Practice Settings

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Practice settings is where you set up all of your default options for the various areas of AccountKit. It's broken into logical areas by tab as follows.
 

Jump straight to the applicable section:

• Tab 1 | Practice Settings
• Tab 2 | Subscription
• Tab 3 | Integrations
• Tab 4 | Lists and Tags
  • All Tags
  • People/ Business Structure Types
  • Important Documents Register Tags
  • Mail Register Tags
  • Franking Accounting Register Tags
  • Amortisation Scheduler Tags
  • Correspondence Register - Text Templates
  • Correspondence Register - Placeholder List
• Tab 5 | Tool Settings & Defaults
• Action Menu
  • Practice Address Register
  • Client History Register
  • User History Register

 

Practice Settings

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Area

Description

1

Organisation Details

Set the core basic details of your practice

• Organisation Name appears on most reports & in the header area
• ABN is your Australian Business Number (or unique business number depending on your base of origin)
• Industry is to enable us to track the types of businesses using our software enabling us to better cater the tools to the majority.

2

Address

Enter both the street and postal address for your head office.

3

Regional Settings

Set the specifics pertinent to your practice:

• Timezone effects the time stamps applied to all entries. Ensure this is correct so that all entries within the system have the correct time applied against them.
• Set your base currency for display purposes only.
• Set your financial year start; This impacts the time frames applied to various tools and reports. For example, the Equipment Finance schedule will show totals as at the end of each financial year as defined here.

4

Contact Details

Set your base website and contact email for the practice.

• These are used on some reports within AccountKit and who we contact if required.
• The email is where your AccountKit invoice will be sent too.

5

Practice Default Signature

Here you can customise the basic signature utilising the inbuilt placeholders to autopopulate the detail. A user can then start with this template, then customise it further personally within their own profile.

6

System Settings

Set the core security principles you require your practice to operate under

• Session Timeout is the duration before the system automatically logs you out. The longer the time period, the lower the level of security.
  
  
• Two Factor Authentication
  • Toggle Mandatory 2FA for all users - Toggle this switch to enforce 2FA for all users. This will then force all staff to set up and use 2 Factor Authentication. (NOTE: 2FA is Mandatory in Australia but not yet in other countries, however, we recommend the use of this function to increase data integrity)
  • To learn more about the use of 2FA in AccountKit go to our Two Factor Authentication help article.
  • You can then toggle on and off which 2FA methods you want to allow for your practice based on your perception of risk for your business. It's best practice to NOT use security questions or secondary email.
    
    
• Minimum Password Length
  • Here you can define the default length you would like you users passwords to be. Next time they reset their password, they will be required meet this length requirement
  • Note that we enforce the use of special characters, upper and lower case characters and numbers in every password.
    
    
• Whitelisted IP Addresses
  • For that extra level of security, if you want to lock down AccountKit so people can only login from certain locations, toggle this on. For example, you could white-list just the IP Address for each office;
  • From this, you could make your team members utilise a VPN to access the work IP Address.
  • By default it will include the current IP address so you don't lock your self out.
  • IF you need to turn this off and can't login, you can contact [e-mail] to assist.

7

Visual Settings

Make AccountKit your own by customising your logo and colours.

Your practice logo

• Versions
  • Logo Light - used by default across all current reports and the top navigation bar; Recommended to be either transparent or with a white background.

Update your logo

• Select choose file and browse to your logo file.
• Press the "Upload"; The image will be automatically resized to 36 pixels high, but we recommend uploading a higher resolution image as we utilise a higher quality on the printable reports. 
• Press "Save" at the bottom of the page to apply the updated logo
• Logo Dark - Presently not used; long term this is about having a graphic optimised for a dark background. (ie. light text and logo); Ideally, you would use a transparent PNG file. 

Practice Colours

• Select the Colours as follows:
  • Colour 1 - This is the background colour only used as the left side blend in the menu bar.
  • Colour 2 - This is the background colour only used as the right side blend in the menu bar.
  • Colour 3 - This is the highlight used for some headings, line, icons and other text.

i	If you would like a hand to get the look of the logo and icons just right, please contact us at [e-mail] with a high-quality version of your logo and an idea of the colours you would like us to use.

i	Make sure to press "Save" after you've made any changes, otherwise, at the point you leave the page, any changes will be lost.

 

 

Subscription

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This shows your the key details about your AccountKit subscription:

Area		Description
1	Renewal Period	Identifies when your trial will expire or the next time your account will be charged.
2	Subscription Tier	Subscription Tier - Based on the number of active non-individual clients, we highlight which plan you be on as of the next renewal period or when you go to commence your subscription. The tier sets the pricing for the next components
3 to 5	Pricing Breakdown	The pricing is then broken down according to the tier you are in as follows: Base cost for your tier Base Cost Modifier - Here you will see: How many xero connected orgs and non-individual client entities you presently have and how they compare to the limits per subscription tier; and Any extra parcels that may apply to your subscription. Add-ons & Tools Once you have used up the freebies for each of the tools, you can then elect to turn on a tool to continue using it from here. If you want to disable a tool, simply contact [e-mail] and we will take care of disabling them for you. Coupons Applied - This will reflect any coupons applied or the automated loyalty discounts that apply as you turn on more tools (see https://www.account-kit.com/pricing for more details)
6	Subscription History	Here you can see: Left - Any changes to your subscription, such as a change of tier or the addition / removal of any tools. Right - Amounts and links to any invoices and receipts.
7	Payment Details	Your details can be viewed and updated from here. Select "Update my billing method" to change the credit card you want your payments to be made from.

Integrations

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These are the integrations that we are building out to add functionality that we believe will be beneficial to your practice by bringing visibility and simplifying how we deal with different pieces of cloud software.

Integration Name

Description

By connecting with your Xero Practice Manager subscription, you can synchronise your full client list, groups, addresses and relationships with AccountKit.

See here for more details on how to use it.
 

This integration enables you to pull through some pertinent practice stats from your own practice Xero file such as Top 10 Invoices and Bills along with selecting various accounts that you may like to watch. It's a one-way window into your accounting data for displaying or the AccountKit dashboard.

See here for more details on how to use it.
 

i	This is not a global setting for the practice but instead set up on a per-user basis. It's only available to users of type Practice Administrator and Partner.

Corporate Messenger

Integrate with NowInfinity to get views into the company data via a company dashboard and entity dashboards for each family group.

See here for more details about the integration.
 

BGL

Integrate with CAS360 to get views into the company data via a company dashboard and entity dashboards for each family group.

See here for more details about the integration.
 

BGL 

Integrate with SimpleFund 360 to get views into the superfund data via entity dashboards for each family group.

See here for more details about the integration.
 

Slack is for team collaboration getting internal communication out of your email and into a centralised space.

See here for more details about the integration.
 

Document Management Systems (DMS)

We support a number of different DMS systems at the same time enabling you to link client and practice documents to the various registers and tools throughout AccountKit.

Those that we currently support include:

• SuiteFiles
• FYI
• Dropbox
• GoogleDrive
• Microsoft OneDrive / OneDrive for Business / Sharepoint
• Box
• Nimbus Portals

See here for more details on how to connect them and make the best of the having your client files at your fingertips.
 

Twilio is an SMS carrier. AccountKit integrates with Twilio which means you can now send & receive SMS messages directly from AccountKit to your clients. Useful for account updates, appointment reminders, wishing clients happy birthday etc. 

You must have a Twilio account and active number to use this feature. If you do not have a Twilio account click the logo to go to the Twilio website and set one up. If you do already have a number and account click here to be taken to our set up Help article. 

We support integration with the two main email providers. By connecting up your email and installing the applicable addon or extension, you can push emails from Microsoft Outlook and Gmail directly into the correspondence register. If you happen to have a DMS system attached as well, you are able to save the applicable documents and link them back to the correspondence register entry.

Follow these links to find out how to install and make use of this feature.

• Microsoft Outlook
• Gmail

  

Lists and Tags

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Lists and tags are essentially standardised items that we use throughout multiple tools to ensure things are being named the same for ease of sorting and filtering.
 

i	A tag, template or business type cannot be deleted once used anywhere within AccountKit. Instead, select the applicable item and elect to archive instead.

List or Tag Name

Description

All Tags

To update any tags or list items, you have a few options:

• Simply click on the line to edit it. Once completed click outside of it to save.
• Select the 3 dot action menu and elect to Archive or Delete (noting you can't delete a tag that's in use, only archive)
• Add new options by selecting the "Add new" option.

Important Documents Register 

Document tags:

These tags are standardised descriptors for document types used throughout AccountKit such as in the Important Document Register. 

We have made some suggestions for the types of documents that may be useful, but you can always add more or archive any of those that you feel are excessive.

Document locations:

These locations define where Important Documents can be stored.

We've once again made some suggestions, but you may want to add some more options depending on the size of your practice and the locations available for you to store documents within.

Mail Register

Mail Register Tags:

As the name would suggest, these are document tags specific to your mail register for consistency and ease of finding of particular types of mail sent out of the practice.

As before, we've created some defaults that you may like to use, otherwise feel free to edit to your heart's content.

Franking Accounting Register 

Franking Account Types:

Here you can customise the list that appears within the franking register type field.

We've created some defaults that you may like to use, otherwise, you can modify them to suit your needs as required.

People

Business Types:

The business types serve a number of different purposes. 

• It enables us to cross-check against the ATO data with respect to the underlying structure type. (hence the ATO Client Type field)
• It defines the different business structure types for the client map. Each structure types visuals can be set within the client map settings.

Fields include:

• Name - this is the visual name you will see it referred to as across AccountKit
• ATO Client Type - This is specific to AU and enables a structure type to be aligned with the ATO available types.
• Individual - This ensures you have the ability to show first, middle and last name.
• Actions - As usual, this is where you can archive or delete business types.

 

i

We generally don't recommend that you edit these too much unless you would like to create some colour variations on the types provided - eg. You may want to distinguish visually a Unit Trust from a Discretionary Trust from a Custodian Trust within your client maps. XPM Sync issue - The API doesn't allow new entity types to be set up from within AccountKit. Instead, first set up the Business Structure within XPM then setup the corresponding Business Type in AccountKit. Otherwise, you'll find sync errors will occur when selecting a type that doesn't exist in XPM.

Amortisation Scheduler

Amortisation Types:

Here you can define the different types of amortisation types if you need anything outside of the standard that we've provided.

Most importantly setting the type simply changes the direction of the journals when posting to Xero. 

Text Templates

Text Templates

Template tags:

These tags are standardised descriptors for the different templates used within the Correspondence Register when utilising text templates. Simply enables quick grouping and filtering by specific templates.

We have made some suggestions for the types of groupings that may be useful, but you can always add more or archive any of those that you feel don't align with your requirements.

Template List:

These are where you can view, edit and create new text templates for utlising with the Correspondence Register .

We've created a couple of examples for you, but otherwise build them out with some standard text for utilising in your file notes.

Your options here are:

• Filter by templates using the search option
• (+) Add new template to create a new text template.
• Click on each line to preview the text
• Select the 3 dot action menu where you can:
  • Edit - select to edit the template
  • Copy - copy a template which you can then tweak.
  • Archive - archive the template
  • Delete - delete the template

Utilising Placeholders:

A placeholder enables you to drop text based on specific client or practice details - for example, the client name, practice name or user details. 

1. Press the icon to show the placeholder options.
2. Filter by the applicable placeholder
3. Select the desired placeholder to insert it into the body of the text
   (note: if a placeholder field is blank, upon insert it'll just leave the placeholder text there for you to edit)
4. Format the placeholder how you would like it to appear.

Here's a full list of available placeholders: 

Placeholder	Description
ContactsWithin the correspondence register, this can be a client or contact - it's the individual that a message is being addressed to.
{{contact_first_name}}	Selected contacts first name
{{contact_last_name}}	Selected contacts last name
{{contact_name}}	Selected contacts name
{{contact_salutation}}	Selected clients salutation
{{contact_email}}	Selected contacts email address
{{contact_phone}}	Selected contacts phone number
{{contact_mobile}}	Selected contacts mobile number
Client This is usually the client entity that is being referred to (ie. With regards to...)
{{client_first_name}}	Selected clients first name
{{client_last_name}}	Selected clients last name
{{client_full_name}}	Selected clients full name
{{client_name}}	Selected clients name (eg. company name, or individual name without middle name)
{{client_email}}	Selected clients email address
{{client_phone}}	Selected clients phone number
{{client_mobile}}	Selected clients mobile number
{{client_ABN}}	Selected clients ABN
{{client_ACN}}	Selected clients ACN
{{client_entitytype}}	Selected clients legal entity type
{{client_street_address_single}}	Selected clients street address in a single line 79 West Terrace, Bordertown SA 5268
{{client_street_address_multi}}	Selected clients street address over multiple lines (ie. like you'd see on a letter.) 79 West Terrace Bordertown  SA  5268
{{client_postal_address_single}}	Selected clients street address in a single line
{{client_postal_address_multi}}	Selected clients street address over multiple lines
User This populates fields based on the user doing the text template insert.
{{user_first_name}}	Current user first name
{{user_last_name}}	Current user last name
{{user_name}}	Current user full name
{{user_email}}	Current user email address
{{user_phone}}	Current user phone number
{{user_mobile}}	Current user mobile number
Practice Details These are fields specific to the details of your practice (set within the practice settings)
{{practice_name}}	Your practice name
{{practice_ABN}}	The practice ABN
{{practice_primary_contact}}	Your primary contact name
{{practice_phone}}	Your office main contact number
{{practice_email}}	The general practice email address
{{practice_website}}	The practice website address
{{practice_street_address_single}}	The practice street address in a single line
{{practice_street_address_multi}}	The practice street address over multiple lines
{{practice_postal_address_single}}	The practice postal address in a single line
{{practice_postal_address_multi}}	The practice postal address over multiple lines

 

Tool Settings & Defaults

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This area is where you set the default options to specific tools for applying across the practice. General speaking, you will find the detail for any tool defaults for each tool under their respective help page.

Dashboard Settings

• Statistics
  • ATO Lodgments - Simple toggle whether you would like to see the ATO lodgment statistics enabled across your practice.

Action Menu Options

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Practice Address Register

The Practice Address Register's purpose is to ensure you can keep your global address list nice and tidy. It's easy to search and spot any duplicate or incorrect entries and tidy up as required.

To edit an address

• Simply click on the address;
• Make the required changes in the pop-up
• Press [SAVE]

To update an incorrect address applied to some entities within a group.

• Expand the client list in the first column for the incorrect address.
  
• Open one of the clients on this list.
• Edit the address for that client, changing it to the correct address
• It will then apply this address to any other related clients within the group.

Client History Register

This is a full tracking log of all client changes over time. You can view at a client detail level, filtered by that client, or you can view the full history here and filter by users, clients, groups and dates.

User History Register

Similarly, this is a full tracking log of your users access to AccountKit. You can view these details at a per user basis via User Management or you can view across your whole practice here where you can filter by user login details, password resets, resetting of 2FA etc. You can find out more here.

  

Related Links

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Shared Elements (Eg. Action Menu)	Check out this link for various elements shared throughout the various toolsets.
Document Management System (DMS)	This page will take you through how to connect to and utilise any number of cloud-based storage systems.

 

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