Using the Accounting Link

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Making a Deposit

Making a deposit will post your payment records in Spectra. Posting is a process that locks financial transactions, like invoices and payments, into the system so that they cannot be changed. A deposit posting should occur whenever you make a deposit.

HERE'S A FLASH FOR YOU! With the 2011 version, Spectra introduced the End of Day Wizard. You can do a number of deposits at once and combine them with invoice posting into one streamlined process. For more information, see the "End of Day Wizard" topic.

When you post a deposit, the following things occur: 

• First, the transactions are locked so they cannot be modified.

• Second, if you are using external accounting software, such as QuickBooks or Simply Accounting, a summary of the financial transactions are exported to a file that can be imported into the accounting software.

Make a Deposit

1. To make a deposit, go to Tools > Accounting Link > Make a Deposit.

2. Indicate the Deposit Date. This will automatically default to today's date.

3. Select the Payment Method by checking the box for the payment types you are depositing.

4. Select the Payments to deposit. Every deposit for the selected Payment Methods will appear. Click Select All to choose all of them or select records one-by-one, indicating which payments you are actually depositing.

5. Check the deposit total.

6. Click Print Deposit Slip to print a deposit slip for the cash and check deposits.

7. Click Make Deposit when you're ready to make the deposit. Once the deposit has been made, Spectra will ask you if you want to print the deposit reports.

ATTENTION! Once you post your records you CANNOT change them unless you have enabled User Security in Spectra and have set the appropriate security. So be sure you have verified each of your deposit amounts and they are all correct. To unlock a posted invoice or payment you must log in with the proper security permissions. Then go to the payment you need to unlock and select Unlock Payment from the Payment Menu. You can then make the necessary changes. These changes will NOT be reflected in any posting or in your accounting software. You can unlock and change records, but you CANNOT un-post them. Once a record has been posted, the posting date CANNOT be changed or removed. For more information, see the "Security Groups" and "Setting up the Accounting Link" topics.

Posting Invoices

Posting invoices locks invoices into the system so that they cannot be changed. Invoice postings will export all sales tax payable and income information to a file that can be imported into your accounting software.

HERE'S A FLASH FOR YOU! With the 2011 version, Spectra introduced the End of Day Wizard. You can combine your invoices posting with deposits into one streamlined process. For more information, see the "End of Day Wizard" topic.

When you post invoices, the following things occur:

• First, the transactions are locked so they cannot be modified.

• Second, if you're using external accounting software, such as QuickBooks or Simply Accounting, a summary of the financial transactions is exported to a file that cam be imported into the accounting software.

• Third, sales tax/VAT is calculated for the sales tax/VAT reports.

Invoice Posting

1.  Click Tools > Accounting Link > Post Invoices.

2.  Enter the Posting Date, this will automatically default to today's date

3.  Select the invoices that you want to post. Use the Select All button to select all of the invoices.

4.  Check the invoice total.

5.  Click Post Invoices. Once the records are posted, Spectra will ask if you want to print the posting reports.

ATTENTION! Once you post your records you CANNOT change them unless you have enabled User Security in Spectra and have set the appropriate security. To unlock a posted invoice you must log in with the proper security permissions. Then go to the invoice you need to unlock and select Unlock Invoice from the Invoice Menu. You can then make any necessary changes. These changes will NOT be reflected in any posting or in your accounting software. You can unlock and change invoice records, but you CANNOT un-post them. Once an invoice has been posted, the posting date CANNOT be changed or removed. For more information, see the "Security Groups" and "Setting up the Accounting Link" topics.

Reprinting Posting Reports

Reprint Posting Reports

To reprint posting reports:

1. Go to Tools > Accounting Link > Reprint Posting Reports.

2. Select the posting Month and Year.

3. Then select the posting you want to reprint. To select more than one posting at a time, press the Ctrl key.

4. You can Preview, Print, or Export the reports to a PDF file.

Re-Exporting Posting Reports

Re-Export Posting Reports

To re-export your posting data to your accounting software:

1. Go to Tools > Accounting Link > Re-Export Posting Reports.

2. Select the posting Month and Year.

3. Then select the posting you want to re-export. To select more than one posting at a time press the Ctrl key.

4. Click Export to export the data to a text file in your accounting software export folder.

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