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An overview of Aico journals

Modified on Fri, 18 Nov 2022 at 12:09 PM

The purpose of Aico Journals is to help you monitor and control the processes of posting General Ledger (GL) journals:

  • Journals can be created, prepared, approved and transferred by an authorised user
  • The provision of supporting evidence can be enforced before a journal can be posted
  • Journals are validated before transfer to GL
  • Journals are automatically transferred and posted to GL
  • Journals and their associated supporting evidence are automatically stored in Aico
  • An Action log keeps track of all changes during the process

When you are working with a journal, you will see something similar to the image below. All Aico documents are based on templates and these templates are highly configurable. You may see some differences depending on how your company has asked for these to be set up. There may also be different steps required when working with the document, again depending on your company's specifications.

1. The top row of tabs lists the dashboards available to you. You will see these at the top of your screen whatever you are working in within Aico. Dashboards that are not a favourite, but that you have open, will also be visible.

2. This row of action buttons will allow you to save the document, assign it to someone else, move it forward in the workflow or transfer it to the GL. These will change depending on the type of document you are using, where it is in the workflow and your authorisation rights.

3. This is the Header area. You will find key information here about your journal entry: the company, document template, approval required, period and so on. The headers may show different information depending on your company's specifications.

4. This middle panel is where you can add supporting evidence like comments and attachments. You will also see the Action log which records each action performed on the document by a user as well as those tasks performed automatically by Aico.

5. Aico automatically links all documents relating to the journal. Here you may see the reversal journal, or links from closing tasks or account reconciliation, for example.

6. This is the Row data area. This is where you will set the accounts and amounts, and other segment data required for your journal entry. 

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