Each Sales Invoice record in kashflow is matched to a document is eLink. The kashflow integration module in elink recognises quotes from other types of document (kashflow or otherwise) by the fact that kashflow documents include the custom types General@KF and Invoice@KF.
There are quite a few custom fields within a quote that are held in elink. Actually, most of these fields are common to quotes, sales invoices and purchase invoices. This is the reason why they are held under the ‘General@KF’ tab. The Invoice@KF tab holds the data that is specific to quotes.
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Tab
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Subtab
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Field Name
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Notes
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| General@KF | Totals | Net Amount | Automatically Calculated |
| VAT Amount | Automatically Calculated | ||
| Amount Paid | Automatically Calculated | ||
| Paid | |||
| Summary | Invoice ID | Obtained from Kashflow – blan for new records. | |
| Invoice Number | |||
| Date Raised | |||
| Due Date | |||
| Detail | Suppress Total | ||
| Project ID | |||
| Exchange Rate | |||
| Invoice@KF | - | Customer Ref | |
| Currency Code |
Invoice Totals
The Kashflow integration module adds some data to the normal document-product data given in eLink, such as the VAT Rate for each line, the VAT content, and the totals with and without VAT. In addition to this information, the overall totals for the entire invoice are given at the end of the invoice lines. These totals are reflected in the data to be shared with kashflow.
Invoice Payments
Invoice payments are modelled in eLink as projects of type invoicepay@KF linked to the sales invoice with with they are associated. The invoice document view in elink has been configured to recognise these payments and display them as part of the sales invoice, in a similar manner to the Invoice lines that total the value of the invoice. Normally, these documents would also appear in the list of projects linked to the document, since that is what they are as far as eLink is concerned. However, the kashflow module has been designed to hide those linkages, so that the project links focus on links to non-payment projects, separating payments from other, project-related connections. As well as displaying the list of payments, the date and value of each payment is shown, and a total given at the bottom of the list. This total is reflected in the totals that are synchronised with Kashflow.
Creating a Sales Invoice using eLink
Linking Invoice Lines to a Sales Invoice
Linking Payments to Sales Invoices
Converting an existing elink document into a Sales Invoice
1. The invoice must be associated with a Kashflow Customer, by linking the invoice document to a company record that represents a Kashflow Customer.
2. The invoice must be associated with Kashflow-related products only.
3. The invoice must be of types General@KF and Invoice@KF.
It may be that the process of converting an existing document into an invoice may cause difficulties. A better alternative may be to create a new document with the appropriate linkages to customer and nominalcode data and to link that document to the existing document so that the original and the new one coexist.
Converting a Quote to a Sales Invoice
Synchronisation
1. The quote must be associated with a Kashflow Customer, by linking the quote document to a company record that represents a Kashflow Customer.
2. The quote must be associated with Kashflow-related products only.
3. The quote must be of types General@KF and Quote@KF.
The kashflow integration module may generate synchronisation errors or warnings if the above considerations are overlooked. In particular, if a quote is not associated with a Kashflow customer (with a valid customer ID), that quote cannot be synchronised with Kashflow – causing an error to occur. If a quote is associated with non-Kashflow products, those quote lines cannot be synchronised with kashflow because kashflow will not hold the necessary product data. Again, errors or warnings may occur in this situation. Another danger is that a quote may be partially copied to Kashflow, giving the impression of synchronisation, but with flaws in the results.
Another issue that should be noted is that updating a quote already stored in Kashflow causes the original quote lines to be deleted and replaced with those given in elink. If any errors occur during synchronisation, it is possible that the kashflow data could become corrupted. For this reason, it is recommended that only new data should be synchronised to kashflow – care should be taken updating existing kashflow data.
