if any) required. Our payroll module lets us itemise shifts by timeslots so that all of the querying can occur on screen, rather than via a paper copy. We have designed a special interface which lets you bulk apply time shifts to a timesheet aimed at increasing the ease of filing timesheets online. Diagram 2.5 displays the interface of how multiple shifts can be added to a timesheet. Diagram 2.5 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 8 of 21
2.3 Payslip Emailing & Self service A copy of an employee s payslip detailing their shift hours can be emailed to directly to an employee s email address, or they can be accessed online via a login. Each payslip will also indicate the timesheets that have been applied to them for querying purposes. For Accounts Payable 3.1 Automated approval handling After an invoice has been received and coded into the organisation, it is automatically allocated to the relevant approver to be approved. Each approver will get a login to approve invoices provided to them. Approvers can also be provided access to modify invoice coding if they manage their own budget or set of accounts within their department. Q-Accounts can then automatically send daily email reminders to approvers that have any outstanding invoices to approve. This acts as a follow-up from the accounts department on outstanding invoices. This will free up what is commonly one of the largest tasks in an Account Payable role. Diagram 1.8 shows how to set automatic approval reminders at (Staff Members>Profile), and Diagram 1.9 shows the audit trail of the timings an invoice was assigned to an approver to be signed off. Diagram 1.8 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 9 of 21
Diagram 1.9 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 10 of 21
3.2 Creditor Invoice Templates An invoice template is a set of default codes, wordings, and approvers assigned to a creditor, which assists with reducing ongoing coding within an Accounts Payable role. When an invoice arrives in the Q-Accounts Inbox, the coder is able to choose from a list of templates provided to the creditor, and apply these default values. As an organisation changes, several positions within an organisation may be assigned different responsibilities and subsequently a change in the nature of invoices they signed off. These templates can be incredibly useful to ensure that these changes for each creditor is will be applied clearly, without the verbal communication, which often can be forgotten or not passed down accurately to the relevant coder. Invoice templates are is a great way of applying these changes accurately and effectively. The invoice template screen is very much like that of a standard invoice as illustrated in Diagram 2.1. Diagram 2.2 displays how templates can be selected when creating an invoice. If no template is found for the creditor, the last invoice is applied as a template. Diagram 2.1 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 11 of 21
Diagram 2.2 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 12 of 21
For Accounts Receivable 4.1 Automatic invoice payment reminders Given there is an email provided per Debtor, Q-Accounts is able to automatically email each debtor 5-10 Days after month-end. This email is also displayed as a historical item on the audit trail of a debtor invoice. 4.2 Delegated debtor invoice creation With the number of restrictive capabilities available, departments can now create their own invoices and bill clients directly from their account. This allows managers to retain ownership of their department billing and decreases the workload on the accounts team. Managers can also view when their created invoices have been paid. 4.3 Case Notes per invoice/debtor Any follow-up work per invoice can be logged in the notes section of any invoice. Diagram 2.3 displays the standard interface of a debtor invoice, with 2 notes attached to it regarding follow-up. This allows for more collaboration on follow-ups. PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 13 of 21
Diagram 2.3 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 14 of 21
For Fundraising Managers (Cost Tracking) 5.1 The Allocation Budget The allocation budgets is a subcategory in our budget s sections (Reports>Budgets). Unlike the standard budget which allows comparison in the actual vs Budget Report, this allocation budget allows tracking codes to be allocated beneath each expense line, per month. This gives the ability to forecast timings of funding shortfalls and prioritise relevant fundraising efforts. This report would suit charities that fundraise for grants or sponsorships on an ongoing basis for expense coverage, or a department requiring ongoing planning for coverage over specific expenses. Users can be restricted per department within this report so the master admin can view fund coverage of all expense lines within the organisation. This allocation budget report can be added to the automated report mailing list (Reports>Mailing List), detailed earlier in this document under Accountant Functions. Refer to Diagram 1.1 on the next page for an example of the report. PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 15 of 21
Diagram 1.1 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 16 of 21
5.2 Tracking expenditure and allocation This is part of the Profit and loss report (Reports>Profit/Loss). The filters you need to enter would be the Department (If applicable) and the date range by Tracking Code. This shows the amount of money received for each tracking code, and all expenses that have been allocated to the tracking code. Expenses that have been not allocated to a tracking code can be assigned by clicking on total figures on the Unassigned column. The second frame gives a breakdown of each sum clicked, and clicking on the line item brings you to the source document of the expense. This allows you to allocate any unallocated expense or reallocate expenses that have been allocated to the wrong tracking code. Diagram 1.3 shows this report, and the result of clicking the total of unassigned salaries for the period 1 Jul 2014-30 Jun 2015. The third frame, which is isn t in the diagram, gives detail on the source document (Date received, Physical invoice(s) attached) for you to be able to print if necessary. This interface lets you run reports and query source documents without a requiring the assistance of the accounts department. Start Dates and Ending Dates applied to each tracking code will be displayed on the report. Charities use this field as grants usually provided to charities often need to be spent within a certain date range. Diagram 1.4 Shows detail of a creditor invoice and the physical invoice attached. PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 17 of 21
Diagram 1.3 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 18 of 21
Diagram 1.4 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 19 of 21
5.3 Tracking Details Tracking codes (Finance>Tracking) are normally referred to as Job codes in traditional older accounting packages. They act the same way on Q-Accounts, however we have added additional functionality to these codes. Q-Accounts lets you attach documents to yes tracking code, write editable notes per code, and specify start and ending dates per code, which appear in the P&L report by tracking code if specified. The Documents tab allows for documents to be uploaded to each tracking code. The ideal format would be PDF as Q-Accounts converts these to readable on-screen images. Diagram 1.7 displays an example of the grant detail screen. PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 20 of 21
Diagram 1.7 PO Box 5924, Wellesley Street, Auckland 1141, New Zealand Page 21 of 21