Access Financials - Before You Start
FollowGetting Started
Before you get started on setting up your new Unleashed-Access Financials Integrations there are a few tasks you’ll need to complete in both systems to ensure that the connection is successful.
Unleashed Pre-Work
1. Unleashed User Email
If you wish to set up the Unleashed-Access Financials Integration or re-connect to a different Access Financials instance your Unleashed User Email Address will need to match your Access Financials User Email. This is how we recognise that you have authority to connect these two systems as part of the Access Group ecosystem.
To check your Unleashed User Email address please select Settings > Security > User in the left hand menu within your Unleashed account.
If you need to adjust your Unleashed User Email please contact our support team for assistance at support@unleashedsoftware.com
2. Taxes
Access Financials has a character limit of 4 characters for their Tax Codes & unfortunately the default taxes within Unleashed have 5 characters. Until a change is made in one of the systems this means you’ll need to set up new Taxes within Unleashed that adhere to the Access Financials limit.
Tax Codes in Unleashed and AF have to be Identical.
Don’t worry though this is super easy to do, simply select Settings > System > Taxes in the left hand menu of Unleashed to get started.
From here take the following steps:
-
In the Tax Description/Name, Tax Code, and Tax Rate fields, type the required values.
-
Select either the Sales Tax or Purchase Tax check box.
-
Click Add. The new tax will be displayed in the list.
For more details please refer to the following Help Document - Unleashed - Tax Settings
Please note:
Unleashed has default tax codes: “NONE” (can not be marked as obsolete) and “G.S.T.”
Access Financial has a default tax code: ”0” (can not be marked as obsolete)
As for best practice:
-
You want to first obsolete “G.S.T.” in Unleashed as it is over the character limit of 4, hence, it can not be created in Access Financial.
-
Then, create tax code “NONE” in Access Financial for 0% tax.
-
Last, setup the rest of tax codes in AF, add the exact same codes in UNL to match them.
3. Customers
Access Financials has a character limit of 10 characters for their Customer Codes (“Account Code” in Access Financials) where as Unleashed offers a far higher limit in this space. As such, you will need to ensure that your Customer records in Unleashed adhere to this restriction to ensure that we can successfully export or map to Access Financials.
If your Customer Codes are more the 10 characters in length then you can easily change these within Unleashed via the Customer Change Codes section. This can be accessed by selecting Customers > Change Codes in the left hand menu of your Unleashed account.
Customer Codes can be adjusted on an individual level or in a batch via a CSV import. For detailed instructions on how to process this change please refer to the following document - Change Customer Codes
The Customer Change Code functionality in Unleashed should only be used prior to establishing a connection. After the connection is established we would advise that you Obsolete/Delete the incorrect records and create new ones from scratch.
If you are an established Access Financials customer setting up a new Unleashed account you will be able to import your Customer records in bulk via a CSV Import/Export process.
1. First export your current Customer list out of Access Financials by selecting Debtors > Customers > Action Cog (top right of the record list) > Export to Excel - Current View.
2. From here jump into Unleashed to download the Unleashed Customer CSV Import template by selecting Customers > Import/Export > Download Customer Template File.
3. Copy/Paste the relevant data from your Access Financials export into the Unleashed Import Template making sure to maintain the existing column headers & names within the Unleashed Import Template.
4. Save as .CSV
5. Import file into Unleashed by selecting “Drop file here or click to upload” within Unleashed (Customers > Import/Export)
For more details on the Customer Import Process in Unleashed & the Import File Fields please check out the following documents:
4. Suppliers
Access Financials has a character limit of 10 characters for their Supplier Codes (“Account Code” in Access Financials) where as Unleashed offers a far higher limit in this space. As such, you will need to ensure that your Supplier records in Unleashed adhere to this restriction to ensure that we can successfully export or map to Access Financials.
If your Supplier Codes are more the 10 characters in length then you can easily change these within Unleashed via the Supplier Change Codes section. This can be accessed by selecting Suppliers > Change Codes in the left hand menu of your Unleashed account.
Supplier Codes can be adjusted on an individual level or in a batch via a CSV import. For detailed instructions on how to process this change please refer to the following document - Supplier Change Codes
The Supplier Change Code functionality in Unleashed should only be used prior to establishing a connection. After the connection is established we would advise that you Obsolete/Delete the incorrect records and create new ones from scratch.
If you are an established Access Financials customer setting up a new Unleashed account you will be able to import your Supplier records in bulk via a CSV Import/Export process.
-
First export your current Supplier list out of Access Financials by selecting
Creditors > Reports > Suppliers > Supplier List Report > Run & Export to CSV -
From here jump into Unleashed to download the Unleashed Supplier CSV Import template by selecting Suppliers > Import/Export > Download Supplier Template File.
-
Copy/Paste the relevant data from your Access Financials export into the Unleashed Import Template making sure to maintain the existing column headers & names within the Unleashed Import Template.
-
Save as .CSV
-
Import file into Unleashed by selecting “Drop file here or click to upload” within Unleashed (Suppliers > Import/Export)
For more details on the Customer Import Process in Unleashed & the Import File Fields please check out the following documents:
5. TimeZone Off-Set Feature Enabled
The TimeZone Off-Setting feature is required to be enabled to ensure a successful connection. If this is disabled then your Sales Invoices will fail to export from Unleashed to Access Financials.
To enable this feature, first login as the Account Owner via the Unleashed CMS Admin Function.
Once logged in, add /Feature/Enable/SalesDateRefactor to the URL.
This will present you with the Enable Feature | Sales Date Refactor screen. Select “Yes, enable Sales Date Refactor” then “Yes” in the resulting Pop-up.
Warning: Enabling this feature will adjust the Unleashed API to return dates & times in the Accounts Local Time as opposed to UTC. This could cause existing 3rd Party Integrations via the Unleashed API to fail. Proceed with caution.
6. Currencies
Currencies & Currency rates will not be synchronised between the systems at this stage. This means that you will need to setup your currencies in Unleashed manually to match those established in Access Financials.
-
Select Settings > System > Currencies in the left hand menu in Unleashed
-
Select the appropriate currency from the Currency Selection drop-down list
-
Enter the Buy Rate (amount of foreign currency you get for one of your base currency) and Sell Rate (amount of base currency you get for one of the foreign currency)
-
Click Save
For more details on currencies with Unleashed please refer to the following documents:
Access Financials Pre-Work
1. Nominal Accounts
The Unleashed-Access Financials integration is hard-coded to post value to three specific Nominal Accounts by default:
-
Stock on Hand
-
Cost of Goods Sold
-
Sales
These accounts will need to be setup in Access Financials manually with the correct details if the default settings are desired.
To set up a Nominal Account in Access Financials:
-
Select Financials > Accounts > + New
-
Input the appropriate Account Code (see table below) in the field “Code”
-
Input the appropriate Major Heading (see table below) in the field “Major Heading”
-
Input your base Currency in the field “Currency”
(Note: Make sure this matches your Unleashed Base Currency) -
Set a name for the account via the field “Account Name”. The Account Name is not integral to the connection so feel free to choose a name that works best for your business. We would suggest something like “Stock on Hand” or “Unleashed - Sales”
-
Save
Mandatory Nominal Account Details
Nominal Account Name* *(not mandatory) |
Account Type |
“Major Heading" |
Nominal Code |
---|---|---|---|
Stock on Hand |
Current/Intangible Asset |
9 |
9000 |
Cost of Goods Sold |
Expense/Cost of Sales |
2 |
2000 |
Sales |
Revenue/Sales |
1 |
1000 |
2. Create Analysis Codes
Unleashed will post transactions & their values to specific Analysis Codes. Please ensure that an Analysis Code is created for your Base/Home Currency, & one for each ‘foreign’ currency used, for both the Creditors & Debtors with the following naming conventions:
Base Currency
-
Debtors - 1000
-
Creditors - 2000
‘Foreign’ Currency
-
Debtors - 1000(insert currency code here) - e.g 1000GBP
-
Creditors - 2000(insert currency code here) - e.g 2000AUD
Debtor Steps:
-
Select “Debtor” > “Settings” > “Analysis” > “New”
-
Select the “Sales” Type
-
Add a “Code” using the naming convention mentioned above
-
Add a Currency
-
Select Save
Creditor Steps:
-
Select “Creditor” > “Settings” > “Analysis” > “New”
-
Select the “Purchase” Type
-
Add a “Code” using the naming convention mentioned above
-
Add a Currency
-
Select Save
3. Opening Stock on Hand Value
When the connection between Unleashed & Access Financials is established the current Stock on Hand value in Unleashed will not be transferred across. This will need to be manually established in Access Financials prior to connection to ensure that the accounts are accurate moving forward.
To process this, first you must ensure that all pending (parked, placed, receipted, etc) Transactions in Unleashed have been marked as Complete. This will ensure the Opening Stock on Hand value entered in Access Financials continues to be accurate moving forward post connection.
Reminder: Only transactions created Post-Connection will be exported to Access Financials.
Once the pending transactions are closed off in Unleashed, run a Stock on Hand Enquiry to find your current Stock on Hand value. You can action this by selecting Reports > Inventory > Stock on Hand > Run.
This value can be found at the bottom of the report results under the section “Total Costs”
Note this number down then jump back into Access Financials to set your opening balance for the Stock on Hand account. You will need to create and process a Nominal Journal (Financials > Transactions > Journals).
Process this Journal with a line value equal to the Total Cost noted down earlier as a “Debit” for the Nominal Code 9000 created in the previous section.
Note: Make sure this journal is in the same Base Currency as your Unleashed & Access Financials account.
4. Financial Year check
The Access Financial, Financial Year must match the Financial Year period set in Unleashed to ensure a successful connection. Best to check this now before the connection is established.
To locate this in Access Financials select System > Options > System Options > Dates & Periods
To locate this in Unleashed select Settings > Company
5. Enable Automatic Invoice Number & Automatic Credit Note Number setting
Access Financials Automatic Invoice Number & Automatic Credit Note Number are both required to be enabled to ensure a successful connection. If this setting is disabled then your Invoices & Credit Notes will fail to export from Unleashed to Access Financials.
To enable this setting simply visit Settings > Options > Sales Ledger Options from the left hand menu in Access Financials
6. Ensure Purchase Order Document Numbers are Auto-Generated
The Access Financials Automatic “Manual entry” option for Purchase Order numbers is required to be disabled to ensure a successful connection. If this setting is enabled then your Purchase Orders will fail to export from Unleashed to Access Financials.
This setting is disabled by default but it pays to quickly check this by selecting System > Options > System Options > Document Numbers > Purchase Orders from the lefthand side menu in Access Financials:
7. Access WorkSpace & Access Financials Database Name
You will need to know which Access Workspace Organisation & Access Financials Database you are connecting to prior to proceeding to the Integration Setup. This will ensure that the Integration is connected to the correct instance of Access Financials.
The Access Workspace Organisation & The Access Financials Database name can be identified by reviewing the top left hand corner of you Access Workspace window & the Access Financials tab within Access Workspace.
8. Country List
The integration will require the user to maintain their country list so that it matches the naming convention used in Unleashed to successfully establish VAT Type & Country when exporting Supplier & Customer records.
You can easily update this as the country list is editable in Access Financials