VETtrak has the ability to integrate with an external Finance system - such as Xero/MYOB. For information on how to set up this integration, please see the following article:
TABLE OF CONTENTS
- Finance integration functionality within VETtrak
- Transferring Invoice information to the Finance System
- Creating an Adjustment/Credit Note for use with an Integrated Finance System
Finance integration functionality within VETtrak
Once a Finance system has been integrated, it's functionality should be relatively seamless with your regular day-to-day finance management within VETtrak.
For example, the act of Invoicing within VETtrak will have the same steps as described in our Invoicing article, however the Finish screen will show the Include this Invoice in the next finance system transfer option:
Selecting this item will flag the invoice to be added to a batch in preparation for being sent to your integrated finance system.
While this is checked on by default, you can opt to un-check this option if you do not require a specific invoice to be transferred to your finance system.
Any activity recorded against the invoice after it's creation will be tracked and sent as part of the total batched information - meaning you can record Payment activity immediately against the invoice prior to sending the information to your finance system.
The invoice itself can also be edited any time up until it has been transferred to the finance system. After transfer it will be locked and it will be necessary to raise a credit to correct any overcharge.
Transferring Invoice information to the Finance System
Under the Utility menu, expand the Finance utilities option and select Transfer invoices to finance system:
This will display the Finance Transfer wizard:
Press the Load button to process information for your selected organisation. This will then display a summary of the processed information in the grid – with each heading representing a particular status of the data that has been retrieved, including whether it is ready to upload or not.
To the right of the Statistics tab, there are a number tabbed headings that denote the different VETtrak information that can be transferred to your finance system, including:
Clicking on any of these tabs will display that area, and a table of collected information for that tab:
Within the table you will see the information that has been returned, with a Status box on the far left-hand side. Like all status boxes within VETtrak, clicking this status box will return a message to explain why an Error or Warning may be present.
You can then press the button with the three dots besides the items name [...] to open the wizard for that item directly, and amend any issues that may be present.
Clients and Employers that have invoices created for them will be retrieved within this wizard, as preparation for their information to be sent to your finance system.
The Invoices and Payments screens will display a unique grid that allows you to expand headings and view pricing information at a glance.
Invoices:
Payments:
Navigate these headings and correct any outstanding Errors or Warnings until you are satisfied.
⚠️ Be advised: Payments on invoices that predate the Minimum Invoice Date set in your Finance Integration configuration will need special treatment. Any invoices raised prior the finance system integration will not be able to be transferred.
There are two recommended ways to represent this information:
- You can record separate payments for each invoice, so one payment for all pre-integration invoice amounts and another for post integration amounts.
- You can record a single payment, but only pay off post integration invoices with the rest going to the Holding account. You can then allocate the amount from holding against the pre-integration invoices.
Once ready, you can press the Upload button at the bottom of the wizard to process the data upload. Once the upload has completed, a message will display to indicate that the data has been sent to your finance system.
You can now navigate the wizard once more, and observe any updated statuses from the processed information by clicking on the Status box:
This will include any returned Warnings or Errors that may have been encountered when the data was compared to your financial system information:
You should now be able to see the transferred data within your Integrated Financial System.
Please note, once your financial information has been exported, it will no longer be editable within VETtrak. Attempted to edit an invoice that has been exported will display the following message:
Creating an Adjustment/Credit Note for use with an Integrated Finance System
If you are required to change the balance of an Invoice within VETtrak, in most cases you would make use of an Adjustment.
In some cases you may be unable to send an Adjustment from VETtrak to your finance system.
In order to replicate the act of creating a Credit Note, you can do so by creating a new Invoice, and recording a negative balance inventory item against it.
To do this, select the Client or Employer that requires the credit note information, and select the option to Add a new Invoice:
Within the wizard, select Inventory Items:
Select the appropriate Inventory Item that matches the ledger you require:
Enter a negative dollar amount for the item:
Press next to complete the wizard, making sure the Include this Invoice in the next finance system transfer option is checked:
When pushed to your finance system, this negative invoice will represent the required credited amount.