Using an Integrated Accounts Package with KCC

Introduction

When integrated with an accounting package (Quickbooks or Xero) there are some processes that must be performed in order for your accounting software to syncronise with KCC. Some processes must be performed within your accounts package and these are also detailed in this guide. The processes of exporting and importing between the systems is a manually started process that will run automatically in the background until it completes.

What can sync between the systems?

All sales invoices as well any prepayments such as credit card payments, all purchase invoices, all credit notes and customer / supplier information relating to these documents as well as a limited number stock items.

Please Note: We do not recommend syncing stock items with your accounting package.

How to use the integration

It is only when you have issued a sales invoice, credit note or posted a purchase invoice that the system will make it available to export to your accounting software. It is not possible to export quotations and proforma orders as these are not an invoice.

Exporting to your accounting package

Exporting information from KCC to your integrated accounts software is just a matter of a few clicks and, once started, the system will run the process in the background allowing you to perform other tasks.

Payments on account will not export from KCC and they must therefore be created and allocated within your accounts software, after this they will be available for import and allocation within KCC.

Exporting data

In order to export your data follow the below steps:

Go to [Accounts | Accounts Integration] and select the Export tab.
In the top grid, green select the items you wish to export.

The grid will display all invoices, the stock items present on these invoices and credit notes as well as prepayment details and allocations.

Click Actions and select Upload Data.

You will be presented with a popup confirming the process will run in the background.
If you have prepaid sales orders, the payments for these will not appear in the Export grid until after they have been received by the accounting software.

After a few minutes your data should be visible in your accounting package. If it does not appear, check the Problems Encountered grid at the bottom of the screen noting any error messages. Once the errors (if any) have been corrected rerun the export process on these items.

Please Note: The 'Run Pre-Check' option on the Actions menu will run a simulated export.

Importing from your accounting package

Importing information from your integrated accounts software is just a matter of a few clicks and just as with the export, once started, will run in the background allowing you to perform other tasks.

Please Note: Payments made using credits will NOT be available for KCC to import and you will notice a discrepancy between the balances shown in your accounting package and KCC if you use credit notes to allocate to invoices. It is therefore essential when printing statements and viewing account balances that this is carried out from within your accounts software.

To import payments to KCC

In order to import payments and allocations follow the below steps:

Go to [Accounts | Accounts Integration] and select the Import tab.
In the grid, green select the items you wish to import.

The grid will display payments ONLY, it will not display any credit notes created in your accounting package or any payment allocations made using credit notes.

Click Actions and select Create and Allocate Payments.

What tasks should be done in my accounts software?

Whilst KCC has a fully accredited accounts package built in, it must be stressed that when integrated with any accounts software that you refrain from using any area of [Accounts] within KCC except the [Stock Value] report.

Payments on account (for both suppliers and customers), bank reconciliation, journals entries and tax returns must be performed on your integrated accounts software as these entries do not sync between the two systems. SP Ledger entries may be entered on either system however any created in your accounting package will NOT import to KCC. Debt management operations should be carried out primarily on your accounting suite remembering to stop sales orders within KCC for the customer where necessary.

What tasks should be done in Khaos Control Cloud?

Creation of sales and purchase orders should always be done within KCC and full details of these can be exported. Duplicates of these documents should also always be provided from KCC to ensure accurate order details.