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Unleashed preparation

Access Financials preparation

Before you get started on setting up your new Unleashed-Access Financials integration there are a few tasks you’ll need to complete in both systems to ensure that the connection is successful.

Unleashed preparation

Unleashed user email

Your Unleashed user's email address is what the integration uses to populate and authorize access to your Access Financials database from Unleashed. To set up the Unleashed and Access Financials integration, or re-connect to a different Access Financials instance, you must ensure your the email address used for your Unleashed User matches the email address for your Access Financials login. 

To check the email address of your Unleashed user:

1. From Unleashed's main menu, go to Settings, Security and select Users.
2. In the User list, you'll find your user's email address along the same row as your user name.

If you need to update your user's email address, see Users.

Taxes

To successfully sync taxes and transactions from Unleashed to Access Financials the Tax Code for each tax must match across both systems.

Access Financials has a character limit of 4 characters for their Tax Codes, whilst Unleashed's default Tax Codes may have 5 characters. You must ensure that all active taxes setup in Unleashed have a maximum of 4 characters per Tax Code to sync successfully.

NOTE: Tax Codes in Unleashed cannot be edited after they've been created. 

To create a new tax in Unleashed:

1. From Unleashed's main menu, go to Settings, System and select Taxes.
2. Click Add, in the top right corner.
3. Enter a Tax Description/Name.
4. Enter a Tax Code, maximum 4 characters.
5. Enter a number only Tax Rate.
6. Tick either the Sales Tax or Purchase Tax checkbox to assign the tax to the appropriate transactions.
7. Click Add. 

For more details on managing Taxes in Unleashed, see Taxes.

By default, Unleashed includes two No Tax rates, one for Sales and one for Purchases, each with the tax code NONE, that cannot be made obsolete. Similarly, Access Financials has a default G.S.T. tax, with a tax code 0, that cannot be made obsolete. 

We recommend creating a G.S.T. tax with tax code 0 in Unleashed, and a No Tax rate for Sales and Purchases with tax codes NONE in Access Financials to keep both systems aligned.

Customers and Suppliers

To successfully sync Customers and Suppliers from Unleashed to Access Financials the Customer and Suppliers Codes in Unleashed must match the Customer and Supplier's Account Code in Access Financials. Access Financials has a character limit of 10 characters for their Customer and Supplier's Account Codes; whilst Unleashed's Customer and Supplier Codes can have a maximum of 500 characters. You must therefore ensure all Customer Supplier Codes in Unleashed are 10 characters or less to successfully sync to Access Financials. 

Create new Customers and Suppliers in Unleashed

If you already have Customers or Suppliers setup in Access Financials, add them to Unleashed using the Import Customers and Import Suppliers template. 

To bulk add Customers into Unleashed from Access Financials:

1. In Access Financials, from the main menu go to Debtors and select Customers.
2. Click on the Action Cog in the top right corner and select Export to Excel - Current View
   NOTE: Access Financials: How to export Customer or Supplier record information.
3. In Unleashed, from the main menu go to Customers and select Import/Export.
4. In the Customers tab, click on Download Customer Template File.
5. Copy the Customer data from the Export to Excel - Current View download and paste it into Unleashed's Customer Template File, making sure the data's copied into the appropriate columns. 
   NOTE: Do not remove any columns from the Customer Template File.
6. Import the Customer Template File into the Customer's Import/Export page in Unleashed.

For more details on using Unleashed's Import Customers templates, see Import/Export Customers and Import Customers field definitions. 

To bulk add Suppliers into Unleashed from Access Financials:

1. In Access Financials, from the main menu go to Creditors, Reports, and select Suppliers.
2. In the Supplier List Report select Run and Export to CSV.
   NOTE: Access Financials: How to export Customer or Supplier record information.
3. In Unleashed, from the main menu go to Suppliers and select Import/Export.
4. In the Suppliers tab, click on Download Supplier Template File.
5. Copy the Suppliers data from the Suppliers List export and paste it into Unleashed's Supplier Template File, making sure the data's copied into the appropriate columns. 
   NOTE: Do not remove any columns from the Supplier Template File.
6. Import the Supplier Template File into the Supplier's Import/Export page in Unleashed.

For more details on using Unleashed's Import Customers templates, see Import/Export Suppliers and Import Suppliers field definitions.

Update Customer and Supplier Codes in Unleashed

Only use Unleashed's Change Codes feature prior to integrating with Access Financials. If a synced Customer or Supplier's code is changed after it's synced with Access Financials it's mapping will break and will no longer sync successfully. In which case, you will need to obsolete the changed customer or supplier and create a new one in Unleashed to establish a new mapping.

To update an existing Customer Code:

1. From Unleashed's main menu, go to Customers and select Change Codes.
2. Enter the customer's current Customer Code in the *Customer field. 
3. Enter the customer's new code in the *New Customer Code field, maximum 10 characters.
4. Click Save. 

To update multiple Customer Codes:

1. From Unleashed's main menu, go to Customers and select Change Codes.
2. Select the Batch tab.
3. Click on the Download Customer Change Codes template button, which will download a CSV template to your browser.
4. In the CSV template, fill in the *Old Customer Code column with each customer's current customer code alongside their *New Customer Code.
5. Save the file and upload it into the Customer Change Codes Batch tab.

To update an existing Supplier Code:

1. From Unleashed's main menu, go to Suppliers and select Change Codes.
2. Enter the supplier's current Supplier Code in the *Supplier field. 
3. Enter the supplier's new code in the *New Supplier Code field, maximum 10 characters.
4. Click Save. 

To update multiple Supplier Codes:

1. From Unleashed's main menu, go to Suppliers and select Change Codes.
2. Select the Batch tab.
3. Click on the Download Supplier Change Codes template button, which will download a CSV template to your browser.
4. In the CSV template, fill in the *Old Supplier Code column with each supplier's current supplier code alongside their *New Supplier Code.
5. Save the file and upload it into the Supplier Change Codes Batch tab.

Sales Date Refactor

The Sales Date Refactor setting in Unleashed is designed to offset the a time zone constraint between Unleashed and Access Financials. The Sales Date Refactor must be enabled to ensure Sales Invoices successfully export from Unleashed to Access Financials. 

WARNING: Enabling Sales Date Refactor setting will adjust the Unleashed API to return dates and times in your Unleashed account's Local Time, as opposed to UTC. This may cause existing 3rd party integrations using Unleashed's API to fail. Proceed with caution.

To enable the Sales Date Refactor setting:

1. Login to Unleashed as the Account Owner.
   NOTE: Only the Account Owner can enable the Sales Date Refactor setting.
2. From Unleashed's main menu, visit the URL: https://au.unleashedsoftware.com/v2/Feature/Enable/SalesDateRefactor
3. Click on the green Yes, enable Sales Date Refactor button.
4. Click Yes to confirm.

Currencies

Currencies and exchange rates in Unleashed will not sync to update Access Financials' currencies and exchange rates, and vice versa. This means that you will need to setup your currencies in Unleashed manually to match those established in Access Financials.

To set up the currencies you want to trade in in Unleashed:

1. From Unleashed's main menu, go to Settings, System and click on Currency Rates.
2. Use the *Currency Selection dropdown menu to select an alternative currency.
3. Enter a Buy Rate, the amount of foreign currency you get for one of your base currency.
4. Enter a Sell Rate, the amount of base currency you get for one of the foreign currency.
5. Click Save.

For more details on managing currencies with Unleashed see Currency Rates.

Access Financials preparation

Nominal Accounts

The Unleashed-Access Financials integration is hard-coded to post transaction values to three specific Nominal Accounts by default:

• Stock on Hand (SOH) account

• Cost of Goods Sold (COGS) account

• Sales account

These Nominal Accounts need to be setup in Access Financials manually, with the correct details, if the default settings are desired.

The below table outlines the major heading values and nominal codes used in Access Financials for each of the default Nominal Accounts.

To set up a Nominal Account in Access Financials:

1. In Access Financials, from the main menu go to Financials and select Accounts.
2. Click +New.
3. Enter an Account Code (Nominal Code) in the Code field available.
4. Enter a Major Heading value. 
5. Enter your Unleashed account's base currency in the Currency field. 
6. Enter an Account Name for the Nominal Account, clearly describing what the account will be used for. 

7. Click Save.