Generally, Kashflow records should be entered into elink using the Kashflow integration facilities provided as part of the Kashflow module. However, it is possible to create (and modify) these records by manipulating the custom field data, as described below.

Kashflow Purchase Invoices

These are the steps necessary to create a Kashflow purchase invoice in eLink:

1. Create a new Document
2. Enter a name for the purchase invoice and apply the change
3. Select the custom field option and select General@KF and Purchase@KF
4. Attach a Supplier Company record to the document
5. Apply the changes
6. Note that it is unnecessary to fill in any of the custom data fields, but it may be appropriate to set the invoice and due dates and the supplier reference (e.g. the Supplier’s invoice number).  Do not enter an invoice number as this will be allocated by Kashflow.

To add lines to the purchase invoice:

1. Press the attach product button
2. Choose a NominalCode or Kashflow product (confirm both are applicable)
3. Fill in the details for the product.  Note the totals are automatically calculated.

When a new line is added, the VAT rate will be shown as 0.00.  An alternative default value can be specified by creating a special project ‘Default VAT Rate’ and storing the required default value in the memo.

The VAT fields are always shown in the document, regardless of whether the company is VAT registered or not.  If eLink is used to generate invoices for customers, these can be designed to show or omit VAT data as appropriate.

Kashflow Quotes

The steps necessary to create a Kashflow quote in eLink are similar to creating a Purchase Invoice:

1. Create a new Document
2. Enter a name for the purchase invoice and apply the change
3. Select the custom field option and select General@KF and Quote@KF
4. Attach a Customer Company record OR a Customer Contact record to the document
5. Apply the changes
6. Note that it is unnecessary to fill in any of the custom data fields, but it may be appropriate to set the invoice and due dates.  Do not enter an invoice number as this will be allocated by Kashflow.
7. If desired, enter a reference for the invoice in the standard eLink field.  Any data in this field will be copied to the Customer Reference field in the Kashflow custom data (if empty), when synchronisation takes place.

Quote lines are added in the same way as per Purchase Invoices.

Kashflow Sales Invoices

The steps necessary to create a Kashflow quote in eLink are similar to creating a Purchase Invoice:

1. Create a new Document
2. Enter a name for the purchase invoice and apply the change
3. Select the custom field option and select General@KF and Invoice@KF
4. Attach a Customer Company record OR a Customer Contact record to the document
5. Apply the changes
6. Note that it is unnecessary to fill in any of the custom data fields, but it may be appropriate to set the invoice and due dates.  Do not enter an invoice number as this will be allocated by Kashflow.
7. If desired, enter a reference for the invoice in the standard eLink field.  Any data in this field will be copied to the Customer Reference field in the Kashflow custom data (if empty), when synchronisation takes place.

To add lines to the invoice:

1. Press the attach product button
2. Choose a Kashflow NominalCode from the eLink product list
3. Fill in the details for the product. Note the totals are automatically calculated.

Once synchronisation has been performed, review the synchronisation logs to identify any records that are not handled correctly, and take appropriate remedial action.  The most likely problem is that some company records may not have associated contact records because there is no known contact.  In this case, create a contact (such as A N Other), with a dummy email address and link it to those companies.  Re-running the synchronisation should then correct the errors.

Sales Invoice Payments

Kashflow Payment records are represented in elink as projects, linked to the invoice they apply to.  The process for creating a Sales Invoice Payment Project is:

1. Create a new Project, with any appropriate name.
2. Select the custom field option and select InvoicePay@KF and Payment@KF types.
3. Apply the changes.
4. Link the project to the ‘Kashflow Invoice Payments’ project (not essential, but helpful for good organisation) and apply the changes.
5. Choose the method of payment on the InvoicePay@KF type tab.
6. Select the Payment Date, Account Paid and Amount Paid on the Payment@KF tab.
7. Link the project to the corresponding Sales Invoice.

Note that it is possible to attach multiple (part) payments to a single sales invoice.

After sales invoice payments have been created, it is possible to view the payments from the Sales Invoice Document.  Individual payments may be deleted from the Document, but changes to the payments themselves have to be made from the project view.

Note that Payments that are not attached to corresponding Sales Invoice Documents will be ignored for the purposes of synchronisation with Kashflow.

Purchase Invoice Payments

Purchase Invoice Payments are specified in much the same manner as Sales Invoice Payments, with a few differences.  The steps necessary are:

1. Create a new Project, with any appropriate name.
2. Select the custom field option and select PurchasePay@KF and Payment@KF types.
3. Apply the changes.
4. Link the project to the ‘Kashflow Invoice Payments’ project (not essential, but helpful for good organisation) and apply the changes.
5. Choose the method of payment on thePurchasePay@KF type tab.
6. Select the Payment Date, Account Paid and Amount Paid on the Payment@KF tab.
7. Link the project to the corresponding Sales Invoice.