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Sending data to your cloud-based accounting package is a key component in setting up AroFlo. The following instructions show you how to access the integration menu and post data between AroFlo and your cloud-based accounting package.

Check our Comparison of Accounting Integrations to see what types of data can be transferred and how it appears in your accounting package.

Integration menu

Once the integration link has been configured for your accounting package, you can access the Integration Menu via Site Administration > Integration.

Alternatively, if you have the Integration Menu enabled on your user profile, you can access it via Office > Manage > Integration. For more information, see User Access Permissions - Integration Menu.

Sync data

When you access the Integration Menu, you will be taken directly to the 'Sync Data with (Accounting Package)' screen.


The sync data screen is divided into the following sections (depending on configuration):

TabDescription
Clients

Lists new clients and clients with updated details that do not exist in your accounting package.

There are two types of synchronisation:

  • Insert: the client will be inserted as a new contact in your accounting package.
  • Update: the client details in your accounting package will updated with new details recorded in AroFlo.
Suppliers

Lists new suppliers and suppliers with updated details that do not exist in your accounting package.

The two types of synchronisation are the same as above.

Invoices Lists finalised client invoices with an 'Approved' status.
Supplier InvoicesLists purchase orders (supplier invoices) with an 'Approved' status.
PaymentsLists payments recorded against invoices in AroFlo that do not exist in your accounting package.

Supplier Payments

Lists payments recorded against purchase orders (supplier invoices) in AroFlo that do not exist in your accounting package.
CreditsLists credit notes recorded against purchase orders (supplier invoices) and client invoices that have an 'Approved' status.
Credits AppliedLists credits applied and credit payments that have been allocated to client and supplier invoices.
COGSLists client invoices with linked purchase orders for posting to a cost of goods sold account.
Post ResultsDisplays a log of the communications between AroFlo and your accounting package, often used for troubleshooting issues.

For best results, you should work from left to right when posting data to your accounting package i.e: post Clients, then Suppliers, then Invoices etc.

Posting clients and suppliers

Before you can post invoices to your accounting package, you need to ensure that you synchronise your clients and suppliers. Client and supplier invoices are linked to a client or supplier. If the client/supplier doesn't exist in your accounting package, the invoice will fail to post across.

  1. Start with the Clients tab.

  2. Select items individually by clicking the checkbox next to each item's name. Alternatively, you can select all items by clicking the checkbox at the very top.

    You can only select only select 1 page (20 results of data) to send across at a time, you cannot select multiple pages.

  3. Click Send to (Accounting Package) button (bottom of screen).

    Click to enlarge

  4. Click OK to confirm the post results window.
  5. If the post is unsuccessful, click View Post Results to view the post error message that will assist with troubleshooting.

The posting process is the same for Suppliers, Invoices, Supplier Invoices, Invoice Payments, Supplier Payments and COGS. Only items marked as 'Approved' are displayed in each list.


Posting client and supplier invoices

If an invoice line is highlighted in red, this means the client does not exist in your accounting package. Please ensure you post your clients/suppliers before attempting to post invoices/supplier invoices.

Click to enlarge


Posting supplier and client payments

Before you can post payments to your accounting package, you need to ensure the associated invoices have been posted across. If the invoice doesn't exist in your accounting package, the payment will fail to post (post error message: 'No Invoice Mapping Found').

Two-way transfer of payments

A number of our cloud-based accounting integrations support two-way transfer of payments. This means payments recorded in your accounting package via your bank feed can be posted against client and supplier invoices (purchase orders) in AroFlo.

Check our Comparison of Accounting Integrations to see if your accounting package is included.

To post payments from your accounting package to AroFlo:

  1. Click the Supplier Payments or Invoice Payments tab.
  2. Enter a date from and date to (limited to a 7 day period) (far right).
  3. Click Get (Accounting Package) Payments.
  4. Select items individually by clicking the checkbox next to each item's name. Alternatively, you can select all items by clicking the checkbox at the very top.
  5. Click Send to AroFlo.

How does AroFlo handle payments when transferred?

If a payment does not already exist for an invoice/purchase order in AroFlo, the payment details from your accounting package will be inserted into AroFlo using the default Payment Method set in Site Admin, and the payment is marked as 'Processed'.

If there is an existing payment for an invoice that has the same Invoice No, Date and Amount as the payment in your accounting package, then AroFlo will auto-map the payment and mark it as 'Processed'.

Processed payments are excluded from the payments listed for your accounting package (shown on the right).

Payment surcharges

If you want to include surcharges when posting client payments, please check the Map Account Codes section to see if a surcharge account code has been mapped.

Transaction TypeTransactionAccount CodeTax Code
Sales InvoicesSurcharge SalesSurcharge Account or general sales account if not specifiedUse GST or a taxable code as default.


If an invoice was processed prior to recording the payment in AroFlo, the invoice status will automatically revert to 'Pending' and a line item for the surcharge value is inserted.

Depending on your accounting package, you may be able to re-post or manually process the invoice.

Updating invoices in Xero

In order to post invoice updates to Xero, you must ensure the Invoice Status (located in the Integration Menu) is set to Authorised.

This setting allows Xero to post the updated invoice (as long as the invoice has not been voided and no prior payments or credits have been applied to this invoice).


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