Page contents

Requirements

Customers and Suppliers

Products and transactions

Character Limits

The following article details the requirements that must be met to ensure a successful connection for Unleashed's Access Financials integration, and some important notes on how the integration will behave when syncing data from Unleashed to Access Financials.

Requirements

• The email address used for your Unleashed User must match the email address for your Access Financials login to successfully establish an integration between Unleashed and Access Financials. 
  Tip: We recommend migrating your Unleashed account into Access Evo for an optimal experience.
• Your Unleashed account's Base Currency, found under Settings, Company, must match your Access Financials' Base Currency for a successful connection. 
• Unleashed's Access Financials integration does not export the Currency Rates set in Unleashed's transactions. You must ensure that all currencies and exchange rates used in Unleashed are aligned with the currencies and exchange rates in Access Financials to avoid variances and export errors.
• Unleashed will export transactions and their values to specific Analysis Codes if Account/Analysis Mapping has not been set. Ensure that an Analysis Code is created for each currency used for both the Creditors (Suppliers) and Debtors (Customers).
• The date selected in Unleashed's Financial Year End, found under Settings, Company, Details, must match the Financial Year set in Access Financials. 
• You can only integrate your Unleashed account with one Access Financials Database. Once you are integrated, if you wish to integrate your Unleashed account with another Access Financials Database then you must Disconnect from the Configuration page, then reconnect.
  WARNING: After initial set-up, connecting to a different Financials organisation and/or database can result in undesirable breaks in the data that is synced to your prior and new databases. Proceed with caution.
• DO NOT adjust or remove the System Admin (User ID: SA) user in Access Financials which MUST HAVE the “Administrator profile”.
• DO NOT disable the Purchase Order setting for the “Administrator profile” in Access Financials.

Customers and Suppliers

• Once connected, any new Customers or Suppliers created and saved in Unleashed will export to Access Financials.
• Customers created in bulk using Unleashed's Import Customers template will automatically export to Access Financials.
• Suppliers created in bulk using Unleashed's Import Suppliers template will not automatically export to Access Financials. Re-import the new Suppliers using the Import Suppliers template again, and this will trigger their export to Access Financials.
• Access Financials does not allow Customer or Supplier Account Codes to be amended. We do not recommend changing a Customer or Supplier Code in Unleashed, as this will break the mapping for the record. Instead, either delete or obsolete the existing Customer or Supplier in Unleashed and create a new one with the preferred Customer or Supplier Code.
  Tip: Do not use Customer Change Codes or Supplier Change Codes when integrated with Access Financials. 
• The current Stock on Hand value in Unleashed will not export to Access Financials upon the integration's initial connection. Ensure that the Stock On Hand Nominal Account in Access Financials has a Balance Value equal to the current Stock on Hand value in Unleashed when activating the integration's connection. After the connection is established transactions completed in Unleashed will sync to Access Financials to keep the Balance Value in Access Financials aligned with Unleashed's Stock on Hand value. 

Products and transactions

• Unleashed's Access Financials integration does not support exporting product records. Instead of syncing products with Access Financials' Stock module, Unleashed will send the product's details in the transaction's Text Line or Details inline field, depending on the transaction.
• As the integration is one-way, changes made to transactions or records in Access Financials will not sync to Unleashed.
  Tip: Do not make edits to transactions or records in Access Financials directly.
• Once connected, any transaction subsequently completed in Unleashed will export to Access Financials.
• The currency used in Unleashed's Sales Invoices and Purchase Orders will be used when exported to Access Financials. Access Financials will then convert the Invoice or Purchase Order to your Access Financials base currency, using the exchange rate provided in Unleashed's transaction.
• Unleashed's Access Financials will a Nominal Account hierarchy to export transactions to the appropriate Stock on Hand, Cost of Goods Sold and Sales Nominal Accounts. For more details, see Access Financials Integration Setup.
• Journal transactions with a total stock movement value of 0.00 for the Stock on Hand or Cost of Goods Sold account will not export to Access Financials, as they have no impact to your accounts in Access Financials.
• Unleashed's Financial Year will roll over automatically at the start of the new Financial Year. It is advised that your End of Financial Year and Period End processes are finalized as close to the new financial year date as possible. A mismatch in current Financial Year will result in failed exports.

Character Limits

The following table outlines the character limits Access Financials has. You must take these into consideration when creating new records or transactions in Unleashed, ensuring Unleashed's field data aligns with Access Financials' character limits.