Video: Accounts Link

Through a customised interface, Sigma can integrate with any financial system including: Agresso, JD Edwards, PeopleSoft, SAP, Oracle, Sage and QuickBooks for billing data transfer. If your system isn't in the list, we can create interfaces to any system, even proprietary applications.

Once the file has been created, it can either be downloaded or exported to FTP. For more information on how to set up the FTP Connection, click on the link.

**Click here for a pre recorded training session for additional help and guidance - Using the Accounting System Interface for Billing Data transfer (Accounts Link) which includes how to understand the Activity, and how to run and export Payment Files

Introduction

This Activity is split into two perspectives; Accounts Link Generator and Accounts Link Download.

Accounts Link Generator allows you to create a file which is compatible with your Accounts system and Accounts Link Download allows you to browse through and download previously created Accounts Link files.

Selecting the Criteria

Open Accounts Link Generator

There are three tabs which allow you to choose the appropriate settings for your download. The tabs are Basic, Location and Bill Type. For example, you may want to download a file for a recently added EDI Batch

Basic Tab

Use the Basic tab to define the date range of the report.

All since last export - allows you to download all since the last export and shows the last export date in brackets
Use date range - tick from date and/or to dates and enter the dates required
Show excluded - tick to show bills excluded from the Accounts Link, ie they have not been ticked to be included
Show exported - tick to show bills previously exported through the Accounts Link

Location Tab

Use the Location tab to choose which bills are to be exported.

Include only Organisation - tick and then choose the Organisation you want to include
Include only Site Group - tick and then choose the Site Group you want to include
Include only Provider - tick and then choose the Provider you want to incude
Include all - this is the default setting and include all bills that have been entered within the date range defined on the Basic tab
Use Data Selector -this enables you to choose specific Site Groups, Sites, and/or Accounts etc from the Data Selector. If you are highlighting Sites then it will find all the bills underneath the Sites that have been entered within the specified date range. You can also select your Bulk Bill Batch (ie EDI File)

Bill Type tab

Use the Bill Type tab to narrow down the types of bills you are exporting. For example, you may only want your manual bills.

Only include Commodity - tick and then choose from the dropdown if you only want bills for a certain commodity
Only include Bill Source - tick and then tick from the list all the Bill Sources you want to include (you can include more than one)

Refreshing the data

Once you have chosen your settings using the above tabs, you will see a list of bills that have been included.

Click
and the screen will refresh to show the bills based on your chosen criteria

Checking the data

Below are some useful checks that can be done to ensure that the data is correct and the file exports exactly what is required.

Checking the Provider is listed

Check that each line shows a Provider. If not you can amend the data.

Scroll down the Provider column to check each bill has a Provider entered
If one doesn't, go to the Supply Point for the Account and update the Provider
Click filter again

Note: It can take 10 minutes for the table refresh

Checking the Cost Centre exists / is correct

If your Accounts Payable system requires a Cost Centre, check this is showing.

If the column doesn't show:

Click on the Column Header
Click Columns
Tick Cost Centres

Zero value bills

Any bills that are showing as a zero value will not be included in the Accounts Link Export

Click
to refresh the data

Note: It can take 10 minutes for the table refresh

Checking there is only one change to the bill

You cannot have more than one change on a bill or it will not be processed through the Accounts Link

Scroll down the Total Changes column to check that they all show as 1 change.

If any show as 2 or more, the bill needs to be deleted and reentered and then click the Filter again to check it now shows as 1 change

If it is a large file, it is easiest to check in Excel:

Click on the Column Header
Click Export to Excel

Excluding Bills

Bills can be excluded individually or in bulk.

Excluding single bills

To exclude it from the export:

Right click on the line > Exclude Bill Change From Export

Excluding Accounts in bulk

If you want to exclude a lot of invoices, it is best to export the data to Excel and then search for just the ones you want to export

Accounts Link - Payment Files