Acumulus integration
You import your Vetocare invoices into Acumulus using Acumulus’s built-in invoice import profile. This profile works with Vetocare’s standard Excel export: you export the invoice list from Vetocare and upload it to Acumulus, after which Acumulus automatically processes the invoices into entries in your administration.
How it works
The import uses an export file. You retrieve the Excel file from Vetocare and upload it to Acumulus. Acumulus then automatically processes all invoices and relations from the file; when uploading, you select the cost center, account, and payment status yourself. This is a file import: you export and upload the file yourself; there is no automatic synchronization.
Exporting invoices from Vetocare
You create the export in Vetocare’s invoice overview. The Excel file contains, among other things, the invoice number, important dates, the client’s name and address, and amounts such as revenue, VAT amounts, and VAT percentages. For more information about the export options, see Exporting invoices.
In Vetocare, go to Invoices in the menu.
Click Export > Save as Excel file in the top-left corner. The file is downloaded automatically.
Do not open the downloaded file in your own spreadsheet program first. That program may change the number and date formatting, which could cause Acumulus to expect a different format. Upload the file as provided by Vetocare.
Importing invoices into Acumulus
In Acumulus, you can find the invoice import under Reports > Import invoices. First determine whether the invoices in the file have already been paid and whether they all use the same payment method.
Does the export contain invoices with different payment methods, such as payments via iDEAL and bank transfer? Import them separately, or post them to a temporary suspense account if the file cannot distinguish between them.
Uploading and configuring
In Acumulus, go to Reports > Import invoices.
Click Select file and upload the Excel file from Vetocare. A new section of the page opens where you upload the file and select the conditions.
Under Source package, select the import profile for Vetocare.
Select the cost center, if applicable. If you do not have cost centers, General is fine.
Select the account to which the invoices should be posted.
Select the template for formatting the invoices. This is especially relevant if the invoices still need to be issued to your clients.
Select the invoice numbering method. Acumulus recommends using Acumulus’s numbering: the invoice number from Vetocare is then included as a reference.
Select the payment status you want to use for the invoices being imported.
Start processing
Click Import file. Acumulus now automatically processes all invoices; after processing, the screen refreshes.
Open the log file using the line at the top of the list. It shows which invoices Acumulus did not post automatically; you can post these manually if necessary.
If you have an Acumulus trial account, the number of invoices imported automatically is limited to approximately 40 during the trial period. For more information about the invoice import, see the Acumulus manual.