Reckon Accounts Hosted Export

Activate the Reckon Hosted module

  1. From the Main Menu strip at the top, go to Setup > Preferences > Accounting Integration & Other API's.
  2. Click the Accounting Integration menu option.
  3. Change the option to Reckon Hosted.
  4. Enter the Filename of your company file as shown in the Reckon Hosted portal, e.g. Q:\AnyDay Hire Pty Ltd.QBW
  5. Enter a Username and Password for the company file.
  6. Click Save Changes.

Setup Requirements

Invoice

  • Customer: (Required); Company in HirePOS must match the Customer Name in Reckon. To find the Customer Name in the Reckon app, go to Customers > Customer Centre. Select the Name from the left panel. Click the Edit Customer button on the top right. Note the Customer Name field at the top of the edit screen. This must match the Company in the HirePOS customer setup, or for individuals it must match First Name {space} Last Name.
  • Invoice Date: (Required)
  • Invoice Due Date: Calculated in priority order of:
    • 1) Invoice Due Date in Options tab in HirePOS Invoice screen.
    • 2) Days Due (Default) value in Options tab of exporter.
    • 3) Same date as Invoice Date.
  • Customer PO: (Optional)
  • Reference: (Optional)
  • Message: (Optional)

Invoice Line Items

  • Item: (Required); Item Description in HirePOS must match the Item Name/Number in Reckon. To find the Item Name/Number in the Reckon app, go to Lists > Item List. Double-click an Item to edit. Note the Item Name/Number field. This must match the Item Description in the HirePOS item setup details.
  • Invoice Line Description: (Required) Description is exported from the Invoice Line Description, which may be different to the Item setup description.
  • Quantity: (Required) Exported as Qty/Units X Qty/Items.
  • Sell Inc: (Required)
  • Tax Code: Must match the Tax Code in Reckon. e.g. GST. To find the Tax Code in the Reckon app, go to Lists > Tax Code List. Double-click a Code to edit. Note the Tax Code field must match the HirePOS Tax Code.
Summary
The Item Code in HirePOS is not used by Reckon. The Description you set in Setup > Items must be the same as the Item Name/Number in Reckon.
You are free to change the Item Description on the Invoice on a case by case basis, so long as your item setup is correct.

Export Invoices

You must be closed out of your company file in the Reckon Hosted website first (which is launched via https://hosted.reckon.com/RAHV2/ReckonAccountsDashboard.aspx). The Reckon Hosted API does not allow Invoices to be exported while the company file is currently open.
  1. From the main screen in HirePOS, or from the Sales/Hire menu at the top, click the Reckon option.
    The Reckon Export module will open in a new browser.
  2. Select the relevant date range from the top. The date filters are based on Invoice Date.
  3. Check the box in the first row header to select ALL Invoices, OR individually select Invoices as needed.
  4. Click the Reckon Transfer button to export the Invoices to Reckon Hosted.
    On a successful export, the lines will change to a green background, and will show a tick icon in the Exported column.
    If there are any errors, they will be displayed with a red background.
  5. Once you have completed exporting, click the User icon located at the top right in the dark menu strip, and log out the user from the exporter. This will not log you out of the core HirePOS app, it will just log you out of the Reckon exporter.
Warning:
Reckon Hosted allows the same Invoice number to be exported more than once. When Reckon Hosted returns "Your data was processed successfully" then HirePOS will record that the Invoice was exported and prevents it from being exported again. However, marking as 'Pending' will allow the Invoice to be re-exported. Be careful the invoice does not already exist in Reckon Hosted.


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