Frequently asked questions (FAQ) Download the quick-start manual

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HOW CAN I PROVIDE MY DOCUMENTS
INSIGHT TO THE ACCOUNTING OF YOUR COMPANY
HOW CAN I CONSULT MY DIGITAL DOCUMENT ARCHIVE?

 

The Dashboard (Home page) contains different graphic and textual components with the key figures and trends of your company:

 

SELECTING THE REFERENCE PERIOD:

At the top of the page, the period (typically the Financial year) - can be chosen to show the corresponding information on the dashboard.

The chosen period applies both to the key figures (Revenue, Costs, Results) and to the graphs (Operating profit, Operating income and expenses, Cost allocation).

For your information The figures in square brackets refer to the general ledger accounts as included in the accounting system for the accounts of your company or organization. On the dashboard you will find typical revenue accounts, starting with 7 (for example [70]) and cost accounts, starting with 6 (for example [61]).

 

THE KEY FIGURES:

1.Yields

  • The 'Operating income' indicator is composed of the sales accounts [70] and the other operating income [71 to 74] as recorded in the selected financial year.
  • The 'Other income' indicator is composed of the Financial income [75] and the Extraordinary income [76] as recorded in the selected financial year.
  • The 'Total revenue' indicator is composed of the operating income [70 to 74] and the other income [75].

2Costs

  • The indicator 'Operating costs' is made up of the cost accounts: Trade goods, raw materials and consumables [60], Services and miscellaneous goods [61], Remuneration, social security charges and pensions [62], Depreciation and remuneration [63] and Other operating expenses [64] as registered in the selected financial year.
  • The 'Other costs' indicator is composed of the Financial costs [65] and the Exceptional costs [66] as recorded in the selected financial year.
  • The 'Total costs' indicator is composed of the Operating costs [60 to 64] and the Other costs [65 and 66].

3Result

  • The 'Operating result' indicator gives the result of 'Operating income' less the 'Operating costs' for the selected financial year. This concerns the result (profit or loss) of the financial year before the processing of the financial and extraordinary income and expenses and before taxes.
    • In the example: € 341.947,59 - € 337.653,01 = € 4.294,58
  • The ‘Operating margin’ expresses the operating result as a percentage of operating income.
    • In the example: € 4.294,58 / € 341.947,59 = 1,25%
  • The <'Result before tax' indicator gives the result of the 'Total income' minus the 'Total costs' for the selected financial year. This concerns the result (profit or loss) of the financial year, including the financial and extraordinary income and costs, before the processing of taxes.
    • In the example: € 341.997,41 - € 347.464,82 = - € 5.487,41
    • ATTENTION In the course of the financial year, the operating result seldom includes all revenues and costs. For example, the 'Depreciation and write-offs [63]' are often only 'booked' at the end of the financial year or at the end of the year. The key figures 'Operating result' and 'Result before tax' are therefore rarely definitive in the current (and previous) financial year. In those years they are therefore preceded by the word 'Provisional'.

 

THE GRAPHIC COMPONENTS

AOperating result per booking period

  • This graph shows the difference between the operating income [revenue accounts 70-74] and the incurred operating costs [cost accounts 60-64] per booking period. If the difference between the two components is positive, the result is displayed as a green bar. If the result is negative, the result is displayed as a red bar.
  • The result is shown per booking period. Depending on your accounting, these are months or quarters.
  • With the 'Flip' icon   the figures from the graph are shown in tabular form.
  • The graph can be enlarged with the help of the 'View' icon 

BB. Operating income and expenses

  • This graph shows the  operating income [income statemen 70-74] and the incurred operating costs [cost accounts 60-64] per booking period. The operating income is presented in blue bars. The costs in orange bars.
  • The result is shown per booking period. Depending on your accounting, these are months or quarters.
  • With the ‘Flip’ icon   the figures from the graph are shown in tabular form.
  • The graphic can be enlarged with the help of the 'View' icon.  .

CCost division - main categories

  • Your account manager assigns main categories to all costs incurred [entries in the cost accounts 60-66]. These main sections provide a simplified and aggregated classification of the costs incurred.
  • The graph shows the costs incurred in the selected financial year and divided into these main categories. The 5 categories with the highest cost percentage are visually represented in the graph. The other sections are summarized in a 6th component called 'Other'.
  • With the ‘Flip’ icon   the figures from the graph are shown in tabular form. This data table shows all main sections (maximum 16). The items are sorted in descending order according to their amounts and percentages.
  • De The main sections (in alphabetical order):

- Purchase of goods for resale
- Administration costs
- Depreciation and provisions
- Various operating costs
- Financial costs
- Housing
- Interim costs
- Costs manager(s) / director(s)
- Utilities
- Subcontracting
- Personnel and wage costs
- Restaurant and travel costs
- Telecommunication, software and hardware
- Sales and marketing
- Fleet
- Operation costs

CTrend financial liquidity

  • This graph shows the evolution of the financial liquidity of your company per booking period.
  • The financial liquidity includes the bank balance at the credit institution(s), the postal check and any cash in hand [Calculation system: Class 5. Cash investments and cash. Accounts 55-57].
  • The financial liquidity contains no shares, no other securities and no term deposits.

DTrend operating result

  • The 'Trend results' graph shows the operating result (generated revenue [revenue accounts 70-76] - the costs incurred [cost accounts 60-66]) over the last few quarters .

EReceivables and debts

  • 'Receivables' represent the 'outstanding customers'. This concerns the not yet paid (outgoing) sales invoices..
  • A sales invoice is considered 'unpaid' in the accounting as long as no incoming payment has been registered for it (balance of the centralizing customer account '400000').
  • The overdue receivables concern the unpaid invoices whose current date is more recent than the due date of the sales invoice. If no due date is specified in the accounting records, the document date is taken as the reference value.
  • Note: The incoming payments are recorded in the accounts in the financial diaries on the basis of processed account statements. It is therefore important to interpret the number of invoices and the amounts of 'Receivables' together with the date Financial diaries updated to: that is displayed at the top of the dashboard.
  • 'Debts' represent the 'outstanding suppliers'. This concerns the not yet paid (incoming) purchase invoices.
  • A purchase invoice is considered 'unpaid' in the accounting as long as no outgoing payment has been recorded (balance of the centralizing vendor account '440000').
  • The overdue debts concern the unpaid invoices whose current date is more recent than the due date of the underlying invoice. If no due date is specified in the accounting records, the document date is taken as the reference value.
  • Note: Outgoing payments are recorded in the accounts in the financial diaries based on processed account statements. It is therefore important to interpret the number of invoices and the amounts of 'Debts' together with the date Financial diaries updated to: that is displayed at the top of the dashboard

FLiquidity

  • The 'liquidity' indicator shows the resources (in euros) that are immediately available or can be made available within the company in the short term.
  • The formula that is used consists of three components:
    • The bank balance at the credit institution (s), the postal check and any cash in hand [Calculation system: Class 5. Cash investments and cash. Accounts 55-57]. The evolution of this component is also represented graphically in the 'Trend financial liquidity'.
    • Increased by the balance of the outstanding customers [Accounts 400 in +] and suppliers [Accounts 440 in -]. These are typically resources that are available in the short term. Both parts of this component are also shown at the left of the key figures 'Claims' and 'Debts'.
    • Increased with the VAT Balance. This amount is composed of the 'VAT to be recovered' [Account 411] - the 'VAT payable' [Account 451]

 

Depending on your screen and the set resolution, it may be necessary to adjust the text size of the application so that the portal fits better on your screen.

This is best done via the following actions:

CommandMet muisZonder muis
Reduce text size Ctrl + Scroll down Ctrl together with the t '-' character
Increase text size Ctrl + Scroll up Ctrl together with the '+' character

 

Updating your accounting is done by your account manager.

You can determine yourself when the accounting has been updated for your account. To do this, two dates are displayed at the top of the Dashboard (Home page).

Both dates are important for a correct interpretation of the information that is read on the Dashboard and in the reports.

The dates are displayed in the blue toolbar at the top left or in the middle of the menu bar at the top:

  of

Accounting updated to: dd/mm/20yy

    • We regularly update your accounting and ensure the processing and 'booking' of all accounting documents that reach us.
    • After processing the documents, we enter the date up to and including when your account was updated.
    • Note : All invoices that have been sent and relate to the period after the 'Accounting up to' date are also included in the portal and digital archive figures. In this way you always keep a complete view on the company results and the accounting of your company. It is therefore important to realize that this can temporarily give a 'provisional' picture of the results. After the processing of the most recent invoices corrections or adjustments can be made.

Financial diaries updated to: dd/mm/20yy

    • This concerns the date of the last account statement that was processed in your accounting.
    • The 'Trend financial liquidity', the 'Receivables' and 'Debts', and the core figure 'Liquidity' are directly dependent on this date.
    • The information regarding 'Sales', 'Costs' and 'Result' are separate from this processing date.

You can report technical problems, suggestions or comments regarding the portal or the use of the application via the Feedback function.

Click on 'Feedback' (bottom left) to open a new screen in which you can indicate on which subject you want to give feedback and a text block in which you can describe the problem, suggestion or comment with more detail.

You may also wish to add an attachment.

There is no guarantee that all feedback will be processed immediately. It is, however, the case that all feedback that contributes to an improved operation of the application is highly appreciated and will be considered.

All questions or problems regarding your accounting should be passed on directly to your account manager via the Message function (see FAQ 6.).

 

 

If several companies and/or organizations were assigned to your user account, they can all be viewed within the same login session. Your Account has been created by your account manager and is unambiguously characterized by an email address and a password.

With the help of the selection list that appears at the top left , to the right of the logo of your office, you can select another company within the portal.

The application then takes a moment to load the Dashboard of the newly selected company.

All functions that are available within the portal now relate to the newly selected company (Reports, Archive, ...).

All questions, comments or problems regarding your accounting, the processing of your documents and / or the handling of your file can be passed on directly to your file manager via the Messages function.

When clicking on 'Messages', at the bottom left of the portal, a screen opens in which you can indicate which subject you want to contact your account manager and a text block in which you can describe your question or comment in more detail.

You can report technical problems, suggestions or comments regarding the portal or the use of the application via the Feedback function. (zie FAQ 4.).

With the Reports function you can create online reports that are always based on the most recent data in your accounting.

Several reports are made available in the 'Your Reports' list.

You select the desired report by:

- immediately click on the title of the report or the relevant report icon  or

- first select the desired report from the 'Select report' list box:

Depending on the type of report, additional parameters are shown on the right under 'Generate report'.

These parameters must be determined via one or more selection lists (eg Financial year).

Once you have made the report choice and selected the parameter (s), click on the blue 'Generate' button..

Then you make a choice to open or save the pdf report. The way this happens depends on the Web browser that you use.

An Adobe Reader is required to open the pdf reports (www.adobe.com/be_en/products/reader.html).

You can easily email or print an (open) pdf report as an attachment.

 

 

On the basis of the Archive function you can consult and question your accounting file and archive online.

The invoices and documents available in the digital archive are divided into 4 domains (tabs):

    • Purchase invoices
    • Sales invoices
    • Various documents
    • Permanent file

  • Purchase and Sales invoices

Within the archive you will find the basic information about the Purchase and Sales invoices.

This concerns, among other things: whether the invoice was paid or not, the general ledger account (s) on which the invoice was entered in the accounts and, if available, a link to the digitized document in pdf.

Looing up the invoices is done based on selection filters that can be set up separately or in combination with each other.

The most important filters are:

      • Main section and Heading: It concerns a generic, aggregated level of accounting accounts. Selectable from a drop-down list.
      • Supplier or Customer: : Depending on the search for purchase or sales invoices, the suppliers or customers can be selected from the selection list.
      • Documents available (Yes/No):
        At 'Yes' only those invoices are retained for which a pdf document can be retrieved online. The digitized document is only available if it was delivered via AccBooks.
        Documents that were delivered directly to our office or that we have collected directly through other channels are of course also stored digitally.
        You can always ask us to provide a copy.
      • Already paid (Yes/No): At 'Yes' only those invoices that have already been paid according to your accounting will be retained. With 'No' only the unpaid invoices are retained.
      • Credit note (Yes/No): With 'Yes' only the booked credit notes are retained. Under 'No' the credit notes are excluded from the results.
      • Financial year: Het boekjaar geeft het jaar waarin de factuur werd geboekt.
      • Book period: The financial year indicates the year in which the invoice was posted.
      • The book period indicates the month or quarter within which the invoice was posted. Document number: For the purchase and sales invoices, this concerns the number by which the invoice was marked within the accounting. Only the numerical part of the Document Number must be entered. Not the diary that precedes the number.

For example: Document = ABAK-201500002. Search via Document Numer/search term:'2'

      • Amount from-to: Finding invoices with a lower and / or upper limit of the invoice amount.
      • Invoice date from-to: Selection of invoices for which the invoice date is within a certain period. Both dates can also be entered separately.
      • Due date fom-to: : Searching for invoices with a due date within a certain period. Both dates can also be entered separately.

By default, the Archive 'Purchase Invoices' and 'Sales Invoices' opens with the unfiltered list of invoices sorted by invoice date (most recent invoice at the top).

    • The complete results list can be followed through the arrows at the bottom of the page.

    • The result list provides the following data for each document (invoice):

      • Invoice date
      • Document (= Diary + Document Number)
      • Book period
      • Invoice number
      • Supplier or Customer
      • Total incl. VAT (€)
      • Expiration date
      • Paid (Yes / No / ...) - Info depending on the date on which the financial diaries were updated.
      • Processed (check mark that can be used to indicate that the document has been processed internally).

The following Actions are possible depending on whether or not the digitized document is available in pdf:

      • Detail of the booking: Provides additional information regarding the booking of the document (including the item (s) or general ledger account (s) on which the invoice was posted). de boeking van het document (oa. de rubriek(en) of grootboekrekening(en) waarop de factuur werd geboekt).
      • Download pdf: Allows you to reopen and / or download the digitally saved PDF document.
      • Quick document preview: Gives a quick, less detailed view of the first page of the digitally stored document.

 

  • Various documents

Within the 'Various documents' archive, all documents are shown that have been digitally forwarded and not processed as purchase or sales invoices.

The archive shows the basic information of these documents as well as a link to the digitized document in pdf.

Searching for these documents is done by means of selection filters that can be entered individually or in combination with each other.

The most important filters are Type Document and Document date from-to.

By default, the 'Miscellaneous Documents' Archive opens with the unfiltered list of documents sorted by Document Date (most recent document at the top).

    • The results list provides the following data for each diverse document:

      • Type of Document
      • Name
      • Document date
      • Comments

The following Actions are possible depending on whether the digitized document is available in pdf:

      • Download pdf: Allows you to reopen and / or download the digitally saved PDF document.
      • Quick document preview: Gives a quick, less detailed view of the first page of the digitally stored document.

 

  • Permanent documents

Your account manager can decide to add certain documents that have been forwarded as 'Divers document' to the 'Permanent documents'. In this way the permanent nature of a document is recorded.

These are typically documents that exceed more than one book period (publications, contracts, agreements, reports, ...).

The tab 'Permanent documents' of the digital archive works identical to that of the 'Various documents'..

    • The result list provides the following data for each document assigned to the Permanent documents:

      • Type of document (assigned by the account manager)
      • Document name
      • Document date
      • Comments

 

We would like to ask you to send their accounting documents regularly so that we can periodically update your file. Ideally, you send invoices received by mail directly to your AccBooks mailbox and scan or import your documents received on paper at least once a month. We would ask you to send the documents of the past month also effective for processing at the latest on the 5th of the month (see also point 16).

 

Documents can be entered and digitized via various channels

Some input channels are controlled from the online portal (internal), while other channels ensure the input and digitization outside the portal (external). 

  • Via a programmed network scanner (external)

If you use a (multifunctional) network printer / scanner connected to the internet and whose destination you can set manually, then you can use the unique e-mail addresses that you received via e-mail when you activated your user account.

For your information: You can also find the relevant e-mail addresses under Settings, at the top right of the choices under your username: 

After the documents have been forwarded to one of these e-mail addresses, the digitized documents end up in the corresponding Digital mailbox of your portal: 'Purchase', 'Sales' or 'Various'.

The scanned documents are preferably sent in PDF format and with a resolution of at least 300 dpi (via settings of the scanner).

E-mail servers will prevent the forwarding of files > 25Mb. Take this as the absolute upper limit for the size of the files to be forwarded.

Note: When processing the documents, the files containing multiple documents / invoices will have to be (again) split up within the portal. In order not to aggravate the performance and the waiting time of this activity unnecessarily, the number of pages per scan turn is best limited to +/- 15

  • Via a connected USB scanner (internal)

If you use a (desk) scanner that is connected to your computer via a USB port and has a TWAIN driver, you can control the scanner from the application to upload documents.

Zie FAQ Nr. 11: Which scanners can I connect?

Zie FAQ Nr. 12: How do I scan a document from the application?

  • Via Upload (internal)

Each PDF document placed on a location or in a folder accessible from the computer can be selected and uploaded to one of the digital mailboxes.

Zie FAQ Nr. 13: How do I upload a document?

  • Via Drag & Drop (internal)

Each PDF document placed on a location or in a folder accessible from the computer can be dragged to the portal and dropped in one of the digital mailboxes.

Drag/drag the PDF document over the desired mailbox on the left side of the menu bar and then release/drop.

  • Via E-mail (external)

You can send a document or invoice by e-mail, with or without attachment, to one of the unique e-mail addresses that you received via e-mail when you activated your user account.

For your information: You can also find the relevant e-mail addresses under Settings, at the top right of the choices under your username:  

After the relevant e-mail has been forwarded to one of these addresses:

    • Either prepare the PDF attachment of the e-mail in the relevant Digital mailbox

      • For your information: Even if the PDF-document is contained in a zip-file, the mail can immediately be forwarded to the relevant unique e-mail address. The pdf-document will be removed from the zip-file and prepared in the Digital mailbox (eg invoices from Total).

    • Either the html-email itself is converted into a pdf-document and prepared in the Digital mailbox and this in the absence of a pdf-attachment in the e-mail.

    • Either prepares an electronic invoice from the e-mail(in UBL/e-fff format) in the Digital mailbox.

  • Via Smartphone App (external)

Different Smartphone Apps allow you to take a photo or a scan of a document. From such Apps the photo or scan can be forwarded to one of the unique e-mail addresses of your account (Purchase, Sale, Various).

After the photo or scan has been forwarded to the portal, it will end up in the relevant Digital mailbox of the application as a PDF attachment.

Tips:

    • There are several scanning apps on the market that offer this basic function for free and are easy to use (eg CamScanner, Handyscan, Genius Scan, Office Lens, Google Drive, ...).

    • Try to set your unique email addresses as 'favorite' in the App or your Smartphone. This speeds up the use of this input channel.

    • Typically you use the Smartphone App for smaller documents such as there are: Reciepts from restaurants, gas station, car wash, ...

      We expect to launch our own app by the end of 2018.