Procedure

Modified on: March 20, 2023

Explanation of Aleop client

Aleop client is an app that we install on your computer that has several functions:

Aleop support: Allows to reach us with the TeamViewer software
Change user: identifies your company(ies) in order to securely coordinate your computer with the Aleop account of each company on the web.
Acomba configuration: defines the location on your computer of your Acomba software and your accounting data.
Batches awaiting approval: Links your scanner to your Aleop web account by allowing you to previously classify your documents that are awaiting approval to redirect them to the right place in your Aleop web account.
Active modules: Specifies the type of accounting management you are using.
Synchronization: Intervenes for the synchronization of your data from your Acomba software to your Aleop web account and vice versa.

Aleop client on your desktop:

Aleop client starts automatically when opening the computer. To check if Aleop client is running, display the hidden icons by clicking on the arrow located in the taskbar (lower right corner).

If the Aleop client icon is visible, the program is running and the images should be transferred to the company folder. If it is not running, click on the shortcut on the desktop to start it. If the problem persists, escalate the case to Technical Support (toll-free: 1-855-484-4040).

If your Aleop client is not working, you can contact Aleop support using the following link:

https://get.teamviewer.com/supportaleop

Si le client a un message qu’une application de TeamViewer est déjà ouverte, faire fermer le programme en cliquant sur l’onglet en haut à gauche « connexion » et choisir « Quitter TeamViewer »

On your computer:

Location of your documents on your computer after scanning and before sending.

Aleop client menu :

In the taskbar, right-click on the Aleop client icon to get the drop-down list menu.

When you click directly on the "Aleop client" icon. The last screen used will open.

Aleop support

When the above window opens, click on "Allow" to accept the request for access to your computer by your Aleop adviser

Changing users and access to your account

Active modules:

In the " Company " column, you have the list of your companies registered with Aleop

The " User " column, it is usually written " Supervisor", if you have a different username, enter it.

The « Password » column is used to enter your password if you use one.

The « Path » column: you must enter the folder where the accounts of each of the companies are located. Usually, it is located in C:\F1000.dta\company name.

Scanning and classification (filing)

Aleop client starts automatically when opening the computer. To check if it is working, display the hidden icons by clicking on the arrow located in the taskbar (lower right corner).

Batch awaiting approval

If the user closes the "Awaiting Approval" banner or has difficulty seeing it, he can go to the "Batches Awaiting Approval" section to complete processing.

To find your documents and finish uploading them to Aleop web, click on “Batch awaiting approval” in the drop-down list of the Aleop client menu.

Check the batch you want to process. The columns give you the information for the batch including the number of documents, the scan date, the company and the destination.

Magnifier: View selected batch. A batch can include one or multiple documents if you scanned multiple sets. The « Number » column tells you how many documents this batch holds.

Trash: Allows you to delete the batch.

« Destination » column: The « Awaiting approval » bubble brings you to a menu to choose where to send your batch in Aleop web. Here, it's the same thing, you select where you want Aleop client to send this batch. If you leave it « Undefined », the batch will be sent to Aleop web to be classified. Use « Document classification » in the document status page.

Cloud with an arrow: By clicking on it, the checked batch(es) will be routed to the destination you have selected.

Filing on the web

Click the « Document classification » button.

Synchronization

« Synchronization » allows you to update the Acomba software with Aleop and vice versa. Information regarding added, modified, or deleted transactions will be transferred to Aleop. Transactions validated in Aleop will be transferred to Acomba in the form of an accounting entry.

You must always have the latest copy of your accounting which has already been synchronized with Aleop. If you recover an old backup copy, you will lose the entries already synchronized in the last copy.
When you synchronize, we save a backup copy of your accounting on your workstation in case you lose your last copy synchronized with Aleop. In fact, the last 5 backup copies are available.
If you have a synchronization problem because you do not have the latest backup copy, call or send an email to Aleop support, we can then help you out with your backup copies saved on your computer. The more often you synchronize, the more recent data we will be able to retrieve.
At the bottom of your Aleop screen, you have Aleop support’s contact information. Click on "Need help?" to email us.

When you go to the "Acomba Synchronization" menu, you can choose from the entire list of your companies.

You can "synchronize" one company or several at the same time according to your choice by checking the box in front of the name of each company.
Find the « Synchronize » button on the top right.
After checking the box, click on « Synchronize »
You will see a « Please wait » message indicating the status of synchronization, i.e. the « synchronization in process with Aleop » of Acomba data and then the « recovery of Aleop transactions in process » to Acomba.

If you have transactions to import from Aleop, you will have a table showing you all the transactions "pending synchronization". For more information, see the section " Transactions awaiting synchronization ".

Only check the transactions that you are ready to import into the active period of Acomba accounting.
The other transactions remain in Aleop "awaiting synchronization" until you reach this active period in the Acomba software.
If you don't want to import any transactions, click on the "X" at the top right edge of the screen to close it.
Click the « Synchronize » button
Synchronization will continue and will be completed when you see a green dot in each of the columns. The one that indicates the export from Acomba to Aleop and the one that indicated the import into Aleop from Acomba.

If there is a red dot it means the synchronization did not finish properly.

By placing the arrow on the red dot, you will see an error message. Send the message to « Aleop support », not the error code.
If both dots are red, send both error messages to « Aleop support ».

Accounting management type

Currently, we have two types of accounting management for the Acomba software. The difference between the two types is in your accounting management method. Either your accounting is comprised only of your transactions in the general ledger, or you use the supplier module.

General Ledger Transaction Accounting

If you use the general ledger transaction accounting, you enter your transactions only when they are collected or paid. You do not use customer accounts and supplier accounts in your Acomba software.
Your transactions end up in the general ledger, depending on the transaction. Either it is a deposit transaction, or a bank cheque or an entry.

Depending on the transaction, Aleop will export the validated transactions in the relevant section. This is why the transferred transactions are duplicated so that the transactions can be entered in the correct section of Acomba. (Explanation in the section " Transaction awaiting synchronization ").

Accounting with entries into the Accounts Payable Module

If you are using Acomba’s Accounts Payable Module, you enter your transactions in the period that it took place and not on its date of collection or payment.

For example, in accounts payable, you enter your transaction in " Entries " then choose the supplier concerned with the expense account.
When you want to proceed to pay the supplier, you use the « Payment » button.

Aleop will export expense transactions directly into accounts payable. Invoice payment will continue to be done in the Acomba software, which will make your job easier.

Validation in Aleop is therefore a little different, because the "payment" step does not exist. Aleop will retain the name of the supplier that you assign to a partner and will suggest it to you for future transactions. (See the validation section for registration of supplier transactions).

Aleop does not currently manage de Accounts Receivable module. These transactions will therefore make their counterparties directly in Aleop, using the “payment/receipt” button. However, you will be able to use the customer accounts that are in your account charter rather than those that are in the customer accounts. (The management of the Accounts Receivable module will be in a future development at Aleop).

Transaction awaiting synchronization

In the « Awaiting synchronization » entries table, each transaction generates two entries.

Note that transactions are in double entries.

In the example, the transaction with the description « Aleop – Autres partenaires - #778454 » will be the entry recording income in the general ledger.

The « Aleop – Receipt – Other partners » transaction will be transferred to the “deposits” transactions

You can see that in both transactions, the “12000 - Aleop transitory account” is used to offset the entry and with both entries, the Aleop transitory account becomes zero.

Opening an Aleop account :

Connecting to Aleop on the web :

If you have not already done so, add a bookmark in your favorites bar to access your Aleop web more quickly.

View your general info

In tab « Company: Your Company inc. / General info »

Accounting information:

Account creation in the acomba charter:

Aleop internal account for general ledger transactions:

If the choice of accounting management type (on page 2) is, "General Ledger Transactions", we have created two account numbers in your account charter.
These accounts are used for the counterpart of income and expenditure entries and of payments and receipts entries.
You have an account in the « Active » category. For example, the 12000 account with description: « ALEOP TRANSITIONAL ASSET ACCOUNT »
Then, in the « Passive » category, you have an account, for example, the 32000 account with description: « AELOP TRANSITIONAL PASSIVE ACCOUNT »

Aleop internal account for quantities

During installation, if you want to import quantities, we have created an account for you in your Acomba account charter for Aleop's internal needs to transfer the quantities.
The account number can be differentiated in the account charter by a number with more characters than your financial accounts and is part of the « Quantity » category. For example, if your accounts are made up of 4 digits, the Aleop internal account will have 5 digits such as « 12001 = ALEOP INTERNAL ACCOUNT ».
This account number, as described above, is entered in your general information, in the "financial information" tab in the "Aleop internal account" box. (See image on previous page)

Your quantity accounts in the Acomba account charter

The accounts in your accounts charter are paired with the accounts in the Aleop accounts charter. The Aleop accounts are used for the indicators.
If you want to import quantities for certain accounts of your accounts charter, either have them previously created or you can do it now.
To make it easier for you to associate quantities with certain accounts in your charter, you are advised to take the number from your income or expense account and add an extra number or two to it. For example, if your "Sale of milk" account is 4110, the quantity account could be 41101 or 4110xx depending on your preference.

Matching Acomba transitional accounts with Aleop

(Accounting with general ledger transactions)

If, in Acomba, you use the accounting management type « General ledger transactions », we will add two transitory accounts to your account charter. They are essential for the entries’ transfer during synchronization.
Your « ALEOP TRANSITIONAL ACTIVE AND PASSIVE ACCOUNTS » have been matched with Aleop transitional accounts. DO NOT DELETE THESE ACCOUNTS AND ACCOUNT MATCHES.
The "Aleop transitory active account" from the Acomba account charter is matched with the account of the same name from the Aleop account charter. For example, the new account « 12000 = Active Aleop transitory account » with the Aleop account « 1000 = Client transitory account »

The « Aleop transitional passive account » from the Acomba account charter is matched with the account of the same name from the Aleop account charter. For example, the new account « 32000 = Aleop transitory passive account » with the Aleop account « 3000 = Transitory supplier account »

Accounts mapping

« Ignore » button

The addition of the « ignore or not » button is used to exclude accounts that have no use in accounting such as accounts that serve as separator lines in financial statements or subtotal accounts (e.g.: sub-total – Income from milk production).

Type of mapping:

A new section was added in accounts mapping to map financial and quantity accounts.

Enter your financial account mapping then switch to the « Quantity » button and add all quantity mapping for this financial account.

Generally, the quantity account for an income or expense account starts with the financial account and adds one or two extra digits. For example, milk sales revenue account 4110, its associated quantity account will be 41101.
The addition of one or more digits after the number of the income or expense account makes it possible to differentiate the accounts while excluding them from the list of accounts used to compile the financial statements.
You can map multiple quantity accounts for an income or expense account.
You must choose only one quantity per quantity group except for that of the "other units" group, they are not linked to each other.
Quantity groups: volumes, weights, masses, distances and other units

Quantities of a same group will be converted into the chosen unit. For example, if you map quantities in " Hectolitres " and the quantities on the document are entered in " Litres", they will be converted into hectolitres.
After selecting the quantity code corresponding to the income or expense account you are mapping, find the unit of measure list, mapping for the quantity account.
Click on « Add »
Do the same when several quantity accounts are linked to the same account of the account charter.

VALIDATION

Units in validation

During validation, in the "Products" screen for purchase invoices or "Sold items" for sales invoices, you have the product number, description, amount, quantity and unit of measure.
Aleop allows you to accumulate quantities in your Acomba software. You just need to have previously created these quantity accounts that are mapped with the income or expense account in Acomba.
These quantities are also paired with Aleop units.
You can use only one quantity per line in validation.
You do not have to convert quantities from the same group. For example, if you have kilograms in Acomba and your invoice is in tonnes, Aleop will automatically convert the quantity during synchronization.
The quantity groups are volumes (litre), weights (kilograms), areas (hectares) and lengths (kilometres).
There is also a group of quantities for which there is no automatic conversion such as heads, round bales, square bales, boxes, cases etc.

In accounting with general ledger transactions

You do your validation using your accounts from your account charter.
Your validations are automatically linked to Aleop accounts.
You take care of your receipts and payments.
You synchronize with Aleop client in order to transfer entries to the Acomba general ledger

In accounting with accounts payable module:

Deposit accounts and customer accounts are processed in the « Payment / Receipt » button
All supplier transactions are transferred to an Acomba supplier account
Payments are made only in the Acomba software
In the validation screen, a drop-down list has been added for supplier accounts.
Aleop will remember the supplier account used for each partner to suggest it for the next validation.

Installation of guides and workflow

User Manual

You have on your desktop, an icon for the folder containg the following guide: (see list below, at 11.)

Guide for the scanner
Guide for Aleop
Guide for Acomba (this one)
Lettres to accountants – Adjustments vs ALEOP 2020-2021.pdf

Workflow

On your desktop, you also habe the Acomba workflow document according tp account management type.

If in your monthly work routine, you share tasks, it is important to clearly establish “who does what? », so as not to duplicate transactions.
If, for example, you take care of scanning, filing and validating, the person in charge of bookkeeping for your month-end must be well aware of this division of tasks.
If the person doing the bookkeeping does not know Aleop, it is important to notify us so that we can explain to him or her how Aleop works, its objectives, advantages for you and for the person doing the bookkeeping, etc. therefor avoiding any ambiguity.