Configuring Synqup on the console – Billtobox

In the previous articles, you have discovered which accounting app best works for your accounting software, what Synqup is and what you need to install Synqup:

Synqup as an accounting app and connecting the accounting software

In this article, you will see how you can configure Synqup in the console. This article includes two steps:

Configure your accounting software
Connect your own file or customers' files to your accounting software

1. Configure your accounting software

Prerequisite

To run Synqup for the file of your own accounting firm, it must exist in the console, with your customers' files. If this is not the case, add your own file as a customer. Find the instructions here.

Configuration

Go to Accounting Package Configuration
Click on Add accounting package
Click on Select accounting app and choose Synqup
Click on the plus sign to Create new accounting package

Set up access paths

In principle, you should have the access paths to which invoices must be transferred. Otherwise, you can decide with your IT partner which path to set up.

After following the steps described above, you will see the following fields:

Path for INBOUND invoices: this is where your accounts payable will be stored on the server.
Path for OUTBOUND invoices: this is where your accounts receivable will be stored on the server.
Path for Statement files: this is where your statement files (coda) will be stored on the server.
Package name: the name of your accounting software.

Using variables

Not all files should be found in the same place/folder. In order to be able to define a dynamic path, variables are available in order to organize your files. Here they are:

[enterprise_name] = company's name
[enterprise_identifier] = company's VAT number
[accounting_file_id] = customer file's number

Some examples

Example 1.
D:\Billtobox Synqup\[enterprise_name]_[enterprise_identifier]\inbound
D:\Billtobox Synqup\[enterprise_name]_[enterprise_identifier]\outbound
D:\Billtobox Synqup\[enterprise_name]_[enterprise_identifier]\statements

Le nom d'entreprise est le nom de la société du client. L'identifiant est le numéro de TVA. En pratique, le chemin d'accès ressemblera à ceci:

The company's name is the customer's. The identifier is the VAT number. The path will look like this:
D:\Billtobox Synqup\Energia_BE9999999999\outbound

Example 2.
C:\Billtobox Synqup\[accounting_file_id]\[enterprise_name]_[enterprise_identifier]\inbound
C:\Billtobox Synqup\[accounting_file_id]\[enterprise_name]_[enterprise_identifier]\outbound
C:\Billtobox Synqup\[accounting_file_id]\[enterprise_name]_[enterprise_identifier]\statements

The path will look like this:

C:\Billtobox Synqup\1022\Energia_BE9999999999\achats

Example 3.
C:\Data_Adsolut\EFFF\[accounting_file_id]\inbound
C:\Data_Adsolut\EFFF\[accounting_file_id]\outbound
C:\Data_Adsolut\EFFF\[accounting_file_id]\statements

"Accounting file ID" is the file number you will fill in when creating your customers. The path will look like this:
C:\Data_Adsolut\EFFF\1022\inbound

Exemple 4.
C:\winbooks\Data\[accounting_file_id]\Document\Processed\inbound
C:\winbooks\Data\[accounting_file_id]\Document\Processed\outbound
C:\winbooks\Data\[accounting_file_id]\Document\Processed\statements

"Accounting file ID" is the file number you will fill in when creating your customers. You can also enter self-selected values. The path can look like this:
C:\winbooks\Data\ENERGIA\Document\Processed\inbound

Illustration

In this example, we use the following paths:
C:\Billtobox Synqup\[accounting_file_id]\[enterprise_name]_[enterprise_identifier]\inbound
C:\Billtobox Synqup\[accounting_file_id]\[enterprise_name]_[enterprise_identifier]\outbound
C:\Billtobox Synqup\[accounting_file_id]\[enterprise_name]_[enterprise_identifier]\statements

Which result in the following:
C:\Billtobox Synqup\Dossiercode 1022\Energia_BE0700260420\inbound
C:\Billtobox Synqup\Dossiercode 1022\Energia_BE0700260420\outbound
C:\Billtobox Synqup\Dossiercode 1022\Energia_BE0700260420\statements

Once the paths are defined, click Save and the configuration of the accounting software is complete.

2. Link your own file or customer file with the accounting software

Go to the Clients menu in the Console
Select a customer or create it
Activate Share documents with accountant
Select the accounting software
(Optional) Enter the file number if you're going to use the variable [accounting_file_id]

Your accounting software is now defined and your file is linked to the accounting software. Continue to the next step.