Help and guidance

Cloud Konnekt is an add-on solution that is integrated with the APIs of leading web-based accounting solutions. With modern apps available for iOS, Android, Mac, iPad, tablet and web, its functionality is focused on handling specific tasks and enquiries that are finance related in nature. The main goal of our solution is to extend the reach of your financial accounting system information (Iplicit, Exchequer, Access etc) and make it available to it your users via any device, at any time. Functionality wise, users can be configured to have access to to records (customers, suppliers, products, projects), as well as having the ability to enter transactions (orders, receipts, deliveries, expenses and timesheets). Approvals wise, the solution has a built in approval engine that can be used for approving transactions. In addition, where supported (e.g. Iplicit), companies also have the option of using the standard accounting workflow for order approvals.

The app is available on the mobile app-stores, as well as on the cloud konnekt website. We have apps available for iOS, Android, Mac, iPad, tablets and modern web browsers. In all cases, the functionality is the same, but we adjust the screen layouts slightly where we have room to make the UI experience even better. For links to the app locations, please visit the available apps page. Feel free to install the apps on all your devices, as this will provide you with true any device, any time access.

Company finance teams licence our solution and then make it available to their users to use. You can download the app and explore using the demo login option, but to use the app with your accounting system data, your organisation will need to have subscribed to our service. Individual users therefore do not need a specific licence, but your company does. If you are unsure whether your company has a licence, please contact your finance team or drop us a message and we will review for you.

Yes, all our new apps have a built in demo mode that is available across all platforms (iOS, Android, Web etc). At the login, simply select "Not a user yet? Try demo login", then select a demonstration company. Once inside the app, you can view customers, suppliers, and even add transactions. When adding an expense for example, you can also scan your receipts using AI recognition, or add mileage with our Google maps routing. For links to the app downloads, please visit our available apps page.

Great - you have logged in, but you are not sure what is displayed on the home page screen. In short, this home screen provides the headline information from other areas of the app - recent notifications, approval requests, and a visual analysis of some statistics. These areas can all be clicked, swiped etc - and the best way of thinking about these are that they are shortcuts to the "full" areas. With notifications for example, we show your recent 3 messages, but click on the section header and you will go to the whole list. - Alternatively, you can also just navigate to notifications by clicking the "bell" icon on the header.

When your organisation has purchased the licence, they have access to the admin area within our solution. Here they configure how they allow users access to the system, along with setting access permissions etc. When creating the new account, they can then issue you with a password, or alternatively, they can enter one for your to use initially. When logging in, you are therefore going to be using your assigned username and password. At the login screen, you will also have the option to reset your password/request a new one. Once logged in, you can also change your password within user-settings at any time.

Yes, feel free to install the app on all your devices. You can then access your data from all your devices, so you have true any device, any time access.

MFA is multi-factor-authentication and Cloud Konnekt uses this security technology as standard. In short, MFA provides an extra level of security and is used when logging in to a new device (phone, laptop, browser etc) for the first time. MFA with email will send a code to your registered email address and require you to enter it with the login details. Once in the application, you can enable SMS and Authenticator app support for MFA. but during registration, authentication by email is required.

Yes, we fully support biometric authentication on mobile devices, so you can use face-id and fingerprint recognition to authenticate your user if your device supports it. On mobile devices, we detect whether your device can support biometrics and, when initially logging in, ask if you would like to enable face-id/fingerprint authentication in the future. If you select Yes, then we will attempt to use this next time you need to authenticate. Irrespective of whether you initially enabled biometrics, you can manage the state of biometric usage in your own user app settings (on or off). From the home page, tap your user avatar and select "change your settings".

For advanced security, we ask a user to re-enter their password when returning to the app (from a background state or other app usage). This is a user setting that can be changed in the user app settings, but we set this as a default (on) for security. To maintain security, yet have a smooth re-authentication, we suggest enabling biometrics if you have it on your device. Enabling this will effectively automatically authenticate you (with face or touch) as soon as you switch back to the app. Alternatively, if you wish to not use this feature, you can turn it off in user app settings. Note: User settings are accessed by tapping the user avatar picture (top right of the home screen).

You access your personal user settings by tapping the avatar image at the top right of the home screen. Upon selection, you will see a pop up menu, where you can select to "Change your settings". Please note that when changing user settings, you will be asked to revalidate your user with your password (or biometric) as an extra level of security.

You can change your user avatar picture by tapping the avatar area in the top right of the app home screen. Initially, this may display as your initials (AB etc), but once set, this will show your current avatar picture. Your avatar picture will be used across all your apps, and will be visible to users that see your claims (for approval etc).

You can change your theme preference via the user settings menu, which is activated by tapping the user avatar area, in the top right of the home screen. From the theme selection dialog you can choose a colour and specify your light or dark theme preferences. The theme preference is device specific, so you can choose your style per device (phone, tablet, web etc) and it will pickup once you login.

You can change your password via the user settings menu. You access your user settings by tapping the avatar image at the top right of the home screen and selecting "Change your settings". Please note that when changing settings and password, you will be asked to revalidate your user with your password (or biometric) as an extra level of security. Password changes apply across all apps, so you may have to update the password used (re-enter it again), when logging in on one of your other installed apps (phone, tablet, web etc).

Security is important to us at Cloud Konnekt, and as such, we use MFA (multi-factor authentication) as standard. With MFA, we are essentially applying an extra level of security to a user/password login and verifying that you are aware that they are being used to login on a new device (phone, tablet, web-browser etc). Verification is done using your preferred MFA method (email, text, app). When verified by MFA, we log the device as being trusted by yourself (as you approved it). This list of "trusted devices" is then reviewable on your user settings page. Here we will show you which devices you trusted, along with the last time and IP address they were used. Trusted devices are then not challenged for MFA again when used next time. This trusted device list is automatically maintained by CK, but if you spot a device you do not recognise, or you change phone for example, and wish to untrust the old one, you can swipe left and choose to revoke the device trust. - When untrusted, the device will be prompted for MFA again on its next use.

MFA is initially setup for all users to be by email. This means that when a new device is used to login to your account, we will email your account email address and provide you with an MFA code. This MFA code then needs to be used to allow login on the new device. As well as using email, you can also setup to allow MFA by text or authenticator app. These provide the same functionality, but are preferred by some users due to their increased security. To set up additional methods, visit your user settings area and tap to setup. When setup, you can also choose to revoke this method if no longer required.

Yes, we fully support biometric authentication on mobile devices, so you can use face-id and fingerprint recognition to authenticate your user if your device supports it. On mobile devices, we detect whether your device can support biometrics and, when initially logging in, ask if you would like to enable face-id/fingerprint authentication in the future. If you select Yes, then we will attempt to use this next time you need to authenticate. Irrespective of whether you initially enabled biometrics, you can manage the state of biometric usage in your own user app settings (on or off). From the home page, tap your user avatar and select "change your settings".

For advanced security, we ask a user to re-enter their password when returning to the app (from a background state or other app usage). This is a user setting that can be changed in the user app settings, but we set this as a default (on) for security. To maintain security, yet have a smooth re-authentication, we suggest enabling biometrics if you have it on your device. Enabling this will effectively automatically authenticate you (with face or touch) as soon as you switch back to the app. Alternatively, if you wish to not use this feature, you can turn it off in user app settings.

For approver users within CK, you may wish to set your "out of office" status when away for a period of time, so that anyone wishing to send you an approval is aware that you are not available. When you are set to "out of office", the approval request user will see you in the approvers list (when selecting to send for approval), but when they try to select you, it will notify that you are unavailable for approval requests. If you have set a date and message, this will then be displayed to them. A typical message could be "on holiday until XX-XX-XXXX, refer to XYZ for approval requests".

From the home page screen, select the "Transactions" sub-menu icon at the foot of the screen, and select the required transaction type (Sales, purchase, timesheet, expense). Once in the transaction area, you will then see any existing transactions by type (quotes, orders, history). Ensuring that you are on the "quotes" tab, you will see a "New" button in the bottom right of the screen. Tapping this will create a new blank entry, and open it ready for entry. An order transaction typically consists of 3 key areas: Header Specify the customer/supplier by tapping to search the list. Confirm, or set, the delivery address to use. Set the order dates. Confirm, or set. the currency (if applicable to your installation) Provide a reference to help you track it (''PRJ-123/IAN) Line details Enter as many lines as required to support your transaction (tap Add) Each line requires you to confirm the financial information. For product lines, tap to lookup (when selected, we pull in defaults) Review or enter the line amount details and narrative. Optionally; your organisation may also have custom/user-defined fields. Receipts/attachments Add as many receipts/images are required to substantiate your transaction. Any images added are available to the approver, as well as in finance. When done, select SAVE to save the transaction, or the cancel (X) if you wish to discard any changes made. By default, your transaction is in "draft" status until you are ready to submit it for approval. When saved in draft you can simply return to it at a later date. If you believe your transaction is complete, select "send for approval" from the action menu (top right of screen). This will validate and offer you a list of approvers.

Feature wise, all transaction entry supports re-organising the lines. To activate and use this feature, simply press and hold an item, and then drag it to the required position. If the drag requirement is longer than the screen space, do the re-position as a couple of drag/drop movements. Notes: Reordering is only permitted for draft/in-progress entries. Once a transaction has been submitted, approved or posted, the lines are locked. Receipts can be reordered for expense and timesheets entries. However, due to restrictions from the finance systems, receipt reorganising cannot be performed on orders. (Option will not be available).

Feature wise, the expense claim supports swipe gestures on the line to offer the option of deleting, or duplicating the line in question. For deletions, you will be asked to confirm. For duplications, the line is simply copied to the end of the line list. On web browsers, the swipe action is available (in case you have a touch-screen), but you will also see a three-dot "more" option on the right hand side of the line. This "more" action is the mouse-click shortcut to open up the slide option. Note: Swiping to delete or duplicate is only allowed for draft/in-progress entries. Once a transaction has been submitted, approved or completed, the lines are locked.

Receipt images can be added by simply selecting the "Receipts" or "Attachments" tab of the transaction and selecting the "Add" option at the bottom. When adding, you will have the option to take a photo, select from the camera roll/gallery, or browse for files. When browsing for files, we only allow the selection of images (JPG, PNG etc), along with PDF documents. Note: Receipts cannot be added once a document has been "approved". Receipts can however still be added whilst out for approval, as it is assumed that additional images/documents may need to be attached by you (or the approver) during the approval process.

When ready, you can choose to send your transaction for approval. To do this, open up the transaction (locating it from purchase, sales, timesheets or expenses), if not already open, and then select the action icon at the top right of the header screen. When selected, you will see the available approvers for your request. If appropriate, choose the designated approver, and select "send for approval". If there are no approvers available, or all the approvers are set to "out of office", please contact your finance team for assistance.

Once you have sent a transaction for approval, the editing of the entry is locked. If you decide that you wish to cancel the approval request however, you can open up the entry, and select the action option to "cancel approval request". If you have cancelled approval to make changes, you can easily cancel the request, make the changes, and then resend for approval.

When a transaction has been submitted for approval, is approved or posted, the details will be available to view, but not change. To show this locked status, the padlock symbol will be shown. If this is a transaction that is out for approval, and you wish to now make alterations to it, you could choose to action, "cancel approval request" - where you can then re-edit and re-send for approval again as required.

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A quick 3 minute overview video, designed to help you familiarise yourself with the key features of the Student Expense app. Covers logging in, user settings, entering a claim using AI receipt scanning, google maps for mileage, and then ultimately, submitting your claim for approval.

Introductory guide detailing the key features of the student expenses app. View document in new window.