With the Boekhoudkoppeling (Accounting integration) add-on (€29 per month) your sent invoices and credit notes, together with the client, go to your accounting package automatically. The payment status comes back into Beamcore. The integration works with the invoices from Quotes & Invoicing, so you need that add-on too. The company owner or an admin can set it up. The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Opening the integration
Go to Administratie → Boekhoudkoppeling (Administration → Accounting integration). If the add-on is still off, you see Koppel je boekhouding (Connect your accounting) with the button Add-on aanzetten (Turn on add-on).
Connecting your package
- Under Kies je boekhoudpakket (Choose your accounting package), pick your package and click Koppelen met (Connect with) followed by the name of the package. You see the packages you can choose right now.
- With Moneybird, Exact Online and Twinfield you log in to the package itself and give permission (Direct koppelen, Connect directly). With SnelStart, e-Boekhouden.nl and AFAS Profit you enter a key (Sleutel nodig, Key needed): an API-token (API token) for e-Boekhouden.nl, and the Omgevingsnummer (Environment number) and Token van de app connector (App connector token) for AFAS. The window explains step by step where to find them. Then click Koppelen (Connect).
- Click Administratie kiezen (Choose administration). If you have only one administration, Beamcore picks it for you.
Setting up VAT and ledger
- Under Btw-codes (VAT codes), choose the code from your package for every VAT rate.
- Under Grootboek en dagboek (Ledger and journal), choose the Omzetgrootboekrekening (Revenue account), the Debiteurenrekening (Receivables account) and the Verkoopdagboek (Sales journal). You only see the fields your package uses.
- Under Instellingen (Settings), choose whether invoices are sent automatically (Automatisch versturen), whether the PDF is included (PDF meesturen) and from which invoice date invoices are included (Vanaf factuurdatum). Click Opslaan (Save).
Openstaande facturen versturen (Send open invoices) sends invoices that already existed in one go. Keuzelijsten verversen (Refresh lists) fetches new VAT codes and accounts. If you later choose a different administration, you have to choose the VAT codes and accounts again.
Per invoice
On an invoice you see whether it is not yet in accounting, being sent, in accounting, paid according to accounting, or has an error. Naar boekhouding sturen (Send to accounting) sends an invoice by hand. When an invoice is paid in your package, Beamcore registers the payment automatically.
When something goes wrong
If a VAT code or revenue account is missing, or the total does not match to the cent, the invoice gets an error status with an explanation. The Synclog (Sync log) shows every attempt with time, status and message; Opnieuw proberen (Try again) tries once more. If the connection needs to be renewed, click Opnieuw koppelen (Reconnect). Ontkoppelen (Disconnect) removes the connection.
Purchase invoices and bank transactions are not included, and clients you change in your accounting package do not come back into Beamcore.