Understanding the Accounting User Role-based Profile

Aptify includes several pre-defined role-based profiles that can simplify a particular type of user's interaction with the system. Aptify has designed one of these profiles based on the typical requirements of an organization's accounting user. This profile provides easy access to the information and functions within Aptify commonly accessed by a member of an organization's accounting staff.

A role-based profile is intended as a starting point for a particular type of Aptify user. As applicable, an administrator can leverage the profiles provided by Aptify to create new profiles specific to an organization. Also, once an end user's Aptify profile has been created, he or she can modify the profile as needed to personalize the Aptify user experience. See Using Role-based Profiles for more information on role-based profiles.

This topic describes the design and layout of the Accounting User profile included with Aptify. It covers the following sub-topics:

• About the Accounting User Main Dashboard
• About the Accounting User Shortcuts
• About the Accounting User Subscribed Applications

About the Accounting User Main Dashboard

The main dashboard for the Accounting User profile includes the following elements from left to right:

• Actions Button Bar: The Accounting Actions and Orders Actions buttons provide an easy way to switch to the Accounting dashboard and the Order Entry dashboard. These dashboards provide access to accounting and orders-related functionality, as described in About the Accounting User's Subscribed Applications.
• Most Recently Used Items: This part displays the user's most recently used records and views. See the Aptify 5.5 User Guide for details.
• Unapproved Cash Control Batches: This view displays open cash control batches that have not yet been approved.
• Aggregate Sales by Year: This chart plots the total order sales by year. A user can also drill down into a particular year to see a list of qualifying orders. The drill-down view also includes a view hierarchy for order lines so the user can drill even deeper into the order details of a particular record.
• Revenues: Last 90 Days by Source: This pivot table displays the revenue from orders taken over the last 90 days grouped by the Order Source (such as Phone, Web, etc.). Note that this pivot table is collapsed by default, but a user can expand, and collapse dashboard parts as needed using the caption button (click the plus sign to expand and the minus sign to collapse).
• Anticipated Revenue Recognition (Next 90 Days): This pivot table displays the revenue that is expected to be recognized over the next 90 days based on the Transaction Date for the Scheduled Transactions in the system. Note that this pivot table is collapsed by default, but a user can expand, and collapse dashboard parts as needed using the caption button (click the plus sign to expand and the minus sign to collapse).

About the Accounting User Shortcuts

The Accounting User profile includes a set of shortcuts that provide instant access to information in Aptify that is of interest to members of an organization's accounting department. The shortcuts appear in three groups:

• General Shortcuts
• Orders/Payments Shortcuts
• Accounting Shortcuts

General Shortcuts

• Show Batch by ID: A prompt view to locate a Batches record based on its ID.
• Show Batch by Effective Date: A prompt view to locate Batches based on a date range for the Effective Date field.
• Show Cash Control Batch by ID: A prompt view to locate a Cash Control Batches record based on its ID.
• Show Cash Control Batches by Deposit Date: A prompt view to locate Cash Control Batches based on a date range for the Deposit Date field.

Orders/Payments Shortcuts

• Show Order by ID: A prompt view to locate an Orders record based on its ID.
• Show Order by BatchID: A prompt view to locate Orders based on their assigned Batch.
• Show Payment by ID: A prompt view to locate a Payments record based on its ID.
• Show Payments by BatchID: A prompt view to locate Payments based on their assigned Batch.
• Show Payments by Cash Control Batch: A prompt view to locate Payments based on their assigned Cash Control Batch.

Accounting Shortcuts

• Find STs by BatchID: A prompt view to locate Scheduled Transactions based on their assigned Batch.
• Show All GL Accounts: A view of all GL Accounts tracked in Aptify. Note that this view returns a maximum of 250 records per page.
• Show All Product Categories: A view of all Product Categories tracked in Aptify.
• Show All Payment Types: A view of all Payment Types tracked in Aptify (such as Cash, PrePaid Check, Visa, Mastercard, etc.).
• Show All Shipment Types: A view of all shipping methods tracked in Aptify.
• Show All Sales Tax Rates: A view of all Sales Tax Rates tracked in Aptify. Note that this view returns a maximum of 250 records per page.
• Show All Organizations: A view of all Organizations tracked in Aptify.

About the Accounting User Subscribed Applications

The Accounting User profile is subscribed to two applications by default: Accounting and Order Entry. Each application has its own dashboard that provides access to common functions performed by an accounting user.

• Accounting Application
• Order Entry Application

Accounting Application

The Accounting User subscribes to the following services by default in the Accounting application. Note that a user can add or remove services as necessary using the Application Services dialog.

• Batches
• Cash Control Batches
• GL Accounts
• Organizations
• Payment Types
• Product Categories
• Sales Tax Rates
• Scheduled Transactions
• Shipment Types

The dashboard for the Accounting application includes the following elements from top to bottom:

• Accounting Actions Button Bar: This button bar provides access to accounting related wizards and reports.
• Batch Payments: This button runs the Batch wizard to batch all eligible payments. See About Batching Payments for more information.
• Batch Orders: This button runs the Batch wizard to batch all eligible orders. See About Batching Orders for more information.
• Expand Scheduled Transactions: This button expands all eligible Scheduled Transaction Groups into their corresponding Scheduled Transactions. See Expanding Scheduled Transaction Groups for more information.
• Batch Scheduled Transactions: This button runs the Batch wizard to batch all eligible scheduled transactions. See About Batching Scheduled Transactions for more information.
• Run A/R Aging Report: This button launches the Aptify Aged Receivables report based on all orders that have an outstanding balance.
  
  

• Revenue Summary (Last 90 Days): This pivot table displays information about the revenue generated over the last 90 days based on the order date, category for the product that appears on line 1 of the order, and the source of the order.
• Batch Review (Last 90 Days): This pivot table displays aggregate totals from general ledger batches generated over the last 90 days.

Order Entry Application

The Accounting User subscribes to the following services by default in the Order Entry application. Note that a user can add or remove services as necessary using the Application Services dialog. 

• Orders
• Payments
• Products

The dashboard for the Order Entry application includes the following elements from top to bottom:

• Orders Accounting Button Bar: This button bar provides access to accounting-related wizards and reports. 
• Invoice Consolidation: This button runs the Invoice Consolidation wizard. See Using the Invoice Consolidation Wizard for details.
• e-Payment Capture: This button runs the e-Payment Capture wizard for all qualifying payments. See Using the ePayment Capture Wizard for details.
• Order Cancellation: This button runs the Order Cancellation wizard. See Using the Order Cancellation Wizard for details.
• Mark-to-Market: This button runs the Mark-to-Market wizard for all qualifying orders. See Using the Mark-To-Market Wizard for details.
• Unshipped Orders: This list view displays all taken orders that have not yet shipped.
• Candidates for Write-off: This list view displays shipped orders who Balance Due is less than 5 (regardless of currency type). An organization may choose to write-off small balances as applicable using the Bulk Write-Off wizard, which can be launched from the Orders view's toolbar. See Using the Bulk Write-Off Wizard for details.