This guide provides a detailed overview of the Accounting Integration Dashboard in Commusoft, explaining its features and functionalities to help you manage your accounting package integration effectively.
View Dashboard
➡️ Profile icon > Integrations > Accounting packages > View dashboard
1. Dashboard Tab
The Dashboard tab provides key details and performance metrics for your accounting integration. Here's a breakdown:
Overview Bar (Top Section)
Accounting Package: Displays the name of the connected accounting package (e.g., Sage 50cloud Accounts).
Data Last Sent On: The date and time when data was last successfully sent to the accounting package.
Financial Cut-Off Date: Specifies the date used to determine which financial records are included in the integration. This is typically set during the initial integration setup but can be updated as needed (e.g., for tax or financial year adjustments).
Dashboard Boxes
Waiting to Be Sent:
Displays the number of records queued for transfer to the accounting package.
You can view the list of records by clicking "View."
Use the "Send Data Now" button to manually send the queued records.
If set to automatic, records are sent every two hours. A message under this box will confirm the automatic setting.
To exclude records from being sent, you can mark them as "Do Not Send." For detailed steps, refer to the Failed section.
Processing:
Shows the number of records currently being processed by the system.
Processing times vary based on the accounting package:
Online packages like QuickBooks or Xero process faster.
Desktop applications like Sage 50 rely on local services and may take up to five minutes.
Records in this box will either move to Successful or Failed.
Failed:
Displays the number of records that could not be processed.
Click View" to see the list of failed records and troubleshoot issues.
Common failure reasons include:
Invalid nominal codes.
Parent or child record issues (e.g., missing customers or invoices).
Duplicate records flagged by the system.
Use the error details provided to correct the issue and retry.
How to Reprocess Records:
For detailed steps on reprocessing failed records, refer to the FAQs.
How to Mark Records as Do Not Send:
Records in the Failed section can be excluded from synchronization with your accounting package by marking them as "Do Not Send." This breaks the link between Commusoft and your accounting package, so related records may need to be manually entered into the package later.
Marking One Record as Do Not Send:
1. Click on the tab corresponding to the type of record.
2. Click the + next to the record and select Mark as Do Not Send.
Marking Multiple Records as Do Not Send:
1. Click "View" in the relevant section.
2. Use the checkbox on the left to select the required records.
3. Click Mark as Do Not Send in the top right corner.
Successful:
The Successful section provides a detailed view of all records that have been successfully sent to your accounting package and allows you to resend them if needed.
For detailed steps on reprocessing records, refer to the FAQ guide: How to Resend Records.
Audit History:
View a detailed log of changes made to any record in this section.
Locate the Record
Click +
Click View.
Examples:
Status Changes: "This record successfully sent to your accounting package," "This record failed to send."
Customer Changes: "User [name] edited customer’s name from [value] to [value]."
Invoice Edits: "User [name] edited line item: [description] unit price from [value] to [value]."
Payment Edits: "User [name] edited the payment amount from [value] to [value]."
Please Note:
Audit history is only available for records connected to an accounting package.
Changes made in Commusoft are tracked; however, changes in your accounting package are not included in the audit.
2. Notifications
The Notifications tab allows you to manage email notifications for integration failures, ensuring you’re promptly informed of any issues.
Adding a Notification Email
Click Add New Notification Contact.
Enter the email address and confirm by clicking Add Notification Contact.
Removing a Notification Email
Click Delete next to the email address you want to remove.
Type DELETE to confirm, then click Delete.
3. Records Marked as Do Not Send
Marking records as "Do Not Send" ensures they are excluded from synchronization with your accounting package.
How to Remove Records from Do Not Send
Locate the record you want to remove from "Do Not Send."
Click Send records to accounting package.
4. Quick Links
The Quick Links section provides easy access to key settings and actions related to your accounting integration.
General
Change Settings:
Enable or disable specific features in your integration:
Import Payments (not available for Sage 50 or Kashflow)
Automatically sync payments from your accounting package into Commusoft.
All payments entered into the accounting package will import to Commusoft, including payments not related to an invoice.
Payments cannot be imported retroactively and will only start importing once enabled.
Payments must not be added as batch payments in the accounting package.
Payments should not be entered into Commusoft once Import Payments is enabled.
Set up your payment methods and nominal codes to match between Commusoft and your accounting package.
For Xero, payments default to the top payment method in your Commusoft list, as Xero does not use payment methods.
How to Enable Import Payments:
Toggle Import Payments to "On" and click Save.
Send Customer Edits (not available for Sage Business Cloud)
You can select whether you want customer or supplier edits to send over to your accounting package. This means that when you change a customer or suppliers details such as their name, or contact information in Commusoft, it will also change it in your accounting package.
This setting is off by default.
Mark Payment as Sent (Xero Only)
Automatically marks payments as "sent" in Xero once processed.
Change Cut-Off Date:
Adjust the financial cut-off date to include or exclude specific transactions based on a new date range.
Edit Package Credentials (Sage 50 Only):
Update the login credentials used to connect to Sage 50 (e.g., username and password).
Use this if your credentials change or if the connection requires reauthorization.
Download Interface (Sage 50 Only):
Download the integration interface or logs for review or troubleshooting purposes.
This is particularly useful for Sage 50, which relies on locally installed software.
Download Web Connector (QuickBooks Desktop Only):
Download the Web Connector used for QuickBooks Desktop integrations.
This enables data syncing between Commusoft and QuickBooks Desktop.
Records
Link Customers and Suppliers:
Use this to manually link customers and suppliers in Commusoft to corresponding records in your accounting package.
This prevents duplicate entries and ensures accurate data synchronization.
Customers and suppliers can be linked to your accounting package in two ways:
Via the Accounting Dashboard:
In the Quick Links > Link Customers and Suppliers.
Use the table to fill out each accounting reference and click Save Accounting References to associate customers/suppliers correctly.
Ensure the accounting references are accurate to avoid duplication in your accounting package.
Through the Customer/Supplier Page:
Navigate to the customer or supplier's page in Commusoft.
Locate the third party reference box and follow this guide: Linking Customers/Suppliers to Your Accounting Package.
Admin
Delete Integration:
Remove the connection between Commusoft and your accounting package.
Use this option if switching to a new accounting package.
Deletion should be considered carefully as it is irreversible.