How to use MG-A-PORTAL

01Getting startedCreating a password and signing in2⌄

1. 01

   Create your password and sign in

   MG Alliance will create your login email and send you a one-time link. Open the link, create your own password, and then use that email and password to sign in.

2. 12

   Available sections

   Company users may have different access to individual document categories, cash journals, payments, timesheets and leave. The section must also be enabled for the company. Contact the responsible employee if a required section is missing.

02Security and 2FAAdditional protection and access recovery1⌄

1. 02

   Optionally enable 2FA

   You can enable two-factor authentication in Settings. Scan the QR code with Google Authenticator, Microsoft Authenticator, 1Password or another TOTP app, then enter your current password and the six-digit code. Save all 10 recovery codes somewhere secure outside the portal: they are shown only once and each works only once. Future sign-ins require an app or recovery code after the password. If you lose both the app and every recovery code, contact the responsible employee; after verifying your identity, an administrator can reset 2FA and end active sessions. Never send an employee your password or authentication codes.

03DocumentsPeriod, upload, review and submission5⌄

1. 03

   Choose the period

   When first opening Documents, choose the upload month. The suggested month is the previous month through the 20th inclusive, and the current month from the 21st; you can choose another. Your choice is remembered while working in this tab. The selected month is shown above the upload area; use “Change month” to switch. This choice applies to documents: check the period separately in cash journals, payments and timesheets. Documents may still be sent after the deadline while the period remains open; closed periods cannot be changed.

2. 04

   Add documents

   Choose a category: sales invoices, purchase invoices, bank statements or other documents. Upload separate files only and extract archives first. Invoices may be uploaded as PDF, an image, signed EDOC or UBL/Peppol XML; bank statements as PDF or Fidavista XML. Each file may be up to 25 MB, with up to 35 files selected at once.

3. 05

   Check attached files

   Files are attached automatically as soon as you choose them. Make sure they are in the correct category; you can still remove them before sending. You may add a short document note of up to 200 characters; use messages for questions.

4. 06

   Send to your employee

   On first use, accept the Electronic Document Circulation Rules. Before every submission, confirm that the copies are complete, readable and match the originals, then press the send button for the selected month. In the confirmation dialog, check the company, month and file count, then press “Yes, send”. Wait for confirmation that the documents were sent. Submitted files cannot be deleted in the portal; while the period remains open, an ordinary document can be replaced with a new version.

5. 13

   Document accounting period

   An employee can assign a document to another accounting period. The original submission and file are preserved. “Not accounted for in this month” means the document is accounted for in another month; do not upload it again.

04Communication and notificationsStatuses and employee questions1⌄

1. 07

   Follow the status

   The portal shows document statuses, notifications and messages from your employee. Reply in “Communication” if more information is requested. If “Conversation closed” is shown, you can read the history but cannot send another reply. Contact the responsible employee if the topic needs to continue; they can reopen it.

05Cash journalsSubmitting cash register data1⌄

1. 08

   Complete the cash journal

   If cash journals are enabled, choose the cash register and month, then enter the Z number, cash and non-cash totals. In a 21% and 12% journal, also copy Grand Total, net sales and VAT separately for each rate from the Z report. In a two-rate journal, leave unused rates blank and leave the entire row blank when there is no report. In a standard journal, leave the Z number blank and the amounts at zero on a day without a report. Do not enter “0” as a Z number; report numbers must be positive and unique. Payments must match sales including VAT; correct discrepancies before submitting. Days outside the month are locked. Wait for “Saved”. Confirm both the data accuracy and the Z report numbering before sending. If no file is attached, also select the declaration for submission without an attachment. A successful submission has the status “Submitted”; “Draft” means the data is only saved. An employee must return a submitted journal before it can be corrected.

06PaymentsReviewing prepared payments2⌄

1. 09

   Review payments

   The Payments section contains salary, VAT, tax and other payment lists prepared by MG Alliance. You may mark each completed payment as paid; this helps track progress but does not replace bank confirmation.

2. 14

   Calculation attachments

   Download employee-provided PDF and XML files from “Calculation attachments” in the payment list. Downloading an XML file does not itself make a payment. When a list is updated, review the new files and payment details.

07LeaveSubmitting employee leave information2⌄

1. 10

   Report employee leave

   In Leave, enter the employee name, leave type and dates. Submit the information and employee application before payroll calculation begins; the deadline is individual for each client and depends on the agreed payroll calculation date. Attach the employee application as a PDF or confirm that the employer keeps the original. A non-cancelled record may be corrected or cancelled even after processing; a correction must be processed again, and all versions are retained. Download employee-prepared leave documents from the record.

2. 15

   Leave submission period

   Through the 15th of the month inclusive, you may submit leave starting in the previous month; from the 16th, the start date must be in the current month or later. Contact the responsible employee about earlier dates.

08TimesheetsHours, submission and corrections1⌄

1. 11

   Timesheets

   If enabled for your account, choose the current or previous month. Add employees or copy names from the previous month into an empty timesheet; hours are not copied. Enter worked and night hours or codes B — rest day, A — leave, SA/SB — sick leave. Wait for “Saved”, confirm that the information is accurate and submit. Submitted timesheets are read-only; corrections require an employee to return the timesheet and the month must still be available for editing. Previous versions remain in the archive.