Once you've setup the integration between Unleashed and Access Financials your transactions, Customers and Suppliers will sync from Unleashed as per your configuration settings. The following article describes how the integration will behave and how data will be mapped and synced.
Unleashed to Access Financials
The Unleashed-Access Financials Integration is a one-way integration with Customers, Suppliers, and transactions exporting from Unleashed to Access Financials automatically, based on event triggers. The following table provides an overview of the records and transactions that will export to Access Financials from Unleashed.
Unleashed record or transaction | Access Financials record or transaction |
Customer | Debtor |
Supplier | Creditor |
Purchase Order | Purchase Order and stock journal |
Purchase Order Costs | Purchase Order |
Purchase Order Recost | Stock Journal |
Supplier Return | Purchase Order Credit and Stock Journal |
Supplier Return Costs | Purchase Order Credit and Stock Journal |
Sales Invoice | Sales Invoice |
Sales Shipment | Stock Journal |
Credit Note | Credit Note and Stock Journal |
Assembly | Stock Journal |
Assembly Supplier Costs | Purchase Order |
Disassembly | Stock Journal |
Stock Adjustment | Stock Journal |
Stock Count | Stock Journal |
Stock Revaluation | Stock Journal |
Account mapping hierarchy
In order to export Sales, Purchases and stock movements from Unleashed to the appropriate Access Financials Nominal accounts, the Access Financials integration will use the following account mapping hierarchy's:
For Sales Invoices:
If a product has a Sales account specified, this takes precedence.
If no Sales account is specified in the product, the Sales account specific in the Customer will take precedence.
If no Sales account is specified in Customer, the Default Nominal Sales account from the integration's Default Nominal Accounts configuration will be used.
For Shipments:
If a product has a Cost of Goods Sold (COGS) account specified, this takes precedence.
If no COGS account is specified in product, the Default COGS account from the integration's Default Nominal Accounts configuration will be used.
For Stock Adjustments and Stock Counts:
The COGS selected the integration's Default Nominal Accounts configuration will populate by default in when a Stock Adjustment or Stock Count is created. Use the dropdown menu available, whilst the Stock Adjustment is Parked or the Stock Count is In Progress, to choose a different COGS account for the transaction to export to.
For Never Diminishing Products (NDP):
If an NDP is purchased, the Purchase account specified in the product will be used.
If an NDP is a component to an Assembly or Disassembly, the Expense account specified in the product will be used.
Field mappings
The following is a list of the Customer, Supplier and transaction data fields that are mapped when your Access Financials account is integrated with Unleashed.
Customers
Customers are synced with Access Financials individually when they're saved in Unleashed. The integration will update Customer records, based on Unleashed's Customer Code matching a Debtor's Account Code in Access Financials. If a matching Account Code doesn't exist, a new Debtor will be created.
Unleashed Customer | Access Financials Debtor |
Customer Code | Account Code |
Customer Name | Name |
Contact First Name (Primary) | First name |
Contact Last Name (Primary) | Surname |
Contact Email Address (Primary) | |
Contact Phone Number (Primary) | Telephone |
Contact Mobile Number (Primary) | Mobile |
Address Line 1 and 2 (Postal) | Address |
Town/City (Postal) | Town |
State/Region (Postal) | County |
Postal Code (Postal) | Postcode |
Country (Postal) | Country and VAT Type; Home, EU or non-EU |
CST/VAT Number | VAT Registration Number |
Currency | Currency Code |
Suppliers
Suppliers are synced with Access Financials individually when they're saved in Unleashed. The integration will update Suppliers records, based on Unleashed's Supplier Code matching a Creditor's Account Code in Access Financials. If a matching Account Code doesn't exist, a new Creditor will be created.
Unleashed Supplier | Access Financials Creditor |
Supplier Code | Account Code |
Supplier Name | Name |
Contact First Name (Primary) | First name |
Contact Last Name (Primary) | Surname |
Contact Email Address (Primary) | |
Contact Phone Number (Primary) | Telephone |
Contact Mobile Number (Primary) | Mobile |
Address Line 1 and 2 (Postal) | Address |
Town/City (Postal) | Town |
State/Region (Postal) | County |
Postal Code (Postal) | Postcode |
Country (Postal) | Country and VAT Type; Home, EU or non-EU |
CST/VAT Number | VAT Registration Number |
Currency | Currency Code |
Purchase Order
When a Purchase Order is updated to Receipted or Complete status, whichever comes first, a Purchase Order is created for the Creditor in Access Financials. The Purchase Order in Access Financials will have the status type "Full Process" and will be available invoice matching.
If the Purchase Order in Unleashed includes Cost Lines a Purchase Order will be created in Access Financials for each Cost Line.
Unleashed Purchase Order | Access Financials Purchase Order |
Supplier Code | Account Code |
Purchase Order Number and Supplier Reference | Description |
Supplier Invoice Date If no Supplier Invoice Date is provided, the Completed Date will be used. | Date and Required Date |
Order Line Delivery Date If the Order Line Delivery Date is before the Supplier Invoice Date, the Supplier Invoice Date will be used. | Line Required Date |
Product Code and Product Description | Detail |
Quantity | Quantity |
Line Tax Code | VAT Code |
Unit Price |
|
Discount Rate | Line Discount |
Supplier Currency | Currency |
Nominal Account Code (9000) | Analysis Code |
Supplier Return
When a Supplier Return is updated to Complete status in Unleashed a Purchase Credit Note is created in Access Financials for the Creditor. The Purchase Credit Note in Access Financials will have the status type "Full Process".
Unleashed Supplier Return | Access Financials Supplier Return |
Supplier Code | Account Code |
Supplier Return Number and Supplier Reference | Description |
Return Date | Date, Required Date and Line Required Date |
Product Code and Product Description | Detail |
Quantity | Quantity |
Line Tax Code | VAT Code |
Return Price |
|
Discount Rate | Line Discount |
Supplier Currency | Currency |
Nominal Account Code (9000) | Analysis Code |
Supplier Return with Write-off costs
When a Supplier Return is updated to Complete status, and includes the return of additional costs that have been selected as written off, a Nominal Journal is created in Access Financials.
Unleashed Supplier Return with Write-off costs | Access Financials Nominal Journal |
Supplier Return Cost Reference | Description |
Total Stock Return Value | Debit, Nominal Code 2000. |
Total Stock Return Value | Credit, Nominal Code 9000. |
Cost Date | Line Date and Header Date |
Base Currency | Currency |
Sales Invoices
When a Sales Invoice is updated to Completed status in Unleashed a Debtor's Invoice is generated in Access Financials.
Unleashed Sales Invoice | Access Financials Invoice |
Customer Code | Account Code |
Invoice Date | Date and Receipt Date |
Due Date | Due Date |
Invoice Number and Customer Reference | Description |
Product Code and Product Description | Detail |
Line Total |
|
Line Tax Code | VAT Code |
Customer Currency | Currency |
Nominal Account Code (1000) | Analysis Code |
Financial Year End | Year |
Sales Shipment
When a Sales Order's Shipment is updated to Dispatched status in Unleashed a Nominal Journal is created in Access Financials.
📌 Note: Shipments in Unleashed with a total stock value of 0.00 will not create a Nominal Journal in Access Financials, as this will have no impact on your accounts.
Unleashed Sales Shipment | Access Financials Nominal Journal |
Shipment Number | Description |
Total Shipment Value | Debit, Nominal Account Code 2000. |
Total Shipment Value | Credit, Nominal Account Code 9000. |
Dispatch Date | Line Date and Header Date |
Base Currency | Currency |
Credit Notes
When a Credit Note is updated to Complete status in Unleashed a Debtor's Credit Note is created in Access Financials.
Unleashed Credit Note | Access Financials Credit Note |
Customer Code | Account Code |
Credit Date | Date, Receipt Date and Due Date |
Credit Note Number | Description |
Product Code and Product Description | Detail |
Line Total |
|
Line Tax Code | VAT Code |
Customer Currency | Currency |
Nominal Account Code (1000) | Analysis Code |
Credit Note with returning stock
When a Credit Note that includes a credit line with the Return checkbox ticked is updated to Complete status in Unleashed a Nominal Journal is created in Access Financials.
📌 Note: If the total returned stock value in Unleashed is 0.00, a Nominal Journal will not be created, as this will have no impact to your accounts.
Unleashed Credit Note with return | Access Financials Nominal Journal |
Credit Note Number | Description |
Total Stock Return Value | Debit, Nominal Account Code 2000. |
Total Stock Return Value | Credit, Nominal Account Code 9000. |
Credit Date | Line Date and Header Date |
Base Currency | Currency |
Assembly
When an Assembly with an NDP as a component is updated to Complete status in Unleashed, a Nominal Journal is created in Access Financials.
📌 Note: Assemblies without an NDP as a component will not create a Nominal Journal in Access Financials.
Unleashed Assembly | Access Financials Nominal Journal |
Assembly Number | Description |
Total NDP Cost | Debit, Nominal Account Code 2000. |
Total NDP Cost | Credit, Expense account. |
Assembly Completed Date | Line Date and Header Date |
Base Currency | Currency |
Assembly with Supplier Costs
When an Assembly that includes Supplier Costs is updated to Complete status in Unleashed, a Creditor's Purchase Order is created in Access Financials. The Assembly's Purchase Order in Access Financials will have the status type "Full Process" and will be available invoice matching.
Unleashed Assembly Supplier Costs | Access Financials Assembly Purchase Order |
Supplier Code | Account Code |
Assembly Number and Cost Reference | Description |
Cost Date | Date and Required Date |
Cost |
|
Quantity | Quantity |
Line Tax Code | VAT Code |
Supplier Currency | Currency |
Nominal Account Code (9000) | Analysis Code |
Disassembly Journal
When a Disassembly with an NDP as a component is updated to Complete status in Unleashed, a Nominal Journal is created in Access Financials.
📌 Note: Disassemblies without an NDP as a component will not create a Nominal Journal in Access Financials.
Unleashed Disassembly | Access Financials Nominal Journal |
Disassembly Number | Description |
Total NDP Cost | Debit, Nominal Account Code 2000. |
Total NDP Cost | Credit, Expense account. |
Assembly Completed Date | Line Date and Header Date |
Base Currency | Currency |
Stock Adjustments, Stock Counts, and Stock Revaluations
When a Stock Adjustment or Stock Count is updated to Complete status, or a Stock Revaluation has been imported to Unleashed, a Nominal Journal is created in Access Financials.
📌 Note: If the total adjusted stock value in Unleashed is 0.00, a Nominal Journal will not be created, as this will have no impact to your accounts.
Unleashed Adjustment | Access Financials Nominal Journal |
Transaction Number | Description |
Total Adjustment Value | Debit, Nominal Account Code 2000. |
Total Adjustment Value | Credit, Nominal Account Code 9000. |
Completed Date | Line Date and Header Date |
Base Currency | Currency |