Establishing the Unleashed-Access Financials integrations comes with minimal configuration required to start benefiting from this connection. The following steps will describe the process of selecting the appropriate Access Workspace Organisation & Access Financials Database that you wish to connect to & activating the connection.
Warning: The steps described in this section assume that the pre-work steps described previously have been actioned.
Set up Access Financials in Unleashed
To set up and manage an integration with Access Financials, Access Financials must first be enabled in your Unleashed account by the Unleashed support team. If you do not see Access Financials as a listed Unleashed Integration in the Integration Store, contact Unleashed's support team and request that it be enabled.
Connect to Access Financials
To connect Access Financials with your Unleashed account, after it's been enabled:
From Unleashed's main menu, go to Integration, Integration Store and select the Access Financials tile.
Select the Configuration tab.
Authorize Unleashed's access to connect with your Access Financials account. This will also retrieve access to your associated Access Evo account.
Back in Unleashed's Configuration tab, use the Access Financials Region dropdown menu to select one of the following options:
APAC: Australia or New Zealand
UK
Use the Access Work Space Organization dropdown menu to select the Access Evo environment your Access Financials account is linked to.
Tip: Your Unleashed user email must match your Access Evo user email to successfully populate the your Access Organization in the dropdown menu.Use the Access Financials Database dropdown to select the Access Financials account you want to connect Unleashed to.
Tip: Your Unleashed user email must match your Access Financials user email, and you must first select the Access Work Space Organization the Access Financials database is hosted in to successfully populate your Access Financials Database in the dropdown menu.Review the options selected in the Configuration tab.
Once saved and connected, the above dropdown menus cannot be changed. You must disconnect and reconnect to Access Financials to amend the organization and database selections.Select Save & Connect.
Once connected, any new Customers, Suppliers, or transactions generated in Unleashed will export to Access Financials.
Configuration
Once connected to your Access Financials Database, you can configure how your Unleashed data syncs to it.
Default Nominal Accounts
The Default Nominal Accounts section of the Configuration tab allows you to select a specific Nominal Account Stock on Hand (SOH), Cost of Goods Sold (COGS), and Accounts Payable updates to export to when transactions are completed in Unleashed. The selected values will override the default, pre-defined Nominal Accounts selection. This is perfect if you have Advanced Nominal Accounts enabled in your Access Financials account.
NOTE: A Default Nominal Account must be selected for Accounts Payable.
To setup or update Default Nominal Accounts:
In your Access Financials' Configuration tab, scroll down to the Default Nominal Accounts section.
Click on the Retrieve Nominal Accounts button. All accounts currently setup in Access Financials' Chart of Accounts will be available to select in the appropriate Nominal Account dropdown menus.
Use the Stock on Hand dropdown menu to select the account Stock Journals will export to.
Use the Cost of Goods Sold dropdown menu to select the account Sales and Credit Journals will export to.
Use the Accounts Payable dropdown menu to select the account Purchase and inbound Stock Journals will export to.
Scroll to the bottom of the Configuration tab and select Save Configuration.
Default Analysis Codes
Choose where you want to map the Analysis Code for your Transactions in your Access Financials Account. The Default Sales Analysis selected will be used for all base currency Invoices and Credits exported from Unleashed.
To select a Default Sales Analysis:
In your Access Financials' Configuration tab, scroll down to the Default Analysis Codes section.
Click on the Retrieve Analysis Codes button. All Sales Analysis Codes currently setup in Access Financials will be available to select in the Default Sales Analysis menu.
Use the Default Sales Analysis dropdown menu to select the appropriate Sales Analysis Code.
When using multiple currencies for Sales in Unleashed, select a Sales Analysis Code per currency to map Invoices and Credits to:
In your Access Financials' Configuration tab, scroll down to the Default Analysis Codes section.
Click on the Retrieve Analysis Codes button. All Sales Analysis Codes currently set up in Access Financials will be available to select in the Currency Defaults' configuration.
Select the Configure link.
For each Currency listed, use the Sales Analysis Code's dropdown menu to select the appropriate Sales Analysis Invoices and Credits of that currency that should map to.
Scroll to the bottom of the Configuration tab and select Save Configuration.
Export Settings
Use the toggles available in the Access Financials' Export Settings tab to manage how data exports from Unleashed. Once you've update the options available in the Export Settings tab, scroll to the bottom of the page and select Save Configuration to apply the updates to your integration.
The below tables describe the export options available and how they'll update in Access Financials.
Sales
Sales export settings | Description | Configurable options |
Export Sales Invoices | When enabled, Invoices completed in Unleashed will export to Access Financials. | Use the Item Description dropdown menu to select the product information that exports to Access Financials per Invoice:
The Detail field that the Item Description will populate in is limited to 240 characters, truncation might occur reaching this character limit. |
Export Sales Journals | When enabled, Shipments dispatched in Unleashed will export to Access Financials. | N/A |
Export Credit Notes | When enabled, Credit Notes completed in Unleashed will export to Access Financials. | Use the Item Description dropdown menu to select the product information that exports to Access Financials per Credit Note:
The Detail field that the Item Description will populate in is limited to 240 characters, truncation might occur reaching this character limit. |
Export Credit Journals | When enabled, Credit Notes completed in Unleashed with returning stock will export to Access Financials. | N/A |
Export Customers | When enabled, customers will be created and updated in real-time in Access Financials, as they are saved in Unleashed. | N/A |
Purchases
Purchase export settings | Description | Configurable options |
Export Purchase Orders | When enabled, receipted and completed Purchase Orders, Purchase Order Costs, Recost Adjustment Journals, and other relevant journals will export to Access Financials. | Use the Item Description dropdown menu to select the product information that exports to Access Financials per Purchase Order:
The Detail field that the Item Description will populate in is limited to 240 characters, truncation might occur reaching this character limit.
Use the Export Status dropdown menu to select the status that will apply to Purchase Orders and Purchase Order Costs exported to Access Financials:
|
Export Supplier Returns | When enabled, completed Supplier Returns, Supplier Return Costs and other relevant journals are export to Access Financials. | Use the Item Description dropdown menu to select the product information that exports to Access Financials per Supplier Return:
The Detail field that the Item Description will populate in is limited to 240 characters, truncation might occur when reaching this character limit.
Use the Export Status dropdown menu to select the status that will apply to Supplier Returns and Supplier Return Costs exported to Access Financials:
|
Export Suppliers | When enabled, suppliers will be created and updated in real-time in Access Financials, as they are saved in Unleashed. | Use the Item Description dropdown menu to select the product information that exports to Access Financials per Credit Note:
NOTE: The Detail field that the Item Description will populate in is limited to 240 characters, truncation might occur reaching this character limit. |
Production
Production export settings | Description | Configurable options |
Export Assembly / Disassembly Journals | When enabled, completed Assemblies and Disassemblies that incur additional costs will export to Access Financials. | N/A |
Export Assembly Cost | When enabled, Supplier Costs added to Assemblies completed in Unleashed will export to Access Financials. | Use the Export Status dropdown menu to select the status that will apply to Assembly Costs exported to Access Financials:
|
Inventory
Inventory export settings | Description |
Export Stock Adjustment Journals | When enabled, completed Stock Adjustments will export to Access Financials. |
Export Stock Take Journals | When enabled, completed Stock Counts (Stock Takes) will export to Access Financials. |
Advanced
The Enable Batch for Review option in the Advanced section of your Export Settings, will allow you to create your transactions or journals in Access Financials as batches, providing flexibility to make necessary adjustments, i.e. updating nominal accounts.
You have the option to enable the following transactions for batch review, using the checkboxes available:
Sales Invoices
Credit Notes
Stock Adjustment Journals
Accounts
The Accounts tab in your Access Financials integration allows you to map a Financial Account/Analysis Code to a specific Sales, COGS, or Expense account. To setup these mappings you'll first need to import your Access Financials Accounts into Unleashed.
To import Access Financials' accounts into Unleashed:
From Unleashed's main menu, go to Settings, System and select Accounts.
In the top right corner, select the Import Accounts button.
All Accounts currently setup in Access Financials' Chart of Accounts will import and be listed in the Accounts page.
To map your Accounts to a Financial Account/Analysis Code:
In the Access Financials' integration, go to the Configuration tab.
Scroll down to the Default Nominal Accounts section and click on Retrieve Nominal Accounts.
Scroll to the Default Analysis Codes section and click on Retrieve Analysis Codes.
Navigate to the Accounts tab, and all accounts from your Chart of Accounts in Access Financials will be listed.
Use the dropdown menu available in the Financial Account/Analysis Code column to select one Analysis Code per account.
The codes selected will automatically save in your integration and will apply to any further transactions completed in Unleashed.
Account hierarchy
The table below describes how the transactions completed in Unleashed will affect the mapped Access Financials accounts.
Unleashed transaction | Purchase | Sales | COGS | SOH |
Sales Invoice | N/A | AF Account Mapping > Currency Mapping > Default (Home Currency) > Hardcoded value | N/A | N/A |
Sales Shipment | N/A | N/A | AF Account Mapping > AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Credit Note (invoice) | N/A | AF Account Mapping > Currency Mapping > Default (Home Currency) > Hardcoded value | N/A | N/A |
Credit Note (returning stock) | N/A | N/A | AF Account Mapping > AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Stock Adjustment | N/A | N/A | AF Account Mapping > AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Stock Count (Stock Take) | N/A | N/A | AF Account Mapping > AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Assembly Cost | Hardcoded Purchase Account | N/A | N/A | N/A |
Assembly | N/A | N/A | AF Account Mapping > AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Purchase Order | Hardcoded Purchase Account | N/A | N/A | N/A |
Purchase Order Costs | Hardcoded Purchase Account | N/A | N/A | N/A |
Recost Adjustment | N/A | N/A | AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Supplier Returns (invoice) | Hardcoded Purchase Account | N/A | N/A | N/A |
Supplier Return Costs | Hardcoded Purchase Account | N/A | N/A | N/A |
Supplier Returns (returning stock) | N/A | N/A | AF Config COGS > Hardcoded value | Default SOH Nominal Account |
Manage Your Data
From Unleashed's main menu go to Integration, Integration Store, Access Financials and select Manage your Data to export and sync Customers and Suppliers from Unleashed to Access Financials.
Click on the Export button for the following options:
Export All Customers: A full export of all Customer records created after the connection has been created. If the Customer Code already exists in Access Financials as a Debtor's Account Code, then a mapping will be established.
Export All Suppliers: A full export of all Supplier records created after the connection has been created. If the Supplier Code already exists in Access Financials as a Creditor's Account Code, then a mapping will be established.
Do not select the Customer a Supplier export functions more than once within 10 minutes. This will not initiate another export and can cause delays to the original export.
Export Data
From Unleashed's main menu go to Integration, Integration Store, Access Financials and select Export Data to review any variances between Unleashed and Access Financials and manually export outstanding transactions, customers or suppliers.
By default, the Export Data page will be filtered with a date range of 30 days, but you can use the date fields provided to filter for a custom dates.
Similarly, you can filter the transactions displayed in each tab by ticking the Only Show Problem Exports checkbox. When ticked, only transactions that have failed to export or have not attempted to export to Access Financials in the given date range will be displayed.
To manage the reconciliation between Unleashed and Access Financials, use the Transaction type filter to select one of the following options:
All Types
Sales
Credits
Purchase Orders
Supplier Returns
Production
Inventory
The following data columns will be populated for all transactions populated in the Export Data tab:
Type: Displays the transaction type.
Code: Displays the transaction's reference, as shown in Access Financials.
Transaction Date: Displays the date the transaction was updated to Complete in Unleashed.
Exported Total: Displays the total value exported to Access Financials for the transaction.
Status: Displays the transaction's export status.
Connection Log
From Unleashed's main menu, go to Integration, Integration Store, Access Financials, and select Connection Log to review any data exchange activities between Unleashed and Access Financials and fix errors, if any. The logs record only the last 7 days of activity and the following filters can be used on the Log Level:
ALL: displays both 'ERROR' and 'INFO' logs.
INFO: displays any completed actions such as synced Customer or Supplier records or successfully exported transactions.
ERROR: displays any failed exports or syncs and the Log message would suggest what action to take to fix it.