Requirements for Automatic Transfer
Implementation
Invoice and Payment History Information
Transfer Report
In Case of Automatic Transfer Failure
Removing an Invoice or Payment Transferred to Accounting
Accounting Period
Requirements for Automatic Transfer
Purchase Invoices and payments are automatically transferred to Heeros accounting if the following conditions are met:
- The automatic transfer function has been enabled (Settings – General – Connections tab)
- The purchase invoice has a document number, is posted, and is in the last stage of circulation (or in the approval process from which automatic transfer is possible)
- The payment has a document number and has been recorded either automatically from the bank statement or manually paid
- The invoice or payment is moving to the open accounting period
NOTE! In order for the automatic transfer to work, the person transferring the invoice must have at least basic user rights in Accounting.
Implementation
- First, manually transfer the invoices listed in To be transferred - Purchase Invoices to accounting (automatic transfer does not apply to invoices that are already in the Transferable view)
- Enable automatic transfer in Settings – General – Interfaces tab by selecting Automatic transfer enabled = Yes for both purchase invoices and payments.
NOTE! Automatic transfer has not yet been implemented for travel expense reports
NOTE! Automatic transfer is currently not functioning when using bulk transfer
NOTE! The operation of automatic transfer requires that the person transferring the invoice to the stage from which the transfer occurs has at least basic user rights in Accounting.
- Go and change and save the process steps (for example, the last step) from which you want the automatic transfer to be initiated. During the activation, the step must be opened and "YES" must be selected in the "Invoice will be transferred from this step" section. Remember to save the changes for the automatic transfer to work.
4. If you want to transfer the invoice to accounting immediately after it has been posted (and not only at the last step of the approval process), activate the automatic transfer for this step. If the posting of the invoice is changed after the accounting transfer, the changed information will also update in accounting, provided that the automatic transfer is also activated for the invoice's last step (recommended).
In the section Settings – Approval Processes, you can define the stages through which the automatic accounting transfer takes place.
Invoice and Payment History Information
It takes a few seconds for the transfer, meaning the information may not update immediately on the invoice and views.
The invoice history will include a note of a successful or unsuccessful transfer and the name of the person who saved the invoice in the last stage of the approval process.
In addition, in the views Purchase Invoices (In Process, Approved, All), an icon and tooltip will be displayed if the invoice transfer has failed.
The Changes log of the Transaction shows the time of the automatic transfer and the performer of the automatic transfer in Heeros, HSCustomer Admin.
Transfer Report
Transfers from invoices or payments that have successfully moved to accounting will no longer generate a transfer report. Instead, a transfer report will be created for unsuccessful transfers, which also indicates the reason for the failure.
If Automatic Transfer Fails
If an invoice or payment cannot be transferred to the accounting system automatically (for example, the account used on the invoice, cost unit, or VAT code does not match what is in the accounting system, or the accounting period is locked), these invoices or payments will remain in the Transferable view, from which they can be manually transferred to the accounting system after the errors have been corrected on the invoice.
Removing an Invoice or Payment Transferred to Accounting
If an invoice or payment that has been transferred automatically to accounting is removed from Purchase Invoices, it must be manually removed from accounting. Thus, deleting the invoice from Purchase Invoices does not automatically delete it from accounting.
Accounting Period
Please note that it is very important to mark the accounts payable locking date in the accounting (Accounting – Settings - General – Accounting Settings) as soon as the point is reached when no new invoices or payments should be entered from Purchase Invoices for that month.