What does "Other" mean?
If your accountancy software is not available in the drop-down list, you can create your own export format by selecting "Other" from the drop-down list. Once you do so, you will see the following.
Most Accounting software allow you to assign not only a GL Code (General Ledger code from the Chart of Accounts) to a transaction, but also tag the transaction with another label. invitbox calls this a Cost Centre, but your software may call it something different.
Xero calls them Tracking Categories, MYOB Categories, Reckon call them Classes, etc
If you want to use them, select Yes, then click OK. You will see that the main menu now has a section called Cost Centres.
Uploading Cost Centres
You have the option of manually adding them one by one, or uploading a CSV file with info that you've retrieved from your Accountancy Software
Adding them manually;
You can do this manually, one at a time, by clicking
The image below will be displayed, which you need to fill in. Make sure that the information you enter here matches your Accounting Software's exactly, and that it is case sensitive. Then click OK.
Go to your Accounting Software, and export a list of your Cost Centres into a 2 column CSV file (Cost Centre;Description). You can include a header row, or not include one, it does not matter either way.
In invitbox:Click on Browse> select the CSV file you have saved on your computer> click on Upload> it will ask you 'Does the uploaded file contain a Header row?'> click Yes/No> Next it will tell you: 'Cost Centres were imported successfully' & include a list of how many etc.
You need to load into invitbox a list of your Suppliers from your Accounting Software. This is so that when invitbox processes a transaction from a Supplier, that you can tell invitbox what that Supplier is called in your Accounting Software.
Adding them manually
You can do this manually, one at a time, by clicking
When entering information in the next screen, please ensure that the information matches your Accounting Software exactly, and that it is case sensitive.
Card Id is not mandatory.
Supplier Name is.
If you click OK and Remind, invitbox will add a reminder to your internal mail (Mailbox) that you have manually added a Supplier Card. This is useful if you are manually adding a Supplier Card in invitbox before creating the Supplier in your Accounting Software.
Go to your Accounting Software, and export a list of your Suppliers. You can export a 1-column list (Supplier Name) or a 2-column list (Supplier ID, Supplier Name). Save the file (with or without a header row) as a .txt or a .csv file.
Click set-up beside Supplier Cards on the Admin tab.
Under Company Supplier Cards, Choose File and attach the .txt or .csv file you previously saved. Click upload.
Choose the options presented as below, then Continue.
Your supplier cards have now been uploaded into invitbox.
In your Accounting Software, GL Codes may be called Chart of Accounts, or General Ledger, or something similar.
From your Accounting Software, create a 2 column .csv or .txt file, with or without header row, that contains a list of your GL Codes.
Clean up the list to make sure there are no duplicates or any old codes you no longer use.
Save it to your desktop or somewhere similar.
In invitbox, you can add GL Codes one at a time (in exactly the same manner as outlined for Supplier Cards above),
please note, both the GL Code and the Description are mandatory.
...or you can bulk upload them (again, in the same manner as outlined above).
Once you have uploaded them, you will notice that invitbox allows you to uncheck those that you do not want to see in the drop-down lists presented through-out invitbox. Unchecking a box to say that the code is not In Use will not remove it from invitbox, but will simply hide them from drop-down lists.
If any any stage in the future you do want to see them in a drop-down list, simply come back to this screen and check In Use again.
Invitbox needs to know the Tax Codes and Tax Rates that your Accountancy Software system uses.
Tax Rates need to be added to invitbox manually, one at a time. To add one, click Add.
Tax Code, is the label that your Accountancy Software system uses. It is case sensitive.
Description is what you would like that Tax Code to be displayed as in invitbox.
Tax Rate is the percentage rate.
In Use allows you to switch on and off whether the Tax Code is displayed and whether it can be used by invitbox.
Supplier Rate Differs? & Supplier's Rate
Sometimes, and for some organisations, the tax rate that you have been charged by the supplier will not match the tax rate that you can reclaim in your tax return. Some examples of this are as follows.
In the UK, a registered charity might be charged 20% VAT by a supplier, but they cannot claim any VAT refund.
In Australia, some financial institutioins may get charged 10% GST on Financial Supplies, but they can only claim 7.317% GST refund.
In the last example, the Tax Rate would be displayed as follows.
In scenarios above, it is important that you set your Tax Rates up properly so that invitbox can calculate the tax on the bill as charged by the supplier, but also work out the correct tax that you can reclaim.
So how does invitbox treat bills, or rows of bills, that have a Tax Rate as above?
Lets say a bill was for $250, plus $25 (10%) tax, total $2750. That's exactly what you would see in invitbox.
But when that bill gets sent to your Accounting Software, invitbox would send the value of the row to be $256.25, with a tax rate of 7.317% ($18.75), total $275. invitbox compensates for you.
Setting your default Tax Rates
Once you have added all your Tax Rates to invitbox, you need to tell invitbox which are your default Taxable and Non-Taxable Codes. An example is shown below.
You can change your defaults here at any time, but you can also change the Tax Code on a particular row or bill at any stage in the Intray or Approved tab by clicking View Details at the top of panel 3 (the right hand panel) and then select another tax rate from the drop down list presented.
Most Accountancy Software systems allow you to import only 1 type of import file. Invitbox calls that a Service type, or in other words a summary of the row. Some however allow you to also import product codes, quantities, units prices etc. Invitbox calls that a Line Item import.
By way of an example, lets say there was a bill with rows as follows.
Product Code Quantity Description Unit Price Subtotal
BAL-BL 10 Blue Balls $5 $50
BAL-RD 2 Red Balls $6 $12
Exporting as a Service Invoice would create an export file with 2 rows saying that you spent $50 on Blue Balls, and $12 on Red Balls. It would not export quantities, product codes, or unit prices.
Also, it should be noted that if the map that you choose to extract data from a bill extracts 2 rows, the export file format invitbox creates will also create 2 rows. You currently cannot create an export file with only one row per bill. If you do need to create an export file with only one row per bill, you should only use what we call a Summary Map.
If you want to create 2 types of export format: one for Service and one for Line Item, then uncheck the box at the top left of the window. The options will then be shown like the image below, and you will then be able to create 2 export formats: Service & LineItems.
For the moment we'll just focus on creating a Service export.
Firstly, find out what export format your Accountancy Software system needs - both in terms of the file type (.csv or .txt) and also what information it requires in each column.
On the right hand side of the window you will see all the available fields that you can include in your export format. To move them into the export format, highlight them, then click the arrow to move them to the left-hand window. Fields/values can also be moved up or down the left hand window using the arrows on the left hand side of the screen, as this will decide what order they will be in your export file.
Below the left hand window you will see a green Add button.
This allows you to create bespoke fields that will have a fixed value.
Include a Header Row in the export file does exactly that.
Separate each invoice with an empty row will insert a blank row between each invoice/bill in your export file.
Export file type allows you to choose either .csv or .txt
Reset Export Fields (button, top right) will re-set everything, so use with caution.
To save any changes to your export mappings, you must click Save.