Cheat Sheet

Modified on: March 9, 2023

Back to basics

Visit the section «Documents to review

To get started

Aleop online: Enter the website address agri.aleop.ca and add it to your bookmarks for quicker access.
The Aleop Client application must be active to transfer scanned documents to the Company File.
The application is normally activated when the computer starts. If not, start it with the icon on the desktop. This only applies to scanners that have had a specific programming. Otherwise, send your
scanned documents by e-mail directly to your Aleop e-mail account.

Scanning

Scan documents in a homogeneous batch, by company and type (Invoices, sales statements and other documents separately)

Put one-page documents together.
Make one batch per document for multi-page documents.

Summary of Aleop scanning profiles

Description	Output colour	Type of document	Example
Purchases/Sales/Reports 1 page (1 side)	Black and White	Invoices Sales receipt Unclassified documents	2 invoices (1 side) = 2 documents (1 page each)
Purchases/Sales/Reports 2 + pages	Black and White	Invoices Sales receipt Unclassified documents	1 invoice (two-sided) 1 invoice of more than 1 page = 1 two-page document
Photos/Reports	Colour	Unclassified documents	1 page report (two-sided) = 1 two-page document

Here are the other profiles offered during the initial installation of SmartTouch:

3. PDF, black and white	Generates a PDF document saved on your desktop
4. PDF, colour	Generates a PDF document saved on your desktop
5. Photos, colour	Generates a JPG/TIF per photo
6. E-mail	Generates a PDF document saved on your desktop and opens your email application with the attached file
7. Excel	Generates an Excel document
8. Word	Generates a Word document

Classification

Here are the documents that are processed by optical character recognition (OCR¹):

Aleop document type: Sales invoice
Invoice issued to a customer	Do not process invoices issued by your accounting system (duplicate entry)
Sales statement with or without deductions	Milk sales, Animal sales, etc…
Deposit and advance payment	Milk pay, harvest sales
ASRA, AgriInvest and ASREC	If compensation is paid by the program.

Here are the different possibilities for processing the document depending on the type:

Types of documents	Processing
Extraction(OCR1)	Validation	Classification (filing)
Automatic	To finalise
Purchase invoice	✔	✔	✔
Sales invoice or statement	✔	✔	✔
Manual input – purchase invoice		✔	✔
Manual input – sales invoice		✔	✔
Unclassified documents				✔
Other accounting documents				✔

¹OCR extraction stands for Optical Character recognition. This is character recognition technology that reads data from a document and automatically captures information avoiding transcription.

Document validation

Purchase invoice in 3 steps

	Validate and correct, if necessary, the information on the document (date, invoice number, product, description, amount, quantity, unit of measure).
	Associate the purchased items to the right accounts. By default, the line note transferred to your accounting software will be the item description, supplier, and date.
	Add an additional discount to the invoice, if necessary, validate the taxes and the total invoice amount.

Sales invoice/statement in 4 steps

	Validate and correct, if necessary, the general information (date, invoice number) and that related to the items sold (product, description, amount, quantity, unit of measure).
	Validate and correct, if necessary, information on the invoice related to sale deductions (product, description, amount, quantity, unit of measure).
	Associate the items sold and deductions on the sale to the right accounts. By default, the line note transferred to your accounting software will be the item description, customer name and date.
	Add an additional discount to the invoice, if necessary, validate the taxes and the total invoice amount.

Payment and Incomings

Select the invoices or sales statements you want to process and choose a payment/collection method. Important, this mode will apply to all selected documents. Example: invoices to pay.
Accounts payable and accounts receivable
Payments and collections with these accounts are different, you must select the account where you want the transaction to be transmitted in your accounting software.

Note:

The date you indicate at this step will be that of your entry in your accounting software.

By clicking on “Save”, the entries will be ready for transfer to your accounting software.

By checking the box, “Keep” Aleop remembers that you always pay this supplier via the chosen auxiliary. Following validation of the next invoices from this supplier, the entry will be prepared for your accounting software.

Transfer of entries to your accounting software

Entry transfer allows you to send accounting entries directly to your accounting software using synchronization. Consult Aleop's reference guides for your accounting software for more information.
Acomba
SigaFinance

Important! Aleop reads the quantities and units of measure that appear on your accounting documents. It is possible to transfer them to your accounting software to quickly list the total purchased or sold in each account. Consult Aleop's reference guides for your accounting software.

Special Purchase Invoice

Statement of account with total tax amounts
- These account statements can be processed like purchase invoices. This applies more specifically to CIAQ account statements.
- Note: For these documents, Aleop will recognize the total amount of the last month's purchases before taxes, the total taxes for the purchases and the total amount. Backlogs, invoice numbers and amounts will not be taken into account.

Special Sales Statement

Crop insurance and ASRA – First advance
- The first advance is considered as income, therefore a sales statement. If there are deductions (contributions, fees, etc.), they will be captured by Aleop.
- If you do not normally consider advances in your accounting, do not treat this document in Aleop as a sales statement or invoice. The final payment document will include all payments received and deductions paid.
Crop insurance and ASRA – Second advance and final payment
- The second advance or final payment is considered as income, hence a sales statement. The advance shown on the document will be processed as a deduction. The total of the entry that Aleop suggests is equal to the final payment.
- If you do not process advances in your accounting, you will need to delete the deduction lines containing the advance. The amount of the entry will then be the total of the payments received less the contributions and fees, which were withheld.