In this help desk article, you will find more information on how to set up your pairing with Octopus and what to watch out for.
1. Activate integration
To set up the integration with Octopus, you will need a username and password from Octopus. We always recommend creating a separate user to be used only for the integration. After all, suppose you would use a real user (e.g. your own user), then the link is automatically broken if this user changes his or her password.
And then it is usually a bit of a search on which the integration no longer works.
It must then be logged into Octopus via our system. The username and passwords are not stored in IAMD and we do not have access to that data.
This is done via the cog icon at the top right, go to Settings => Sales Invoice => Accounting
Select 'Octopus' under 'Bookkeeping Export'
Fill in all data (except 'Administration') and press 'Save'
After saving, you will get the message below that you are not yet connected.
Press the 'Connect with Octopus' button.
You will be directed to Octopus asking you to log in
After logging in, you will automatically be returned to IAMD. You should get the notification that you have successfully connected to Octopus.
Now you have to go to settings again and choose the corresponding administration there. This is the file in Octopus that we are linking to.
2. Set separate branches as needed
If multiple branches are configured in IAMD and a second branch also needs to be linked with a separate file in Octopus, you can further configure this at the Branch itself.
Go through Settings => General => Branches => (branch name) => Accounting. Here you check that separate accounting settings apply to this branch. Here you can then change the file to the appropriate file and so all sales invoices from this branch will end up in the other file.
Note that the user you set up in step 1 must have access to both files.
3. Checking integration settings
Go to the overview of the integration settings via Settings => Sales Invoice => Accounting.
You have several options here, all of which are explained below.
These settings are all also manageable by branch, if applicable.
Diaries
In which diaries may IAMD write the entries?
Mostly these are just A1 and V1, but they can also be separate diaries.
So specify which diary you use for Sales invoices and credit notes, Purchase invoices and credit notes thereon.
You can use the same journal for invoices and credit notes, but it may differ.
Discount for cash payment
Are you using discount for cash payment? If so, set the general ledger account number where the amount of the discount may be posted.
You can set both a general ledger account number for purchases and sales.
Credit limitation
Is credit limitation used? If yes, set the general ledger account number where the amount of credit limitation may be posted.
You can set a general ledger account number for both purchase and sale.
Payment tracking
Is payment tracking done through Octopus? If yes, may we synchronize that payment information to IAMD? If yes, check this.
I.e. : are bank account payments processed and reconciled in Octopus first? If yes, we can synchronize that information to IAMD, so that the statuses of all invoices also match here. Read more about exactly how that payment synchronization works here.
Group invoice lines by VAT code
Should we group invoice lines by VAT code? If yes, check this.
Then we don't write the actual invoice lines away in Octopus, but make a summation line per VAT%. So then you get 1 line with the correct total amount of all invoice lines that were at 6% VAT, and 1 line with the correct total amount of all invoice lines that were at 21% VAT, and so on ...
4. Getting VAT codes right
It is crucial that you set VAT codes correctly in IAMD. To do this, go to Settings => Sales invoice => VAT codes.
Octopus distinguishes between sales at 21% VAT and purchases at 21% VAT. These are different VAT codes in the accounting package. You must also make this same split in IAMD for the link to work as smoothly as possible. So create both 21% for sales and 21% for purchases. This may even be split further between sales services, purchase services, purchase goods, .... In this way, you can automate as much as possible the posting of purchase invoices to the correct general ledger account. In this way, the accounting link will automatically be able to respect and apply the settings of Octopus, such as the default general ledger account to which amounts must be booked.
The corresponding accounting code can be found in Octopus via the menu Administration => VAT codes. The "code" field in Octopus is the "accounting code" in IAMD. (Note: leading zeros are important. So the code for 6% VAT is "06", not "6". So copy these exactly as they appear in Octopus.