Post Invoices to the Accounting System

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The Process at A Glance

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Before you start

  • Install and Configure the Accounting Connector
  • Process Billing
  • Posting to your Accounting System

    If you're happy with your invoices as they've been generated in Varibill, you can run your Accounting Connector to update your accounting system with ALL open invoices, for the applicable [billed cycle]. Your accounting system will generate an invoice number, per successfully processed invoice, which will be reflected on the Varibill invoice.

    1. Always make a backup of your accounting system before you run your accounting connector.
    2. It is recommended that all users log out while posting invoices to the accounting system by selecting File, Exit and not just close the accounting system application. When the application is not exited the correct way, background processes may prevent the Accounting Connector to post to the accounting system.
    3. Open the Accounting Connector.
    4. Login with your Varibill username and password.
    5. A valid Varibill user with the permission "Post invoices to accounting system" can run the accounting connector and post invoices. A user requires the "Post Credit Notes" permission to post credit notes to the accounting system. This ensures that unauthorized users don't mess with your books.

    6. Select the "post" button on the Accounting Connector.
    7. Select the cycle that you wish to post.
    8. Only cycles with 'Open' invoices and/or credit notes will be visible in the drop-down.

    9. The accounting system will generate invoices and/or credit notes for the cycle selected.
    10. Errors experienced during the accounting system posting will be returned from the accounting system to Varibill, along with the invoice number of each invoice (where no errors occurred).

      Please don't close the Accounting Connector before this is displayed.

    If there are open invoices (in Varibill) that you do not want to post to the accounting system, you will need to manually close these invoices before you run the Accounting Connector.

    It is important to note that Varibill does not check the client status or credit limits when posting invoices and / or credit notes to the accounting system.

    Once the posting is complete, the Accounting Connector will display a message "Processing Complete".

    Accounting System Integration

    The following values are passed to and from each accounting system during invoice processing:

    Accounting System Posted As Posted to Accounting System Received from Accounting System
    Pastel Evolution Sales Orders Excluding tax amount per line item Total excluding tax

    Total tax

    Total including tax
    Pastel Partner Invoices Header

    Client Account Number

    Invoice Date

    Invoice Detail

    Quantity

    Excluding tax amount per line item

    Including tax amount per line item

    Tax Type Code

    Account Code or Inventory Code

    Line Item Description

    Document Type (Invoice or Credit Note)

    Total excluding tax

    Total tax

    Pastel Xpress Invoices Header Client Account Number

    Invoice Date

    Invoice Detail

    Quantity

    Excluding tax amount per line item

    Including tax amount per line item

    Tax Type Code

    Account Code or Inventory Code

    Line Item Description

    Document Type (Invoice or Credit Note)

    Total excluding tax

    Total tax

    Sage 300 (Accpac) Sales Orders (Inventory ONLY) / Invoices Excluding tax amount per line item Total excluding tax<p>

    Total tax

    Total including tax
    Quickbooks Invoices Excluding tax amount per line item Total excluding tax

    Total tax

    Error Resolution

    Error Reason Resolution
    Customer account code does not exist (or similar) This error is returned by the accounting system and will be displayed if the account number as captured in Varibill (Clients) does not exist in the accounting system. Option 1: Create the account in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.

    Option 2: Update the client account number on Varibill to match the client account code in the accounting system (See Clients), then reverse the failed invoice (See Reprocessing an invoice) and regenerate the invoice (See Reprocessing an invoice).

    Inventory item does not exist (or similar) This error is returned by the accounting system and will be displayed if the inventory item code as captured on Varibill (Products) does not exist in the accounting system. Option 1: Create the inventory item in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.

    Option 2: Update the products' inventory item code on Varibill to match the inventory item code in the accounting system (See Products), then reverse the failed invoice (See Reprocessing an invoice) and regenerate the invoice (See Reprocessing an invoice). Option 3: Post the invoice without this inventory item. You would need to reverse the invoice (See Reprocessing an invoice), and delete the records for this product (See Billing Data Maintenance, Deleting a record), once you've done this, you would need to reprocess the invoice/s (See Reprocessing an invoice).

    GL Number does not exist (or similar) This error is returned by the accounting system and will be displayed if the GL number as captured on Varibill (Products) does not exist in the accounting system. Option 1: Create the General Ledger account in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.

    Option 2: Update the products' GL number on Varibill to match the GL Number in the accounting system (See Products), then reverse the failed invoice and regenerate the invoice (See Reprocessing an invoice).

    Tax Type Code invalid (or similar) This error is returned by the accounting system and will be displayed if the Tax type code as captured on Varibill ([Tax and Rounding Groups]) does not exist in the accounting system. Option 1: Create the Tax Type code in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.

    Option 2: Update the Tax Type Code of the Tax and Rounding group on Varibill to match the Tax Type Code in the accounting system (See [Tax and Rounding Groups]), then reverse the failed invoice and regenerate the invoice (See Reprocessing an invoice).

    Error updating invoices: User details provided is incorrect, User unauthorised (or similar) This error will be displayed if the user, with which you are logging in to the workstation or server, username and/or password and/or keyboard settings is erroneous. Ensure the username and password is correct (where applicable). If this is requested on [Accounting System] setup, then this must be a valid accounting system user.

    Ensure the settings of the actual keyboard matches the settings set up for that keyboard on the workstation or server. This error will also occur if the username and/or password with which you login in on the Accounting Connector is incorrect. The username and password must match the login details used when logging in to the Varibill application. If this problem persists, open the Varibill application (not the Accounting Connector), select "Forgot Password" to reset your password. (See Change Password for more information.)

    GL Period blocked This error will occur if you have closed off the financial period in your accounting system to which you are trying to post invoices. Open the financial period in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.
    Invoice not within Fiscal Period This error will occur if the invoice date does not fall within the fiscal period as set up in your accounting system. Open the financial period in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.
    Not enough inventory on hand (or similar) This error is returned by the accounting system and will be displayed if there is not enough inventory on hand in the accounting system for the Inventory code as captured on Varibill ([products]). Ensure enough inventory is on hand for the inventory item in the accounting system, open the failed invoice (See Reprocessing an invoice) and repost to the accounting system using the Accounting Connector.
    Posting already in progress This error is returned by the Accounting Connector when a session is already in progress on the workstation/server. Select "Reset" (in the Menu) to end the session in progress and then select "Post..." to start a new session.

    Related

  • Accounting System
  • Invoices
  • Frequently Asked Questions
  • Next Steps

  • Email Invoices