This article is going to cover the steps to integrate your Voly Account with your Xero and/or QuickBooks account.
Before you start
You need to ensure the following criteria are met to complete the integration.
That you are a company admin on the Xero or QBO account
Multi-currency is enabled for the asset
You know how Voly expenditure categories, banking, cost centres and budgets should map to your Xero/QBO Chart of Accounts
Accounting Integration
Once you have logged into your client account, you will need to click into the Settings page using the cogs in the top right-hand corner, then click into the settings tile labelled Accounting Integration
Once in the Account Integration tile, you will see the ‘Connect’ button at the bottom right corner. Once selected you will be directed to a new page where you will be able to select either Xero or QuickBooks to log into.
3. Login with you Xero or QBO credentials and follow the steps on screen.
Please Note: you must allow access for the organization data from your Xero/QBO account to be shared with your Voly Account
4. Once returned to Voly, within the Accounting Integration area, your status should be Connected.
Export Mapping
1. Once you are connected, you will need to ensure that the accounts and categories in Voly correspond to your Xero or QBO account. To map your chart of accounts, select ‘Edit Mapping’. Refresh the page if you are unable to see your chart of accounts.
2. You will be able to map Voly components to your Chart of Accounts, using the drop-down to select the applicable component.
Please Note: You can only map each Voly component to one item from your Chart of Accounts, but you can map multiple Voly components to the same item from your Chart of Accounts.
3. You should look to map the following that you use on Voly:
• Expense Categories
• Voly Float Accounts
• Voly Pre-paid card accounts
• External bank accounts
• External card accounts
• Cash accounts
• Cost Centre’s ( Tracking Categories / Classes)
• Budgets (Tracking Categories / Classes)
4. Click Save Changes once you have finished the Export Mapping.
5. In Settings click Expenditure Categories, and then scroll to the bottom of the page and select which Voly Expenditure Category Bank Charges should map to.
6. In Settings click Accounting Integration then Edit Mapping, make sure you have mapped the Voly Expenditure Category you have linked to Bank Charges to an expenditure category from your accounting platform. This will ensure all account charges are exported to your accounting platform.
Initiate Export
When you would like to export your Voly data to Xero or QBO you must ensure the following:
•Your accounts are reconciled coving the date range of your export.
•You have set a transaction lock covering your export date range
These steps will need to be completed before every export. If you are unsure how to do these, please follow the steps below.
Reconciling your Accounts
To reconcile your accounts:
1. Go to Banking, then click on the account you would like to reconcile. Once in your account, click Reconciliations, on the top right-hand corner.
2. On the next screen, you can see all your past reconciliations. Click New Reconciliation, on the right-hand corner, to start a new reconciliation.
3. Select the End Date you wish to reconcile up to. This has to be a full 24-hour day so you won’t be able to select today’s date.
4. Enter your End Balance: this is the amount of physical cash/bank statement amount you have left/recorded in Voly. Then, click Start Reconciliation.
5. Make sure you tick all the transaction boxes (tick the ‘All’ button) so every transaction is being counted in the reconciliation.
6. Look at the Checked Balance - this is your starting balance plus all the transactions you have recorded.
Checked Balance is Green
This means your end balance and checked balance match – there is no discrepancy.
Your End Balance is the physical amount of money you entered into the system.
The Checked Balance is the cash balance for your cash account on the Voly Platform.
You can now upload a cash reconciliation file (if required) and enter your Voly password (the same as the one you use to log into the platform).
Then, click Reconcile. The reconciliation will be saved and added to your list of reconciliations.
Checked Balance is Red
This means that the end balance you have entered doesn’t match the checked balance. The system also indicates how much difference there is.
My End balance doesn’t match my Checked balance. What should I do?
√ Have you ticked all your transactions?
√ Have you recorded all your cash purchases?
√ Have you recorded all the ATM fees?
√ Has every cash withdrawal been captured?
√ Are there any duplicates?
If a transaction needs to be added, cancel the reconciliation and go back to your cash account to add a new purchase. Then start the reconciliation again.
If a transaction needs to be removed or edited, untick it in the reconciliation list and reconcile. Then, go back to your cash account and delete/edit the transaction.
Edit or Delete a Reconciled Transaction
The Edit button won’t show in the Transaction Details if the transaction is part of a reconciled period (only the ‘Quick Edit’ button will be available to change department, transaction description, expenditure category, and cost centre).
1. Delete the reconciliation:
• In Banking, go to the cash account.
• In the account, click on ‘Reconciliations’. You should see the latest reconciliations listed.
• Alongside the relevant reconciliation, click ‘Delete Reconciliation’. Enter your password and confirm you wish to delete the reconciliation.
2. Untick the transaction from the reconciliation list:
• Click on ‘New reconciliation’, enter a balance (this can be put as 0.00), make sure you select a date that will include the transaction you wish to edit and click reconcile. All the transactions from the period are now listed. Scroll down and untick the transaction you wish to edit.
• Once the transaction has been unticked, cancel the reconciliation process and go back to the cash account.
3. Edit the transaction
• Click on the transaction in the list. In the transaction, you should now see the edit button.
4. Reconcile the period
• Once the transaction has been edited/deleted, you can re-reconcile the period.
Transaction Lock
A transaction lock will prevent the addition, deletion or editing of transactions within a reconciled period up to a designated date. Access Transaction Lock from the tile in the Settings page. Simply enter the date into the box and click ‘Create Transaction Lock’.
Once the lock has been applied, you will be able to see this from the settings page.
Start the Export
Once you have reconciled your accounts and set your transaction lock, you can begin the export.
Access the Accounting Integration from the tile in the Settings page, and click ‘Start the Export’. Any transactions and paid invoices/credit notes before the transaction lock date will be exported to your connected accounting platform.
Exports can take several minutes to complete; you will see ‘In Progress’ under the status bar until the export is completed. Depending on how large the export is, this may take longer. You may also need to refresh the page at this stage.
Please Note: An export will not start unless the accounts have been reconciled and a transaction lock has been put in place.
Export Completed
You can see details of your previous exports in the Exports table. Clicking on the line will open more information about the export, including details as to why any transactions may have failed, items that have been exported and any items that need actioning manually.
When an export has failed, the system will provide details as to which transactions have been affected and a reason for the failure.
Once you have made the necessary changes as outlined in the failure description, you will need to run a new export. This, and any subsequent exports will only export the items in the provided date range that have not previously been exported.
Your Voly data within Xero and QBO
Once all transactions have been successfully exported, you will be able to see them within your Xero/QBO account. Each transaction will show within the corresponding account you have mapped the Voly account to.
Still have questions?
Send us a message through the chat icon in the web app, email us or keep looking through our Help Centre for more information.