Accounting Link

Entry and Display fields

For Automated Accounting Links (AccountRight Live, MoneyWorks, QBO, Sage Evolution Live, Xero), the following applies:

Last Time this Process was run: Display only field showing the last time that a batch of transactions was posted.

For Batched Accounting Links (MYOB, Quickbooks, Reckon Desktop, Reckon Hosted, Sage Pastel), the following applies:

This screen will process all Accounting Transactions that have not yet been processed by creating and sending a single batch file to a separate Accounting Interface routine.  The data in that routine will post to the respective Accounting System and will return a status of the Batch and all included transactions.

Last Time this Process was run: Display only field showing the last time that an Accounting Link batch run was generated.

Number of Batches Received: Display only field showing the number of Batches that have been returned that contain an invalid transaction.  If this is greater than zero then the button ‘Display All Batches that Failed’ will be available for you to look at the invalid transaction(s)

Import Received Batch Files: If this is ‘checked’ then those batches and their transactions - previously sent to the Accounting Interface routine - will be updated with the status as held in that routine.  If any Batch contained errors then this will be reflected in the count displayed in ‘Number of Batches Received’ field

Export Batch Files for sending: If this is ‘checked’ then the following actions will take place.

Buttons

Display All Batches that Failed: This button will only be visible if there are any ‘Failed’ Batches.  If you click this button then the following screen will be displayed

List panel

This panel shows all the batches that contain transaction errors. Batches and their Transactions in error will be displayed for your reference.

Detail Panel

For the selected Batch this panel shows, by Accounting area, all transactions that were found to contain errors.  The displayed fields are:

Date: The date the transaction was created.  This can be amended here if required.

Reference: The Reference to the source of the transaction.  This reference is specific to the Accounting Area being addressed

Debit Cost Centre: The Debit Cost Centre linked to the transaction.  This can be amended here if required.

Credit Cost Centre: The Credit Cost Centre linked to the transaction.  This can be amended here if required.

Failure Message: Details of the error

(Button) Close: Closes the Failed Batches screen

(Button) Re-Post Batch: This will reset all the ‘failed’ Transactions with status ‘Ready to Send’.  These will then be picked up and included in a new Batch when the ‘Process Batch Files’ Button (below) is selected.

Process Batches:         For Automated Accounting Links, this will trigger the posting of "Ready to Send" transactions, if any exists.

                       For Batched Accounting Links, all current Accounting Transactions in Ostendo will be pulled together in a single Batch and sent to the Accounting Interface routine where it will await posting to the third-party Accounting system

Re-Process Old Batch:  If this is selected then a panel will be presented for you to select and re-send a previously sent Batch.  This is used where - for whatever reason - the original batch had not been return with a Batch Status update from the Accounting Interface routine. 

Export Lookup Files:  (For Batched Accounting Links only) Selecting this button will send the current Cost Centres and Tax Codes from Ostendo to the Accounting Interface routine where it will mapped to Account Codes within the third party accounting system

Close: Close this Accounting Link process and exit the screen.