Buildlogic Pty Ltd

SENDING BULK TRANSACTIONS TO ACCOUNTING SYSTEM

 In some organisations, the sending of transactions from Buildlogic such as supplier/subbie invoices and Head Contract Progress claims, to the Accounting System is centralised and may only be available to one or two users.

This function allows those users to see all the transactions in one list and to select all or selected transactions to be sent in a batch.    What this does eliminate is the need to go into every subbie payment and head contract progress claim to send them.

Your Buildlogic Client Administrator would need to give the user(s) access to this function.

The new function is under Core – Bulk send transactions to AS, as shown below.

Also, the Buildlogic Client Administrator will need to tick one other box for this function to work and the option to become available from the Jobs dropdown menu – System/Setting/Other Tab.

The implication of turning this function on is other users will no longer be able to send any transactions to the accounting system.   

One other requirement is that a Notes Type of Invoice is available for the users to choose when they attach PDFs to a transaction.   The software is looking for this Notes Type to enable the small icon to displayed in the list.

This function is available from the Jobs dropdown – Send transactions to Accounting System.

For items to appear in this list, users must select the send to AS button against each of the transactions for the transaction to appear in this list.  

When you click on this function, you will get a list similar to the following, broken down into head contract progress claims, purchase orders/invoices and contractor claims.

If you have need to view the transation before sending, from this screen you can:

• Click on the hyperlink in the Description column and go back and look at the transaction that was processed in Buildlogic.
• Click on the information icon (i), and if approval process have been used prior to getting into this list, you can view the notes from the approvers.
• If the little red PDF icon is showing, this indicates that a PDF, possible an  invoice, has been attached to the transaction. You can click on this icon and you are able to see the attached invoice.     If you are expecting attachments and they are not showing, it could be because the user hadn’t used a Notes Type of Invoice.   

 Note:    If you have jobs connected to different accounting system, you will need to pick the accounting system from the job dropdown, highlight in red above, to see the transactions that need to be sent for that Accounting System.

As in other functions in the software, you can select all the transactions or only select the transactions you want to send to the accounting system and click the Send selected button.

In the Send Comments column, you will receive a message against each transaction informing whether the transaction was successfully sent or not.

With the redesign of the Dashboard, if you want to be prompted that there are transactions to be looked at, you can have the widget for this function on your dashboard.

The dashboard entry will look similar to the following.

Note:  If you have jobs conncected to more different accounting systems, the description field also shows what accounting system the transactions is to go to.

From here, you can click the Go to page to send to AS feed.    Only transactions not sent will be displayed in this list.