How to Post Invoices Using the Accounting Connector

Modified on Wed, 25 Mar at 6:02 AM

Posting to your Accounting System

If you’re happy with your invoices as they’ve been generated in Varibill, you can run your Accounting Connector to update your accounting system with all open invoices for the applicable billing cycle.

Your accounting system will generate an invoice number for each successfully processed invoice, which will be reflected on the Varibill invoice.

Process

Always make a backup of your accounting system before running the Accounting Connector
Ensure all users log out of the accounting system properly (File → Exit) to avoid background process conflicts
Open the Accounting Connector
Log in with your Varibill username and password

A valid Varibill user with the permission “Post invoices to accounting system” can run the connector. To post credit notes, the “Post Credit Notes” permission is required.

Select the Post button
Select the billing cycle you wish to post

Only cycles with Open invoices and/or credit notes will be visible.

The accounting system will generate invoices and/or credit notes for the selected cycle

Errors encountered during posting will be returned to Varibill, along with invoice numbers for successfully processed invoices.

Note:
Do not close the Accounting Connector before processing is complete.

If there are open invoices in Varibill that should not be posted, these must be manually closed before running the connector.

Varibill does not validate: - Client status
- Credit limits

Once posting is complete, the message “Processing Complete” will be displayed.

Accounting System Integration

The following values are exchanged between Varibill and supported accounting systems during invoice processing:

Accounting System	Posted As	Posted to Accounting System	Received from Accounting System
Pastel Evolution	Sales Orders	Header: Client Account Number, Invoice Date Detail: Quantity, Excl. tax per line, Tax Type Code, Account/Inventory Code, PO Numbers, Projects, Sales Person Codes	Total excl. tax, Total tax, Total incl. tax
Pastel Partner	Invoices	Header: Client Account Number, Invoice Date Detail: Quantity, Excl./Incl. tax per line, Tax Type Code, Account/Inventory Code, Description, Document Type, PO Numbers, Projects	Total excl. tax, Total tax
Sage 300 (AccPac)	Sales Orders (Inventory) or Invoices (Account Codes)	Excl. tax per line, PO Numbers, Sales Person Codes	Total excl. tax, Total tax, Total incl. tax
Sage One	Invoices	Excl. tax per line	Total excl. tax, Total tax, Total incl. tax
QuickBooks Online	Invoices	Excl. tax per line	Total excl. tax, Total tax, Total incl. tax
Xero	Invoices	Header: Client Account Number, Invoice Date Detail: Quantity, Excl./Incl. tax per line, Tax Type Code, Account Code, Description, Document Type	Total excl. tax, Total tax, Total incl. tax

Error Resolution

Error	Reason	Resolution
Customer account code does not exist	Account number in Varibill does not exist in accounting system	Create account in accounting system OR update client account in Varibill, then reprocess invoice
Inventory item does not exist	Product code missing in accounting system	Create item OR update product mapping OR remove item and reprocess
GL Number does not exist	GL account missing in accounting system	Create GL account OR update mapping in Varibill and reprocess
Tax Type Code invalid	Tax code mismatch between systems	Create tax code OR update mapping and reprocess
User unauthorised / incorrect details	Login or permissions issue	Verify credentials, reset password, ensure valid accounting system user
GL Period blocked	Financial period closed	Reopen period and repost
Invoice not within Fiscal Period	Invoice date outside allowed period	Adjust period or invoice and repost
Not enough inventory on hand	Insufficient stock in accounting system	Update inventory and repost
Posting already in progress	Existing session running	Use Reset and restart posting