Using the Unleashed-Access Financials Integration
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You’ve successfully connected your Unleashed & Access Financials accounts, but now what? how does it work? The following section will describe how each transaction and record exports from Unleashed to Access Financials.
Unleashed → Access Financials
The Unleashed-Access Financials Integration is a one-way integration with Customers, Suppliers, & Transactions exporting from Unleashed → Access Financials automatically based on event triggers. The following records and transactions will export to Access Financials from Unleashed:
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Customers
-
Suppliers
-
Sales Invoices (Non-Batched)
-
Credit Notes
-
Purchase Orders
-
Purchase Order Costs & ReCosts
-
Purchase Order ReCost Journals
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Sales Shipment Journals
-
Stock Adjustment Journals
-
Stock Revaluation Journals
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Stock Count/Take Journals
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Credit Journals
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Supplier Returns
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Supplier Return Journals
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Assembly Journals
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Assembly Costs
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Disassembly Journals
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Stock Journals Including:
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PO Stock Journal
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PO Cost & Re-Cost Stock Journal
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Assembly Cost Stock Journal
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Suppler Return Stock Journal
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Supplier Return Cost Stock Journal (“Refund” costs only)
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Customers
Unleashed Terminology: “Customers”
Access Financials Terminology: “Customers” or “Debtors”
Action Trigger: Selecting “Save” within the Unleashed Customer Record after updating or creating a Customer record.
Result: a New Customer Record is created in Access Financials if a corresponding record isn’t identified. If a corresponding record is identified then a mapping is established between the two records & the Access Financials record will be updated to match the Unleashed Record. Corresponding Records are identified by a matching Customer/Account Code.
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Customer Code |
Account Code |
|
Customer Name |
Name |
|
(Primary) Contact First Name |
First name |
|
(Primary) Contact Last Name |
Surname |
|
(Primary) Contact Email Address |
|
|
(Primary) Contact Phone Number |
Telephone |
|
(Primary) Contact Mobile Number |
Mobile |
|
(Postal Address) Address Line 1 + (Postal Address) Address Line 2 |
Address |
|
(Postal Address) Town/City |
Town |
|
(Postal Address) State/Region |
County |
|
(Postal Address) Postal Code |
Postcode |
|
(Postal Address) Country |
Country & Customer VAT Type (Converted to “Home”, “EU”, or “Non-EU”) |
|
GST/VAT Number |
VAT Registration Number |
|
Currency |
Currency Code |
Suppliers
Unleashed Terminology: “Suppliers”
Access Financials Terminology: “Supplier” or “Creditors”
Action Trigger: Selecting “Save” within the Unleashed Supplier Record after updating or creating a Supplier record.
Result: a New Supplier Record is created in Access Financials if a corresponding record isn’t identified. If a corresponding record is identified then a mapping is established between the two records & the Access Financials record will be updated to match the Unleashed Record. Corresponding Records are identified by a matching Supplier/Account Code.
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Supplier Code |
Account Code |
|
Supplier Name |
Name |
|
(Primary) Contact Email Address |
|
|
(Primary) Contact Phone Number |
Telephone |
|
(Primary) Contact Mobile Number |
Mobile |
|
(Postal Address) Address Line 1 + (Postal Address) Address Line 2 |
Address |
|
(Postal Address) Town/City |
Town |
|
(Postal Address) State/Region |
County |
|
(Postal Address) Postal Code |
Postcode |
|
(Postal Address) Country |
Country & Customer VAT Type (Converted to “Home”, “EU”, or “Non-EU”) |
|
GST/VAT Number |
VAT Registration Number |
|
Currency |
Currency Code |
Sales Invoices
Unleashed Terminology: “Invoice” or “Sales Invoice (SI)”
Access Financials Terminology: (Debtor) “Invoice”
Action Trigger: Adjusting the Invoice status in Unleashed to “Completed” (note: this will occur automatically when Completing a Sales Order in UNL)
Result: a new Debtor Invoice is created in Access Financials based on the details & values of the Unleashed Invoice
Note: Invoices will not be batched, these will be sent on a per Invoice basis
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Customer Code |
Customer |
|
Invoice Date |
Date & Receipt Date |
|
Due Date |
Due Date |
|
Full UNL Invoice Number + Customer Reference (first 30 characters only due to Access Financials Character Limit) |
Description (Header) |
|
Product Code + Product Description |
Detail |
|
Line Total |
(base currency) NET - for transactions in the Base/Home Currency or Currency Net - for transactions not in the Base/Home Currency |
|
Line Tax Code |
VAT Code |
|
Currency |
Currency |
|
Nominal Account Code: 1000 |
Analysis |
|
Current Financial Year as per Unleashed Settings |
Year |
|
Current Period retrieved from Access Financials settings |
Period |
Credit Notes
Unleashed Terminology: Credit Note
Access Financials Terminology: Debtor Credit Note
Action Trigger: Adjusting the Credit Note status to ‘Completed’
Result: a new Debtor Credit Note is created in Access Financials based on the details & values of the Unleashed Credit Note
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Customer Code |
Customer |
|
Credit Date |
Date, Receipt Date, & Due Date |
|
Credit Note Number |
Description (Header) |
|
Product Code + Product Description |
Detail |
|
Line Total |
(base currency) NET - for transactions in the Base/Home Currency or Currency Net - for transactions not in the Base/Home Currency |
|
Line Tax Code |
VAT Code |
|
Currency |
Currency |
|
Nominal Account Code: 1000 |
Analysis |
|
Current Financial Year as per Unleashed Settings |
Year |
|
Current Period retrieved from Access Financials settings |
Period |
Purchase Order
Unleashed Terminology: Purchase Order
Access Financials Terminology: Purchase Order
Action Trigger: Adjusting the Purchase Order status in Unleashed to “Receipted” or “Completed” (which ever comes first)
Result: a new Purchase Order will be created in Access Financials with the status type “Full Process”, ready for 3-Way Invoice Matching. If any Purchase Order Cost lines are present on the Unleashed Purchase Order, then multiple Purchase Orders will be created to reflect the Purchase Order Cost bills.
Note: Purchase Orders created in Access Financials will have lines automatically marked as “Received”
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Supplier Code |
Account |
|
Full UNL Purchase Order Number + Supplier Reference (first 30 characters only due to Access Financials Character Limit) |
Description |
|
PO Completed Date* or Supplier Invoice Date (*used if no Supplier Invoice Date) |
Date & Required Date (header)
|
|
Delivery Date (line) (If Delivery Date is prior to PO Completed Date or Supplier Invoice Date, then PO Completed Date or Supplier Invoice Date will be used) |
Required Date (line) |
|
“Text” |
Type (line) |
|
Product Code + Description |
Detail (line) |
|
Quantity |
Quantity (line) |
|
Line Tax Code |
VAT Code (line) |
|
Unit Price |
(base currency) Price - for transactions in the Base/Home Currency or Currency Price - for transactions not in the Base/Home Currency |
|
Discount Rate |
Line Discount (line) |
|
“Full Process” |
Status |
|
Nominal Account Code: 9000 |
Analysis (Line) |
|
Purchase Order Currency |
Currency |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Supplier Return
Unleashed Terminology: Supplier Return
Access Financials Terminology: Purchase Credit Note
Action Trigger: Completing a Supplier Return in Unleashed.
Result: Purchase Credit Note will be created in Access Financials with the status type “Full Process”
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Supplier Code |
Account |
|
SR # + Suppler Reference |
Description |
|
Return Date |
Date (header) Required Date (header) Required Date (line) |
|
“Text” |
Type (line) |
|
Product Code + Description |
Detail (line) |
|
Quantity |
Quantity (line) |
|
Return Price |
(base currency) Price - for transactions in the Base/Home Currency or Currency Price - for transactions not in the Base/Home Currency |
|
Line Tax Code |
VAT Code |
|
“Receive Do Not Invoice” |
Status |
|
Nominal Account Code: 9000 |
Analysis (Line) |
|
Supplier Return Currency |
Currency |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Sales Shipment/Journal
Unleashed Terminology: “Shipment” or “Sales Shipment”
Access Financials Terminology: Nominal Journal
Action Trigger: Adjusting the Shipment status in Unleashed to “Dispatched” (note: this will occur automatically when Completing a Sales Order in UNL)
Note: Journals with a $/£0.00 value of movement from SOH & a $/£0.00 value of movement too COGS will not be exported. However, as these would have no effect on these accounts anyway, this will not impact your data.
Result: a new Nominal Journal will be created Debiting the sum of the shipped Products “Average Landed Cost” to the Cost of Goods Sold Nominal Account (2000) and Crediting the same value from the Stock on Hand account (9000)
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Sum of the shipped Products “Average Landed Cost” |
Debit |
|
Nominal Code: 2000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Sum of the shipped Products “Average Landed Cost” |
Credit |
|
Nominal Account Code: 9000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Shipment Number |
Description |
|
Dispatch Date |
Date (header) & Date (line) |
|
Unleashed Base Currency |
Currency Symbol |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Stock Adjustment Journal, Stock Count, & Stock Revaluation Journals
Unleashed Terminology: Stock Adjustment, Stock Count, & Stock Revaluation Imports (Note: these imports will result in a Stock Adjustment transaction in Unleashed)
Access Financials Terminology: Nominal Journal
Action Trigger: Adjusting the Stock Adjustment status in Unleashed to “Completed” or Successfully importing a Stock Revaluation CSV file.
Note: Journals with a $/£0.00 value of movement from SOH & a $/£0.00 value of movement too COGS will not be exported. However, as these would have no effect on these accounts anyway, this will not impact your data.
Result: a new Nominal Journal will be created Debiting the “Total Adjustment Value” to the Cost of Goods Sold Nominal Account (2000) and Crediting the same value from the Stock on Hand account (9000) for a negative Total Adjustment Value.
For a positive Total Adjustment Value, a Nominal Journal will be created Debiting the “Total Adjustment Value” to the Stock on Hand account (9000) and Crediting the same value from the Cost of Goods Sold Nominal Account (2000)
|
Value |
Debit |
Credit |
|---|---|---|
|
Positive Total Adjustment Value |
SOH |
COGS |
|
Negative Total Adjustment Value |
COGS |
SOH |
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Total Adjustment Value |
Debit |
|
Nominal Code: 2000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Total Adjustment Value |
Credit |
|
Nominal Account Code: 9000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Stock Adjustment Number |
Description |
|
Stock Adjustment Completed Date |
Date (header) & Date (line) |
|
Unleashed Base Currency |
Currency Symbol |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Credit Note Journal
Unleashed Terminology: Credit Note
Access Financials Terminology: Nominal Journal
Action Trigger: Completing a Credit Note in Unleashed with Items set as ‘returned’
Note: Journals with a $/£0.00 value of movement from SOH & a $/£0.00 value of movement too COGS will not be exported. However, as these would have no effect on these accounts anyway, this will not impact your data.
Result: a Nominal will be created in Access Financials Crediting COGS & Debiting SOH based on the current ALC of the products being returned into stock.
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Total Adjustment Value |
Credit |
|
Nominal Code: 2000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Total Adjustment Value |
Debit |
|
Nominal Account Code: 9000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Credit Note Number |
Description |
|
Credit Date |
Date (header) & Date (line) |
|
Unleashed Base Currency |
Currency Symbol |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Supplier Return Journal
Unleashed Terminology: Supplier Return
Access Financials Terminology: Nominal Journal
Action Trigger: Completing a Supplier Return in Unleashed with Cost Lines set to “Write off”
Note: Only Cost Lines set to “Write Off” will result in a Supplier Return Journal
Result: a Nominal will be created in Access Financials Debiting COGS & Crediting SOH based on the Cost Value
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Supplier Return Cost |
Debit |
|
Nominal Code: 2000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Supplier Return Cost |
Credit |
|
Nominal Account Code: 9000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Suppler Return Cost Reference |
Description |
|
Cost Date |
Date (header) & Date (line) |
|
Unleashed Base Currency |
Currency Symbol |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Assembly Journal
Unleashed Terminology: Assembly
Access Financials Terminology: Nominal Journal
Action Trigger: Completing a Assembly with Never Diminishing Product component products
Result: a Nominal will be created in Access Financials Crediting COGS & Debiting SOH based on the sum of the Never Diminishing Products Cost Values
Note: Assemblies without Never Diminishing Products will not result in a journal as the overall SOH value is not effected, just the distribution of value across products
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Sum of Assembly UnitCosts for NDPs |
Credit |
|
Nominal Code: 2000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Sum of Assembly UnitCosts for NDPs |
Debit |
|
Nominal Account Code: 9000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Assembly Number |
Description |
|
Assembly Completed Date |
Date (header) & Date (line) |
|
Unleashed Base Currency |
Currency Symbol |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Assembly Cost Purchase Order
Unleashed Terminology: Assembly Supplier Cost
Access Financials Terminology: Purchase Order
Action Trigger: Completing a Assembly with Supplier Costs
Result: a new Purchase Order will be created in Unleashed with the status “Full Process”, ready for 3-Way Invoice Matching.
Note: If there are multiple Supplier Cost lines on the Assembly for the same supplier then only one PO will be created containing all Supplier Cost Lines
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Supplier Code |
Account |
|
“Cost#” + ASM # + Reference |
Description Detail (line) |
|
Cost Date |
Date & Required Date (header) Required Date (line)
|
|
“Text” |
Type (line) |
|
Quantity |
Quantity (line) |
|
Line Tax Code |
VAT Code (line) |
|
Cost |
(base currency) Price - for transactions in the Base/Home Currency or Currency Price - for transactions not in the Base/Home Currency |
|
“Receive Do Not Invoice” |
Status |
|
Nominal Account Code: 9000 |
Analysis (Line) |
|
Suppliers Currency |
Currency |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |
Disassembly Journal
Unleashed Terminology: Disassembly
Access Financials Terminology: Nominal Journal
Action Trigger: Completing a Disassembly with Never Diminishing Product component products
Result: a Nominal will be created in Access Financials Crediting SOH & Debiting COGS based on the sum of the Never Diminishing Products Cost Values
Note: Disassemblies without Never Diminishing Products will not result in a journal as the overall SOH value is not effected, just the distribution of value across products
Field Mapping:
|
Unleashed |
Access Financials |
|---|---|
|
Sum of Disassembly UnitCosts for NDPs |
Debit |
|
Nominal Code: 2000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Sum of Assembly UnitCosts for NDPs |
Credit |
|
Nominal Account Code: 9000 Or The selected Advanced Nominal Account |
Nominal Code |
|
Disassembly Number |
Description |
|
Disassembly Completed Date |
Date (header) & Date (line) |
|
Unleashed Base Currency |
Currency Symbol |
|
Current Financial Year as per Access Financials Settings |
Year |
|
Current Period as per Access Financials Settings |
Period |