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You need to provide finance information for your system, this needs to be provided before we begin any training.
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Finance Links
You need to setup your finance system and once it is setup and working then we need you to provide us with some information so that we can establish the link
What we will need from you
Finance System you are using
Username
Password
Whether you want to have Customers / Suppliers send to this when we join the systems (not always available)
Nominal Codes
We have defaulted the nominal codes in Vision Commerce you will need to update these to correspond to the nominal codes you are using.
Your Setup
This will depend on many factors
Are you using it already
If you are moving to it will it be a
Fresh installation
Data Import from existing
Balances only
There is no clean cut rules of how this will happen and timescales, but what you need to ensure is that your finance system is in a state ready to accept new transactions when VC goes live, usually this means you have imported data just before the go live (if you are importing data)
We will provide a 30 minute call with yourselves and your accounts person to discuss how this will work, but please let us know if you need this to happen.
What we will post to the finance system
Integration through the API should be instantaneous, you should not need to double enter anything, however there are times when this does not work and this could be for a number of reasons, we have tried to set Commerce to retry a number of times and we also have the ability to re-send the information, but we are reliant on three systems all working fine.
What we sent is
New customer accounts – amendments to those accounts – sales invoices – credit notes
New supplier accounts – amendments to those accounts – stock purchase invoices – freight invoices
This is best explained in the following diagram :
Invoices we post into the finance system are header level only, and where a line is required this will be a single line for the entire order, we do not populate this with stock information nor do you need to hold stock information within the finance system
Supported Systems
Vision Commerce has multiple options to connect to different finance systems.
It works best if fully connected to the finance system, the options available or coming soon are:
Application | Version | Conectivity | Link to Configuration Document |
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Sage 50c | Desktop | API for posting | No longer available |
Sage 200 | Desktop | CSV for Posting | No longer available. |
Xero Accounts | Cloud | API | What we will need from you
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Quickbooks | Cloud | API | What we will need from you
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Sage 50c | Cloud | API | What we will need from you
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CSV Only | Cloud | CSV File | Document coming soon with the formats we export as part of the CSV file output. |
What we send to the finance system
new customers and amendments to customers
new suppliers and amendments to suppliers
purchase invoices for stock
purchase invoices for freight for stock purchases (if you choose to post these)
sales invoices and credit notes for all invoices raised.
What can you see in Commerce from your finance system
whether customers and suppliers are setup
purchase ledger account transactions
sales ledger account transactions.
sales ledger customer information
A user of commerce would not need access to the finance system if they need to check how much a customer owes or what they have / have not paid.