Accounting system settings

Accounting systems parameter sets allow each of the chapters in your environment to have a different synchronization behavior.

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• Create a set of parameters for an accounting system
• Field details

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Create a set of parameters for an accounting system

1. From the Configuration menu, navigate to the Accounting Systems settings section;
2. Select + New from the toolbar to open the Create Accounting System Settings form;
3. Fill in the various mandatory and optional fields of the Summary tab;
4. Communicate with our support team to plan the configuration with the accounting system.

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Field details

Reading key

The reading key helps you to better understand the vocabulary used in this section.

If necessary, use the quick search command on your keyboard Ctrl + F to target the terms you are interested in.

Term used	Explanation
Allows	Fields that can be modified to perform a specific task.
Displays	Field information that cannot be changed
During	Highlight an important step related to the field
If	Prior Action or Other Field Condition
Warning	Important information to take into account related to the field

Tab - Summary

Fields	Description
Name	Allows you to choose the name of the accounting system parameter set in the environment.

Section - General

Fields	Description
Synchronize with the accounting system	Allows you to indicate whether invoices generated by Membri are synchronized with an accounting system. This changes the behavior of invoices so that they are transferred to the accounting system before being sent to the customer by email. If the Always use the CRM invoice number is deactivated; This allows the synchronization reference of the accounting system to be added to the invoices before sending emails. Default value: Yes
Default Value of New Account for Synchronization	Allows you to choose whether accounts are set to New Account for Sync by default on creation. This field indicates that the account is not in the accounting system and must be created. Upon the creation of an account in the CRM, the organization should manually indicate whether the account needs to be created to avoid duplicates in the accounting system. Default: No
Numbering Option	Allows you to choose the option to number accounts in your accounting systems. At synchronization, the system will create customer accounts if the New account for synchronization field in the account is Yes. It will use this field to evaluate how to number them in the accounting system if it uses a number. Manual: The organization must manually enter the synchronization reference for all new accounts; Sequential number: Use the number provided in the settings +1 for each new account; Contact name: construction of the account name from the primary delegate name. Default: Manual
Automatic Synchronization Reference	If the Numbering option field is at Sequential number; Allows you to choose the next sequential number to assign to the account. Each time the number is assigned, it increases by +1.
Synchronize all invoices only when paid	Allows you to synchronize all your invoices only when paid. Invoices without any payments won't be synchronized. Warning, must not be used if the accounting system is Sage 50.
Synchronize member registrations and renewals only when paid	If Synch all invoices only when paid field is at No; Allows you to specify if memberships and renewal invoices are transferred to the accounting system only when paid. This field is automatically activated when activating the use of membership notices.
Review invoices before transfer	Allows you to put invoices in review before they are synchronized into your accounting system.
Send all invoice email before sync	Allows you to send all invoices emails before the invoice synchronization into your accounting system.
Send event registration invoices before sync	Allows you to determine whether event registration invoices should be synced before being sent or when they are invoiced.
Do not sync invoices with $0 of revenue	Allows you to not synchronize invoices with a total amount of $0 to your accounting system.

Section - Default Products

Fields	Description
Adjustment product	Allows you to choose a product for taxes adjustment.
Ticketing fees product	Allows you to choose a default product for ticketing fees. The product must be of type Other and include the GL code and/or the related product number in the accounting system.
Product for credit use	Allows you to choose the product that will be used for all credit.

Section - Cancellation behavior

Fields	Description
Invoice cancellation behavior	Allows you to indicate whether the system should change the invoice status to Cancelled or always make a credit note to balance. If the field says Cancel when possible, invoices will be cancelled if they are not paid. Warning, the invoice must not have been transferred to the accounting system and be in the current month to work. Default value: Always credit
Membership notice cancellation behavior	Allows you to indicate whether the system should change the status to Cancelled or always make a credit note to balance for membership notices. If this field indicates Always credit, and the field Synchronize memberships and renewals when paid indicates No when cancelling a membership notice, the system creates a credit note which it applies to the invoice synchronized in the accounting system. If the preceding field indicates Yes and this field indicates Cancel when possible, the membership notices are not transferred to the accounting system until they are paid. When cancelling a notice awaiting payment, the system simply cancels the notice.

Section - Accounting Project

Fields	Description
Use projects for invoices	Allows you to use project numbers for each of the types of invoices in the environment.
Membership Registrations Project Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for membership registration invoices.
Renewal Projects Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for renewal invoices.
Refund Project Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for refund invoices.
Events Project Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for events invoices.
Contracts Project Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for contract invoices.
Sponsorships Project Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for sponsorship invoices.
Orders Project Number	If the Use projects for invoices field is set to Yes; Allows you to specify the project number to be used for orders invoices.
Use projects in invoice lines	If the Use projects for invoices field is set to Yes; Allows you to work with projects in invoice lines. Default: Yes

Tab - Synchronizer

Fields	Description
Type of accounting system	Allows you to choose the accounting system in which your records will be synchronized.

Section - Name of your accounting system

danger

This section requires sensitive information and assistance from our support is strongly recommended.

If you would like to make changes, please contact us at support@vendere.ca.

Section - Payment methods

Sub-grid - Payment Methods
Displays a list of payment methods saved for accounting synchronization.
Add a payment method to reflect those in your accounting system.

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Still unsure?

Contact us at support@vendere.ca