Aqilla Cancellation Information details
We're sorry that you have decided to cancel your subscription to Aqilla but will help you in any way we can to make this process as smooth as possible.
We have two options available to you so please let us know which one works best for you:
Audit Access
Whilst you will cease using Aqilla operationally, you can maintain the historical data within your existing instances/companies and we disable all but one pro/enterprise user to maintain your access to them. This option will mean you will not have to extract all your historical data out of Aqilla and store it in your new system/storage facility. We would maintain this for 6 years (from the end of the last financial year you posted in) so that you are compliant from an auditing perspective [Government Guidance] and you will be able to access this historical data whenever required during this period. At the end of this 6-year period our relationship would end and your access disabled and instances/companies archived.
If you choose this option, you can either pay monthly for the cost of any instances/companies you have, along with 1 x pro/enterprise user license. Alternatively, you can pay the total amount up front for the 6 years and we will give you a discount (6 years for the price of 5)
Create an Auditor User
If you do not already have an auditor user in Aqilla, you can create a new Auditor user here )
Disable & Archive
Once you have confirmed your last month of use, we will disable your instance and archive your data. You will then no longer have day to day access to any of your historical data within Aqilla. Access to your data can be made available to you after this point, against a fee proportional to the time elapsed since your data was archived. Before we disable your access, you will need to download all of your historical data and migrate it over to your new system or place it in a third-party storage facility.
Our relationship would subsequently cease and you would have no ongoing cost from Aqilla.
If you chose this option, before we decide on your cancellation date and disable access to your X x instances/companies held with us, we need confirmation that you have indeed downloaded all your data as per below:
Please ensure that you have all your data out of the system by the agreed cancellation date. Once you lose access to your Aqilla system (https://www.aqilla.net/*yourinstancename*) on agreed date, your instance and all the data contained within will be archived for you. Access to all your archived data can be regained at any time against a fee proportional to the time elapsed since the archive. Therefore please ensure that all your data has been downloaded in full.
Downloading your Data
If you would like us to assist with the download of the data and or attachments please contact your Account Manager.
Therefore we recommend that you always download all the transactions per FY in one bulk file and you can also break it up. Either download by account type (typically Debtors/creditors to give you your sales/purchasing ledger) or by FY or Period Quarter. Please note that the Period, Quarter and FY are always relative to your current period selected. Run and export your most commonly used Reports, print out any VAT returns.
You can extract your reference data (Creditors/Debtors/GL Account Codes etc) by using the add-in for Microsoft Excel, under Aqilla Functions you have a "get" option which is the easiest way, this will pull all the data into an Excel spreadsheet that you can save locally.
With regard to the transaction data, under the "Enquiry" tab (left-hand side) select Ledger and then the date range you want, I would suggest doing by FY or Period rather than all in one go, you do have other filter options as well, then if you hit the "XLS" button at the top of the screen, it will export the data into Excel, you will need to then name and save these individual spreadsheets.
You may also want to run all your Financial Reports again and save these too.
A detailed guide in downloading all your Aqilla data can be found below.
Should you need to extend your final access to Aqilla, please let us know before your last day of access.
Thank you again for using Aqilla and if you need any help with any of the above please get in touch