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3.8. Export docs
Export Docs are classed as an activity within your RubiCRM system. Export Docs follow the same pattern for invoicing as sale pipelines and bookings.
In order to be available for accounting integration, the Export Doc must have a "Doc Price" greater than £0.00, a valid "Payment Type" and an "Accounts Status" of "To Invoice".
Complete all applicable values for your document then submit. If your document has multiple components (e.g. postage, copy invoice) on the first "Submit", in the confirmation popup, choose the "Add Retain" option.
This will retain the values of elements of the initial component of the doc allowing you to then simply change the "Doc Type" dropdown as needed.
The default pricing will load for the record but all other fields will retain their same values. The "Doc Value" field will be automatically updated to £0.00 so the total value of the document isn't skewed.
For any postage items make sure to log a separate "Postage" item with the applicable pricing.
"Member" pricing will automatically load based on the "Doc Type" by deducting the "Saving" from the "Normal Price" of the item.
Amend your default "Doc Type" values in Main Menu > System > Lists or by clicking the "cog" icon next to the "Doc Type" label. Please review the related page on system lists.
If your organisation processes weekly or monthly "batch" invoicing we recommend adding/activating the "Invoice - Weekly Batch" and/or "Invoice - Monthly Batch" accounts "Payment Types". This will allow you to filter available items to process by "Payment Type" as needed.
Click here to view more info on how to process an Export Doc.
Click here to view pre-invoice Export Doc Checks.
Click here for more info on how to process a manual invoice.
Click here for more info on how to bulk-process multiple invoices for multiple records.
Click here for more info on how to integrate your RubiCRM with eCert.
For TradeCert/essCert integration, please contact your essCert representative who will be able to provide you with an Excel file, on a monthly basis of all export docs logged.
The Excel file must include the RubiCRM CompanyID for matching purposes. This value will be used to identify the primary record that the values will be logged against.
The supplied "Doc Type" values in the Excel file must be an exact match to the "Export Doc Type" value in RubiCRM.
Items which do not match an item in RubiCRM will not be included as part of the import.
The import routine is available via Main Menu > Data Management > Imports > TradeCert.
This option may require activation via Main Menu > System > Setup > Marketing > Data Import > TradeCert.
For all integration options, please contact support@rubicrm.com if you require all items imported to be automatically added to any accounting integration queue.