FAQ
Does Resware integration with Accounting System XYZ (where XYZ is any accounting software, such as Great Plains, CYMA, QuickBooks, Peachtree, etc.)?
Resware doesn’t integrate directly with any accounting package. Integrations with 3rd parties are typically done through the following process:
- The customer contracts with a firm that is an expert in their accounting system.
- The customer or contract firm determine what importing capabilities exist for the accounting software.
- The contracted firm, customer, and Adeptive discuss the various items that the customer would like to have imported, when those items will be imported, and how to deal with “exceptions”.
- The contracted firm and Adeptive discuss the desired method for importing data. Options are typically:
- Have Adeptive create a custom “intermediary” database table that new accounting records are placed in on a scheduled basis
- Have Adeptive create a text file that accounting records are placed in on a scheduled basis
- The contracted firm works with the customer and Adeptive to code the import process.
The cost for such an integration will depend on how complicated the integration is, but if using an intermediary database table, typically Adeptive’s portion of coding and testing are a few days to a few weeks of effort. Any work on such an integration and maintenance/support of it is billed hourly.
What types of things can be exported using an accounting integration?
Things that we often see being exported:
- File’s Transaction Type
- File’s Transaction Type’s Accounting Code
- File’s Product Type
- File’s Product Type’s Accounting CodeFileNumber
- Client Name
- Client Accounting Code
- Client’s File Number
- Primary Property County
- Primary Property State
- Primary Property Address
- Sales Rep Name
- Sales Rep Accounting Code
- Closing Office
- Closing Office Accounting Code
- Issue Date
- Check Number
- Invoice Number (Receivables only)
- Item Amount
- Item Accounting Code
- Item Memo
- Item Transaction Type
- Bank Account Number
- Deposit ID (for Receivables or Settlement Receipts)
- Total Deposit/Disbursement Amount (a receipt/disbursement can consist of multiple sub-items)
Types of items that may be exported (only items that have accounting codes are exported):
- Settlement Receipts
- Settlement Receipt Voids/Non-sufficient Funds
- Settlement Disbursements
- Settlement Disbursement Voids/Stop Payments
- Receivables
- Receivable Voids
- Invoices
- Invoice Voids
- Invoice Payments
- Invoice Credit/Debit Memos
- Bills
- Bill Voids
- Bill Payments
- Bill Payment Voids/Stop Payments
- Similar incoming/outgoing/voids for other ledgers, such as Trust, Remittance, Recording ledgers.
How does the ability to assign GL #’s (accounting codes) to the different charges in Resware work? Is this so Resware can integrate with QuickBooks or Microsoft GP?
This is so that custom development can be done to integrate with third-party accounting packages. Resware doesn’t have any “stock” integrations (every integration is custom/unique). We typically create a database table that contains the information that the accountant wants to have loaded into their software, and then the company contracts with the accounting package software (or another firm that does this type of work) to pull the information out of the database table into the accounting package.
Where in Resware are accounting codes defined and set?
On accounting transactions themselves, the “Accounting Code” is configured as follows:
- Define the accounting codes in Admin/Accounting Accounting Codes.
- For Receivables (Invoices) and Bills, go into Admin/Accounting/Transaction Types
- Select a Receivables or Bills ledger
- Edit or Add a “File Transaction Type”.
- In the “Accounting Codes” area, add one or more Accounting Codes. It’s recommended that you select a default code and that you also check the box “Require an Accounting Code to Invoice Items of this Type.” If you do not do this, it’s possible for a user to disburse an item without an accounting code.
- For Settlement items, go into Admin/General Setup/Settlement Type Defaults
- Edit a Settlement Type
- In the “Accounting Codes” area, add one or more Accounting Codes. It’s recommended that you select a default code and that you also check the box “Require an Accounting Code to Invoice Items of this Type.” If you do not do this, it’s possible for a user to disburse an item without an accounting code.
- For Settlement items, an Accounting Code can also default on the HUD Fee Group (Admin/Partner-Related/HUD Fee Groups) or when editing HUD Fees on a Client partner. To do so, you highlight the fee and click “Edit.” On the “Edit Fee” screen there is a dropdown for the “Accounting Code.”
- For “Requests for Company Funds,” the accounting code for the request can be set in Admin/Accounting/Request for Company Funds/Request Types.
Accounting Codes can also be set in other places, to allow sending other information to an accounting system. In these cases, there is just an “Accounting Code” textbox, in which you can free-form type.
- Admin/Action Lists/Transaction Types
- Admin/Action Lists/Product Types
- Admin/General Setup/Geography/Counties
- Admin/Partners, edit a Partner Company