Each customer listed in the kashflow database will have a corresponding company records, linked to a customer record. Similarly, for kashflow suppliers. The kashflow integration module in elink recognises customers from other types of company record (kashflow or otherwise) by the fact that kashflow customer records include the custom type Customer@KF. Similarly, Supplier records are recognised by the custom type Supplier@KF.
The following table lists the custom fields created as part of the Kashflow integration module to model a kashflow customer in elink:
|
Field Name
|
Notes
|
| Customer ID | Holds the Kashflow Unique Identifier. Cannot be edited by users. If empty, it indicates a record in elink that has yet to be copied to Kashflow. |
| Customer Code | |
| Customer in EC | |
| Source | |
| Discount | |
| Show Discount | |
| Payment Term | |
| Extra Text 1 | |
| Extra Text 2 | |
| Checkbox 1 | |
| Checkbox 2 |
Essentially, these fields are used to hold data that may be stored in kashflow against each customer.
The next table lists the custom fields used to model a kashflow supplier in elink:
|
Field Name
|
Notes
|
| Supplier ID | Holds the Kashflow Unique Identifier. Cannot be edited by users. If empty, it indicates a record in elink that has yet to be copied to Kashflow. |
| Supplier Code | |
| Supplier in EC |
The customer and supplier IDs are the most important data items. They are used to match records between Kashflow and elink during the synchronisation process. The remaining fields are present to allow elink users access to the corresponding Kashflow data. Note that it is recommended that changes to these fields should be made in Kashflow, where the significance of those fields is fully understand. The reason for making this data available in eLink is for inspection of that data.
Creating Customer and Supplier Records in elink
Create a company record in elink, fill in the details as normal. Select the custom data options, and add the customer and/or supplier custom fields to the record. Then fill in any of the custom data fields as required. Note that the Customer/Supplier ID fields cannot be modified, but should be left blank. These will be filled in when the data is synchronised with Kashflow.
If you want a contact name and email address to be associated with the customer/supplier, create an elink contact record containing the necessary data. Then link that contact record to the company record.
Converting Existing Company/Contact Records to Kashflow-compatible Records
This can be done by adding the customer/supplier custom data type to the desired company records. Note that if an elink contact only has a contact record without a matching company record, it will be necessary to create a company record containing the address information and linking that company record to the contact record.
Notes
If a customer is also a supplier, that would have to be represented as two separate records in Kashflow. However, it is possible to use a single record in eLink, as a company record can be both a kashflow supplier and customer. This is easy to do if the original record in created in elink and then synchronised to kashflow. But if the data originates in kashflow, it will result in two elink records, one for the supplier and another for the customer. It would be necessary to merge these two records in eLink to achieve the desired effect. At present, no tools are provided to support this merge process. In particular, there is no mechanism for users to copy a customer or supplier ID from one record to another.
