Set Up Simpro Premium for the Accounting Link

Overview

The Simpro Premium accounting link transfers data from Simpro Premium to your integrated accounting package. You need to set up specific areas in Simpro Premium before you can start using the accounting link.

This information is relevant to all accounting links, however you may with to consult the initial setup documentation for your accounting package for further information.

In order to view content or perform actions referred to in this article you need to have the appropriate permissions enabled in your security group. Go to System A screenshot of a schedule icon with a grey calendar icon and an arrow. > Setup > Security Groups and access your security group to update your permissions. The relevant security group tab and specific permissions for this article can be found here:

Accounting Link

You need to ensure the tax codes and tax rates set up in Simpro Premium to match those in your accounting package. This then ensures that the correct tax rates are applied to transactions when they are transferred to your accounting package.

Because each package handles tax slightly differently, please see the initial setup documentation for your accounting link for more information on tax code requirements.

To set up tax codes, learn more in How to Use Tax Codes.

Create all your income and expense accounts in Simpro Premium. This is needed for creating cost centres and memberships.

Learn more in How to Set up Chart of Accounts.

Cost centres are necessary to separate your job-specific income and material costs and help you keep track of your income and expenses, so you need to select the correct income and expense account codes to ensure information is sent to the correct accounts in your accounting package.

To set up and manage cost centres, learn more in How to Use Cost Centres.

Be sure to verify the accuracy of account codes or numbers entered against archived cost centres, as these cost centres have been used on transactions that you wish to transfer into your accounting package.

Payment methods are useful for receipting customer payments more efficiently. When you enter a deposit account code against a payment method, you need to ensure the code exists in your accounting package and is the correct account type.

To manage and create payment methods, learn more in How to Use Payment Methods.

When you update the account number against a payment method, it only affects new payments.

When setting up your financial defaults, you need to ensure all account codes entered exist in your accounting package and are the correct account type. You may wish to consult your accountant before updating these settings.

To set up your financial defaults, learn more in How to Set Up Financial Defaults.

In order to set up auto numbering for quotes, jobs, orders, and invoices in Simpro Premium, you need to evaluate your current numbering ranges in your accounting package.

You may wish to set your Simpro Premium auto numbers higher than those in your accounting package to ensure the accounting link does not reject your invoice export due to double-ups, especially for invoices. It is recommended to set these numbers just prior to going live with Simpro Premium.

To set up auto numbering, learn more in How to Set Up System Defaults.

If you need to accept payment upfront for work that is completed in the future, or record sales before a payment is raised, set up accruals and deferrals to ensure your income is reconciled.

Learn more in How to Set Up Accruals and Deferrals of Revenue.

The following transactions are transferred from Simpro Premium through the accounting link:

Customers

 The accounting link transfers updated customer information, such as name, address, and contact information from Simpro Premium to your accounting package.
Suppliers The accounting link transfers updated supplier information such as name, address, and contact information from Simpro Premium to your accounting package.
Employees

It is not recommended to use the accounting link to transfer employee data, because Simpro Premium is not a payroll system.

Employee details in Simpro Premium are useful for managing employee information, such as licences or emergency contact details. Simpro Premium can also produce employee time sheets, which can then be entered into a payroll system or accounting package.
Contractors In the accounting link, contractors are treated as suppliers and have the same information transferred, (see above).
Invoices All invoices and credits are transferred through the accounting link. Each cost centre creates a single line item in the accounting package. Full invoice history is always available in Simpro Premium while the summary of the invoice record is available in the accounting package.
Supplier Invoices and Contractor Invoices Each individual item on the purchase order is transferred, arranged by cost centre. In the accounting package, contractor invoices are treated as supplier invoices.
Freight costs Freight costs are transferred when you are charged shipping on goods purchased if you have entered a Freight Account in your financial defaults.
Restocking Fees If you have set up a restocking account, restocking fees are transferred along with supplier credits.
Job Numbers MYOB only: Job numbers are transferred along with invoices.
Inventory Tracking If you have enabled inventory tracking, the accounting link can transfer journal entries to your accounting package. This is different to business group or accounting category tracking and is involved in the monetary value of stock tracking.
Business Group Tracking If you have enabled business group tracking, the accounting link transfers this information to your accounting package.
Accounting Category Tracking If you have enabled accounting category tracking, every transaction you transfer through the accounting link has an assigned category.

It is recommended that you enter all information in Simpro Premium and then transfer to your accounting package. If you enter information directly into your accounting package, this may cause errors in the accounting link.

Learn which fields in each data type are transferred through the accounting link for your accounting package: