Table of Contents

eInvoicing - Reckon Accounts Hosted

Overview

Reckon Accounts Hosted is eInvoicing ready, which means you can now send and receive invoices and bills through the secure Peppol network.


Supported transactions

Reckon Accounts Hosted is eInvoicing ready for the below transaction types:

  1. Invoices
  2. Customer Credit Notes
  3. Bills
  4. Supplier Credit Notes


Understanding user accounts

In this article, you will learn about three types of user accounts that will be used throughout this article. Please read this section carefully as this will help you understand what they mean and when to use them.

  1. Reckon Accounts Hosted User ID/Username: You use this account to login to Reckon Accounts Hosted dashboard to open the application or go to Manage account. For example, 123456-1 or johnsmith81.
    We recommend logging in with your Hosted User ID during the onboarding process.
    Learn how to find the User ID of your account if you only know your Username.
  2. Company file User Name: You use this account to access your company file. For example, Admin.
    If you do not have a user setup in your company file, then by default it's called "Admin".
    When you access your company file, you are asked for a User Name. This is the Company file User name. You will need to create a new user called "eInvoicing" during the checklist process.
  3. Reckon eInvoicing email address: Reckon eInvoicing is a separate product and it requires a different user account and password to access it. During the onboarding process, you will be asked to enter an email address that you want to use to access the Reckon eInvoicing Portal. A temporary password will be sent to that email address after the onboarding process is completed that you will need to access the Reckon eInvoicing Portal. You will need to change the password after logging in for the first time.
    You can sign up using any email address, including the one used to sign up for Reckon Customer Portal to lodge STP.


Onboarding checklist

Before getting started with the Reckon eInvoicing, it is highly recommended that the necessary information is available within your Reckon Accounts Hosted company file for a smooth onboarding experience.

We have therefore compiled a list for you.

Task

ABN details of the company file

ABN details of your customers and suppliers

Bank account details

Create new user

Switch to Multi-user Mode


ABN details of the company file

When you are Onboarding to your Reckon eInvoicing Dashboard, you are registering your ABN on the Peppol network for receiving of various business documents, such as an Invoice.

Note: The information brought across in onboarding is whatever can be drawn out of your Reckon Accounts Hosted company file. If information such as the bank account is missing in the Reckon Accounts Hosted company file then the user will need to add it in during onboarding.

Note: All Reckon Hosted users will be required to enter the organisation's ABN during the onboarding process i.e. it does not prepopulate into the Reckon eInvoicing Onboarding screen.

✔ You have now completed the ABN details of the company file task. 🙌


ABN details of your customers and suppliers

The ABN and Legal Name for your Customers and Suppliers are the most important areas to have completed in your company file. Entities are required to be registered via the Peppol network for eInvoicing.

To add ABN to a customer, please open the Customer/Supplier record from the Customer and Supplier Centre.

Customer Centre

Supplier Centre

✔ You have now completed the ABN details of your customers and suppliers task. 🙌


Bank account details

For the bank account details to automatically prepopulate during onboarding process, you will need to add the required information in your company file.

In your Reckon Accounts Hosted company file,

  1. Navigate to Lists > Chart of Accounts
  2. Highlight the Bank Account that you would like connected to > right click and select “Edit Account” to view your bank account details.
  3. Ensure that your Bank account details are added in the Bank Acct No.:
    1. Bank BSB details
    2. Bank account details
  4. Once you are done, click Save and Close

If the bank account details are missing in your company file, you will have to add them manually during the onboarding process.

✔ You have now completed the Bank account details task. 🙌


Create new user

It is highly recommended to create a separate user in your company file called "eInvoicing" that will be only used for eInvoicing integration. Please ensure that no one will use this user account to access the company file otherwise the Reckon eInvoicing integration may get blocked if there is an existing session where this user is logged into the Reckon Accounts Hosted application.

This “eInvoicing” user will be the profile that will be used to connect your company file to the Reckon eInvoicing solution.

You will need to login as the Administrator of the company file to create a user.

  1. Go to Company > Users > Set Up Users and Roles.
  2. If you have a password enabled for the current user, you will have to enter it.
  3. Click New...
  4. Enter "eInvoicing" for the User Name and enter a password to this user account to keep the account secured.
    Assigning a password is mandatory for the integration with Reckon eInvoicing to work.
  5. Provide the account with Full Access role. Without proper access, Reckon eInvoicing may not be able to integrate with your company file successfully.
  6. Click OK once you are done
📝 Please note down the details of this user account and you will need this during the onboarding process.

✔ You have now completed the Create new user task. 🙌


Switch to Multi-user Mode

To ensure that you are able to use Reckon eInvoicing successfully without any interruption, you will need to change your Reckon Hosted company file from Single-user Mode to Multi-user Mode.

If you are logged into the company file in single user mode, the eInvoicing process will not work.

To change from Single-user to Multi-user Mode, please navigate to File > Switch to Multi-user Mode.

If the menu option says Switch to Single-user Mode then the file has been switched to Multi-user mode.

✔ You have now completed the Multi-user mode task. 🙌

With this final step, you have now completed the Onboarding checklist. 🎉


Getting started

Sign up

To access Reckon eInvoicing for Reckon Accounts Hosted, you will need to:

  1. Log in to the Reckon Accounts Hosted Dashboard
  2. Click on the Reckon eInvoicing link
  3. Click Create an account
  4. Choose Reckon Hosted > Connect to Reckon. Choosing wrong product will not let you integrate with your company file.
  5. You will then be asked to login with your Reckon Accounts Hosted account. This is the same account that you use to access your company file. You either use your User ID (123456-1) or Username. However, we recommend you to login with your Reckon Accounts Hosted User ID.
    Learn more about Hosted User ID (user type: 1).
  6. You will have to give access to Promis (provider of the Reckon eInvoicing solution via OZEDI) for Reckon eInvoicing to connect to your Reckon Accounts Hosted company file/s. Please choose all the options from the list for successful integration.
    Reckon eInvoicing uses the Reckon API to integrate with your Reckon Accounts company file. You will need to allow access and to do this you will need to login as the Hosted account that has access to the company file.
  7. You will then view the list of your Company file/s. Choose the company file you want to integrate with and click Submit.
    You will need to go through this onboarding process if you want to integrate with more than one company file.
  8. You will then be asked to enter the Company file's user name and password. This is where you will enter the user "eInvoicing" you had created (Create User section above > step 4) in your company file.
    Learn more about Company file User Name (user type: 2).
  9. Please take note of the "Email to access eInvoicing dashboard)" option. Reckon eInvoicing is a separate product and you will need a separate user account to access it. Based on the email address you enter here, a new user account will be created for you. A temporary password will be sent to this email address.
    You will be using this email address and the password to access Reckon eInvoicing Portal. You will have to change the password after logging in for the first time by accessing your profile section and the details are provided later from step 14. You can sign up using any email address, including the one used to sign up for Reckon Customer Portal to lodge STP.
    Learn more about Reckon eInvoicing email address (user type: 3).
  10. Click Submit
    Please ensure the company file is in Multi-user Mode before clicking Submit. Otherwise, you will get the below error and the onboarding process will not progress further.
  11. Complete your contact information.
    Please complete the following areas that are marked with red x’s:
    1. First Name
    2. Last Name
    3. ABN Number
      Then press “Confirm Details” to continue.
  12. Confirm your Bank details to continue. Select the Bank account from your company file. The data should be prepopulated from the Bank account details step.
  13. You are now enabled for Reckon eInvoicing. However, there is one more step to complete setting up your Reckon eInvoicing user account.
  14. Log out of your Reckon eInvoicing Dashboard by selecting the menu and select Logout.
  15. An email with a temporary password has been sent to the email address you had specified in the step 9 that you wanted to use to access Reckon eInvoicing. You will need to change the password.
    1. Check your email and you will find an email from Reckon eInvoicing that contains the temporary password
    2. Click on Change password button and login with the temporary password
    3. Go to menu > My account > My Details and change your password from the temporary password provided to your new password.
    4. Enter the temporary password in the old password section and the new password for the New password and Confirm new password fields.
  16. Click Save Changes on the bottom section.

You can also access the Reckon eInvoicing directly by accessing reckon.promis.co


Log in (existing user)

If you are an existing user of Reckon eInvoicing, you can access your organisation by visiting reckon.promis.co/login.



Reckon eInvoicing overview

Read on to learn about the Reckon eInvoicing Portal and its features.


Onboarding a second (or more) Company files

If you need to add another Reckon Accounts Hosted company to your Reckon eInvoicing Dashboard, please follow the onboarding process above i.e. repeat the onboarding process for the next entity.

You will then see another organisation within your Reckon eInvoicing Portal and you can switch between them.


Switching between organisations

If you have multiple organisations in Reckon eInvoicing, you can switch to another organisation within Reckon eInvoicing by clicking on the Organisation drop-down menu, next to the Menu.

You can also search for the organisation name to locate and select it.


Inviting your customers and suppliers

Your customer/suppliers must be registered on the Peppol network to be able to send and receive eInvoicing transactions. To assist in their registration, you can simply invite them from the Reckon eInvoicing portal.

  1. Log in to the Reckon Invoicing
  2. To invite Suppliers, from the menu, click Invite Suppliers.
  3. To invite Customers, from the menu, click Invite Customers.

You will be able to send a personalised invitation email to your customers and suppliers to join Reckon eInvoicing.


Alternatively, you can add additional contacts in your Reckon Accounts Hosted company file and refresh this screen, then invite the additional contacts.

Invited contacts show as “Invited” until the invitation has been accepted. Once accepted, the Reckon logo will appear against them in the status column.

The user can always resend the invitation if required.

Your customers will only be able to receive e-invoices if they have registered their Company on the Peppol network through their accounting software.


Sending and receiving transactions process

Receiving
  1. The invoice should appear in the Reckon eInvoicing Dashboard for the customer after about 15 minutes.
  2. The invoice to be actioned will appear in the Reckon eInvoicing Dashboard for the customer (see section Review Invoices Received in this document). The customer can make the appropriate actions as per below (see section Action Invoices Received in this document).
  3. The first time the customer receives an eInvoice from a particular supplier they will need to allocate the invoice to an expense account. All future eInvoices from this supplier are then automatically allocated to this expense account.
  4. The customer can then authorise the eInvoice to be pushed into your Accounts Hosted company file. At this authorisation stage, you also get the chance to auto send invoices up to a certain amount e.g. you set a rule that all invoices for a certain supplier under $50.00 will automatically go into your Accounts Hosted company file. This enables all future eInvoices up to that amount to automatically get sent through to your company file (auto approval) and therefore will not be required to be manually authorised.
  5. The automation rule can be changed under the Receive Bills menu item (see below section Setting Rules to Automate Bills Received).
  6. Once authorised, the invoice will appear in your company file.


Sending
  1. Create and send an invoice out of Reckon Accounts Hosted via email as you would normally. Take note of the invoice number.
  2. Once the invoice has come through, you can check the sent invoice in Sales Invoice History (refer to Review Invoices Sent section in this document).
  3. Back in your Accounts Hosted company file, you will see a note has been added to the invoice “Delivered as an eInvoice….”.


Receiving

Receiving bills in the Reckon eInvoicing portal

Bills received that require actioning appear in the user’s Reckon eInvoicing Dashboard. To get to the main Dashboard, by click on the Reckon logo at the top left.

Alternatively, you can get to the Dashboard from the hamburger menu.

The first time a Bill is received from a particular supplier you will be asked to allocate an expense account to that bill. If there are multiple lines in the invoice these can be assigned to different account codes by using the dropdown.

Reckon eInvoicing will then automatically apply that same expense account to any future bills from that supplier. The user can always amend that account manually on a subsequent bill as long as they have not enabled auto send of their bills.

Once an account has been allocated select ‘Authorise bill to Reckon’ to send that bill to the Reckon company. Authorised bills will disappear from the dashboard once refreshed.

At this point, the opportunity is given to automatically send all future bills from that supplier to the Reckon company.

For users that like to review each bill or adjust the expense account used on different bills, they might want to select ‘No’ to 'auto send'. This will ensure active review of bills when a new bill is received.

If they select to automatically authorise future bills from that supplier, Reckon eInvoicing will create a rule that all bills up to the amount authorised in that particular bill will go through to the Reckon company without the need for review.

Any bills above that initial amount will still appear for review and authorisation. The automation rule can be changed in the automation menu item under Receive bills.


Editing More than One Line Item in the Bill Received

When you click “Edit XX Lines”, you are then able to go in to see further details of the invoice.

A PDF imager of the invoice is displayed and the working page to be able to edit line items shows behind it.

If the PDF isn't available from the provider, then you will have to request your Supplier to send you the Invoice. For example, PDF of an Invoice isn't available via Reckon Accounts Hosted (using API) but Reckon One provides this (via API).

Below is an example of an Invoice sent as PDF via Reckon Accounts Hosted.

In the below example, here is only one line item, but ideally you are able to use this function for more than one line item.

You are able to amend the following areas:

  • Description
  • Tax Rate
  • Expense (or Income) Account
  • Classification
  • Project

Once you have completed the areas that you require above, you have two options:

  • Save & Close. Save your changes and go back to your previous screen
  • Send & Close. Send the invoice and your updates into your Reckon Accounts Hosted company file

You are able to view the new Bills that you have authorised to go into your Reckon Accounts Hosted company file in the following areas:

  • Home page > Enter Bills
  • Supplier Centre > select the Supplier > view the transaction history

You will also notice that a message in the Memo area of this bill has been added to advise that it was “Received as an eInvoice“ and the date that this Bill was received via eInvoicing.


Review bills received

To see any bills received to your organisation select the Reckon Icon to take you to the Dashboard.

If open bills that have been received remain unactioned you will be sent an email titled ‘Reminder’ on a daily basis.


Action bills received

Use the drop-down to action the invoice. This may include allocating the accounts or authorising to Reckon.


Setting rules to automate bills received

You can set rules so that bills up to a certain amount can be authorised and pushed into Reckon automatically. This can be completed when the Bill is received and is on your dashboard to be authorised (or disputed).

To set rules, click on “Would you like to auto send to Reckon in future?” Yes/No.


Manage a rule that was set for a supplier

In your main menu dropdown, click on Receive Bills > Automation. All Rules that you have set for a Supplier previously are able to be managed here


Purchase Bills History

The Bills history can be seen under Receive Bills > Purchase Bills History.

You can view the details of all Bills received via the Reckon eInvoicing Dashboard.

The status “new” means that the Bill still requires actioning and the user should go to the Dashboard to take action.

The status “Authorised” means that the Bill has been authorised, either manually or by automation, and sent to Reckon. You will see a small Reckon logo next to that Bill to confirm that it has been received within Reckon.

If the status is Authorised and the Reckon logo is missing, there has been an issue sending the Bill to Reckon and it will require investigation.

The user can view Bill audit history by clicking on the line item.

If the Bill was authorised manually it will show the username in the notes who did the authorisation. If it was automatically authorised then the note will be ‘Reckon auto authorised bill’.

Please note: For Reckon Accounts Hosted users, the “Download Bill” hyperlink will not show the PDF. Please refer to your email inbox for viewership of the pdf Sales Invoice/s. If you click on the “Download Bill” hyperlink, it will open up a second blank screen that states “PDF Not Found”.


Sending

Review Invoices Sent

To see any invoices sent, select ‘Send Invoices’ and then select the ‘Invoice History’ tab to review.


Example of Sales Invoices status page

To see if your eInvoice was successfully delivered, you are able check the ‘Status” column in this area.

The status shows whether the eInvoice was delivered as an eInvoice or not.

Please note: For Reckon Accounts Hosted users, the PDF hyperlink will show in Sales Invoices History, however, the PDF is not able to be viewed in this area. Please refer to your Reckon Accounts Hosted company file for viewership of the Sales Invoice/s. If you click on the hyperlink, it will open up a second blank screen that states “PDF Not Found”.


Invoice Options and Structures

Most accounting packages will allow the Invoice to be Tax Inclusive, Tax Exclusive and No Tax. If the organisation is not set up for GST you might only be able to select NCF.

We want to make sure that these are being sent and received correctly.

In your sending please send one of each:

  • 1 x Tax Incl
  • 1 x Tax Exclusive
  • 1 x NT
  • Add line Items


Manage Clients

You will find this selection under the hamburger menu Send Invoices > Manage Clients.

To send an Invoice as an eInvoice the contact in Reckon must have their ABN in the Tax Number field.

This page enables users to look up their client’s ABNs by using the ABN lookup tool. The user can then fill the Tax Number field with the correct ABN.

Important: The ABN is used to identify the eInvoice. The user must enter the correct ABN in this field otherwise the eInvoices could be sent to an incorrect client.

ABN information entered on this page will not be populated into the Reckon Accounts Hosted Company file's Tax Number field. This must be entered separately by the user into their company file.


Customer /Supplier Adjustment Notes – Credit Notes

Customer Adjustment Notes (Credit Notes) will be sent to the Reckon eInvoicing Dashboard in a similar manner to Invoices. They can be found in the Sender’s Invoices History.

They will appear in the receiver’s Reckon eInvoicing Dashboard to be authorised to Reckon where they will be added as a Supplier Adjustment Note.

Application of the Customer Adjustment Note or Supplier Adjustment Note to Invoices or Bills is completed in Reckon and will not be reflected in the Reckon eInvoicing Dashboard Invoices/Bills history.

Note: If the price unit value has more than two decimal places the Customer Adjustment Note will not send. This is due to the way the Reckon API has been designed. To ensure that Customer Adjustment Note sends, make sure the unit price only has two decimal places i.e. $4.45 and not $4.45454545.


Manage organisations

To manage your Organisation, including managing users and more:

  1. Go to the menu
  2. Click Manage Organisation
Manage

In the Manage tab, the information in this view is filled out during the initial onboarding registration process for that entity.

You can update entity details on this tab but please note it will not update the details in your Reckon Accounts Hosted company file. If the details need to be updated in your company file, please log in to Reckon Accounts Hosted company file.


Banking details

You can update your dank details on this page. Please note that the details will not update the bank account in your Accounts Hosted company file.


Users

In the Users tab, you will be able to invite another user (your staff/accountant etc.) to access your organisation.

You can also invite Reckon Support if you have any problems we need to solve.


My account

  1. Go to the menu
  2. Click My Account
    1. My Details
    2. Devices


My details

You can change your name and password in this page.


Devices

You can view the Devices you have used to log in to the Reckon eInvoicing.


Support

In the main menu, there are 3 options:

Invite Support

Once the organisation has been successfully onboarded you are able to add Reckon Support as a user if you require assistance. You can also remove support's access and the steps are in the next section.

Important: this is to ensure that support can view all your organisations and to assist you with support.
  1. Go to the menu > Support > Invite Support
  2. You will see the confirmation message.
  3. You are able to confirm that Reckon Support has been invited into your Reckon eInvoicing Dashboard by going into the Go to menu, select Manage Organisation.
  4. You can also invite the Reckon Support as a User via the Menu > Manage Organisation > Users > Invite Reckon Support
  5. You have successfully invited support into your Reckon eInvoicing Dashboard to assist in viewing your organisation if it is needed to ensure we support you as much as possible.

Remove Reckon Support access

To move Reckon Support's access to your organisation, simply just click on the red ❌ button next to Reckon Support user entry.


Log a Support Request

This directs you to “Log a support ticket” on the Reckon website if you require further assistance from our support team.


Help

This directs to this Reckon Help website.


Frequently Asked Questions (FAQs)

What Happens if Your Clients and Suppliers are not on the Network?

If the client that you send to is not registered on the Peppol network, then your invoice will need to be sent via usual methods i.e. email., post, etc.


What Happens to the uploaded Invoice where the customer is not on the Peppol Network?

The invoice will not be sent via Reckon eInvoicing via Peppol network. You will either need to send them with your usual method (for example, email) or you can invite them to join Reckon eInvoicing.

You will need to ensure that your clients are registered on the Peppol network so that you are able to send to them successfully.



Need more help?

Ask the Reckon Community at: https://community.reckon.com/categories/accountshosted

Or

Log a Support Ticket: https://www.reckon.com/au/support/

How did we do?

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