My folder tab

The "Folder" tab allows you to search for and upload documents into the company's folder. It has two functions: "Explorer" and "Search." This feature is available on both computers and mobile devices. Simply log in to your account via the web.

You can add all documents related to your business. In this way, your company's activities will be organized in one place and accessible to all managers with access to the Aleop account.

Note: Photos are not supported. This is not a space to host your personal photos, but rather those related to your business. You have a 2 GB storage limit. If this limit is exceeded, you will be notified via a notification.

File Explorer

The File Explorer allows you to navigate through the company's "Folder" binder to find, import, or move files. You can include all of your documents here. Some folders are secured and cannot be deleted, which limits the changes that can be made to the folders and files stored within them.

The "Accounting" folder is the smart binder used by Aleop to automatically organize your accounting documents by fiscal year and supplier. You cannot add subfolders in this section, but you can organize documents within it. The documents stored here are essential for your accounting and must be accessible if you need to provide them during an audit. For this reason, folders containing invoices are marked with a lock icon.

File search

The file search allows you to search for a file within the entire company folder. These files include transactions (purchases/sales) as well as any other uploaded files (reports, account statements, etc.). Unlike the "Transaction Search" section found on the "Tracking Screen," the search does not rely on the content but rather on external elements such as the file name, directory name, and creation date. In short, it's similar to the search engine of your file explorer on your workstation.

By selecting the different options, you can refine a search to narrow down the number of results.

• The creation date corresponds to the date the non-accounting document was uploaded to the binder. For accounting-related documents that have been validated by recognition technology, the creation date will be the date on the document.
• The "Favorite" column allows you to mark documents and quickly find them later.

Manage your paperwork with the Aleop folder

Here is a suggested folder management system that you can create in your "Folder." Of course, the model you currently use to organize your paper documents can be applied to maintain consistency between your "Paper Folder" and the "Aleop Virtual Folder."

The folders "Accounting," "Documents to be filed," "Finance," "Animal Production," "Plant Production," and "Human Resources" are created by default in each Aleop account. You will need to create subfolders within these to build your filing hierarchy.

The golden rules 

• Create a digital folder for each section of your paper folder. 
  
• Keep the subfolder titles simple and concise.

The agricultural must-haves according to our team 

For the "Documents to be filed" folder, create a subfolder for the following items:

• Current delivery notes
• Current account statements

For the "Finance" folder, create a subfolder for the following items:

• Purchases and sales of assets
• Insurance
  • Insurance (your company)
    • Invoicing
    • Inspections
    • Policies
  • Vehicle insurance
• Your company's financial institution
  • Balance sheet and results
  • Loan
  • Account statements
• Corporate tax
• City

For the "Human Resources" folder, create a subfolder for the following items:

• Employment insurance
• CNESST
• DAS Canada Revenue Agency
  • T4 slip
• DAS Revenu Québec
  • RL-1 slip
• Timesheets
• Employee details
• Wage subsidies

For the "Finance" folder, create a subfolder for the following items:

• FADQ
  • FADQ - Agri-Stability
  • FADQ - ASRA
  • FADQ - Crop Insurance
  • FADQ - Financing