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Setting up a Finance System Integration

This functionality is a Feature by Request - If you would like it added to your VETtrak license, please contact VETtrak Sales on 1800 838 872 or email sales@vettrak.com.au

VETtrak has the ability to integrate with an external Finance system - such as Xero/MYOB.

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Configuring a finance integration means that VETtrak can synchronise a large portion of financial data between your VETtrak database and your external finance system. Retrieve accounts, items and tax codes to link them across VETtrak ledgers - as well as assigned debtor codes to VETtrak Clients and Employers to map the two across both platforms.  You can also execute data updates to payment statues within both systems.

 

Setting up a new Finance integration for your VETtrak

To add an Finance Integration to your VETtrak system, navigate to the Configuration Manager by pressing either the quick-launch Cog icon, or expanding the Manage menu and select Configuration:
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Right-click on the Finance systems heading, and select Add finance system:
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This will display the Finance System Integration Configuration Wizard:
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In this area, enter the following information:

  1. Enter an appropriate Name for the integration, followed by a Code.
  2. In the Finance System Product dropdown menu, select which finance system you intend to use.

    Note: The items displayed in this area are indicative of the product that currently integrate with the VETtrak software.
  3. In the Minimum invoice date area is used to indicate what date should be considered the earliest point for VETtrak to exchange financial information with your integrated system. Any data that predates the date entered in this area will not be exchanged by VETtrak.  (Required)
  4. The Use for organisations grid allows VETtrak users with multiple organisations within their database to select which finance system should be used for which organisation.

The next steps of this process will differ depending on whether you selected MYOB or Xero

Press Next to continue.

 

Setting up a MYOB finance integration

If you selected MYOB on the first page of the Finance System Integration wizard, the configuration page for this financial system will display. The very first option in this area is the MYOB type area, which will govern whether you make use of a Cloud-based MYOB system, or a Desktop/Local version.

Select the appropriate option for your Organisation, then view the relevant area below. 

MYOB Cloud set up wizard:

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In this area, enter the following information:

  1. MYOB Type will display Cloud-based as the option for this configuration window.
  2. User Access determines whether your VETtrak user's have their own log in for MYOB, or whether a single MYOB account will be used.
  3. Pressing the Login to my.MYOB button will prompt an internal web browser to display, allowing you to enter your MYOB login credentials:
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    Note: This log in may require a Two-Factor code be entered for verification.

    Returning to VETtrak, a message like the following should appear:
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  4. With your log in complete, the Refresh company list button can be used if you need to retrieve an updated list of MYOB company profiles.
  5. Drop-down the Company file area to view available company files retrieved from MYOB.
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    Select the file you wish to use, and press Connect Company File. A message like the following should display
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If you require assistance with accessing your MYOB Company File, please review MYOB Product Assistance.

The Advanced drop-down section on this page will expand to display a range of specific MYOB connection configuration options that can be amended if required.

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Note: These details should remain with their default settings unless advised.


Press Next.

This will display an area to select what tax codes should be used when sending invoices to your finance system: 

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Drop-down the selection areas to choose the relevant item for both GST included revenue and GST excluded revenue.

For example, you may wish to make use of the GST - Goods & Services Tax (10%) option to reflect the GST included revenue.
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Once ready, press Next to display the Finish screen, and end the wizard.

Your Finance Integration will now appear under the heading.

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Right-clicking this option will provide the opportunity to edit your details, or link additional information:

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MYOB Desktop set up wizard:

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In this area, enter the following information:

  1. MYOB Type will display Desktop-based as the option for this configuration window.
  2. User Access determines whether your VETtrak user's have their own log in for MYOB, or whether a single MYOB account will be used.
  3. Enter the MYOB API URL for your MYOB instance.
  4. With your API configured, the Refresh company list button can be used if you need to retrieve an updated list of MYOB company profiles.
  5. Drop-down the Company file area to view available company files retrieved from the API.
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  6. Select the file you wish to use, and press Connect Company File
  7. In order to access the Company file, you will also need to enter the Company file username and Company file password.
If you require assistance with accessing your MYOB Company File, please review MYOB Product Assistance.

Press Next.

This will display an area to select what tax codes should be used when sending invoices to your finance system: 

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Drop-down the selection areas to choose the relevant item for both GST included revenue and GST excluded revenue.

For example, you may wish to make use of the GST - Goods & Services Tax (10%) option to reflect the GST included revenue.
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Once ready, press Next to display the Finish screen, and end the wizard.

Your Finance Integration will now appear under the heading.

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Right-clicking this option will provide the opportunity to edit your details and link additional information:

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Setting up a Xero finance integration

If you selected Xero on the first page of the Finance System Integration wizard, the configuration page for this financial system will display.

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In this area, enter the following information:

  1. User Access determines whether your VETtrak user's have their own log in for Xero, or whether a single Xero account will be used.
  2. Pressing the Login to Xero button will prompt an internal web browser to display, allowing you to enter your Xero login credentials:mceclip18.png
  3. Select the Xero Organisation you wish to use from the drop-down list. You can refresh the list of available organisations by pressing the Refresh organisation list button.
  4. Select a status to be assigned to invoices that are transferred to Xero from the drop-down selection.

The Advanced drop-down section on this page will expand to display a range of specific Xero connection configuration options that can be amended if required.

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Link Finance System accounts

Once you have configured your Finance Integration, the next step includes Linking finance system accounts.

Right-click your created finance integration and select Link finance system accounts:

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This will display the Manage finance system accounts wizard.

Press the Refresh accounts button to display a list of retrieved accounts:mceclip1.png

Using the drop-down selections on the right-hand side, select the relevant VT Payment Type items present within your VETtrak system:mceclip12.png

This area will attempt to match account information using existing Ledger Codes. Otherwise, you can manually assign ledger details that suit your needs.

Note that the wizard allows multiple payment types to be associated/selected for a finance account mapping, This is useful if you want multiple payment types to go to the same account in your finance system.

Select an account using the Default account for payments checkbox option to indicate it is a deposit account for incoming funds.

Press Finish once you are satisfied with the set up.

 

Link Finance System items

Once you have configured your Finance Integration, you can then Link finance system items.

To do this, Right-click your created finance integration and select Link finance system items:

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This will display the Manage finance system items wizard.

Press the Refresh Items button to display a list of retrieved finance system items:
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This area can be used to link Items present within your Finance System to existing VETtrak Inventory Items and Pricing Items.

Using the drop-down selections on the right-hand side, select the relevant Inventory/Pricing items present within your VETtrak system:

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Note that the wizard allows multiple items to be associated/selected for the pricing item mapping, to communicate when a particular finance item may incorporate a number of different VETtrak Pricing items that contribute towards a single total.

Press Finish once you are satisfied with the set up.

 

Managing Finance System accounts via existing VETtrak Ledger Codes

You can also manage your finance system account settings by editing existing existing Ledger Codes.

Within the Configuration Manager:

  • Expand Ledger codes.
  • Right-click the ledger code and choose Edit ledger code.

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This will open the Ledger code Wizard, where you can make changes. Press Next to see the second page of the wizard.

Within this area you can manage finance account information in the grid provided, by expanding the Edit section:mceclip6.png

 

Managing Finance System details via existing VETtrak Inventory Items

You can also manage your finance system account settings by editing existing existing Inventory Items.

Within the Configuration Manager:

  • Expand Inventory Items.
  • Right-click the ledger code and choose Edit inventory item.

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This will open the Inventory item Wizard, where you can make changes.

It is worth noting that you can assign a Ledger Code on the first page of this wizard to associate Finance System details:
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Press Next to see the second page of the wizard.

Within this area you can manage finance item information in the grid provided, by expanding the Edit section:

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Managing Finance System details via existing VETtrak Pricing Items

You can also manage your finance system account settings by editing existing existing Pricing Items.

Within the Configuration Manager:

  • Expand Pricing Items.
  • Right-click the ledger code and choose Edit pricing item.

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This will open the Pricing item Wizard, where you can make changes.

Note: Like above, you can assign a Ledger Code on the first page of this wizard to associate Finance System details.

Press Next to see the second page of the wizard.

Within this area you can configure finance item information in the grid provided, by expanding the Edit section:

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Match Client/Employer to Finance Contact

You can link a Client or Employer in VETtrak to an existing contact in your finance system by right-clicking the Personal node for a client in the Client Manager, or the Details node for an employer in the Employer Manager:

Client Manager: Employer Manager:
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This can also be performed for clients and employers in the Finance Transfer wizard.

This will display a Match Finance Client/Employer wizard:mceclip15.png

While there are unique wizards for matching Clients and Employers, the process is the same for each.

  1. Press the Get Contacts button to retrieve a list of contacts from your Finance System
  2. Amend your Contact filter criteria if required to match the contact you are intending to link
  3. Locate the contact from your retrieved list and tick the Use tickbox to select that contact:
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  4. Press the Link to Selected Contact button to perform the link.

Alternatively, pressing the Add new contact and link button will perform a contact update to your finance system to transfer the VETtrak information to your platform of choice.

This can be useful if you have not yet established that person/company within your finance system.

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