Company: Link Technologies
Case No: L11912. Project: 12.10: LinkSOFT version 12.1
Logged By: Sanjay (Link Technologies) on 19 Dec 2019 11:24AM
Priority: Medium
Product: Framework
Group: Change Request
Time Taken: 89.00 (Weight: 89.00)
Version: 12.10.1020
Assigned To: Rashna (Edge Business Solutions)
Circulation: Alvis, Development, Rashna, Sanjay
Resolve By: Tuesday, 10 March 2020 04:26 PM [1582 days since logged date]
Status: Closed
Subject: Xero / LinkSOFT Integration for VMS and LinkPOS Integration using LinkSOFT Inventory
Summary:    Objective: Build LinkSOFT Integration to Xero

Agreed on the following:

  1. Setup the API on Link development environment so Link can build the POS Integration
  2. Standard LinkSOFT Licencing will apply to the Integration. The current licence price is estimated at $2500 per site We will review the cost of integration once we know the effort required to build and maintain the integration
  3. The Integration needs to work similarly to the current JIWA POS integration
  4. Link will use the Standard WEB API to push and pull data

Audit Notes:Edited by sanjay on 16/04/20 10:05. Edited by sanjay on 18/03/20 13:28. Edited by sanjay on 27/02/20 17:04. Edited by sanjay on 27/02/20 17:04. Edited by sanjay on 27/02/20 17:04. 
06 Mar 202004:27PM Comment 1 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 10-03-2020 04:26 PM Time Taken: 48.00

Development work for this case has been completed.

The change will be available in version:11.5.0306

1. The following changes were made(Include Database object names, Program classes and any other relevant information):

  1. Built LinkSOFT integration to Xero in the following areas:
    1. POS Sales, Returns and Payments
    2. Payroll Journals
    3. ?Customer is synchronised both ways
    4. Supplier synced both ways
    5. AP Invoices are created when LinkSOFT Purchase orders are posted and from Payroll Creditor Payments
    6. LinkSOFT Adjustment (Void Payment, refund etc) 

2. Affected Areas:

  1. This integration allows LINKSOFT Inventory Mode only 

3. The issue was caused by:

  1. New Feature

4. Notes: This integration is similar to LinkSOFT / JIWA Integration
5. Next Step
: UAT


18 Mar 202001:28PM Comment 2 by Sanjay (Link Technologies) ETC was changed from 13/03/2020 to 10/03/2020
20 Mar 202011:04AM Comment 3 by Rashna (Edge Business Solutions) Assigned To: Alvis (Link Technologies) Followup Date: 24-03-2020 11:00 AM Time Taken: 1.00

Hi Alvis,

There are errors with Xero Integration.

  1. Sales Order Fail. Notes is not updated with the cause of error. Refer to Figure 1.
  2. LT_SYS_Integration_WEBAPI_Error. There are issues with AR Master and AP Master files.
Figure 1: AR Sales Order View.

Thanks
Rashna


25 Mar 202004:09PM Comment 4 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 26-03-2020 04:08 PM Time Taken: 4.00

Development work for this case has been completed.

The change will be available in version:11.5.0325

1. The following changes were made(Include Database object names, Program classes and any other relevant information):

  1. Corrected issue with XERO API for sales order

2. Affected Areas:

  1. XERO integration

3. The issue was caused by:


4. Notes
5. Next Step
: UAT


07 Apr 202003:21PM Comment 5 by Rashna (Edge Business Solutions) Assigned To: Alvis (Link Technologies) Followup Date: 08-04-2020 10:08 AM Time Taken: 5.00

Hi Alvis, 

The case has been tested. The test plan  has been updated with test results. 

Concerns

  1. Payment Adjustments - Processing a refund from POS.
    1. Process a refund in POS. This does not sign VMS. This is the correct behaviour.
    2. The refund is integrated into Xero and creates an invoice. This is the correct behaviour.
    3. The invoice from xero is sent to LinkSOFT and AR Master is updated - Here VMS is signed for the refund as a Normal Sale. Please review and advise for documentation. Review document number PJ000005-15 for customer LC0256
  2. Transaction Date for "Payroll Journals".
    1. The transaction date under "GL Journal View" and "AP Invoice View" is updated with the "Banking Date".
    2. A user can update a pay without updating "Banking Date". This causes below issues:
      1. Invoice under "AP Invoice" is created with a blank "Transaction Date" - Review Invoice No "PAY010120-CASH"
      2. Journals under "GL Journal View" also has the transaction date as blank, once the journal is integrated to Xero it disappears from "GL Journal View" - Review Journal no #1932 in Xero , Unable to locate this in LinkSOFT even by filtering records from year 2000.
  3. AP Invoice for Payroll Fails to Integrate
  4. The invoice fails to integrate with Error: "The underlying connection was closed: An unexpected error occurred on a receive. Integration: XERO.API Rule: AccountsPayableInvoice Flag: Invoices.URL.POST". I am unable to identify the cause.Review Invoice No "PAY280220-CASH"

Setup

Server10.0.0.16
DatabaseLINKSOFT-XERO
Linkweb URLhttp://10.0.0.16/LinkWEB-XERO

Thanks
Rashna


08 Apr 202002:20PM Comment 6 by Sanjay (Link Technologies) Assigned To: Development Followup Date: 09-04-2020 12:58 PM Time Taken: 2.00

Development work for this case has been completed.

The change will be available in version:11.5.0408

1. The following changes were made(Include Database object names, Program classes and any other relevant information):

  1. We have removed Accounts Receivable Adjustment from all WEB API integrations as we expect these to be done directly in the ERP system.
    - These adjustments are from POS ~> Credit Notes, Payment Refund and Payment Void. 
  2. Transaction Date for "Payroll Journals" - We validate banking date before allowing users to close the pay.
  3. AP Invoice for Payroll Fails to Integrate - I have checked this on QA6, the creditor number is not a valid creditor in XERO. 
    Follow these steps when creating creditors:
    1. Create the creditor in XERO
    2. When the Creditor is integration to LinkSOFT, identify the creditor number that is assigned in the menu "AP Master view"
    3. Use the creditor number identified to configure in Payroll.

2. Notes: SQL API integration (JIWA6, JIWA7 ) will still post AR Adjustments as the ERP systems have a separate menu for these adjustments.
    JIWA6, JIWA7 adjustments are created in JIWA ~> Debtors ~> Adjustments. Jiwa Adjustments are not used for VMS signing.
3. Next Step
: UAT


27 Apr 202010:48AM Comment 7 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 28-04-2020 08:05 AM Time Taken: 9.00

Xero Integration Failed for the following reasons:

  1. Account payment in LinkSOFT flows into Xero as a Prepayment. The payment is not allocated to the appropriate invoice. Users have to allocate payment in Xero and can allocate to a different invoice
  2. Account Allocation in LinkSOFT does not allocate the sales order in Xero
  3. Account Payment in Xero does not reflect in LinkSOFT - therefore account statements in Xero and LinkSOFT do not match
  4. Invoices created in XERO does not flow into POS making the Statements mismatch
  5. The current integration is complex and difficult to maintain. This will create a lot of support issues requiring technical resources to explain and resolve. This is not sustainable.

Discussion with Development Team (Rashna, Alvis Sanjay). Agreed to make the following changes:

  1. Customers buying LinkSOFT will use LinkSOFT as the primary application for Sales and Debtor Management
  2. Inventory management (Requisition, PO and Receipts) will be done in LinkSOFT
  3. Integration of all Debtors, Sales will be direct to GL
  4. When a Purchase Order is Posted, it will create an AP Invoice

AP integration Failure details documented below this line ----------------------------------- 

The following two statements are incorrect. A REFUND IN POS MUST BE VMS SIGNED. Please refer to this as a "Payment Adjustment (Refund or Credit)".

  1. Process a refund in POS. This does not sign VMS. This is the correct behaviour. 
  2. The refund is integrated into Xero and creates an invoice. This is the correct behaviour. [Sanjay] - This must be VMS Signed

System Test

  1. Create a NEW customer in Xero
  2. Create a POS Credit sale for $25 - Signed Correctly. Transaction transferred to XERO correctly. POS Receipt was compared with Xero Transaction. (Refer to Figure 1)
  3. Received Payment IN POS for $8 - This flowed into Zero correctly as a Prepayment which needs to be allocated to the invoice.
  4. Payment Adjustment $5 - THis does not flow into Xero

 Import Notes for documentation. When Xero Is integrated, the following must be clearly stated in the documentation:

  1. Cash Sales from LinkPOS flows in Zero
  2. Account Payments is created in Xero as a "Pre-payment" and must be allocated in Xero
  3. Transactions created in Xero will not flow into LinkPOS, therefore you should always use Xero Customer Statements as LinkPOS statement will only show transactions created in LinkPOS
  4. Users should use Xero to take account Payments, Payment Adjustments and all other debtor related functions

Figure 1 - POS Receipt with Xero Transaction


28 Apr 202003:27PM Comment 8 by Sanjay (Link Technologies) Assigned To: Rashna (Edge Business Solutions) Followup Date: 29-04-2020 03:13 PM Time Taken: 16.00

Development work for this case has been completed.

The change will be available in version:11.5.0428

1. The following changes were made(Include Database object names, Program classes and any other relevant information):

  1. Removed integration from LinkSOFT directly to AR
  2. All accounts except Bank and Debtors comes from Inventory Posting Account.
  3. For GL Journals, where account code values sum to zero, the journal line cancels out and is not created in GL.
  4. Added LinkSOFT integration to GL. This requires all LinkSOFT functionality to be used and a GL Journal is created for each LinkSOFT transaction.
    1. Sales (DR: Debtors (Customer Type), COGS CR: Bank (payment Method), Sales, Tax, Stock.
    2. Returns - journal is opposite of 1.2.1
    3. Account Payment - (DR: Bank, CR: Debtors)
    4. Payment Refund and Payment Void (DR: Debtors CR: Bank)
    5. Stock Adjustment In: (DR: Stock CR: Write ON)
    6. Stock Adjustment OUT: (DR: Write OFF CR: Stock)
    7. Purchase Receive:
      1. AP Invoice is created for each purchase receive
      2. Journal: (DR: Stock, CR: COGP)
      3. Zero value purchase receive do not flow to AP.
    8. The account code used in the integration needs to be a posting account in the ERP system. E.g in XERO the Accounts Receivable GL account is a non-posting account, therefore, this account cannot be used as a debtors control account. In this case, you need to create a posting debtor control GL account for POS.

2. Affected Areas:

  1. Integration from LinkSOFT to ERP where the integration type is WEB.API

3. The issue was caused by:

  1. Improvement

4. Notes: EPICOR and JIWA integration uses direct SQL and has not been changed. When we move to WEB API, this will be redesigned.
5. Next Step
: UAT and Documentation


26 May 202012:39PM Comment 9 by Rashna (Edge Business Solutions) Assigned To: Rashna (Edge Business Solutions) Followup Date: 27-05-2020 12:30 PM Time Taken: 1.00
QA Results
Tests carried out according to requirements specified on the case header

Test Results Summary

Table 1 - Summarised list of issues
NoTest DescriptionPass/Fail
1Removed integration from LinkSOFT directly to AR
Pass
2

All accounts except Bank and Debtors comes from Inventory Posting Account


Pass.

  1. Configure Bank Account in Payment Methods.
  2. Configure Payment Adjustment Account for Refund and Credit Note.
  3. Configure COGS account for return reason where return to stock is applicable.
  4. Configure Debtor Account in Customer Type.
3

For GL Journals, where account code values sum to zero, the journal line cancels out and is not created in GL.


Pass
4dded LinkSOFT integration to GL. This requires all LinkSOFT functionality to be used and a GL Journal is created for each LinkSOFT transaction.
  1. Sales (DR: Debtors (Customer Type), COGS CR: Bank (payment Method), Sales, Tax, Stock.
  2. Returns - journal is opposite of 1.2.1
  3. Account Payment - (DR: Bank, CR: Debtors)
  4. Payment Refund and Payment Void (DR: Debtors CR: Bank)
  5. Stock Adjustment In: (DR: Stock CR: Write ON)
  6. Stock Adjustment OUT: (DR: Write OFF CR: Stock)
  7. Purchase Receive:
    1. AP Invoice is created for each purchase receive
    2. Journal: (DR: Stock, CR: COGP)
    3. Zero value purchase receive do not flow to AP.

Pass

Test Plan


Environment Details

  1. OS version: Windows Server 2012
  2. Application version: 11.5.0521
  3. Setup: Demo
  4. Server : 10.0.0.16
  5. Database: LINKSOFT-XERO

Next Step

  1. Documentation

    09 Jun 202011:00AM Comment 10 by Rashna (Edge Business Solutions) Assigned To: Rashna (Edge Business Solutions) Followup Date: 10-06-2020 09:16 AM Time Taken: 3.00

    Hi Sanjay, 

    Documentation has been updated at

    • Framework\Integration\XERO_Integration.htm
    • Framework\Integration\LinkSOFT_Inventory_and_Xero_Integration.htm
    • Framework\Integration\LinkSOFT_Payroll_Integration_to_Xero.htm
    • Framework\Integration\XERO_and_Tax_ Invoice_Integration.htm

    Thanks
    Rashna


    If you have any queries regarding this support incident, please email admin@linktechnologies.com.au and include the Case No: L11912 in the subject line of all emails regarding this issue.

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