Activate P:E Accounting - Import app

1. Click the Settings icon in the upper right corner of your Upsales screen.
2. Click App directory.
   
3. Locate P:E Accounting - Import in the Apps list
4. On the next screen, click Activate
   
   
   
   
5. Click Accept terms to continue.

Setting up the P:E Accounting app

Good to know before activating the app

Upsales will add Upsales customer-, order- and product-ID in P:E accounting. If you are already using this fields for other integrations please contact Upsales before you activate the app.

Required settings to start sync invoices from PE Accounting - Import

To start setting up the PE Accounting - Import app, contact PE Accounting customer service to obtain company ID and your API token.

1. Enter PE Accounting Company ID, once you've obtained it from PE accounting customer service
   
   
2. Enter API token, once you've obtained it from PE accounting customer service.
   
3. Define which Upsales stage invoices from p:e will be created in Upsales. 
4. Add a default user that we will create orders in Upsales on if "Our Reference" can't be matched from p:e in Upsales based on the email address. 
5. OPTIONAL: If you want to import start and end date on the invoice period choose custom fields on the order in Upsales where this date will be imported to. 

Please note:

When the app is saved all invoices and credit invocies that are created previous and current month will be transfered to Upsales.

What will be synced?

New fields are created in Upsales

When the app is installed, the app will create new fields in your Upsales account on orders.

• Invoice date
• Due date
• Paid status
• Invoice ID - This field will be automatically hidden from UI. Do not remove this field to avoid duplicates.
• Invoice number 

Please note:

If you do not want to have any of the fields above please hide them in settings/crm/fields/order & opportunity. Press on the field and choose to hide it.

Which invoices are imported or updated to Upsales

The app imports invoices every hour (approximately) and during the synchronization the app fetches all invoices that are certified the previous and current month from p:e Accounting.

Please note:

Due to technical reasons, merging invoices in p:e Accounting will create problems for the sync. The merged invoices will be treated as a new invoice and synced to Upsales as a new order. Please don't merge invoices in p:e Accounting unless you totally understand the implications of doing this!

Update orders in Upsales with paid status

If you are using our other p:e accounting app for creating invoices in PE we will update these orders with paid status, due and invoice id from p:e accounting. 

Matching criteria between p:e and Upsales:

If the invoice from p:e has an foreign-id and that ID matches an Upsales order we will update the order in Upsales, else we will skip that invoice in p:e

Create invoices and credit invoices in Upsales

We fetch all invoices and credit invoices from PE with no foreign-id and create orders in Upsales. 

Which user in Upsales will be on the order

We will fetch "Our reference" from the invoice in p:e accounting and try to find a user in Upsales based on the email address. If we can't find a user with that email address in Upsales we will use the app default user.

Please note:

If Our reference is empty in p:e accounting we will use the default user from app settings.

Find the company in Upsales

The app will look at the companies foreign-id and try to match against Upsales ID to find which company in Upsales the invoice will be imported to. If we can't find a company based on foreign-id or it's missing in p:e Accounting we will try to find a company in Upsales based on the company name.

If either foreign-id or match by company name doesn't work we will create a company in Upsales. 

Information we will add to a new company in Upsales from p:e Accounting is:

• Company name
• Organization number
• Company phone
• Active status
• Account manager (match by email)
• Mail address

Find the correct product on the invoice in Upsales

The app will look at the product foreign-id and try to match against Upsales ID to find which product to add on the order in Upsales. If we can't find a product based on foreign-id or it's missing in p:e Accounting we will try to find a product in Upsales based on the product name.

If either foreign-id or match by product name doesn't work we will create a product in Upsales. 

Information we will add to a new product in Upsales from p:e Accounting is:

• Product name
• Active status
• List price

Which fields will be added on the order from the p:e Accounting invoice 

• Description - PE Invoice:{{invoice number}}
• Date
• User
• Client
• Stage (Selected in App settings)
• Currency
• Product
• Product quantity
• Product price
• Invoice date
• Due date
• Paid status
• Invoice number