Before you start
If you haven’t used the accounts link before you might need to check or configure your invoice and accounts settings.
You can add and configure interfaces yourself to the following Accounting packages:
The Abtrac support team will assist you to configure the link between other popular packages; including QuickBooks, Quickbooks OnLine, Reckon Accounts, Reckon One, other MYOB packages and Sage.
Sending Invoices to your Accounts
Once you’ve configured your accounting interface settings the connection from Abtrac to your accounts is ready to use.
From Invoices > Accounting > choose Create Invoice batch.
Only committed invoices are available to send to your accounting software.
Most accounting packages won’t accept zero value invoices (Write Offs).
Select one or all invoices available to include in a new upload batch.
Like most screens in Abtrac you can change the display order, positions and widths of your batch information from User Control Settings. Choose the “Accounting – Create Batch” or “Account-View Batches” options.
The Abtrac accounts link shows details for Office, Invoice No, Name on Invoice, Recipient, Invoice Date, Amount excl Tax, Amount incl Tax. View Batches also includes : Uploaded, and Upload Error details.
Once you’ve selected your invoices they become part of a numbered upload batch within Abtrac. You can choose the upload button to start the synchronisation and upload with your accounting package.
As the upload process begins Abtrac will make the connection to your accounting software, at this point you may be asked to sign in to your accounts.
Once the connection is established Abtrac will work with your accounting system synchronising, uploading (and updating – where applicable) the invoice, client and job fields in your accounting system.
When the process is completed you are redirected to the View Accounting batch screen.
View invoices that have been batched
All invoices whether synced to your accounts, parked, or those with issues to resolve are able to be reviewed from the View Invoice batch screen.
When a batch is completed Abtrac will deliver a one time return message. It details the invoices attempted and the totals of those uploaded. Any invoices that failed to sync to your accounts include a reason why, usually supplied by your accounting system.
What to do when invoices don’t upload to your accounts
Any invoices that have not uploaded will display first in the view batch list and include an error message. (These errors will need addressed either within your accounting system or within the invoice itself)
You can click on the trash icon in order to remove the invoice from the already linked batch and reattempt uploading the invoice.
You can also click on any invoice number from View Accounts Batch to view the invoice.
If you uncommit an invoice that is linked to an accounts batch you’ll be prompted to choose whether to leave the invoice in it’s original batch or to remove it from the upload batch and make it available to re-upload to your accounts.
Excluding invoices from your Accounts
You can also choose to ‘park’ selected invoices. These Parked Invoices are not sent to your accounting software, and they are then removed from the available invoices to upload for next time. All invoices whether synced to your accounts or not are able to be reviewed from the View Invoice batch screen.
Viewing parked invoices
To View a parked invoice batch, choose Accounting > Invoices > View Invoice Batches
Then choose to show all, or to only view parked invoices for the selected batch number.
Reporting on the Accounts Link
The Invoices by GL Account Code Report gives a list of invoices between selected dates with their amounts classified by the accounting code assigned in Abtrac.
Abtrac KB# 2076