Overview
Once the Varibill Accounting Connector is installed and configured, you can use it to post all open invoices and credit notes from Varibill to your accounting system.
Your accounting system generates an invoice number for each successfully processed invoice, which is then reflected on the Varibill invoice.
Posting Invoices
Always make a backup of your accounting system before running the Varibill Accounting Connector.
Ensure all users log out of the accounting system properly (File → Exit) to avoid background process conflicts.
Open the Varibill Accounting Connector.
Log in with your Varibill username and password.
Varibill Accounting Connector Login 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.
Varibill Accounting Connector Post Selection Only cycles with Open invoices and/or credit notes are visible.
The accounting system generates invoices and/or credit notes for the selected cycle.
Work items encountered during posting are returned to Varibill, along with invoice numbers for successfully processed invoices. For a list of common work items and their resolutions, see Varibill Accounting Connector Work Items.
Note: Do not close the Varibill 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” is displayed.
Connector Controls
The Post Button
Use this to post invoices and credit notes to the accounting system:
- Select the billing cycle.
- Select invoices and/or credit notes.
- Click OK to start posting.
- Wait for the Processing Complete message.
The Reset Button
If the Connector stops responding during posting:
- Click Reset to clear the current session
- Restart posting
The Copy Button
- Copies messages displayed in the Connector
- Useful for logging support tickets
The Clear Button
- Clears messages from the display
- Does not affect the current posting session
Accounting System Integration
The following values are exchanged between Varibill and supported accounting systems during invoice posting:
| Accounting System | Posted As | Posted to Accounting System | Received from Accounting System |
|---|---|---|---|
| Sage 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 200 (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 |
| 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 |
| SysPro | Sales Orders (converted to Invoices) | Header: Client Account Number, Invoice Date, Sales Person Code Detail: Stock Code, Description, Quantity, Unit Price | Invoice Number |
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