Accounting General Information
Integration: Seamless vs. Batch
cieTrade supports accounting software integration that offers a complete AR and AP module with our seamless OR batch integration model.
Seamless Integration - allows you to post open payables and cash receipts to your accounting system instantly, once they have been posted in cieTrade. Seamless integration relies on a token to keep connection between cieTrade and your accounting system. NOTE: cieTrade has no control over this token and how frequently it expires.
Batch Integration - is a series of downloading IIF files, which contain your open open payables and cash receipts, from cieTrade and uploading them to your accounting system. NOTE: once a batch file has been exported from cieTrade the user is unable to undo this batch and will have to contact cieTrade support.
Counterparties
How counterparties are synced between cieTrade and your accounting system
When a new cieTrade counterparty is created or an existing counterparty's roles are updated and the changes saved to your accounting system, the "Display Name" of the customer or supplier in your accounting system will use the following rules:
Adding a Supplier Role:
cieTrade will check if there are any suppliers in your accounting system that already have a "Display Name" that matches cieTrade's company name. If there aren't any, then a NEW supplier will be created in your accounting system with the cieTrade company name as the "Display Name".
Adding a Customer Role:
cieTrade will check if there are any customers in your accounting system that already have a "Display Name" that matches cieTrade's company name. If there aren't any, then a NEW customer will be created in your accounting system with the cieTrade company name as the "Display Name".
Creating a new Counterparty that exists in your accounting system
If the customer or supplier exists in your accounting system but not in cieTrade, you will be allowed to save the new counterparty and it will link to the existing customer or supplier records in your accounting system. If the new counterparty name does not match exactly with the existing customer or supplier name in your accounting system, a new customer or supplier will be created (see above).
Creating a duplicate Counterparty in cieTrade
cieTrade does now allow for duplicate counterparties even if you are not trying to save the same company name under a different role. If the company name is already associated with either a customer or supplier within cieTrade, you will receive an error message.
Unauthorized 401 Error
If you get this error, it means you need to reconnect to your accounting system.
Reconnecting to QuickBooks Online:
Go to Settings > Integration. Select "QuickBooks" and hit "Connect". (If it is showing as already connected but you are receiving this error message, disconnect and reconnect to QuickBooks Online).
This should take you to the department page. Click "Connect to Accounting". This should prompt you to sign into you QuickBooks Online account. Once you sign in, it will take you back to cieTrade. You are now connected to Accounting. If you ever want to check if you are connected, you can go to the Departments page and click "Test Accounting Connection".
Payment Terms
In cieTrade, your AR and AP payment terms can be used when posting customer invoices and supplier bills to your accounting system. Within your account, you can define each term (i.e. number of days from ship date, discount amount, etc.) and assign each term a distinctive description. It is important that these terms are correctly defined within this setting, as they will populate in payment terms drop downs and documents throughout the system, where they can be applied to Counterparties, Worksheets, and Orders.
Recalling Payables and Receivables
Payables - you have the ability to undo payables as long as it is within the current open period on cieTrade and the payable has NOT been fully or partially paid from your accounting system.
Receivables - you have the ability to undo receivables as long as the undo date is within the current open period on cieTrade.
NOTE: All undo's must be done in cieTrade and NOT your accounting system.