Buildertrend/Xero Integration Guidelines. Buildertrend/Xero integration guidelines v1.0 February 2018 pg. 1

Transcription

1 Buildertrend/Xer Integratin Guidelines Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 1

2 Cntents Xer Integratin... 3 Prcess Xer Integratin... 4 Buildertrend Training Vides Xer Integratin... 5 Xer Integratin System Cnnectin... 5 Xer Integratin Cst Cde Cnnectin... 7 Prcess Xer Integratin Cst Cde Cnnectin... 9 Xer Integratin Client Cnnectins Prcess Xer Integratin Client Cnnectin Buildertrend Training Vides Client Cnnectin Xer Integratin Sub Cnnectins Prcess Xer Integratin Sub Cnnectin Buildertrend Training Vides Sub Cnnectins Using the Xer integratin (triggering invices & bills) Prcess Client Invicing (General Prcess): Prcess Variatins: Prcess Financial Settlement: Prcess Invice Payments (via existing PO): Prcess Invice Payments (back-capture via Bill ): Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 2

3 Xer Integratin Integrating Buildertrend with Xer brings huge benefits as it saves duble-entry f invices. Once integrated, yu can trigger client invices and supplier/sub cntractr bills acrss t Xer - all at the click f a buttn! This means that yur days f back csting will be ver as the Buildertrend Budget screen gives yu live back csting with every invice. NOTE: Quick Bks Online will als integrate with Buildertrend, but integratin steps are nt yet supprted within BTBOOST HELP. This supprt will be added in the future. Nte als that Reckn will nt integrate with Buildertrend (even thugh this used t be 'Quickbks' branded). Sme key pints t nte are: All jb-related csts and revenue need t cme thrugh Buildertrend t get t Xer. Once cnnected, all jb-related csts and client invices will need t be triggered frm Buildertrend first. This ensures that the 'wner payment' and 'budget' summaries remain accurate. Overhead csts can still g directly t Xer. Nte that if yu are using bulk imprt tls t get supplier invices int Xer, these will n lnger be able t be used (as this requires yu t bypass Buildertrend which will make the budget tracking incrrect). Buildertrend is yur key tl fr tracking jb finances - Xer just tracks mney in/mney ut. This is a fundamental shift fr many peple wh have relied slely n their finance system t hld all knwledge abut the jb. Once integrated, Buildertrend becmes yur main surce fr understanding hw well the jb is ging financially (eg, am I n budget?). Xer will nly be relied n t track verall prfitability f the whle business. Xer can't handle negative values being sent frm Buildertrend. Negative value invices (refunds/credits) r bills (credit ntes) being triggered frm Buildertrend will fail t create in Xer. Yu will need t be aware f this and manually create credit ntes in Xer. Judge the value f the Xer integratin n the verall benefits. Often when we help t bring the full financial side f Buildertrend in (integrated t Xer), we hear cmplaints frm the finance team that "data entry used t be a lt faster befre...". It is imprtant t think abut all f the tasks acrss the business when making a judgement - as verall the business will save time. Fr example, are yu accunting fr the time it used t take t print an invice, g arund the ffice and get it manually apprved, befre ding the data entry? Peple will naturally resist change - s it is imprtant t bring peple up a few levels t understand the end-t-end prcess imprvements gained acrss the business. Setting up the Xer integratin requires fur key tasks: Cnnecting the systems Cnnecting Buildertrend cst cdes t Xer inventry items Cnnecting Buildertrend 'jbs' t Xer cntacts Cnnecting Buildertrend subs t Xer cntacts Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 3

4 Prcess Xer Integratin Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 4

5 Buildertrend Training Vides Xer Integratin Belw are the key training vides that the Buildertrend supprt team have prduced. These will take yu thrugh step-by-step hw t take full advantage f the functinality f each area f the tl. NOTE: Yu will need t be lgged int Buildertrend t be able t view these vides. Mapping cst cdes: Hw t Imprt r Map Cst Cdes with Xer Linking clients: Hw t Link r Create Custmers in Xer Linking subs: Hw t Map r Create Subs frm Buildertrend t Xer Xer Integratin System Cnnectin Integratin Buildertrend and Xer is really easy at the systems-level. The key actins nce jined are then arund chsing the right default settings t ensure that the right messages are firing at the right time. Sme key pints t nte are: Only the persn wh cmpletes the initial integratin can see the Accunting setup page detail. It is imprtant fr yu t think abut wh is best-placed t trigger the system integratin as nly that user can then see/cntrl the Xer settings frm Buildertrend. It is als useful t use a generic user rle as the Xer lgin when cnnecting (eg, 'accunts@') - this then means yu dn't lse the cnnectin if the user leaves later n and their Xer lgin is revked. Integratin csts an extra $9.99 per mnth. Integrating with Xer will trigger an accunt upgrade charged at US$9.99 per mnth. Key settings. The fllwing are sme key pints t nte/cnsider when selecting the 'Accunting Setup' settings frm Buildertrend: 'Jbsite Optins' > 'Create New Cntact in Xer When Creating a New Buildertrend Jbsite' - ticking this n r ff depends n where yu will first trigger an invice t the client frm. If the first invice will cme after the jb has been setup in Buildertrend then tick this n - this will autmatically create a new cntact in Xer cpying acrss cntact infrmatin (etc). If yu will invice the client befre this pint (eg, a cncept design depsit) then leave this unticked as yu will generally already have created the cntact in Xer first 'Change Order & Owner Payment Optins' > 'Inventry Item' - this will default t'buildertrend Invice' and can be left as is (yu will mdify the settings fr this inventry item in Xer during the cst cde linking prcess). 'Change Order & Owner Payment Optins' > 'Accunts Receivable Accunt' - select the accunt t send all client invices t (eg, 'Sales'). Nte that with the Buildertrend/Xer integratin all client invices, whether triggered frm the 'Owner Payments' tab r the 'Change Order' tab will drive t the same chart f accunt. Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 5

6 'Change Order & Owner Payment Optins' > 'Create New Xer Invice xxxxx' - we recmmend that all f these settings are turned ff. This enables yu t have full cntrl ver when these invices are triggered acrss t Xer, particularly if yu are running n a milestne payment basis (as yu will generally create and release these payments at the start f the jb). 'Bill/Purchase Order Optins' > 'Accunts Payable Accunt' - select the accunt t default any supplier bills t. Nte that this field is nt verly imprtant as the accunt settings n the Xer Inventry Items will ultimately verride this setting (s dn't fret if yu use multiple accunts t track yur revenue, just select the mst cmmn ne). 'Bill/Purchase Order Optins' > 'Default the ptin t create a new Cntact in Xer when creating a new Buildertrend Subcntractr' - ticking this n r ff will generally depend n if yu are setting up Buildertrend and Xer tgether frm scratch: If yu are already using Xer, then untick this - this will mean that yu will need t manually cnnect the Buildertrend sub t an existing Xer cntact. If yu leave this ticked yu will end up triggering duplicate cntacts acrss t Xer. Nte that nce yu have all existing subs laded yu can then turn this setting back n fr brand new subs. If yu are setting up Xer alngside Buildertrend, then tick this ptin - this will mean that all name/cntact infrmatin will trigger acrss t Xer saving yu time in the setup. Nte that yu will still need t setup the 'Financial Settings' in Xer manually as well. 'Bill/Purchase Order Optins' > 'Allw Billing frm Buildertrend t Xer' - tick this n always. 'Bill/Purchase Order Optins' > 'Default the ptin t send a Bill t Xer frm a Bill/Purchase Order when a payment is applied - tick this n always. Nte that this can be unticked within the PO/Bill at any time t 'pay' an bill in Buildertrend withut triggering t Xer. 'Tax Optins' > 'Tax Optin' - set this t 'Tax Inclusive'. See the 'GST Handling' page fr mre discussin arund why inclusive is the best way t run in Buildertrend. Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 6

7 Xer Integratin Cst Cde Cnnectin Cnnecting Buildertrend Cst Cdes t Xer is a critical step t enable the triggering f client invices and subcntractr bills t Xer. Buildertrend talks t Xer by linking t 'Inventry Items', which in turn pint t a Chart f Accunt. Sme key pints t nte are: 'Owner Payments' and 'Change Order' invices all trigger the 'Buildertrend Invice' inventry item. Bth wner payments and variatin invices will create a single-line invice in Xer, triggering the 'Buildertrend Invice' inventry item. Because f this single-line nature, it is imprtant that yu train yur clients t turn t Buildertrend if they want t see the detail (eg, line items f the change rder) vs the Xer invice which is just transactinal. This als means that yu cannt autmatically trigger standard payments and variatins t separate accunts in Xer. Updating the 'Buildertrend Invice' inventry item. This inventry item is created by the systems when first cnnected. It is imprtant t edit this item t pint it at the crrect accunt (as it will pint by default t system generated 'Buildertrend Invice' accunt. D yu need lts f accunts in Xer fr tracking cnstructin csts? With Buildertrend replacing yur finance system as the cre system tracking jb finances, it is a gd time t lk at the Chart f Accunts yu are using. If yu are using really granular accunts t track yur cnstructin csts (eg, scafflding, materials, plumbing, electrical etc), yu may be better t bring all jb-related csts up t thrugh a single accunt. This means that Xer will be running all revenue thrugh a single 'sales' accunt, and all csts thrugh a single 'expenses' accunt - at the P&L level this is ultimately the nly thing that matters in Xer. If yu want t understand the breakdwn f where yu are spending that mney, then yu can pen up Buildertrend t delve deeper. Lading inventry items t Xer. Lading inventry items t Xer can be dne via a CSV file - this enables yu t extract yur cst cdes frm Buildertrend (see the 'Cst Cde Design' page fr mre infrmatin arund setting these up) and then imprt t Xer. Key steps are: Extract yur Cst Cdes frm Buildertrend Lad a sample cde t Xer as an Inventry Item - by setting this up, yu can then extract the inventry items t a csv file and use this as a template t mdify fr a full imprt f the remaining cst cdes NOTE: If yu are ging t pint yu cst cdes t varius accunts in Xer then yu shuld lad a sample cde fr any accunts that will be used. Create a CSV file with all f the cst cdes t imprt back t Xer (cpying yur template made in the step abve) NOTE: Smetimes, with sme versins f Excel, Xer will nt accept the file yu have created/saved as a prper CSV file. If this happens, paste the fllwing frmula int cell M1 and then cpy the frmula dwn the clumn. The resulting cncatenated text can then be cpied ut t a new spreadsheet and saved as a fresh CSV Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 7

8 file. =CONCATENATE(A1;",";B1;",";C1;",";D1;",";E1;",";F1;",";G1;",";H1;",";I1; ",";J1;",";K1;",";L1) NOTE: If yur cst cdes names have cmmas in them yu will need t delete this (r the CSV file will read incrrectly). Imprt inventry items t Xer Link the Cst Cdes in Buildertrend t the Xer Inventry Items (cntrlled via the Cst Cde setup screen) Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 8

9 Prcess Xer Integratin Cst Cde Cnnectin Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 9

10 Xer Integratin Client Cnnectins Cnnecting the client (jb) frm Buildertrend t Xer enables the triggering f wner payments and variatins t Xer. This needs t be dne nce nly fr each jb, when the jb is first setup/cnverted frm a lead. Sme key pints t nte are: This can be triggered/cnnected autmatically r manually. If yu have ticked n the 'Create New Cntact in Xer When Creating a New Buildertrend' ptin, then this cnnectin will be cmpleted autmatically and a new cntact setup in Xer. T access the cnnectin cntrls, g t the 'Jb Inf' page and select the 'Accunting' tab. Update the Xer GST settings n the cntact t ensure that GST is handled crrectly. All cntacts in Xer need t have the GST Setting fields cmpleted r else Buildertrend will assume that there is n GST cmpnent when invices are triggered. It is imprtant t develp a prcess t ensure that this step is cmpleted every time a new jb is added (r else yur GST returns may end up being crrupted). Prcess Xer Integratin Client Cnnectin Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 10

11 Buildertrend Training Vides Client Cnnectin Belw are the key training vides that the Buildertrend supprt team have prduced. These will take yu thrugh step-by-step hw t take full advantage f the functinality f each area f the tl. NOTE: Yu will need t be lgged int Buildertrend t be able t view these vides. Mapping Clients t Xer: Buildertrend Creating Custmers in Xer Vide Xer Integratin Sub Cnnectins Cnnecting the Sub frm Buildertrend t Xer enables the triggering f bills/creditr invices t Xer. This needs t be dne nce nly fr each sub, when the sub is first setup in Buildertrend. Sme key pints t nte are: This can be triggered/cnnected autmatically r manually. If yu have ticked n the 'Default the ptin t create a new Cntact in Xer when creating a new Buildertrend Subcntractr' ptin, then this cnnectin will be cmpleted autmatically and a new cntact setup in Xer. T access the cnnectin cntrls, g t the 'Subs' page, select the relevant sub, and select the 'Accunting' tab. Update the Xer GST settings n the cntact t ensure that GST is handled crrectly. All cntacts in Xer need t have the GST Setting fields cmpleted r else Buildertrend will assume that there is n GST cmpnent when bills are triggered. It is imprtant t develp a prcess t ensure that this step is cmpleted every time a new sub is added (r else yur GST returns may end up being crrupted). Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 11

12 Prcess Xer Integratin Sub Cnnectin Buildertrend Training Vides Sub Cnnectins Belw are the key training vides that the Buildertrend supprt team have prduced. These will take yu thrugh step-by-step hw t take full advantage f the functinality f each area f the tl. NOTE: Yu will need t be lgged int Buildertrend t be able t view these vides. Mapping Subs in Xer: Buildertrend Imprting/Mapping Subs in Xer Vide Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 12

13 Using the Xer integratin (triggering invices & bills) Prcess Client Invicing (General Prcess): Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 13

14 Prcess Variatins: Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 14

15 Prcess Financial Settlement: Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 15

16 Prcess Invice Payments (via existing PO): Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 16

17 Prcess Invice Payments (back-capture via Bill ): Buildertrend/Xer integratin guidelines v1.0 February 2018 pg. 17