Invoice Export
Invoice Export
In TransVirtual you can setup an EDI (Electronic Data Interchange) that automatically sends PDF, Excel, CSV (etc.) Invoice files to a Customer or Agent, based on specific situations. So, when an Invoice is Approved and Locked you can have an email (for example) send to a customer email address. This process is also possible via FTP, etc; however email is the simplest method of setup and this is what this article will show you how to do.
This requires the Finance module as that is the only way Invoices can be generated.
To see the invoice page, go to Import/Export > Export > Invoice.
How to Create/Add a New Rule
1. To create a new rule, go to the invoice page, where you will see a similar screen as shown below.
2. On invoices page, click on the New Rule button as shown above, a pop up of Create a new export rule will display as shown below.
3. Now manually enter the Rule Name where you input what you want this rule to be called.
4. Now select the Export Framework with the help of Drop and Down button and then click on the Create button as shown above.
5. Once rule is created then it will display on Export Rules tab and highlighted in orange color as shown below.
4. Now select the Export Framework with the help of Drop and Down button and then click on the Create button as shown above.
5. Once rule is created then it will display on Export Rules tab and highlighted in orange color as shown below.
The Orange color shows that this rule is not yet active.
6. Now, click on the new rule and the settings for this rule will appear on the right-hand side of the page as shown below.
7. Here you can add/update the detail of the rules as describe below.
Data Filter
1. To see the data filter tab, at the bottom of the page there is a Data Filter section. The Data Filter is the driving force behind when the rule will and won't apply to a consignment.
2. The data filter tab work in similar way as describe in Runsheet Article.
Update/Edit the Rule
1. Now, click on newly added rule, and you will see the rule details on the right side as shown below.
2. You can update the details as follows:
a. Rule Name: Name given to rule. Can be changed at any point but should be reflective of what the rule will be used for/does. This example will leave rule name as was set on initial creation.
b. Trigger Period: How often the import will look to import new files. In this example it will be set to the default Every 2 mins value.
c. Export Framework: is used to specify how the information will be exported from TransVirtual. In this example we are selecting it Email, here you can update the import framework setting by clicking on setting button, edit email setting popup will display.
You have the ability to customize the FTP, E-mail, Webservice, Printer, Account Package and SMS using the Settings button.
d. Export File Type: Select the export file type with the help of drop and down button. In this example we are using export file type Basic CSV/Excel.
If you want to update the settings of Export Framework and Export File type, then click here and refer Export Framework Setting and Export File type setting section.
e. Enable Export: To enable this new rule, click on Toggle in Yes position, and then click on Update button to save the rules. Once you completed the color of the rule will be in White which means that this rule is enabled.
The Memo and Rule ID Errors are not mandatory field so in this example we keep it blank.
Delete the Rule
1. If you want to delete the rule, simply click on the delete icon, a confirm dialog will pop-up, click on Yes button, the rule will be deleted from database as shown below.
Sending to an Accounts Package
In a similar method to the above, you have the ability to setup EDI export rules to send your invoice data across to your linked Accounts Package.
1. To do this, go to Import/Export > Data Export > Invoices and then click on New Rule as shown below.
2. Now, a pop-up will display, where you can enter the name of the new rule - it is advised to name the rule according to what it will do, refer below example.
3. Set the Export Framework to be AccountPackage, then click on Create button, this rule will then appear in orange in the list on the left.
4. Now click on this rule and update the detail displayed on the right side of the page, starting with the data filter at the bottom of the page.
4. Now click on this rule and update the detail displayed on the right side of the page, starting with the data filter at the bottom of the page.
Data Filter
A. The data filter should appear as per the above.
B. To add the data filter, first select the filed with the help of Drop and Down button, here we are using as Invoice State, now click on Next button.
C. Select the Logic, here we are using it Equal again click on Next button.
D. Now select the Value, here we are using as ApprovedLocked and finally click on Add Rule button.
This then populates the data filter with the text/logic seen in the above image - this particular logic means that the rule will only apply to any invoices that get locked and approved; at which point these will flag to be sent across to your Accounts Package.
The rest of the settings are okay to leave as is - just need to enable the rule and turn on the rule!
Edit Export Rule Helpers
1. If needed, you have the ability to extend on your EDI rule setup to send to your linked Accounts Package to be able to further split up and nominate what invoice information should be sent to what code in your Accounts Package.
2. To do this, click on Edit Export Rule Helpers button as shown below.
2. To do this, click on Edit Export Rule Helpers button as shown below.
3. After step 2, you will be redirected to Invoices Export Rules page a sshown below.
4. Now, click on New Rule and you will then have the option to name your new rule - name according to what it will be used for.
5. In this example we are going to create two rules; one for a customer called TransVirtual and the other for a customer called TEST Customer - the purpose of these rules is that we are going to send their invoice data to account codes different to the default listed against the Income Link for our linked Accounts Package as shown below.
5. In this example we are going to create two rules; one for a customer called TransVirtual and the other for a customer called TEST Customer - the purpose of these rules is that we are going to send their invoice data to account codes different to the default listed against the Income Link for our linked Accounts Package as shown below.
5. Now click on the rule whose detail you want to edit, the detail page will display on the right side of the page and update them accordingly, starting with the data filter at the bottom of the page as shown below.
Using the data filter builder, we are going to select Customer Name from step 1, Equal from step 2 and then type the customer name TransVirtual exactly as it is listed in your account. Click Add Rule and you will then see that the data filter now has text/logic populated:
At present, this rule will only apply to invoices where the customer name is TransVirtual - which is what we are after for this example.
From here, we will amend the settings at the top to complete this setup:
Rule Name = Setup when the rule was created. Can be changed if needed but should reflect what the rule will do.
Price Value = This is what information will be sent to the nominated Account Code, Job Code and Category.
For this example we will set as Grand Total which means the Grand Total invoice amount will be sent to the listed Account Code, Job Code and Category.
Account Code = The Account Code you wish to send the Price Value to, where you wish to send this data to in your linked Accounts Package.
Account Code = The Account Code you wish to send the Price Value to, where you wish to send this data to in your linked Accounts Package.
Job Code = The Job Code you wish to send the Price Value to, where you wish to send this data to in your linked Accounts Package.
Category = Category you wish to send the Price Value to, where you wish to send this data to in your linked Accounts Package.
This example will be changed like the below:
To summarize, when invoices for customer TransVirtual are approved and locked in this account, we are going to have the Grand Total price of the invoice send to the Account Code listed against this rule. This Account Code is different to the default listed against the Accounts Package.
We would then repeat the same process for the other rule for customer TEST customer, but instead of sending to Account Code 1-1000, the invoice data will be sent to another code in the Accounts Package.
We would then repeat the same process for the other rule for customer TEST customer, but instead of sending to Account Code 1-1000, the invoice data will be sent to another code in the Accounts Package.
This is just a basic example of what can potentially be setup here.
There are many possibilities available here such as sending all Fuel Levies to a nominated Account Code or sending Tax only to a nominated Account Code.
Any changes made or setups implemented should be thoroughly checked and tested to ensure all works as expected!
There are many possibilities available here such as sending all Fuel Levies to a nominated Account Code or sending Tax only to a nominated Account Code.
Any changes made or setups implemented should be thoroughly checked and tested to ensure all works as expected!
Extra Information
1. It is possible to setup EDI Invoice rules and have them send via means other than email. These are generally more complicated and require more advanced knowledge.
2. It is also possible to have other criteria/conditions in your data filter. The logic in the above example is the most basic and is a good default setup. If you wanted to only send this information to one Customer, you could also add logic into the data filter that says when the Invoice is Approved and Locked and the Customer name is 'X', send this information to this email address. There are many possibilities for EDI setups.
Note: The setup for an agent invoice EDI export is much the same as the above with the main differences being where the email is sent and what information is sent with the csv or export file. Please keep in mind that if exporting pricing to an agent, make sure you check you are NOT sending customer prices instead of supplier/agent pricing UNLESS that is what is required.
Please also consider the data filter for this setup if required and also ensure that all necessary testing is performed where possible before the rule is implemented.
Please also consider the data filter for this setup if required and also ensure that all necessary testing is performed where possible before the rule is implemented.
Error messages
1. There may be times when you get an error when trying to send data across to an accounting package (such as Xero, MYOB). If this occurs, it could be due to an error/configuration issue from the accounting package end or from within your TransVirtual account.
Typical issues that could arise includes but not limited to:
- Locking a month/accounting period in the accounting package. Xero (for example) allows users the ability to Lock or close an invoice date which means if you are trying to send an invoice across to Xero and the date falls within that locked range, Xero will not let the data transfer across, and the export will continue to fail from the TransVirtual end (until the period is 'unlocked' or the export stops trying to send across from the TransVirtual end).
Typical issues that could arise includes but not limited to:
- Locking a month/accounting period in the accounting package. Xero (for example) allows users the ability to Lock or close an invoice date which means if you are trying to send an invoice across to Xero and the date falls within that locked range, Xero will not let the data transfer across, and the export will continue to fail from the TransVirtual end (until the period is 'unlocked' or the export stops trying to send across from the TransVirtual end).
- If a transfer is not occurring, you may need to Refresh your accounting package link:
- If changes to contact details/cards in the accounting package have occurred, a 'refresh' may need to be performed to allow any invoice exports to sync across.
- You may also see an error of card file not mapped. This simply means that the customer or agent has not been linked to a spot in the linked accounting package within their card file (under the Finance tab):
TransVirtual needs this information to know where to send the invoice data for that customer/agent.
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