Frequently Asked Questions

Accounting

The steps to close an accounting period and then create a new one (or multiple periods at once) are described in the Closing an accounting period chapter.

CRM

The Finances tab of customer and supplier record sheets enables you to define accounting and financial details. These details can be entered depending on each company. For each company, Akuiteo can associate different reconciliation accounts to the customer and supplier record sheets that are multi-company, taking into account the differences between the charts of accounts.

To do this:

1 Enable the Activate the setup of a reconciliation account by company for the third-parties set up on ***** option from the setup of the third-party and reconciliation account numbering. Refer to Third-party and reconciliation account numbering.
2 Make sure to enable the following DMFs for the relevant user profiles:
  • 020158 CHECK CONSISTENCY WITH SUBLEDGER ACCOUNTS
  • 020159 SHOW MULTI-COMPANY INFORMATION TAB
  • 020160 MODIFY MULTI-COMPANY INFORMATION TAB
3 Create the customers (or suppliers).

If a customer is linked to the ***** company, then there will be one line per company set up (except the ***** company). The lines are considered as "not managed in accounting".

The SIRENE API is used to automatically fill in the relevant fields of a prospect or a customer thanks to the specified SIRET or SIREN number. If the SIRET or SIREN number specified is known by the SIRENE API, the relevant fields (such as the call name or the address) will be filled in automatically.

For more information, refer to:

Interface

You can create and manage custom searches, i.e. a type of search that includes specific criteria that you can start in just one click, without having to fill in the same criteria each time. These searches can be accessed from the My Akuiteo menu or directly from the home screen by adding them as widgets.

For more information, refer to:

Thanks to the history stored in Akuiteo, you can identify:

  • the searches that are started over a given period;
  • the searches that are the most used since their creation;
  • who created the most used searches;
  • who created the searches started over a given period;
  • who started the searches the last time;
  • the private searches.

In the two following examples, the request retrieves the custom searches from after October 31st, 2019 (adjust the date depending on the desired request).

SQL version:

SELECT T_P_UTILISATEUR.UTI_CODE AS CREATEUR, R_RECHERCHE.RREC_CODE AS CODE_RECHERCHE, R_RECHERCHE.RREC_NOMAPPEL AS LIBELLE_RECHERCHE, RREC_MAJ_DATE AS DERNIERE_EXECUTION, RREC_NB_EXECUTION AS TOTAL_EXEC FROM R_RECHERCHE

INNER JOIN T_P_UTILISATEUR ON R_RECHERCHE.RREC_UTI_IDENT = T_P_UTILISATEUR.UTI_IDENT

WHERE RREC_MAJ_DATE > convert (datetime, '31/10/2019', 103) ORDER BY RREC_MAJ_DATE DESC;

Oracle version:

SELECT T_P_UTILISATEUR.UTI_CODE AS CREATEUR, R_RECHERCHE.RREC_CODE AS CODE_RECHERCHE, R_RECHERCHE.RREC_NOMAPPEL AS LIBELLE_RECHERCHE, RREC_MAJ_DATE AS DERNIERE_EXECUTION, RREC_NB_EXECUTION AS TOTAL_EXEC FROM R_RECHERCHE

INNER JOIN T_P_UTILISATEUR ON R_RECHERCHE.RREC_UTI_IDENT = T_P_UTILISATEUR.UTI_IDENT

WHERE RREC_MAJ_DATE > to_date ('31/10/2019', 'dd/MM/yyyy') ORDER BY RREC_MAJ_DATE DESC;

Notes

We track when a custom search has been started and/or modified for the last time: RREC_MAJ_DATE

We count how many times a search has been started from the My Akuiteo menu since it was created (updating a search result does not update this indicator): RREC_NB_EXECUTION

We track who started and/or modified a custom search for the last time: RREC_MAJ_UTI

We identify private searches: RREC_IND_PUBLIC = 0 (private or public)

A search is usually only started by the user who created it, except if it is shared.

Setup

There are several ways of rebilling an expense that can be set up from each expense type (General setup > Expense reports > Expenditure type):

  • If you want the Rebillable option to be checked by default for the expense type, choose to rebill the customer the refunded amount or the amount entered.
    • If the Rebillable / Non-modifiable option is checked in the expense type setup, the expense will always be displayed when rebilling time and expenses to the customer.
    • If the Rebillable / Non-modifiable option is not checked in the expense type setup, you let employees decide whether to check this box or not. In this case, the expense will not be displayed when rebilling time and expenses to the customer, unless the project allows for a rebilling of expense reports on actual costs (that will necessarily check the Rebillable option).
  • If you do not want the Rebillable option to be checked by default for the expense type, choose to rebill the customer nothing:
    • If the Rebillable / Non-modifiable option is checked in the expense type setup, the expense will not be displayed when rebilling time and expenses, unless the project allows for a rebilling of expense reports on actual costs (that will necessarily check the Rebillable option). In this case, the amount to be rebilled would be at 0 and a message lets you know the expense type setup is not consistent with the desired rebilling.
    • If the Rebillable / Non-modifiable option is not checked in the expense type setup, you let employees decide whether to check this box or not. In this case, the expense will be displayed when rebilling time and expenses to the customer but the amount to be rebilled will be at 0. A message lets you know an employee made an error during the input or tried to change the setup, so you can investigate the problem.

The setup mode enables you to modify, hide or create new custom controls, or to show the field names in the database.

To switch to the setup mode, use the following keyboard shortcuts:

  • CTRL + Alt + P on Windows

  • CTRL + options + P on Mac

From the triggers setup screen (General setup > Special parameters > Triggers), it is possible to enable or disable one or several triggers:

1 From the triggers search screen, fill in the desired criteria then start the search.
2 Select one or several triggers in the results, right-click on the selection then click on Enable the triggers / Disable triggers.
3 From the search screen again, click on from the action bar to reload all triggers.

Important

Reloading is required when enabling or disabling triggers, even for only one trigger. If you do not reload, the actions performed will not be taken into account.

Help Desk

From the setup of contractual deadlines (Help Desk setup > Issues and tasks > Service Level Agreements (SLA)), fill in 0.0 (J for days or H for hours) in the Task time or Resolution time fields to keep the corresponding counter empty in a help desk issue.

This way, the Guaranteed Response Time or Guaranteed Fault Repair Time counter is not initialized and not displayed.

Sales

Akuiteo interfaces with Universign APIs to enable you to send, by email, quotations and delivery notes that were generated from the Desktop Application to a customer's contacts and to the company's employees, for them to electronically sign the documents.

For more information, refer to:

Important

To be able to activate the Arkhineo batch and archive original PDFs, contact your Akuiteo project manager.

The Arkhineo batch enables to set up probative value archiving for the original PDFs generated by Akuiteo. All the sealed original PDFs available in the document warehouse or in the folder specified in the sealing's setup are sent to an Arkhineo digital safe and are therefore archived.

For more information, refer to: