Accounting Integration Setup
The following step-by-step guide will walk you through the process of setting up the integration between your cieTrade.net system and your back-end accounting system. The list below will briefly outline the steps to be taken. Following the list, each step will be discussed in further detail.
- Enter your list of Counterparties (your Customers and Vendors) in cieTrade.net.
- Create your Chart of Accounts in your accounting system.*
- Map the Chart of Accounts in cieTrade.net.
- Connect cieTrade.net to your accounting system.
- Contact us to sync your cieTrade.net Counterparties to the back-end accounting system.
*Note: Account numbers must be enabled in the back-end accounting system in order to successfully create and map the Chart of Accounts to cieTrade.net.
Before establishing the integration between cieTrade.net and your back-end accounting system, first ensure that your list of Counterparties has been created in cieTrade.net. This list will be used to populate the Customer and Vendor lists in the accounting system.
If you are integrating cieTrade.net with an existing accounting company that contains Customers and Vendors, the names must match exactly when they are entered in cieTrade.net.
For additional information on this step, please review the following article on our Help & Support site: Creating Counterparties.
In order for cieTrade.net to integrate with your accounting system, you must first establish a list of general ledger (GL) accounts in your accounting system that will allow the integration to map cieTrade transactions to your accounting system.
The following chart details a sample Chart of Accounts. The accounts in italics are required for the integration to work properly. When creating these accounts in the accounting system, use the GL Account numbers that best fit your needs. The column labeled Account Type describes the Account Type that should be associated with the GL Account in the accounting system.
cieTrade.net Default Chart of Accounts
|Account Description||Account||Class||Account Type|
|Accounts Receivable||1200||A/R||Other Current Assets|
|Accrued Sales||1210||A/R Accrual||Other Current Assets|
|Accounts Payable||2100||A/P||Account Payable|
|Accrued AP||2110||A/P Accrual||Other Current Liabilities|
|Sales - General||4010||Sales||Income|
|Sales - Adjustments||4110||Sales||Income|
|Sales - Downgrade||4120||Sales||Income|
|Sales - Light Load||4130||Sales||Income|
|Sales - Moisture Deduction||4140||Sales||Income|
|Sales - Contamination||4150||Sales||Income|
|Sales - Rejected||4160||Sales||Income|
|Purchases - Material||5010||Purchases||Cost of Goods Sold|
|Purchases - Adjustments||5110||Purchases||Cost of Goods Sold|
|Purchases - Downgrade||5120||Purchases||Cost of Goods Sold|
|Purchases - Light Load||5130||Purchases||Cost of Goods Sold|
| Purchases - Moisture Deduction
||5140||Purchases||Cost of Goods Sold|
| Purchases - Contamination
||5150||Purchases||Cost of Goods Sold|
| Purchases - Rejected
||5160||Purchases||Cost of Goods Sold|
| Freight - Inland
||5710||Expenses||Cost of Goods Sold|
| Freight - Ocean
||5720||Expenses||Cost of Goods Sold|
|Commission - Earned||5300||Expenses||Cost of Goods Sold|
|Warehousing||6020||Expenses||Cost of Goods Sold|
|Inventory||3000||Inventory||Other Current Assets|
|Sales Tax||4501||Sales Tax||n/a|
|Unapplied Cash||1250||Unapplied Cash||Other Current Assets|
|Interest Charge||4100||Interest Paid||Expense|
|Sales Discount||4200||Discounts/Refunds Given||Income|
|Bank Fee||5500||Bank Charges||Expense|
*QB Online requires that a ‘Products and Services’ list item be created and assigned to the Accrued Sales account. To do this, simply navigate to Lists > Products and Services in QB Online and click New to add an item name ‘Sales Accrual.’ Assign the appropriate Sales Accrual account to the item’s Income Account drop-down and click Save and Close to complete the setup.
Once the necessary GL Accounts have been created in your accounting system, you must map the accounts in cieTrade.net.
The Account Mappings can be updated in cieTrade.net by navigating to Settings > Account Mappings.
These Account Mappings will allow the integration to map cieTrade transactions to your accounting system. The chart above, in Step 2, outlines the default Chart of Accounts that will be loaded when you initially begin using cieTrade.net. The GL Account numbers should be changed to match the GL Accounts in your back-end accounting software.
This step is also described in the following article on our Help & Support site: Account Mappings.
To begin, simply navigate to Settings> Integration and select your accounting system from the drop-down. Click Connect to submit your selection.
You will then be directed to the Departments tab where you can select whether to use Multi Department Accounting. If you turn on this feature, you can link each department to a different accounting file. Without this feature selected, you will link your main department to a single accounting company, and all departments will post to that same company.
After a user has connected to an accounting system, that drop down will grey out so that you cannot choose another option. The only way to remove the integration is to click 'Disconnect'.
You will be automatically taken to a
Once the link has been established, your browser will return you to cieTrade.net.
For additional information on this step, please review the following article on our Help & Support site: Accounting Integration.
The final step necessary to connect cieTrade.net to your back-end accounting system is syncing your Counterparties, which were discussed initially during Step 1. To do this, please contact cieTrade Support via phone or email and we will sync your Counterparties for you.
The setup of your accounting integration is now complete. Just a note, it is possible for the accounting link to expire from time to time. If this should happen you will be notified with one of the following messages, depending on your accounting system:
If this should occur, simply click the Reconnect button to re-establish the link. You will then be returned to the page where you left off in cieTrade.net.
Confirmation of connection
You can always check that you are connected to the accounting system by looking at Settings>Integration to see the accounting system that you are linked to. Settings>Department will tell you the name of the specific accounting file that you are connected to.
To watch a short video demonstrating the process, please click here.
If you have additional questions, please contact the Support Team via email to email@example.com.