e-conomic integration

With tracezillas integration to e-conomic you can sync your customers, suppliers, SKUs and services.

In addition, you can create invoices in tracezilla, which are synchronized to e-conomic.

The integration requires that you already have an account in e-conomic.

Step 1/7: Connect

1. Click the Company name in the upper right corner. Select Company settings.
2. Click Integrations.
3. Click Visma e-conomic.
4. Click the button Connect.

   We recommend that you are logged in to your e-conomic account (with superuser access) at the same time, so tracezilla will be able connect immediately.

5. Click Add app.

The integration is now connected and ready to configure in tracezilla.

Step 2/7: Partners

In tracezilla, the term ‘partners’ cover both suppliers and customers. A partner can both be a supplier and a customer and you avoid having to two accounts for the same partner. Make sure the name of the supplier/customer is identical to be sure the partner is created as one in tracezilla.

You can give your partner a tag. The fields is autofilled with the tag ‘Customer’ and ‘Supplier’.

Select a default customer group and supplier group in e-conomic.

In the future, your partners will be syncronized every time you create a new partner in tracezilla and give them the Customer or Supplier (or both) tag. This means that customers will automatically be created in e-conomic and placed as default in the group you selected in this step. The same goes for the supplier. Afterwards you can place the customer or supplier in another group if relevant.

Step 3/7: SKUs and Services

When you create new SKUs in tracezilla, they will be syncronized to e-conomic. You can select a default productgroup for SKUs and for services. They can afterwards be placed in a different product group.

If you already have created some SKUs and services in tracezilla, you can get them tranfered by selecting Yes in the field Create SKUs and Services from tracezilla in e-conomic.

When you start using tracezilla, you can get your SKUs transfered to tracezilla from e-conomic by selecting Yes in the field Load products from e-conomic and create them as SKUs and Services in tracezilla.

Thereby a drop-down menu will apear. Indicate which productgroups should be syncronized as services and as SKUs.

Step 4/7: Expenses

Accounting year

Select the current Accounting Year from the dropdown menu. tracezilla only shows the accounting years in the menu that have been created in e-conomic already.

When you change the financial year (staggered financial year or following the calendar year), you must change the year in the integration setup when you want to send the inventory value as inventory valuation adjustments to e-conomic for the new year.

We recommend that the financial year be changed when you have closed the previous financial year. If your financial year follows the calendar year, it will be at the turn of the year.

Expenses workflow

It is optional to transfer expenses. This requires that you have enabled Actual Cost Pricing in the extensions. To do that, go to your Company settings and click Extensions.

You can set up your integration so that selected expenses will be transferred from e-conomic to tracezilla or vice versa. The aim is to make a good cost management by linking costs to specific lots or orders.

Select whether you want to transfer expenses from tracezilla to e-conomic or vice versa in the section In which direction should expenses be transferred?. We reccomend that you transfer from e-conomic.

Whether you select the one or the other direction depends how you want to manage your expenses:

Transfer expenses from e-conomic to tracezilla

If you choose to pull your expenses from e-conomic to tracezilla, you create your expenses in e-conomic. This is the preferred setup for most companies because it follows the natural flow of posting of all other expenses in e-conomic.

We recommend that you put a note on the expense when you post it to make it easier to see what the expense concerns when you transfer it to tracezilla.

1. The field Pull expenses with posting date as of is relevant in the event that tracezilla is used in the middle of an accounting year. Enter the date tracezilla is put into use. This date should not be changed subsequently. When a new accounting year starts, you only change the Accounting Year changes, and then that will be the setting that applies for loading expenses.
2. Enter the account numbers from the chart of accounts in e-conomic from which it will be relevant to match payments from in the various cost categories. Multiple account numbers in a cost category are separated by commas. The item purchase field is pre-filled.
3. The synchronization from e-conomic to tracezilla takes place by clicking Download from e-conomic under Financial > Expenses.

Transfer expenses from tracezilla to e-conomic

If you choose to transfer expenses from tracezilla to a GL journal in e-conomic, you create your expenses in tracezilla. We recommend that you choose this setup if the person who posts GL entries in the accounting system does not have sufficient insight in the core business to know what the expenses concern. The disadvantage of this method is that it may not follow the general flow or any automization of posting expense entries in your company that you may have.

1. Select the GL Journal you wish to tranfer the expenses to.

Step 5/7: Sales

You can transfer the invoices you create in tracezilla to e-conomic in one of two ways:

• ‘Regular’ invoice in e-conomic
• Manual invoice (advanced settings for VAT)

You can also select No syncing.

Regular invoice in e-conomic:

You should create your invoices as a regular invoice unless you need to invoice advanced VAT. With this setup you can use the dashboard in e-conomic and e-conomics app integrations. The invoice number is pulled from e-conomic when creating the invoice in tracezilla. The invoice is booked automatically immediately after the creation of the invoice.

We recommend this setup.

Manual invoice:

If you need to invoice advanced VAT, you should choose to created your invoices as manual invoices. Then your invoices are tranfered to e-conomic using General Ledger Journals. Indicate which journal in e-conomic you wish to transfer the invoices to. You can create a new journal just for tracezilla entries.

Custom invoice heading:

You can specify a header for the invoices that are synchronized to e-conomic. This can, for example, be the customer’s own order number if you specify it in the reference on the sales order.

Invoices are of course synchronized to e-conomic with the same invoice number that appears in tracezilla. This is just an option to enter an additional reference.

Insert the following into the field:

 Invoice {{ ext_ref }} 

It is optional to fill in the field.

Use this journal in e-conomic for invoices and inventory regulations:

You can choose to create a special journal in e-conomic, which you call ‘tracezilla’ or you can use one of the existing journals.

Invoice layout in e-conomic: here you select the invoice layout you have created in e-conomic.

Guess invoice attachment when pulling payment status

If you go to Sales > Invoices you will be able to pull a payment status from e-conomic. Then you will be able to see if an invoice is payed.

If a customer pays an invoice twice or the amount of money in a different way that doesn’t match the information indicated on the invoice, tracezilla will try to guess the connection by looking at the invoice number in the entry-text.

Step 6/7: Inventory Valuation and COGS

You can choose to use the expected or the actual inventory value when transfering the inventory value from tracezilla to e-conomic.

tracezilla use the expected inventory value as a default. If you want to use the actual inventory value, you need to enable Actual Cost Pricing. To do that, go to your Company settings and click Extensions.

Read more about expected and actual costs here.

Book all adjustments before selected from month on period boundary account

You can select that tracezilla does not post transactions on the accounts for Valuation Increase and COGS for periods (months) prior to the one(s) selected when the inventory value is transferred to e-conomic. Transactions that occur before the selected start month will be collected and booked on the Period Boundary account.

The inventory value in tracezilla is transferred to the selected journal in e-conomic (selected in step 5/7 Sales), so that it is ready to be booked to the relevant accounts.

If you use the e-conomic standard setup of accounts for companies, the fields for the standard financial accounts will be pre-filled: ‘Assets, inventory’: 5520 and ‘Contra, COGS & value increase’: 1330.

By filling in account numbers for alternative financial accounts, you get a more detailed inventory adjustment. If you have not created accounts for this in advance, they can be created with advantage.

PLEASE NOTE! Only the Assets, inventory account is in the balance. The other accounts should be placed under Direct costs. The VAT code is removed from these financial accounts.

Read more about the inventory valuation here.

Step 7/7: Enable integration

Confirm that you want to enable the integration.