FastTrack360 Version 12 Online Help

Finance Integration Maintenance

Owned by Fiona Sims
Last updated: 22 August 2024 by Max Ciereszko
5 min read

The Finance Integration General Maintenance settings allow system administrators to configure various features of the Finance Integration module. The General Maintenance settings must be configured before the Finance Integration module can be used to export financial data from the FastTrack360 system.

The General Maintenance settings provide options to configure the following:

  • the types of items to be exported in Finance Integration batches

  • the range of pay batches that are to be excluded from export in Finance Integration batches

  • the range of invoices and/or credit note that are to be excluded from Finance Integration batches

  • the email address to which export files will be sent when a batch is processed successfully

  • the rounding account to which any rounding discrepancies will be posted to allow ledger balancing (for more information, see below).

  • the file format that is to be used for generating the export files that are created as a result of processing Finance Integration batches.

Rounding Account

In FastTrack360 monetary amounts are calculated up to six decimal places at the transactional level but rounding can be applied at various levels throughout the system. This can result in rounding discrepancies.

On attempting to export sales, the system will check if there is a discrepancy between the following:

  • the sum of all invoice items belonging to an invoice and the sale amount of the corresponding invoice header

  • the sum of the tax amount on all invoice items belonging to an invoice and the tax amount of the corresponding invoice header.

On attempting to export wages, the system will check if there is a discrepancy between the total credits and the total debits that are being exported.

If a discrepancy is found, a rounding line will be written to the resulting export file so that the rounding difference value can be exported to a rounding account to balance out the PL and BS accounts in the finance system. If a discrepancy is found a rounding line is written to the resulting export file so that the rounding difference value can be exported to a rounding account to balance out the PL and BS accounts in the finance system. The rounding discrepancy amount is allocated to the rounding account that is defined in the General Maintenance settings.

Configure the General Maintenance Settings

 To configure the General Maintenance settings, follow the procedure below.

1.

Navigate to Finance Integration > Maintenance > General.

The Finance Integration General Maintenance screen opens.

 

2.

Click Edit.

Edit mode is enabled to allow you to edit the General Maintenance settings.

3.

Key in or select the relevant information in the respective fields.

Excluded Pay Batches

The pay batch number or range of pay batch numbers that are to be excluded when exporting wages in Finance Integration batches.

If this field is left blank, the Finance Integration module will allow users to export wage data from any pay batch that has not been exported previously. If a pay batch number or range of pay batch numbers is specified in this field the Finance Integration module will not export wage data from any pay batches specified in this field, even if data from the specified pay batches has not been exported previously.

For example, if you do not want to allow the exporting of wage data from the prior financial year, you can key in the pay batch range that included all pay batches that correspond to the prior financial year.

This field accepts individual pay batch numbers, ranges of pay batch numbers or a combination of both. For example, keying in the number 10 will result in pay batch number 10 being excluded from exports. Keying in the number range 1-10 will result in pay batch numbers 1 to 10 being excluded from export. Keying in 1-10, 15 will result in the exclusion of pay batches 1 to 10 being excluded as well as pay batch 15.

Exclude Invoices Prior to Invoice No.

The highest invoice number that will be included when exporting sales in Finance Integration batches.

For example, if you do not want invoices that correspond to prior financial periods to be exported, you can key in the first invoice number that is to be exported in this field and the Finance Integration module will not export data for any prior invoice, even if the data has not been exported previously. Therefore, if you key in 200 in this field the Finance Integration module will not export sales data linked to any invoice with an invoice number less than 200.

Exclude Credit Notes Prior to Credit No.

The highest credit note number that will be included when exporting sales in Finance Integration batches.

For example, if you do not want credit notes that correspond to prior financial periods to be exported, you can key in the first credit note number that is to be exported in this field and the Finance Integration module will not export data for any prior invoice, even if the data has not been exported previously. Therefore, if you key in 200 in this field the Finance Integration module will not export sales data linked to any credit note with a credit note number less than 200.

Export Type

Determines which type of items can be exported in a Finance Integration batch.

When a Finance Integration batch is created manually, this determines what type of items the user who creates the batch can choose to export in the batch. When a Finance Integration batch is created automatically, the batch will include items of the relevant type based on the selections in this field.

The available options are as follows:

- Debtors

- Wages

- Unpaid Wages

- Sales

- Un-invoiced Sales

- All

It is mandatory to select one or more options in this field.

Notification Email Address

Email address to which a notification is to be sent when an exported batch fails to process successfully, is regenerated or is deleted. If you require an email notification to be sent when such events occur, key in the email address to which the notifications are to be sent in this field.

Rounding Account

Account name or code that identifies the account to which sales and wage transaction rounding discrepancies between profit/loss and balance sheet transactions will be written to allow ledger balancing.

Use Custom Data Grouping

This field is reserved for future use.

Export File Format

Determines the file format that is used to generate Finance Integration export files. This field defaults to Standard, thereby allowing your organisation to use the standard file export format that is provided with the Finance Integration module.

Your system may be configured to support export file formats other than the standard, in which case you can select the required export file format in this field.

 

4.

When you are ready to save the General Maintenance settings, click .

The General Maintenance settings are saved.

 

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