1.1. Overview

The Accounts Admin section enables users (with the appropriate permissions) to take bulk actions and view accounting-related information.

1.2. Items to process page

This section allows users (with the appropriate permissions) to view all items for all records that are currently waiting to be processed into an Invoice.

 

Items in this area are categorised by Booking, Sales, or Export Docs. Use the filters in the column headers to select items for processing as required. You can edit items directly within this area using the "Open/Edit" icon ().

 

 

1.3. Invoices/credits page

This section allows users (with the appropriate permissions) to view all items that have been processed successfully as an invoice or credit.

 

By default, items created within the last 30 days will be displayed.

To view items from a different date use the date selector.

 

To edit an individual invoice/credit click the "Open/Edit" icon ().

To view the recommended best practice for bulk processing contacts for invoicing please click here.

1.4. Card payment page

This section displays all card payment transactions logged within RubiCRM via web integration.

Items will have a corresponding Transaction ID enabling matching between the RubiCRM item and any banking or external providers.

To view historic transactions change the date selector.

The grid will also display the "Status" of the transaction which indicates if the payment was successful, aborted or not progressed.

1.5. Items queue

Depending on your accounting integration, this section will show any items currently waiting in the queue for processing to your accounting software.

While in the queue an item can be easily viewed using the Open/Edit icon ().

Items in the queue can be removed from the queue by removing the invoice item.

Once accounts processing has been completed with any external providers or automation invoice pricing is no longer available.

Line item and main invoice text can be edited as normal however, edits completed after processing will not be passed to your accounting software.

While an item is in the queue it can be removed for editing and then added back into the queue.

1.6. Create a single invoice

In the Items to Process page use the tick boxes to select the required items you would like to invoice, then click the Invoice button.

This will create a single invoice with all your selected items. Items associated with different records should not be added to a single invoice. To create invoices in bulk please view the bulk creating invoices page linked.

 

1.7. Bulk creating invoices

To process multiple items in one action select required items by selecting the tick boxes. We recommend using the Category filter to process only items of one category at a time.

 

Once all items have been selected, click Bulk Process.

 

In the popup window, select items as applicable. All selected values will be assigned to your bulk invoices.

The Invoice Date will be the date appearing on your actual invoice.

The Email Cover and Inv Template values allow you to choose an appropriate email template and invoice template to use for your bulk process.

We suggest setting the Payment Type to Invoice and Accounts Status to Invoiced to complete processing successfully.

To action click Submit and your items will be processed.

 

Depending on your accounting integration, these items will remain in the queue until collected by your accounting product and processed by your accounting software. This may need to be triggered by your team to pass invoices to your accounting package.

To process bulk Proforma invoices, select the Payment Type option of Proforma if available. Further customisation and integration may be required for this option.

1.8. Line item - sales pipeline

An invoice can consist of Sales Pipeline items.

Sales pipeline items can be added to an invoice for a primary record from the right-hand side menu.

 

Pipeline items are created based on a Sales Service. New Sales Services can be added to the System List of all Sales Services.

 

Follow the support guide on System Lists showing how to add new items to a list.

The Sale Service system list allows you to add the Default Price, Default VAT Rate and Nominal Accounting code.

2.1. Xero

Your RubiCRM can be linked to your Xero accounts product using RubiCRM's direct integration.

Data that can be transferred includes:

• New Contacts
• Update Contact
• New Invoices
• Receipts
• Credits

 

Click here for information about the Xero Integration!

2.2. Sage 50

Your RubiCRM can be linked to your Sage 50 accounts product using a 3rd party API called Hyperext.

Data that can be transferred includes:

• New Customers
• Update Customers
• New Invoices
• Receipts
• Credits

 

Cost
Support charges are payable for this service.

Set-Up
To integrate your Sage 50 with RubiCRM please ensure to carry out the Pre-Installation Checklist further down this page.

 

When using the Sage 50 integration items such as bookings, sales pipelines and export docs must have a Default VAT set as well as a Tax Code.

 

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Sage 50 Rubi Integration: Pre-Installation Checklist

To integrate RubiCRM with Sage 50 the following checklist must be complete/requirements met.

1. Sage Version - The client must be using Sage 50 Accounts or Sage 50cloud Accounts v26 or v27 and hold a multiuser/multicompany professional license to enable full API functionality.
2. Sage Full Installation - Sage 50 Accounts full desktop client must be installed on the server or PC hosting the Sage Data as our API must be installed local to the Sage Data.
3. Host Computer O/S - The target Server or PC must have a static internal IP address. Server O/S must be Windows Server 2012 or later. PC O/S must be Windows 10. The machine should be always powered on.
4. Fixed External IP – For Secure External Access to API - the Internet router must have a static or fixed external IP address. We will configure DNS and SSL linked to this IP.
5. Firewall Port Forwarding Rules - Client IT support/network admin will need to configure port forwarding rules on TCP ports 40027 and 50027 from the external network interface to the target host. (This can be locked down to specific IP addresses if desired. Source IP is 62.31.90.254)
6. Remote Control - For the installation, we normally connect remotely via TeamViewer, so the TeamViewer client will need to be downloaded and run on the target machine. When connected we need to land in a user session with full admin permissions to correctly configure the various components of the API solution. Alternatively, we can install over RDP if preferred.
7. API Setup Time - The setup process typically takes around 2 hours. During the setup it is possible to continue using Sage normally. Although there is a brief period of about 10 minutes that we will need MANAGER access to Sage. A server restart is not normally required during the setup, but if a restart is required, we will request permission before restarting
8. All required Accounting Codes (e.g. Nominal, Department etc) must be added into your Rubi system prior to starting testing.
9. Please advise support@rubicrm.com if your organisation uses Service or Product invoices.
10. Make sure to check all Tax Codes are setup correctly as per Sage. The VAT amount is ignored by Sage integration and the Tax Code will be applied.