The ERP page
What each tab of the ERP page does, from choosing an ERP and connecting QuickBooks Online or Holded, or setting up Universal ERP, to sending or exporting journal entries and checking them first.
Where to find it:your-organization.conta.financeERP
The ERP page decides what Conta Finance gives to your accounting system. Conta Finance writes your ledger as journal entriesThe record of a transaction in the accounting system: a debit and a credit for each movement.: one entry for each transaction, and one for each rollupA rule that groups many small movements, such as fees, into one entry per period for the accounting system.. It sends them to QuickBooks Online or to Holded, or it exports them as a file for any other ERP (Universal ERP).
With Read only access, you can open every tab and read it. You need Read and edit access to connect, set up, change the rules and settings, and send. To send to QuickBooks Online, you also need a connection of your own. Holded works with one API key for the whole organization, so you need no connection of your own: when a key is stored, you can send. See Roles and access levels.
One ERP at a time
An organization works with one ERP at a time. While none is set up, the page shows one card for each ERP: QuickBooks Online, Holded and Universal ERP. Each card has a mark, one line about the ERP and its state: Not connected for QuickBooks Online and Holded, and Not set up for Universal ERP. Select a card to open that ERP, then connect QuickBooks Online or Holded, or set up Universal ERP. Until you do, All ERPs takes you back to the cards.
When an ERP is set up, ERP in the sidebar opens it straight away. The page does not show the cards again, and a link to the other ERP opens the one you set up. The header shows the mark and the name of the ERP. To change the ERP, the company or the currency of the books, see Unconfigure the ERP.
QuickBooks Online and Holded are called over their API. QuickBooks Online connects with a sign-in page of Intuit, and each person connects with their own login. Holded connects with an API key that belongs to the whole organization. See Connect QuickBooks Online and Connect Holded. Universal ERP works with files: you import your chart of accounts and export the journal for import. See Use Universal ERP.
The tabs
The page opens on Rules. Work through the tabs from left to right the first time.
| Tab | What it holds | Read more |
|---|---|---|
| Rules | The connection to the QuickBooks Online company or to Holded, or the setup and the chart of accounts of Universal ERP. Then the sync rules: which account each line of an entry posts to. | Connect QuickBooks Online, Connect Holded, Use Universal ERP and Map categories to ledger accounts |
| Settings | Three choices for the whole ERP: the minimum value to send, the classes, and the memo. | ERP settings |
| Sync | What a date range would write, what stops it, and the button that sends it. For Universal ERP, the button exports a file instead. Also the documents already sent to QuickBooks Online or Holded that are out of date. | Send to the ERP and Use Universal ERP |
| Debug | Every transaction as the journal entry the ERP would receive, beside the movements it comes from. Nothing is sent from here. | Check an entry before sending |
Rules
The top of the tab holds the app credentials: the client ID, the client secret and the environment of the Intuit app that the organization registered, and the redirect URI to register on it. Under them, the connection card shows the company. See Enter the app credentials. The organization sends to one company, and each person connects to it with their own Intuit login. Before any person connects, the card offers Connect QuickBooks Online. After, it shows the company of the organization to everyone. When you are connected, it also shows Disconnect. When you are not, it offers Connect QuickBooks Online again, and you read the other tabs without a connection.
For Holded, the card has a form where you paste an API key, pick the currency of your books and, if you want, name the company. After you connect, it shows the company, the currency and the end of the key. Disconnect deletes the key for the whole organization. For Universal ERP, the card shows the currency of your books. It has no connection to make.
Under it, the Chart of accounts card counts the accounts and the classes the rules pick from, and says when the copy last changed. It is the same card for both ERPs, and its buttons follow what the ERP can do:
- For QuickBooks Online, Refresh accounts reads the accounts again from QuickBooks. It needs your own connection. For Holded, it reads the accounts and the tags again, and it needs a stored key.
- For Universal ERP, Import accounts adds accounts from a file or replaces the whole chart, Add account adds one account with a form, and Download template gives you the blank file.
After any of them, a message counts what changed, and a warning lists the rules that no longer fit. See Connect QuickBooks Online and Use Universal ERP.
Under it are the default rule, which answers for every category, and the category rules, which change the accounts for some categories only. Unlike the rules of the Rules page, these rules have no order: a category belongs to one rule only.
Settings
Each setting saves when you change it. They decide if a document is sent at all, and what travels with it. A rule decides where a line posts.
Sync
Pick a date range. The tab reads what that range would write, in the currency of the company's books, and counts the documents by state: ready, already in the ERP, refused, ignored and blocked. Send to QuickBooks Online writes the ready documents after you confirm. It needs your own connection: the tab shows the report to everyone, and the button is off for a person who is not connected. For Holded, the button needs a stored key, and it is off while none is stored. For Universal ERP, Export for import writes the ready documents as a file, and nothing is sent.
Debug
The tab shows each transaction twice: In Conta, as the movements, and In QuickBooks Online, as the journal lines. For Universal ERP, the second reading is named after Universal ERP. The tab works before you connect a company, so you can check the accounting before anything is sent.
Unconfigure the ERP
Unconfigure ERP, at the top right of the page, deletes everything Conta keeps about the ERP: the link to the company or the setup, the sync rules, the chart of accounts, the record of the documents sent, the connections of the people, the app credentials of QuickBooks Online, the API key and the ERP settings. Afterwards, ERP in the sidebar shows the cards again, and you can set up any ERP. Only a person with Full access sees the button. It deletes nothing in the ERP, and files you already exported do not change. See Connect QuickBooks Online, Connect Holded and Use Universal ERP. The API key of Holded is deleted in Conta, and it stays alive in Holded until you delete it there.
Where else the ERP shows
While the organization has a QuickBooks Online company or Holded set up, the Transactions page has an ERP column with the state of each row in that ERP. Universal ERP does not add a column. See The Transactions page.