OnTrax Timesheets allows for vendor specific Customer Billing exports for both Sage Accpac ERP and Quickbooks. Exports for both systems function in the same manner with the exception that the ERP system allows for automated Invoice creation if the automated 'Bi-Directional Communication' is configured. For additional information about this option please reference the help topic "9E. Importing data from Sage Accpac ERP"
Overview
Customer Billing Export functionality allows for the exporting of approved billable time and expense entries. Entries selected for export are compiled and processed into individual Invoices that are displayed for editing prior to running the export. During invoice processing invoices are finalized and written to a text file that is recognized by the target system for import. The export file that is created is accessible through a download link that allows the file to be opened or saved to an alternate location. Sage Accpac ERP allows for an additional step that will transmit the invoice data directly into the target system while also creating the import file. Once processed, invoiced can be viewed and printed in a PDF format.
Steps for creating Invoices
1. Access Customer Billing through the Integration and Customer Billing Export menu items
2. Select the appropriate target system from the Customer Billing drop list.
3. Select the appropriate version from the Version drop list.
4. Ensure that all items within the "Project Mappings" and "Project Item Mappings" screens are correctly mapped. This can be done by entering each of the mapping screens and verifying that Projects and Items are mapped correctly.
Note: Mapping values within the mapping screen are accessible from an embedded drop list. In order to access the list double click the light yellow mapping cells. Values contained within the drop lists are configured thought the appropriate value entry screens accessed through the menu path Configuration --> Application
5. Enter a Job ID and File Name.
6. Select the appropriate date parameters for the data included in the export.
7. Select the appropriate mode "Full Load", 'Delta Initialization" or "Delta Load" based on what your needs are. These functions are described in Exporting Data.
"Delta Initialization" and "Delta Load" are available for both Quickbooks and Accpac ERP exports. The first time you do an export for a Delta export, you should select a date previous to your first entry. The system will check all entries after the initial date and flag and export all approved entries in the system. This allows you to export only records that have been approved. the next time you create an export file you will select "Delta Load"- This tells the export system to check all entries in the system that have been approved. It will then check each entry to see if the item has been exported. If the item has been flagged as exported, the system will ignore those postings because they have already been exported. It will take all new entries and export only the new, approved entries in the system. This type of export makes sure that there is no double export or missing entries from an export which can happen when doing multiple full load exports from the same file. This allows for accurate export of all the information. If at any time you feel the process is not working correctly, you can use the "Delta Delete" button to erase all the flags of postings in the system, and start the "Delta Initialization" process all over again.
8. Enter an Invoice prefix and the starting invoice number. When Invoices are generated they will include the Invoice Prefix followed by the Invoice Number. The Invoice Number will increment by 1 for each additional invoice.
9. Select the appropriate Billing Option. If Customer is selected then postings will first be grouped by the Customer as assigned within the Project Mapping screen. If Customer / Project is selected then Invoice data will be grouped by Customer and Project.
10. Select the appropriate Line Item Grouping. This option allows for the grouping of transaction records within the Customer and Customer / Project grouping selected in step 9. For example, if the Customer / Project billing option is selected in combination with the Item / User Line item Grouping then Invoices will be broken up into separate Invoiced by Customer and Project. Individual Invoice line items will be rolled up by project item and user. If the Line Item Grouping of Item / User / Date is selected then each invoice will display detail line items by Item, User and Date. If Full Actual Detail is selected then no grouping will take place and detail invoice data will be displayed for each individual time and expense posting for the Customer or Customer / Project.
11. Select any available Comment - Memo Detail options. This option will determine what information is included in the memo field of the Invoice. This field can be edited once the Invoice is created if desired.
12. Select the Create Customer Billing button - This will compile the data for the invoices based on each of the options selected above. Once data is compiled the Invoice Processing screen is displayed.
13. Invoice header and detail information is editable before Invoice Processing. If for instance a particular line item should not be included in the invoice the 'Exclude' check box can be selected. This will remove the item from the processing and will recalculate the invoice as appropriate. Other fields that are editable include 'Invoice Units', 'Invoice Rate', 'Invoice Amount', 'Invoice Tax' and 'Invoice Memo'. All numeric fields such as 'Invoice Rate' will cause the invoice to recalculate and will be the actual fields included when the invoice is generated. The corresponding fields such as 'Rate' will not be included in the invoice as they are included for comparative purposes only. If additional memo information is desired double click the cell in order to enter edit mode. The memo field can contain up to 2000 characters if needed.
Note: The recalculation of Invoice amounts may take a moment if the data volume is large so please be patient.
14. Once satisfied with the invoice data select the 'Process Invoice' button. This will commit the invoice data to the database and return to the previous screen. Once a the previous screen the export file can be downloaded via the download link created for this export.
15. If you wish to view, print or export the finalized invoice to excel the invoice can be accessed through the binocular icon at the end of the export detail record row.