InteliSys Aviation Systems

(feature) Accounting Integration

amelia can integrate with certain Accounting packages. The export/import process for Great Plains and Acomba are described herein.

NOTE: Please contact your client manager to enable this feature - some configuration changes are required.

Requirements for Great Plains Integration

The following are required for the proper functioning of accounting integration with Great Plains:

1. amelia Transfer account: An amelia Transfer account must be added to Great Plains. This account will hold any amounts outstanding at the time of export. This is necessary because the amount of charges does not always equal the amount of payments for any 24-hour period. The GL account number for this account must be provided to InteliSys.
   
2. Accounts Receivable GL account number: The GL account number for Accounts Receivable must be provided to InteliSys.
3. Accounts Payable GL account number: The GL account number for Accounts Payable must be provided to InteliSys.
4. Commissions GL account: If used, the GL account number for Commissions must be provided to InteliSys.
5. Public customer number: A customer number for Public bookings/charges/payments must exist in Great Plains. This customer number must be provided to InteliSys.
6. Charge Type GL accounts: Each Charge Type in amelia (Utilities -> Charge Types) must have a Sale Code that corresponds to the GL account number for that Charge Type.
7. Payment Method GL accounts: Each Payment Method in amelia (Utilities -> Payment Methods) must have a Sale Code that corresponds to the GL account number for that Payment Method.
8. Tax GL accounts: If used, the GL account numbers for Taxes must be provided to InteliSys.

amelia will use this information to generate three (3) files to be imported into Great Plains. One file will contain all charges for the last 24-hour period. This file will also contain the total for each Charge Type. Please note that charges are included whether or not they have been paid.

Payments are exported in another file, which will contain all payments for the last 24-hour period. A payment for the total of the day’s charges is also imported into the amelia Transfer account. This will allow for unpaid charges to be placed on the amelia Transfer account until they are paid.

Commissions are exported in another file, which will contain all commission amounts for the last 24-hour period. This file contains relevant details, such as the customer number to which commission was paid, and the associated reservation number.

Requirements for Acomba Integration

The following are required for the proper functioning of accounting integration with Acomba:

1. amelia Transfer account: An amelia Transfer account must be added to Acomba. This account will hold any amounts outstanding at the time of export. This is necessary because the amount of charges does not always equal the amount of payments for any 24-hour period. The GL account number for this account must be provided to InteliSys.
2. Accounts Receivable GL account number: The GL account number for Accounts Receivable must be provided to InteliSys.
3. Accounts Payable GL account number: The GL account number for Accounts Payable must be provided to InteliSys.
4. Commissions GL account: If used, the GL account number for Commissions must be provided to InteliSys.
5. Public customer number: A customer number for Public bookings/charges/payments must exist in Acomba. This customer number must be provided to InteliSys.
6. Charge Type GL accounts: Each Charge Type in amelia (Utilities -> Charge Types) must have a Sale Code that corresponds to the GL account number for that Charge Type.
7. Payment Method GL accounts: Each Payment Method in amelia (Utilities -> Payment Methods) must have a Sale Code that corresponds to the GL account number for that Payment Method.
8. Tax GL accounts: If used, the GL account numbers for Taxes must be provided to InteliSys.
9. Charge Type Product Codes: These product codes are required by Acomba to generate invoices. Each Charge Type in amelia (Utilities -> Charge Types) must have a Usage Code that corresponds to the Product Code for that Charge Type.

Importing the *.adx data file into Acomba

To import an ADX file into Acomba:

1. Log into the Acomba accounting package.
   
2. Click the Input menu.
   
3. Select Import Data from the Utilities section.
   
4. Select Accounting Data Exchange (ADX) for the Import File Format.
   
5. Click the All... button to select all of the checkboxes.
6. Click the Import button and browse to the file downloaded from the FTP site. Click Open to begin the import process.
7. When asked to convert to mixed case, click No to keep the export file’s format.
   
8. When asked to delete the import file, click No to retain it for future reference.
9. View the imported transactions in the Transaction Viewer, on the Accounts Receivable tab.
   

Troubleshooting Import Errors

Here are some errors you may encounter and the suggested course of action:

1. File error: 20, Procedure: 0, Sub proc: 31 - This usually means that an invoice being imported has an invoice number that matches an existing invoice in Acomba. This can occur if a previous import attempt failed after the invoice in question was successfully imported. In this case, click Ignore until you reach an invoice that was not yet imported, and the process will continue.
   
2. This Customer number doesn’t exist - This error occurs if the customer number shown in the error was not found by the Acomba accounting package. The agreed-upon General Public customer number and the company numbers defined in amelia must be present in Acomba for the import process to succeed.
   
3. This Account number doesn’t exist - This error occurs if the account number shown in the error was not found by the Acomba accounting package. The agreed-upon amelia Transfer, client accounts, Charge Types, and Payment Methods account numbers defined in amelia must be present in Acomba for the import process to succeed.
   
4. Permission Denied OR Access Denied - The logged in Acomba user must have sufficient permissions to perform a transaction import.

Obtaining the Data Export from the InteliSys FTP site

To download the export data:

1. From your Windows desktop, click Start, then Run.
   
2. In the Open field, enter the address provided by InteliSys.
   
3. When prompted for login credentials, enter the username and password provided by InteliSys and click Log On.
   
4. The contents of your export folder will be displayed. The files are named using the YYYYMMDD format. The date in the filename is the day of the transactions in the file.
   
5. Right-click on the file you wish to import and select Copy from the context menu.
   
6. Browse to the location on your local drive where you want to save the file. Right-click in the folder in question and select Paste from the context menu.
   

The files are now ready to be imported by your accounting package.

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