Question 1

Sage 50 integration (file-based)

Accepted Answer

Sage 50 integration (file-based)

Our Sage 50 integration is a file-based integration where we export supplier invoices to a CSV file that can be imported into Sage 50.

Setting up the integration

Go to Settings --> Company
Make sure Sage 50 is used for the export format.

Export file format

The export file is populated with the following details:

Type – PI / PC (invoice or credit note)
Account reference – Supplier number in CostTracker
Nominal A/C Ref – G/L account in CostTracker
Department code – Cost dimension 1 in CostTracker
Date – Document date in CostTracker
Reference – Invoice number in CostTracker
Details – line item description in CostTracker
Net amount – Ex vat amount in CostTracker
Tax code – VAT code in CostTracker
Tax amount – VAT amount in CostTracker
Exchange Rate – Exchange rate from CostTracker
Extra reference – Not in use
User name – User that exported the information
Project Refn - Cost dimension 1 in CostTracker
Cost Code Refn - Not used as per today

Import into Sage 50

As this might change, we refer to Sage 50 documentation for how to import data. However, the below link could be useful for finding where to import: [https://gb-kb.sage.com/portal/app/portlets/results/viewsolution.jsp?solutionid=200427112230810](https://g

Question 2

CostTracker main configuration options

Accepted Answer

CostTracker main configuration options

Clients have different needs and CostTracker is designed with two main configuration options as displayed and explained below.

Configuration 1: Purchasing with easy invoice matching

The free trial account is set up with this option. In this configuration, you have all the purchasing functionality and when you receive the supplier invoice you simply add the invoice value to the open purchase order.

Configuration 2: Combined purchasing and supplier invoice module

With this configuration, the purchasing process is the same as for configuration 1, but you receive supplier invoices directly in CostTracker via a predefined email or by uploading. Invoices are interpreted using a high prediction, machine learning OCR, and matched with the applicable purchase order. Invoices can be approved in the same way as purchase requisitions.

Integration with ERP / Accounting system

Both configurations can be integrated with accounting systems, but the exact way of integrating varies from system to system. Please see the integration section for exact information about the integration with your accounting system.

Integration with easy invoice matching (configuration 1)

CostTracker reads master data from the accounting system (suppliers, n

Question 3

Restore deleted purchase orders

Accepted Answer

Restore deleted purchase orders

Purchase orders are never actually deleted in the system, and can therefore be restored. This is how you restore a purchase order:

Go to Archive and choose "Show deleted purchase orders" at the bottom of the screen.
Open the relevant purchase order
Select the "Restore" button in the bottom of the screen (as displayed below)

Question 4

Revise purchase orders

Accepted Answer

Revise purchase orders

Revising purchase orders allows you to change purchase orders that are already sent to the supplier and keep track of the versions that are sent and when.

How to revise a purchase order

Open a purchase order in the Archive or from My purchases and "Show completed purchase orders". Select "Revise"

The purchase order will then receive a revision number behind the original purchase order number (for example 2021-0001_Rev1) and you can make necessary changes, sent the purchase order for approval, and send it again to the supplier.

The original purchase order will be kept as a record as an internal file and as part of the audit trail.

All users with the Purchaser role can revise their own purchase orders or others as well if access to the Archive (separate role) until the purchase order is marked as completed. After the purchase order is marked as completed only the administrator can revise a purchase order.

Question 5

Tripletex integration

Accepted Answer

Tripletex integration

With Tripletex you can continue receiving supplier invoices directly to Tripletex. CostTracker only read data such as suppliers, nominal codes, projects, and departments and read accounting transactions from Tripletex and match these with Purchase orders in CostTracker based on pre-defined rules.

How to set up the integration

To enable the integration you need to activate CostTracker as an extension in Tripletex and use the key you receive to link the two systems.

In Tripletex you first need to activate API 2.0 within Company (Selskap) --> Customer portal (Vår kundeside) and approve the agreement. Once agreed you can get the API key/client token from Tripletex. This can be done as displayed below. Choose "Tilpasset oppsett" and "Alle tilganger". Write "CostTracker" as application provide the client token a name. Select "Opprett nøkkel" and save the token.

In CostTracker go to Settings --> Integrations and choose Tripletex

Add the key to the client token field and select "Connect"

Integration filter

After connecting, you will have the ability to set up a filter for which data you want to ready from Tripletex.

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Question 6

How the invoice module works

Accepted Answer

How the invoice module works

The supplier invoice module provides all-in-one purchasing and invoice handling in the same system.

The key advantages are:

A proper three-way matching of invoices that ensures that all invoices can easily be controlled against 1) what was ordered and 2) what was received before transfer to the accounting system
Purchase requisition approval and invoice approval in the same system
Many to many matching with between invoices and purchase orders
High prediction, machine learning OCR for increased automation

The invoice module also allows you to receive non-purchase order-related invoices so that you can manage all invoices in one system.

For integrated accounts, CostTracker read master data from the accounting system (Suppliers, Nominal codes, tax codes, cost dimensions) that is used in the process. For non-integrated accounts, this data needs to be populated as part of the setup.

Adding new invoices

Go to Accounting --> Invoices

You can add invoices by 1) uploading them into the system ("Add invoice") or by 2) sending invoices to a predefined e-mail address.

Workflow

Invoices follow a predefined workflow as explained below

Draft - Invoices received by email or uploaded receives status as draft until they are validat

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