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Reckon Accounts Hosted - Advanced Integration (Accounting)
Reckon Accounts Hosted - Advanced Integration (Accounting)

Connect Better Clinics to Reckon Accounts Hosted for an Advanced Accounting Integration

Trentenn avatar
Written by Trentenn
Updated over a year ago

Better Clinics has many features and is perfect for managing your daily clinic life, but there’s some things for which an accounting program is handy and the Better Clinics + Reckon Accounts Hosted integration offers the perfect solution!

Once connected your Invoices, Clients, Items (including Inventory) will sync between your Better Clinics & Reckon Accounts Hosted accounts. Plus, both apps are fully online so you can access your data on the go.

BENEFITS OF INTEGRATING BETTER CLINICS WITH RECKON ACCOUNTS HOSTED

Sync Clients
Automatically push clients from Better Clinics to Reckon Accounts Hosted, and vice versa so you're client data is always matched.

Sync Invoices
Any invoices created in Better Clinics will also be added to your Reckon Accounts Hosted account. Invoices will include unpaid, part paid and fully paid invoices.

Sync Items (& inventory)
Items from Reckon Accounts Hosted will be synced to Better Clinics. Any existing products in Better Clinics will remain in Better Clinics. Any sales will adjust the inventory count of the associated Items in Reckon Accounts Hosted.

HOW THE INTEGRATION WORKS

  • After connecting your Better Clinics and Reckon Accounts Hosted accounts the following will happen:

  • Client Syncing:

    • Clients in Better Clinics will be added to Reckon Accounts Hosted.

    • Clients in RAH will also be added to Better Clinics

    • When a client is added to Better Clinics, the client will be added to Reckon Accounts Hosted overnight.

    • On each client row in Better Clinics, you can view the Client Sync Status show in a circle icon with status.

    • Clients added from RAH will have a 'RAH' pill showing that these clients originated from RAH.

    • If you delete a client from Better Clinics that was already synced to RAH, if you then click 'Sync Clients to RAH' button in Better Clinics or the auto-update is run overnight, the corresponding client in RAH will have their status updated to Inactive (in RAH). In short, if you delete a client in Better Clinics, that synced client in RAH will be updated to Inactive. You will find the client in the Inactive Clients list in RAH.

    • These are the fields we are syncing between Better Clinics and RAH

      • Name

      • FirstName

      • MiddleName

      • LastName

      • BillAddress(Addr1, Addr2, City, State, PostalCode)

      • Phone

      • Fax

      • Email

      • Contact

    • Tip: if you have duplicate clients you can always use the Client Merge feature in Better Clinics to merge client records and remove the duplicate

  • Invoice Syncing:

    • Invoices created in Better Clinics will be added to Reckon Accounts Hosted.

    • When an invoice is created in Better Clinics, the invoice will be added to Reckon Accounts Hosted overnight.

    • On each invoice row in Better Clinics, you can view the Invoice Sync Status

    • RAH Invoices will not sync to Better Clinics.

    • Depending on the unit you have set for your products / items, QTY on RAH Invoices will sync up to 3 decimal places

  • Products / Items Syncing: After completing the integration steps and mapping:

    • Items in your Better Clinics account will be synced to Reckon Accounts Hosted.

    • Vice versa, items in your RAH account will be synced to Better Clinics.

    • After the initial items syncing, any new items you would like to sell must be added to RAH. Once added to RAH, run the Product Sync in Better Clinics again and the new RAH items will come across to your Better Clinics account for selling (Reckon Accounts Hosted is the source of truth for Items)

    • When a sale is made of an Item, if that Item has inventory, the inventory will be updated in Reckon Accounts Hosted when the corresponding Invoice sync is completed from Better Clinics to RAH.

    • RAH Invoices will not sync to Better Clinics.

    • The integration supports these Reckon Accounts Hosted Item types: inventory, non inventory, services, assembly items and group items.

      On each product row in Better Clinics, you can view the Item Sync Status

    • Barcodes: to sync an item barcode from RAH to Better Clinics the barcode needs to be added as a custom field in RAH with name "Product Barcode". If there is barcode data in this field then it will be synced to Better Clinics.

    • Item Name length limit in Better Clinics when syncing to RAH - Item names in RAH are limited to 31 characters. If name in Better Clinics is longer than 31 char the sync to RAH for that item will fail. You will be notified by email if an item was not successfully synced. When an item sync fails, you can update the product name in Better Clinics and then click on the 'Sync Products' button on the integration tile. Better Clinics will attempt to sync the item to RAH again.

    • When syncing products from Better Clinics to RAH, the product name must be unique in RAH. If you need to have a duplicate product name synced to RAH, rename the Product in Better Clinics and sync again. By doing this the product will also add to RAH with the updated item name.
      ​

GET CONNECTED

PART 1: Before you start, set up RAH first

  1. Add a new user to RAH company file labeled 'Better Clinics API'

  2. Switch RAH file to Multi user mode (from Single User mode). This allows Better Clinics to connect at the same time as the main admin user without interruption)

  3. Add a new bank in RAH labeled 'Clearing' (you may already have this set up and this will be used to assign Better Clinics payments to bank accounts in RAH)

  4. Confirm your payment methods in RAH, add any additional payment methods that you want to match with Better Clinics payments. When you connect Better Clinics to RAH, you will need to map the payment options in Better Clinics to payment methods in RAH. These payments will be sent across with Invoices you have synced from Better Clinics to RAH.

  5. Tip: When you are finished with RAH, Close the Company file, exit and then Logoff Reckon Accounts Hosted.

  6. Now that these steps are completed, move to Part 2.

PART 2: How to connect Better Clinics to Reckon Accounts Hosted

  1. Go here

  2. Or go to Settings > Locations > Select Business to connect (you can connect a business to only one accounting integration at a time)

  3. See the Reckon Accounts Hosted integration tile, click 'Connect to Reckon Accounts Hosted'

  4. You will be redirected to the Reckon Accounts Hosted Portal

  5. Sign In with your Reckon Accounts Hosted credentials

  6. Give permission to share data with Better Clinics

  7. You have now connected your accounts, you must now configure the connection so Better Clinics know where to send your data within Reckon Accounts Hosted

  8. You must now complete configuration

There are 6 steps to mapping your Better Clinics data with your Reckon Accounts Hosted File. Follow these steps to ensure your data will successfully transact to your Reckon Accounts Hosted account.

These are the steps:

  1. Select the Integration Type > Advanced Integration.

    1. Basic Integration: Select to add a single end-of-day Journal to Reckon Accounts Hosted

    2. Advanced Integration: Advanced Integration: Select to sync additional data including Clients, Invoices, Items and Inventory to Reckon Accounts Hosted.

  2. Click Next

  3. Step 1: Select your Company File. If you have more than one file select your Reckon Accounts Hosted file you would like data to be sent too.

  4. Click Next

  5. Step 2: Now, Map Better Clinics Payment Methods to Bank Accounts in Reckon Accounts Hosted. We've listed your Better Clinics payment methods on the left, and fetched your bank accounts from Reckon Accounts Hosted on the right. Select the Reckon Accounts Hosted bank account you want each payment method to map to. Once done any actual payments received (e.g. Cash, Visa, MasterCard) and recorded on your invoices will be sent to your nominated bank account in Reckon Accounts Hosted.

  6. Click Next

  7. Step 3: Create a consolidated Chart of Accounts across Better Clinics and Reckon Accounts Hosted

    We've listed your Better Clinics Chart of Accounts methods on the left, and fetched your Chart of Accounts from Reckon Accounts Hosted on the right. To create a consolidated Chart of Accounts, move Better Clinics Chart of Accounts items from the left that you would like to use in Reckon Accounts Hosted by clicking on the arrow or dragging the item across to the consolidated Chart of Accounts list on the right. Once added, they will appear at the bottom of the consolidated list under the title 'Added'. You can also remove Chart of Account options within your consolidated list by deleting them. Once this Chart of Account list on the right is finalised, the consolidated list will be available in Better Clinics and Reckon Accounts Hosted.

    We will be adding/saving the COA types “Income, Asset and COGS” from RAH to Better Clinics for processing.

  8. Click Next

  9. Step 4: Map Better Clinics Products to your consolidated Income Accounts.

    We've listed your Better Clinics products on the left (by type: appointments, appointment packs and merchandise), and listed your Chart of Accounts & Sales Tax Code on the right. Select the Chart of Account you want each of your products to be mapped too and the corresponding Sales Tax Codes.

  10. Step 5: Map Better Clinics Products to your consolidated Cost of Goods Sold Accounts.

    We've listed your Better Clinics merchandise products on the left, and listed your Cost of Goods (COGS) on the right. Select the Cost of Goods (COGS) account you want each of your products to be mapped too.

  11. Step 6: Map Better Clinics Products to your consolidated Asset Accounts.

    We've listed your Better Clinics merchandise products on the left, and listed your Asset Accounts on the right. Select the Asset Accounts you want each of your merchandise products to be mapped too.

  12. Click Next

  13. Your integration setup is now complete and you will see a confirmation popup.

  14. Better Clinics and Reckon Accounts Hosted accounts are now linked and data will start syncing.

EDITING A CONNECTION

Once you have connected to Reckon Accounts Hosted, data will sync between both products according to details above.

However after initial connection, you are able to edit certain variables. This is what you can edit for the associated products:

  1. Cost of Goods Sold (COGS)

  2. Asset Accounts

DATA SYNCING FREQUENCY

Data will sync on the following schedule:

For Initial syncing on account connection

Clients:

Better Clinics to RAH: First time Client Sync from Better Clinics. On completing the initial connection between Better Clinics and RAH all clients in Better Clinics are synced to RAH.

RAH to Better Clinics: First time Client Sync from RAH. On completing the initial connection between Better Clinics and RAH, all clients in RAH are synced to Better Clinics.

Products/Items:

Better Clinics to RAH: First time Products / Items Sync from Better Clinics. On completing the initial connection between Better Clinics and RAH, after the initial Client sync is completed, all products in Better Clinics are synced to RAH.

RAH to Better Clinics: First-time Products / Items Sync from RAH. On completing the initial connection between Better Clinics and RAH, after the initial Client sync is completed, all products in RAH are synced to Better Clinics.

Note: Syncing can take some time depending on the amount of data within your Reckon Accounts Hosted file and Better Clinics. Once synced you will receive an email letting you know in case of any errors (that can then be fixed up by you and then re-synced).

ONGOING AUTOMATIC SYNCING

Clients:

Better Clinics to RAH: Once per day at 22:15 AEST

RAH to Better Clinics: Once per day at 22:00 AEST

Products/Items:

Better Clinics to RAH: Synced every 10 minutes

Invoices:

Better Clinics to RAH: Synced every 4 hours

ONGOING MANUAL SYNCING

In addition to the automatic syncing of Clients, Inventory and Invoices, Better Clinics supports manual syncing. If an item or client in RAH or Better Clinics has been updated and a sync between Better Clinics and RAH is required immediately, this can be triggered from the Reckon Accounts Hosted Advanced Integration tile in Better Clinics using the various sync buttons. On clicking the appropriate data sync button the data will start manually syncing between Better Clinics and RAH.

Sync Statuses in Better Clinics

Better Clinics has the following Sync Statuses:

  1. Synced

    1. e.g. Synced with Reckon Accounts Hosted

  2. Pending

    1. e.g. Pending sync with Reckon Accounts Hosted

  3. Failed

    1. e.g. Failed sync with Reckon Accounts Hosted


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