Varibill's Accounting Connector

Introduction

Built to communicate directly with customer's on-premise accounting software, the Accounting Connector populates billing data directly from Varibill to your local system. Ensuring accurate, up-to-date invoice generation you can depend on.

Note: Varibill will only integrate with accounting systems, and versions, that are currently supported by the vendor of the accounting system. 

It remains the responsibility of the customer to ensure that the version of the accounting system is supported and that the relevant vendor fees have been paid in full.

Does your organization need the Accounting Connector?

Download and install the Accounting Connector only if your organization is running one of the on-premise accounting systems listed below:

• Sage One
• Sage Pastel Partner
• Sage 200 (Pastel Evolution)
• Sage 300 (AccPac)

How does the Accounting Connector work?

Varibill posts invoices to your accounting system using the Varibill Accounting Connector. The Accounting Connector is essentially middleware that calls the Varibill API through set queries and communicates with the the accounting system's API. 

The Accounting Connector should be installed on an accessible server or PC and run by an authorised user. When the Accounting Connector is run, Varibill pushes unposted (Open) invoices to the accounting system. The accounting system then generates the invoices, updates inventory counts (if applicable), updates the General Ledger (GL) and Debtor Ledger. 

Once this invoice is processed in the accounting system, the accounting system returns the invoice numbers to Varibill.

Before you start:

• Ensure the relevant license has been purchased from the accounting system vendor which will allow third-party systems to integrate with the accounting system.
• Ensure the SDK of the relevant accounting system is installed on the server from which the Accounting Connector will be posting, where applicable.
• Ensure the regional settings as used by the accounting system is correctly set up on the server from which the Accounting Connector will be posting, where applicable. These settings will affect decimal rounding when posting invoices to the accounting system.

How to install the Accounting Connector

Should your particular setup required the Accounting Connector, simply head to our Downloads page for installation.

The below window should open. Select Install.

The application should download automatically.

Confirm the installation by selecting Install.

Select Run Anyway if the Windows Defender screen appears. This will confirm that the Accounting Connector is a trusted application.

The Accounting Connector should preferably be installed on one workstation or server. This is to ensure that multiple individuals do not run the Accounting Connector simultaneously which may produce duplicate invoices in your accounting system.

You can test the Connector by running the application and logging in using your Varibill account credentials. 

Note: Please ensure that there are no open invoices on your Varibill account during testing as this may result in these open invoices being posted to your books.

Configuring the Accounting Connector

• The Accounting Connector must be configured to post invoices (from Varibill) to the correct accounting system, company and financial year.

• This can be done by logging in to your Varibill account, navigating to Admin and then to Accounting System. These configuration settings will automatically pull through to your Accounting Connector after logging in.
• Also ensure the APP URL on [Tenant Details] is accurate.
• Should you make any configuration changes, you would need to log out of the Accounting Connector and log back in for the changes to reflect.
• You can select whether you would like to display [rounding] differences on invoices and provide a description for the rounding difference line item.

Note: When the financial year has ended or a version upgrade has been done for the accounting system, the configuration of the Accounting Connector must also be updated, to ensure the invoices are posted correctly.

Using the Accounting Connector

Accounting System

Before posting invoices and/or credit notes to your accounting system we advise that you confirm the accounting system details used. Select Accounting System to confirm this information. 

If the information is incorrect, select "Edit Online" to update the information in Varibill. You would need to log into Varibill to update this information. Once the information has been updated, return to the Accounting Connector, close the application and open it again. 

Once you have logged back in, confirm the information has updated under the Accounting System section.

The "Post" Button

Select this button to post invoices to the accounting system. A popup will open prompting you to select what you would like to post.

• Select the billing cycle
• Select Invoices and/or Credit Notes
• Select OK to start posting
• Let the accounting connector run until the "Posting completed" message appears.

The Reset Button

Should the accounting connector crash or close while posting is in progress then the previous session may still be in progress, but not responding. Select this button to clear the current session. Thereafter select "Post..." again to continue posting invoices and / or credit notes.

The Copy Button

This allows you to copy the Messages displayed. This might come in handy when logging a fault with support.

The Clear Button

This clears the Messages but does not clear the current posting session.

View the Accounting Connector Log File

1. Run the Varibill Accounting Connector

2. Open the Task Manager
3. Find the Varibill Accounting Connector in the Apps list of the Task Manager (under the Processes tab)
4. Right click the Varibill Accounting Connector
5. Select Open File Location
6. Find the log file ('Log.txt')

Related

Post invoices to the Accounting System

Tenant Details