E-conomic

How to use E-conomic with Upodi

431431

E-conomic is a financial application (ERP) today owned by Visma. E-conomic manages all debit and credit including financial transactions.

Support for E-conomic as follows:

  • Upodi will automatically post generated invoices directly (new, changes and payments) to E-conomic and set payment terms as in Upodi.
  • Upodi will automatically post non-existing customers to E-conomic.
  • Upodi will automatically post non-existing contacts to E-conomic.

In addition, Upodi support advanced options such as accrual, and departmental booking.

Test account of E-conomic

You can sign up for a demo account of E-conomic here .

Requirements and Setup

To use E-conomic with Upodi, you need an account. Once the account is setup, follow these steps to integrate your Upodi account with your E-conomic account.

❗️

Requirements

E-conomic will need to match each SKU of a product plan charge with a product in E-conomic. All product plan charges in Upodi must have a specified SKU for the integration to work.

Secondly, you will need to create a customer-group with a customer-group number of 1337. All customers created in Upodi, will be mapped to this group.

Thirdly, customer number in Upodi must be a numeric value for e-conomic to work.

Connecting E-conomic to Upodi

  1. If you do not have a subscription for e-conomic go to www.e-conomic.com and sign up.
  2. Setup E-Conomic. Go to Sales, Customers and create a Customer Group with the name of your choice and the group number of 1337. You will need to specify an account for revenues, typically 5600.
  3. Setup each of your products in e-conomic with the proper SKUs.
  4. Sign into Upodi, then select Apps in the Upodi section, and then select E-conomic.
  5. Click on the button Connect to E-conomic*.
  6. Ensure alignment between the product SKUs in e-conomic and Upodi.

Please be aware that customer data is critical when connecting to e-conomic. Taxation and VAT will be influenced by customer data in Upodi. dd

814814
631631

All Product Plan Charge SKU numbers have to have matching goods in e-conomic, where it is referred to as 'Vare nr.'

Automatic booking of invoices

There are three options for how Upodi should handle booking of invoices in e-conomic. These options are as follows.

OptionDescription
Do not book invoiceThe invoice will be posted to e-conomic as a draft, however not automatically booked.
On recieptOnce the invoice has been processed by Upodi, the invoice will change state from draft to booked and immediately be booked in e-conomic.
Book with invoice number.Same as "on reciept", however the invoice will be booked using the numeric number of an invoice. Seeding can be set to control the offset of numeric booking, under Setup > Invoice.

Booking using GLN (EAN)

You can use e-conomic to book the invoice using GLN in combination with Upodi. In order to do so these requirements have to be met:

  1. "Try Posting Invoice using EAN" clicked on
  2. "Customers will be created if not found" clicked on
  3. Customers to receive the invoice via EAN have a contact of type GLN with a valid GLN-number in the GLN field.

❗️

Upodi does not overwrite in e-conomic

We never overwrite in e-conomic. This means if the GLN-contact was not created on the customer during the first transfer of an invoice, it will not be created. It also means if the GLN number is later changed it will not be updated in e-conomic. In this case you will have to update the values directly in e-conomic.

If the customer already exists in e-conomic, or the GLN number changes for some reason, GLN will only work when these settings are filled in in e-conomic:

  1. NemHandel-type must be set to "EAN-nr."
  2. EAN-nr. field must be filled in.
  3. "Deres reference" must be filled with an EAN contact.
10021002

EAN settings are required.

10021002

Reference contact must be provided.

Creating customers in e-conomic

Upodi can automatically create customers and contacts which do not exist in e-conomic. By setting the "Customers will be created if not found" flag on the configuration page of e-conomic in Upodi upon creating a new invoice in Upodi, we check to see if the contact 'Account number' exists in e-conomic. If the customer 'Account number' does not exist, Upodi creates the customer with all available information.

❗️

Customer account number

Please note that e-conomic requires the 'account number' to be a numeric value of a maximum of 8 characters in order to create the customer successfully.

The 'Customer group' specified in your Upodi settings must exist in e-conomic.

Accrual accounting

If you want to do accrual accounting in your e-conomic system you can choose the setting "Set accrual on invoice lines". This setting makes all invoice lines sent to e-conomic follow an accrual basis, where earnings are reported immediately based on invoice lines, as opposed to a cash basis, where earnings are calculated upon actually receiving the payment.

Bi-directional synchronization

👍

Per-request Feature

This features is in early release mode and by request only. Please contact customer support to enable bi-directional support.

What is it?

Bi-directional synchronization is the ability to let Upodi ensure all booked and paid invoices are marked and synchronized across the platforms going back 90 days. This enables your use of Upodi to reduce duplicated efforts when booking and settling payments by example card payment services or direct debit (SEPA or Betalingsservice). Manual invoices are typically paid using a bank account and the following setting in E-conomic is also marking the invoice in Upodi as paid.

How does it work?

E-conomic requires that all payments are settled through cash-book entries. This design complicates the integration a bit, however, by specifying the correct contra account, we can enable the integration to create draft entries for invoices automatically paid in Upodi within a special E-conomic cash book.

What will happen once this is running?

First of all we will synchronize the status of any invoice in E-conomic with Upodi. If the invoice in Upodi is not marked as paid, the bi-directional synchronization will do so. The settlement amount will be the one of E-conomic. Any changes to the invoice gross and net amount will be reflected as such.

🚧

Important Settlement Note

E-conomic cash-book entries that settle debitor invoices has to be settled through e-conomic functionality Automatic settlement. If this is not done, and you just create the cash-book entry, the cash-book entry does not correctly settle the invoice in e-conomic and thus it's status will not change in Upodi.

Secondly, we will synchronize the status of any invoice in Upodi, marked as paid and not settled in E-conomic. We will settle these invoices, by posting them to a cash book Upodi with the contra account as provided (i.e. example: 5820). The entries will NOT be booked, enabling you to correct any change, contra acocunt etc. as needed, and in addition - settle the payments against the true payment accounts.

How do we make use of this?

Contact us through Intercom and ask for be part of the beta. You will have to provide us with a common bank or settlement account number (example: 5820) to setup the contra account principle.

In addition, you will have to create a special cash book named Upodi. You can do this by following these steps:

  1. Sign in to E-conomic here https://secure.e-conomic.com
  2. Click All Options within the top menu (the wheel)
  3. Find Cash books in the navigation menu. (Kassekladder in Danish)
  4. Click New Cash book and name the cash book Upodi. Remaining options are optional

Contact us using Intercom below, and provide your Contra Account number from your general ledger.

What is required?

You will have to agree to participate in the beta program. We might use your name and use you as a customer reference for the feature, by also promoting your company. In addition:

  • Provide us with a contra account number.
  • Setup the Upodi cash book.
  • Keep the Other reference parameter of your invoices. This becomes the key.