Ascora integrates with Xero, QuickBooks, MYOB Live and MYOB Essentials and you can integrate your accounting package in Administration → Accounts Integration.
Important Key Points around Accounts Integration:
Integration & Syncing issues
When you connect your accounting package for the first time, it asks you to log in as well as click "Allow Permission" which essentially allows Ascora to connect and sync with your accounting package.
When you experience connection issue or data not syncing, you can go to Administration → Accounts Integration → Disconnect and then Reconnect.
Adding Customers
Your Customers in Ascora will only sync with your accounting package once they become paying customers. This means that unless an invoice is already created in Ascora, you cannot see your customer in your accounting package yet.
Note: When you connect your accounting package for the first time, you will be given an option to import your customer or do it at a later time.
Syncing of Invoices
You can't do invoices in Ascora and your accounting package concurrently so it must be done one way. For example, you can set a specific start date as to when to use Ascora for invoicing.
You can go to Administration → System Settings → Auto Numbering → Invoice which allows you to change the initial number for better reference so you can identify which invoice is done in Ascora moving forward.
Jump In Allocated Numbers
Each mobile app will be pre-allocated 25 numbers whether it's invoice number, job number, or quote number. This is to make sure that a mobile app user is able to create a job, create an invoice, or create a quote even without mobile coverage as Ascora supports offline mode.
You will see a jump in numbers and this won't be an issue and it's the expected behaviour to guarantee unique job numbers, invoice numbers, or quote numbers can be allocated. You might see a big gap when mobile apps are being deleted and reinstalled multiple times.
Syncing Time Frame
- Creating an invoice - takes a couple of minutes to sync with your accounting package
- Payments - you can take payments on either side and they sync both ways. For example, if you take a payment from your mobile app, it syncs with your Xero and if you make a payment in Xero for a certain invoice, it also syncs with Ascora automatically.
- Checking of Payment - takes time as it depends on bank feeds.
Deleting Invoice in Ascora
This will be void the invoice in your accounting package and if you make edits to your invoice in Ascora, it syncs with your accounting package.
Supply invoices
It only syncs with your accounting package only if already accepted in Ascora.
Purchase Orders won't sync in your accounting package as there is no expense involved yet.
Setting up Income Codes.
Income codes are set up in your accounting package and once you integrate with Ascora, such income codes will be available for selection.
Value for the Invoice's Reference field | This is the reference field shown in your accounting package and you can choose to display Job Number, Purchase Order Number, Site Address, or Client Work Order Number. |
| Account Number To Receive Payments | This is your business bank account. |
| Account for Credit Card Payments | You can set up a clearing account to select for credit card payments. |
| Default Payment Method from Accounts | This will record depending on the payment method selected and you can create Payment Methods in Administration → Payments & Tax |
| Default Supplier Invoice Account | This is your purchases income code. |
| Default Supplier Expense Account | Select the default account to record Expenses. You can override this default when recording Expenses against a Job |
| Default Rounding Account | |
| Default Labour Income Account | This is a sales income code unless you set up a unique income code for each job type. |
| Default Materials Income Account | This is a sales income code unless you set up a unique income code for each supply or material. |
| Default Credit Note Account Income Account | You can set up account revenue or set up a more specific one. |
| Default Bad Debt Account Income Account | |
| Push Individual Invoice Lines | If you want as much information going across your accounting package as much as possible, then you can enable this setting. |
| Push Invoice Lines as Items | When you enable this option, an item code will be created in your accounting package for each invoice line |
| Push Invoice Work Undertaken | You can enable this setting if you want the Work Undertaken details to become available in the accounting package otherwise, you can disable this. |
| Relax Restrictions on Selection of Accounts |
Saving Accounting Package Settings and Refreshing Chart of Accounts
When you make changes in Accounts Integration page such as selecting new account income codes, it is important to click Save Accounting Settings.
On the other hand, if you made changes in your accounting package such as creating a new set of account income codes, you must click Refresh Chart of Accounts in Accounts Integration page and that will help push across the changes made in your accounting package to Ascora.
Importing Customer
When you connect your accounting package for the first time, it will ask if you want to import your customers from your accounting package into Ascora. You have the option to click Not Right Now so you can import at a later time.
From Ascora, you can also import your customers by going to Customers → Import/Export → Import from Accounting Package.
Setting up Unique Income Codes for Job Types
You can set up unique income codes for each job type and you must first set up your job account codes in your Accounting Package. Once done, go to Administration → Accounts Integration and click Refresh Chart of Accounts.
1. You can then go to Administration → Jobs and click Edit beside the Job Name.
2. Choose your Account Labour Income Code as well as your Account Materials Income Code if necessary.
Setting up Unique Income Codes for Supplies or Materials
You can set up unique income codes for each supply or material and you must first set up your job account codes in your Accounting Package. Once done, go to Administration → Accounts Integration and click Refresh Chart of Accounts.
1. You can then go to Inventory → Supplies → click the supply name to open the details.
You can then select your unique Account Income Code.
Setting up Unique Income Codes for Labour Roles & Rates
You can set up unique income codes for Labour Roles and you must first set up your job account codes in your Accounting Package. Once done, go to Administration → Accounts Integration and click Refresh Chart of Accounts.
1. You can then go to Administration → Labour & Roles → Edit.
2. You can then select your unique Account Income Code.
To access a quick tutorial around Accounts Integration, you can access the following link.
https://www.ascora.com.au/Portal/TrainingVideos/VideoViewer/Admin-AccountsIntegration-Setup
Related articles
How to Integrate Ascora with MYOB AccountRight
Integrating Ascora with MYOB Essentials
Integrating Ascora with QuickBooks
Add Comment