Accounting Integrations - Where does my data export?
This guide will go through a summary of where your Kounta data exports from our Accounting Integration to your Accounting Program.
Please refer to the below guides for instructions on configuring your Accounting Integration with Kounta.
What's in this guide?
Our new Accounting Integrations will provide a range of functionality for Kounta customers.
End of Day/Reconciliation Reports Exports: Kounta POS customers
Account Sale Exports and Account Sale Payments: Kounta POS customers
Purchase Order Exports: Kounta Purchase customers
End of Day/Reconciliation Reports Exports
Your Kounta Reconciliation data will export to your Accounting Integrations in an approved state and will write the figures to the accounts that you mapped when you set up the integration.
The example below is using Xero as the example integration, but the functionality will be the same for all Accounting Integrations.
Xero Screenshot (200 - Sales)
The below screenshot will show the Default Income export from Kounta, and this has been written as an approved sale in the account we mapped for Default Income (which was the 200 - Sales account in Xero).
Export Invoice in Kounta
You are able to see all of the figures that are exported into your Accounting Program by using the Data tab inside the Accounting Integration settings.
To access this tab:
1. Go to Kounta Back Office
2. Select Add-Ons
3. Select the Xero add-on
4. Select Data (pictured below)
Viewing the Invoices
When you are viewing invoices inside the Data tab, it will seem like there iareduplicate invoices but these are actually only a single invoice.
The below invoice (with the # symbol is what we use to summarise the data that we send through to the Accounting Program)
You will be able to see that the above line has a # symbol next to the blue hyperlink, and there is no Xero logo on the far right next to the Kounta icon.
The below invoice line is different, this is the invoice that represents the data we are sending through to the Accounting Program. There is no # symbol and the Xero logo on the far right indicates that the Sales data has been exported (for other integrations, this will show that Accounting Integrations logo).
Breaking Down the Exported Data
If you select the blue hyperlink on the left hand side (Register 2-11) above, it will open up an invoice showing the summarised data that is set to export to Xero (this will also be the same for other Accounting Integrations)
The top of the invoice will show the Prefix (that you set in the Manage tab) + The Register Name + The Reconciliation Report Number in the top left hand corner. It will also have the Date of the invoice & the Total for that End of Day/Reconciliation summary.
The below portion of the invoice will have a few key sections.
Lines - This refers to how your sales data is broken down before exported to Xero, in this example all of the Sales data was exported to the Default Income Account (this is the account that was mapped in the Manage tab)
If your Reconciliation Report had;
- Money In & Out
- Variances (the difference between the Payments Kounta recorded, and the amount you actually counted in your takings)
- Income mapped by product (refer to Accounting Integrations - Xero for more information on this)
This will then show in the Lines section of the along with the Tax, Price and Amount.
The lower portion of the invoice will show your Payments, this will represent the Counted amount in your Reconciliation Report, and we will export the counted amounts as an approved payment to the accounts you mapped under those Payment Types in the Manage tab.
The timestamps at the bottom of the invoice show the time Kounta summarised the report on the timestamp on the left, and the timestamp on the right was when it was exported to Xero.
Account Sale Exports
Account Sale Summary
For Kounta Customers on our Manage & Extend plans, they are able to have the Accounting Integration export an UNPAID invoice into their Accounting Program when an order is placed On Account.
The Integration will export this through to the Accounting Program on the next integration sync.
(refer to the Add On - Accounts guide for more information on the above)
Xero Screenshot (Draft)
When the integration exports your Account Sales they will appear in the Draft Invoices section in your Xero account (this will be the invoices section in other Accounting Programs) and will look like the below.
The Account Sale will have the Customer Name in the top left, the Date the Account Sale was created in Kounta. The Invoice # matches the Kounta Order ID (we use this for reference so that data can sync between the Account Integration Invoice and the Kounta Account Sale Order)
The products that were added to the order will appear below, and the Total will be on the bottom right hand corner of the invoice.
You will now have the option to Approve the invoice and apply payments to that invoice, you can then have those payments sync to the order in Kounta on the next sync (payments can also sync from that order in Kounta when applied and be applied to the invoice in the Accounting Program)
Purchase Order Exports:
Purchase Order Summary
Kounta customers on our Manage & Extend plans are now able to sync their Purchase Order invoices from Kounta to their Accounting Program. When a Purchase Order is created in a customers Kounta account (refer to our Add On - Inventory guide for information on creating Purchase Orders) and then marked as Received this will then flag the Accounting Integration to sync that invoice to the Accounting Program on the next sync of the integration.
Xero Screenshot (Purchases > Awaiting Payments)
When the Purchase Order is sent through to Xero, this will goto the Purchases section under Awaiting Payments.
The Purchase Order invoice above will include your Suppliers name under the From section of the invoice. The Date will be date that the Purchase Order was created & the Reference will be your Kounta Purchase Order number.
You will then have all of the Products that you added to the Purchaser Order along with (Quantity, Unit Price, Total Amount), the Account and Tax Rate will be the details you set up for Purchase Orders under the Manage tab when you set up the integration.
You will then be able to apply payments to this Purchase Order along with settings the date the invoice was paid.
The above guide should provide some clarity over how Kounta data is exported to your Accounting Integration, for any assistance on reconciling the data once it has been exported, these questions would be best answered by your Accountant, Bookkeeper or the contact centre of your Accounting Program.