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Fully automated links to popular accounting software update your manufacturing and accounting files with one keystroke. Operation is straightforward and ensures accurate and timely data and billing. Accounting links are available for the following products:
- QuickBooks 2000, 2001, 2002
- Sage L50, L100
- TASBooks
- Great Plains 5.0-5.5-6.0
- Access Accounts
Overview
Our link software automatically processes Alliance transactions and formats them into Accounting import files that update the following items:
- Accounts Receivable
- Accounts Payable
- Revenue Accounts
- Sales Tax Payable
- Cost of Goods Sold
- Inventory Accounts
- Customer Records
- Vendor Records
Purchase order receipts create an entry in your accounting software for either line item or purchase order totals (your choice). The distribution for a purchase order will be to Inventory accounts, and to a Purchase Price Variance account if the PO cost is different than standard cost. Sales Order transactions create an entry in your accounting software in the amount of your Sales Order invoice Total, breaking out shipping charges and sales tax to the appropriate G/L account. If Sales are tracked by product lines, multiple Sales and Cost of Goods Sold accounts can be established in Alliance, and the Alliance Accounting Link will update these accounts accordingly with part sales. The flow of data is strictly from Alliance to your accounting program. The Alliance Accounting Link does not move data from your accounting program to Alliance, but your accounting program customer and vendor information can easily be exported and then imported to Alliance.
Technical Information
The Alliance Accounting Link runs on Windows 95, 98, 2000 and NT Workstation. The Alliance Accounting Link is installed on a workstation only. The Alliance Accounting Link can access data files located on a server, as long as the server drive or other hard drive is mapped to the Alliance Accounting Link workstation.
Operational Considerations
Alliance is used as the primary inventory system. The Alliance Accounting Link does not transfer inventory information to your accounting program. The Alliance Accounting Link is designed to work with Standard Costing. Inventory transactions are posted at Standard Cost, and Purchase Order price variances are captured. The only requirement is that all Alliance data files must be closed. Therefore, all users should be out of Alliance and your accounting program when the Alliance Accounting Link is run. Data files must be locked and any activity in the program prevents this. The Alliance Accounting Link should be run on a daily basis, but it may be run as often as you wish. Daily Alliance Accounting Link runs ensure timely updates, while less data process speeds up transaction verification. You can choose to process transactions particular to their type. For example, if you wish to transfer only sales order information, the Alliance Accounting Link will process only this activity. Any combination is possible from the following types:
- Kitting: Kits and dekits with work orders
- Completions: Work order completions
- Purchasing: Purchase orders and returns
- Sales: Shipments and customer returns
- Adjustments: Unplanned issues, physical inventory adjustments
- Unplanned Receipts: Unplanned receipts of inventory
All transactions are grouped in Alliance with a Transaction Group number. If you kit twenty parts to a work order, twenty records are created in the transaction log with the same group number. The Alliance Accounting Link has the capability to either process each row in the group singularly, or to group row amounts by their General Ledger account. Grouping keeps the journals condensed and summarized. Not grouping brings more transaction detail information to the memo fields, such as part number and quantity.
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