Getting Transaction Data into Accounts

Overview

This article describes at a high-level how transactions captured by Claritum (i.e. sales and purchases) are transferred into your company accounts package / financial system / ERP.

Intended Audience

Senior, non-technical decision makers, implementers and project managers.

Sales and Purchase Ledgers

Claritum's core processes track and capture every item of spend, both by your organisation/department (the 'Service Provider') and your Customers (internal and/or external).

The system organises these transactions into two 'ledgers':

• Sales
• Purchases

These ledgers can be transferred into your accounts system in one of two ways:

Manual Download / Upload

This process requires an 'Accounts' user with access to the Claritum System and to your organisation's Financial System.

1. Accounts User logs into the Claritum System.
2. User downloads the Sales Ledger datafile.
3. User uploads the Sales Ledger datafile to the financial system.
4. User repeats the same process for the Purchase Ledger data.

How frequently can this be done?

This process can be repeated as frequently or infrequently as required (e.g. hourly, daily, weekly, monthly, etc.).

What about duplicate records?

The system automatically ensures that transactions are not duplicated in the datafiles; if you download the sales ledger datafile and then immediately download it again you will receive an empty file (assuming no sales were confirmed in the meantime).

How do I know the datafile is in the right format?

During the Claritum System Implementation we identify the right format to match your finance system. The Claritum System already supports most major finance/ERP systems but alternative formats can be implemented.

Does it have to be the same User?

No. You could have two different users involved in this; the first User downloads the sales and purchase ledger datafiles and then sends them to the Accounts User who would then simply import them into the finance system.

Customer and Supplier Synchronisation

Managers must ensure that new customers/suppliers are registered on both systems before any transactions are transferred (it doesn't matter if you set up a customer or supplier first and start taking orders or sending POs before they're set up in your finance package, as long as they are set up before you transfer your first sales or purchase ledger datafile).