The Accounts System Interface

This topic describes the Match-IT philosophy and benefits with regard to connecting to an external accounting system.

Match-IT is not itself an accounting system but instead can be connected to any accounting system that can accept transaction information from an external source. Nearly all modern accounting systems can do this. To connect to an accounting system is optional. Match-IT will operate perfectly without doing so.

The standard installation provides a number of interfaces to popular accounting systems (see Setting up your accounting system for details) but you can write a script to add your own (see Accounting Software Interfaces under Scripting) if it's not available as a standard, or you can commission your Match-IT supplier to write it for you.

Why connect Match-IT to my accounting system?

There are two main reasons why a connection to your accounting system will help you.

Firstly, it means Match-IT can directly transfer your sales, purchase invoice and stock movement information to your ledgers. This means you do not need to re-key information. This saves time and removes the possibility of introducing errors.

Secondly. it means Match-IT can perform credit checks for you when you take orders from your customers. This prevents you from unknowingly taking orders from bad or slow payers.

You will usually use the above information transfers on a regular basis to keep your accounts system and Match-IT in step. When first starting to use Match-IT you can also transfer all your supplier and customer details from your accounts system to Match-IT. This ensures your account codes are the same in both systems and that invoices are posted to the correct accounts.

What can Match-IT give to my accounting system?

The following information can be passed to your accounting system:

New customer accounts

Customer details are entered into Match-IT the first time you take an enquiry or sales order from them. The first time you raise a sales invoice for a new customer Match-IT can instruct your accounting system to open a new account and give it all the necessary information

New supplier accounts

Supplier details are entered into Match-IT as you perform actions that require a supplier. For example, for an invitation to tender, for a purchase order, etc. The first time you receive a purchase invoice from a new supplier Match-IT can instruct your accounting system to open a new account and give it all the necessary information.

New stock codes

Stock codes are entered into Match-IT as you perform actions that require them. For example, as a raw material or a saleable product, etc. The first time you perform an action that creates a stock movement Match-IT can instruct your accounting system to open a new stock code account and give it all the necessary information.

Purchase invoices received

Match-IT can pass all your purchase invoice information to your accounting system after they have been approved by you. Your accounting system will then make all the necessary entries in your ledgers automatically.

Sales invoices produced

Match-IT can pass all your sales invoice information to your accounting system after they have been approved by you. Your accounting system will then make all the necessary entries in your ledgers automatically.

Stock movements

Match-IT can pass all your stock movement information to your accounting system. Your accounting system will then make all the necessary entries in your ledgers automatically.

What can Match-IT use from my accounts?

The following information from your accounting system can be used by Match-IT:

Customer accounts

You can import all your existing customer account information directly into Match-IT. This is useful when you first start using Match-IT to get all the information without having to re-key it.

Supplier accounts

You can import all your existing supplier account information directly into Match-IT. This is useful when you first start using Match-IT to get all the information without having to re-key it.

Customer credit position

Match-IT can use your customer credit information to perform credit checks when you take orders from them and when you are about to dispatch goods to them. The credit information that Match-IT can use is their credit limit, their current outstanding debt and their aged debts across four time periods (usually 30, 60, 90 and 120+ days).

In addition, a number of scripts are available for specific accounting systems to transfer 'start-up' information, e.g. nominal account codes, VAT codes, etc. These are described with that interface (see Setting up your accounting system).

What connection options are available?

Match-IT usually connects to your accounting systems through the use of CSV files of a format specified by your accounting system. However, the scripting system can handle any type of interface, e.g. XML, COM, etc.

Match-IT imports and exports information to and from your accounts system by a simple action from you. This is usually done daily or weekly, but it can be at any frequency you like (including never). CSV files are simple text files that can be easily manipulated. Most accounting systems provide a means to accept information in this form and to produce information in this form.

How is the interface controlled?

In most cases the interface is controlled by a script that is driven from parameters defined against an Accounts Centre. There can be any number of accounts centres (but only one is usual). This is useful if you are running more than one business through a single Match-IT system. By assigning accounts centres to customers and suppliers you can segregate their transactions into separate accounting systems. Each accounts centre can be attached to a different accounting system, or the same system with different parameters.

An accounts centre called Main is pre-installed. You can access that via Favourites | Functions | Standing Data | Accounts | Accounts Centres.