FAQs

Here you’ll find answers to some of the questions we are asked most often. Please get in touch if we can help in any way.

General FAQ's

  • There is no limit.  Each named person has a user account which allows you to define and maintain full access security. Your iplicit licence is based on the number of unique users (and priced accordingly) – this can be increased whenever you want.

  • iplicit is based upon Microsoft’s Azure platform.  You can therefore be confident that not only is your data is highly secure,  always backed up, and easy to retrieve, eliminating worries about costly business interruptions. That’s all without the need to invest in, and manage, a network, servers and technical support team.

  • No. We’ve made iplicit easy to use by anyone. Much of the day to day financial and business tasks can be delegated to staff without specialist accountancy expertise. Naturally most organisations above a certain size will employ specialist financial staff and Iplicit will allow them to maximise their value-add by streamlining and automating routine tasks, and providing the quality financial and management information they need quickly and easily.

  • iplicit comes with an extensive set of standard reports and graphic analyses out of the box, and of course we’ll set up any others you might need during implementation. On top of this you can use our phenomenally powerful enquiry system and report generator to create your own reports accessing any data you like across the whole system.

  • If you are upgrading from Exchequer then very little manual input will be required to get you operational.  However, you will have the opportunity to clean-up data that you no longer require, such as customer and supplier records that you are lo longer trading with.  You may also wish to restructure your general ledger, which is possible during the data transfer process.

    After this, the setting up of company structures, legal entities and user permissions will be one of the first tasks, followed by the workflow and authorisation rules.  While this takes a little bit of time, it will save many hours once the system is up and running.

     

  • There’s nothing more important than ensuring your system and data is held securely in the cloud. To support this iplicit offers the facility to configure your system with Two Factor Authentication. With this security feature enabled, a two-step verification is added for login, this extra layer of security also known as “multi factor authentication” requires not only a username and password, in addition it requests something that only that user has on them, i.e. a piece of information or a mobile phone. The system can also be configured to send a warning email whenever a user’s login is used on a new device.

  • Yes, iplicit is a cloud solution designed to be accessed by browser. The solution is responsive meaning it presents data in the best format to suite the device being used. Screens on a mobile phone or tablet for example are automatically optimised for the form factor.  There is also an optional desktop App that looks exactly the same but runs as a separate application to your browser.  You may prefer to use this whilst at work as it allows you to easily switch between browser and iplicit with Alt+Tab (or Command+Tab on a Mac)

  • You can allow your external accountant to access and do as much or as little as you wish, simply by making them a user. Most customers take care of their everyday activities (around banking, income and expenditure) and, depending on their internal resources and financial skills, may use their external accountant to prepare period end, accruals and final accounts.

  • Completely. For ease, iplicit comes with a full suite of predefined user roles based on our extensive experience of implementing financial and ERP software in a wide range of environments, to which you can assign to your staff accordingly. For even greater control, you can add your own roles and access rights, providing an almost infinite set of user access controls down to a very detailed level.

  • Starting in April 2019, MTD for VAT is being introduced by HMRC for UK VAT registered businesses with a turnover of greater than £85,000. Iplicit has always been designed with electronic VAT submission. The iplicit team are currently working with HMRC finalising the accreditation and offer a 100% guarantee that the solution will comply with the regulations. In addition to the Iplicit’s own integrated MTD VAT filing features, Iplicit offer a FREE tool for users of other software enabling them to import VAT information and submit to HMRC enabling compliance to the new legislation.

  • You can, whether that’s on an income, expense or other transaction. It’s easy to define new rules and there’s no limit to how many customised fields you set up.

  • This is a common misconception and a reason many companies often feel trapped with legacy software providers. The good news is that our team have a range of tools making extraction, transforming and loading into your new iplicit system straight forward. Users migrating from Sage 50, Xero and Exchequer can benefit from our advanced migration tools making data conversion performed in minutes not weeks.

  • You can access Iplicit in a variety of ways, provided you have internet access. Our PC app and remote desktop for Macs provide the comprehensive functionality needed for heavyweight use. Our browser and mobile apps offer a highly convenient solution on the go, with all important information readily accessible and the ability to authorise workflow items, including purchase orders, invoices and holiday requests.

  • Yes, of course. You can send emails using your own email account straight from iplicit. All email content is completely customisable, and any documents produced in Iplicit can be attached.

  • We publish new versions regularly, which include additional tools as well as improvements to existing features. We’ll always notify you of the content of each new release, so you can decide which aspects of additional functionality you’d like to enable.

    New releases are implemented automatically in the cloud – they’re included as an integral part of your subscription to Iplicit, so there’s nothing extra to pay and no work for you to do.

  • Yes. You can upload and download any documents, from legal paperwork to staff contracts and leases. You can also link these to relevant data in iplicit (such as legal entity, staff or property details) as well as record keywords to help when searching the document repository.

  • iplicit adapts to your existing ways of working and other software and systems you use. Our interfaces are built to handle data in a wide range of industry standard formats. Just let us know how you’d like to work and we’ll do the rest.

    With iplicit you keep the systems that work for you. Whether it’s payroll, CRM, eCommerce or any other specialised or bespoke software solution, we’ll make sure that it dovetails into iplicit during implementation.

  • iplicit is built to save you time and make sure key tasks aren’t forgotten. Use our scheduler to automatically generate regular customer invoices or reminder letters; define, set and monitor staff tasks; and much more.

  • Yes, there is a Software Services Subscription Agreement which sets out in detail all the T’s and C’s and each parties rights, responsibilities and obligations. The minimum term is 12 months.

  • With our Exchequer expertise we are able to extract all of your data.  However, we strongly recommend that in your new live system we extract all your static data and any ‘open items’ – i.e. transactions which are not fully paid or allocated.  This is the generally accepted cleanest way to start a new system without bringing across bad data which could introduce problems if there is historical corrupted data or imbalances.

    However, as we are able to bring across all your historical data, we will offer to import this into a non-live company within your Iplicit system, so that you can access your old data within the Iplicit system – which is essential if your current provider decides to lock you out of your old system in the future.

    Specifically, the following transaction data can be transferred:
    Outstanding Sales Invoices & Credit Notes
    Outstanding Receipts
    Outstanding Purchase Invoices & Credit Notes
    Outstanding Payments
    Outstanding Sales & Purchase Orders
    Outstanding Sales & Purchase Delivery Notes
    Automatic Sales Invoices & Credit Notes
    Automatic Purchase Invoices & Credit Notes
    Automatic Nominal Journals

  • The technology we have used in Iplicit means that daybook-posting is a thing of the past.  Posting a transaction can now be instantaneous.

    You do have the option of saving a Draft copy (Create) of the transaction before committing it to the General Ledger.  You also have the option of creating a batch of transactions in a ‘daybook’ screen if you prefer to work this way and then post them as a batch.

    Whichever way you choose to work, posting is done in seconds – even for hundreds of transactions at a time.

  • Workflow and authorisation is a central part of iplicit.  The system has been designed to automate as many processes as possible.  A central Task Manager is automatically populated with any items that require your attention. These ‘rules’ are configured when your system is implemented but can be fine-tuned whenever you require by your own system administrator.

  • One of the most common functionality gaps with accounting and ERP solutions is the ability to easily make inter-company transactions. The Iplicit design has multi-company at its core. When enabled, users with the appropriate permissions are able to make inter-company transactions just like normal transactions.

  • Because of Iplicit’s data driven design, you can have any number of user-defined fields within any of the database records.  Each field (we call them “attributes”) can be any length, can be made mandatory or optional, and can have optional look-up tables attached to them. Each attribute you add can also be made available as a default from either customer/supplier records, general ledger accounts or stock items.

Questions Specifically for the Exchequer® User

  • The technology we have used in iplicit means that daybook-posting is a thing of the past.  Posting a transaction can now be instantaneous – if you want to operate that way!

    If you prefer the ‘Daybook’ approach, then you can just elect to use the iplicit Daybook and post transactions as a batch.  However, once again there is far more flexibility on Iplicit, for instance you have separate listings for Receipts & Payments to those of Invoices & Credit Notes.

    You also have the option of saving a Draft copy (Create) of the transaction before committing it to the General Ledger.

    Whichever way you choose to work, posting is done in seconds – even for hundreds of transactions at a time.

  • Customers can belong to different discount groups, have a standard discount across the board or have individual special prices/discounts for individual products or product groups. The flexibility of discount groups actually goes above and beyond the functionality allowed within Exchequer, but will offer effectively the same pricing options you are used to, with the option to extend if you need to.

  • Even easier than it is with your current system.  The credit control function in iplicit is second to none and has built-in Artificial Intelligence (AI) to auto-match with pre-defined allowable tolerances and can automatically create any adjustment transactions required.

    iplicitexceeds the matching information on your existing legacy system, in that each transaction has an Allocations tab which shows not only the Allocations but also historic Allocations & Un-Allocations along with the date of when it happened. This would be ideal if discussing Customer Statement details while doing Credit Control as each stage of any receipt can be traced.

  • The Bank Reconciliation feature is one of the stand-out functions of iplicit.  It has an automatic Yodlee links to your bank transactions which automatically appear in your bank statement window.  Your cashbook shows your unmatched items in an adjacent window. iplicit then uses its AI engine to auto-match transaction with pre-defined allowable tolerances and can automatically create any adjustment transactions required.  Reports can be printed and filed once the bank is successfully reconciled. Each reconciliation is stored and can be recalled at a later date.

     

  • There are notes against all Records & Transactions. Additionally, there is a separate Credit Control Notepad with Reminder logs on the Credit Control screen.

    The Notepads are automatically updated from other parts of the system where appropriate.

    In addition to the transaction notepad there is also a History tab that displays the Audit History of the transaction creation & edit information.

  • Your current system has always had ‘one set’ of three Debt Letters which ran across all Customers. They also needed to be manually run.

    On iplicit you can have ‘multiple sets’, each set can have their own design of however many Debt Letter’s you want, the appropriate set is applied to the Customer Record. For instance: You may have a set of 6 Debtor Letters which are sent with an escalation of a few days between each letter for bad payers. You could have a set of 4 Debt Letters for good payers who may be a little late paying their bill which are sent out with an escalation period of a week between letters.

    The additional feature is these can be sent using a fully automatic approach so you don’t have to even think about them or they can be scheduled to list as a Communication Log for manual selection or discarded prior to being sent.

    As with your current system, a Notepad entry is made for Debt Chasing reference.  However, iplicit keeps Credit Control notes separate to other notes.

  • Because of iplicit‘s data driven design, you can have any number of analysis fields against each transaction line.  Each analysis code can be any length, can be made mandatory or optional, and can have optional look-up tables attached to them. Each analysis code you add will be available as a default from either customer/supplier records, general ledger accounts or stock items.

  • Yes, you can Post a single transaction, a batch of selected transactions or all transactions. There is far more flexibility relating to Posting.

    For instance: iplicit can be configured in such a way that certain types of transactions are automatically posted, whereas other types of transaction may require authorisation or are simply posted in a batch.  It is completely flexible and the workflow can be automated to how you work.

     

  • Yes, the Add-In facility is available in Excel, once again many of the tasks undertaken using Excel OLE Add-Ins can be completed directly on iplicit thus making the information far more secure.

  • With decades of expertise in implementation and training of your current system, we are able to extract relevant data, quickly and easily.

    In line with industry best-practice, we recommend that we extract all your static data and any ‘open items’ – i.e. transactions which are not fully paid or allocated.  This is the cleanest way to start a new system without bringing across bad data which could introduce problems.   Also, it is possible to transfer historical monthly totals to facilitate year-on-year comparisons.

     

  • Yes, it is possible to limit what users can access, there are far more options on iplicit than there are on your current system.

    Users records can be copied but the access can’t, the reason for this is simply that there is far more choice on iplicit so the limited levels on your current system are irrelevant.

    You can set up Groups of users on iplicit & apply access levels to the Group, Iplicit also comes out with example users are already created i.e. Customer & Sales, Purchase Dept etc which can be copied & tweaked to suit the exact needs.

  • iplicit has the same type of Excel functions currently available with your existing system.  As you’d expect with a modern cloud solution, we’ve also taken the idea and evolved it to the next level. Not only does the solution support modern Office365 platforms, but it enables users to build enquires in the iplicit solution and then use the same data selections automatically in Excel. Our users say this saves them hours each month.

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