This allows you to manage your debtors entirely from Simplicate. You can also link turnover groups in Simplicate to general ledger accounts in Twinfield, ensuring that the invoice is immediately posted correctly.
How does the integration work exactly?
All (credit) invoices sent from Simplicate can be processed in Twinfield, allowing you to manage your accounting there. Once you have processed the invoices, they are automatically synchronized. When an invoice is marked as paid in Twinfield, Twinfield will automatically communicate this back to Simplicate.
The integration works via an API, with the connection secured via an SSL certificate. To link Twinfield to Simplicate, a Twinfield user with at least level 3 rights in the account where the administration is located is required. Twinfield recommends setting up a separate user specifically for the integration and never using a user with level 1 rights.
Please note: If you (want to) use the purchase integration with Twinfield, it is necessary to use level 1 rights.
Is your administration part of an overarching account with your accountant? In that case, it is advisable to implement the integration together with your accountant.
Activating the integration
To activate the integration, go to settings > account > add-ons, integrations > accounting integration > Twinfield.
Then, log in with your Twinfield credentials.
One-time settings
After the connection has been established, you will enter a screen where you can link a number of fields in Simplicate to fields in Twinfield once. These determine how the invoice should be posted in Twinfield:
General settings
Link to Twinfield administration: Select the administration you want to link the company profile to here.
Sales journal in Twinfield: Select the correct sales journal here.
Process invoices from: Simplicate can retroactively send invoices that were sent before the integration was set up to Twinfield. Enter the date from which invoices should be processed here.
Use 'Document imaging': This allows you to click through from the booking in Twinfield to the PDF invoice in Simplicate. Click here for more information.
Period allocation of subscriptions: You can spread the revenue for subscriptions (longer than 1 month) over multiple periods. Click here for more information.
Please note: The monthly costs per administration that you link to your accounting package are €17 for a monthly subscription and €15 for an annual subscription (billed annually). The third and subsequent linked administrations are free of charge.
VAT code linking
VAT code linking: Link the VAT codes used in Simplicate to the correct VAT codes in Twinfield here. Please note: use VAT codes excluding VAT!
Payment conditions
Set the correct payment conditions: Use the 'Standard payment condition' as the default and fallback. You can link all other payment conditions here with the payment conditions in Twinfield.
Link general ledger account for turnover
Use this account as default and fallback: This determines which general ledger account the invoice lines should be posted to by default. You can always deviate from this, see below. This general ledger account is also used as a fallback when Twinfield does not recognize the Simplicate Turnover Group.
Link cost center
Use this cost center as default and fallback: Optional: this determines to which cost center the invoice lines should be posted by default. You can always deviate from this, see below. This cost center is also used as a fallback when no deviating cost center is set.
Link general ledger accounts per VAT code
Optional: link general ledger accounts per VAT code: If you want to journalize the turnover per VAT code to a separate general ledger account, you can link the VAT percentages of the turnover to the correct general ledger account in Twinfield here. When an invoice is sent from Simplicate with a 9% VAT rate on the invoice line, the turnover will be posted to the linked general ledger account for this percentage.
Link general ledger accounts per Simplicate turnover group
Optional: link general ledger accounts per Simplicate turnover group: By linking the turnover groups of Simplicate to the correct general ledger accounts of Twinfield, the turnover per turnover group is journalized to its own general ledger account in Twinfield.
Link cost center per Simplicate turnover group
Optional: link cost center per Simplicate turnover group: By linking the turnover groups of Simplicate to the correct cost center of Twinfield, the turnover per turnover group is journalized to the correct cost center in Twinfield.
Relationship links
Relationship links: Relationships in Simplicate are compared with debtors in Twinfield based on name by default. Here you can link the Simplicate relationship to an existing relationship in Twinfield. If no suggestion is displayed, it concerns a new relationship, and it will be created in Twinfield when the first invoice is offered.
Important: As a final step, do not forget to click 'Save' at the top!
Please note: If you have more than 2000 relationships in Simplicate, you will see multiple pages of relationships in the accounting integration. You must save these pages separately.
Processing invoices to Twinfield
Invoices that you send from Simplicate can be forwarded to Twinfield with a single click. To do this, go to the 'Invoices' module and then to the 'Accounting' tab:
You can select one or more invoices and forward them to Twinfield. You can directly indicate in which period you want to book the invoice in Twinfield. This can be particularly useful when you send an invoice with an invoice date of November 1st, but it should actually be booked in the turnover of October.
Send relationship number
In the settings of the Twinfield accounting integration, it can be indicated that the integration should use relationship numbers. If this is set, the relationship number from Simplicate is passed on when a new relationship is created (when the
Simplicate relationship is not yet linked to a Twinfield relationship).
Question: What happens during invoice processing if the relationship number is not accepted by Twinfield?
Answer: If the relationship number is not accepted by Twinfield, the processing of the invoice is stopped, and an error message appears.
Question: What happens if no relationship number is recorded in Simplicate? Answer: In that case, Twinfield generates its own relationship number for the new relationship.
Question: Can I change the relationship number in Simplicate after a relationship has been linked to Twinfield?
Answer: No, once a relationship is linked to a Twinfield relationship, the relationship number in Simplicate can no longer be changed. If you still want to make a change, you must first unlink the relationship.
Good to know: Conversely, Twinfield synchronizes with Simplicate every night. So, if an invoice has been paid in Twinfield, this is communicated to Simplicate once every 24 hours.
When you forward an invoice from Simplicate to the accounting package, it will appear under 'Offered'. Synchronization with Twinfield then takes place every fifteen minutes, and the relevant invoices will appear in Simplicate under 'Successfully processed' or 'Processing failed'. Conversely, Twinfield synchronizes with Simplicate every night. So, if an invoice has been paid in Twinfield, this is communicated to Simplicate once every 24 hours. And: a customer you create in Twinfield is not automatically created in Simplicate.
Ignoring invoices for accounting
It is possible not to send invoices to accounting. This can be used, for example, for invoices that have already been processed in the accounting system.
By default, you will see all invoices ready under 'Ready to process' in the 'Accounting' tab. Here you can select the invoices you do not want to send to accounting, after which you choose the option: 'Do not process'.
When you choose not to send the invoice to accounting, this is automatically logged in the timeline of the invoice. The invoice will then appear under 'Ignored' in the Accounting tab.
Payments of invoices from accounting
Payments in the accounting package are forwarded to Simplicate once a night. Are you going to send invoice reminders? Then click once on 'Options' > 'Update payments' in the top right of the overview of outstanding invoices.
Then you can be sure that the invoices in the overview have the current payment status, and you will not send unnecessary invoice reminders. Via 'Update payments', you can retrieve payments from your accounting package once every two hours.
Link new administration
Do you want to link a new Twinfield administration to a company profile in Simplicate? Please refer to the article below:
Link a different administration to a company profile
It may happen that you have linked a company profile in Simplicate to a Twinfield administration but want to link it to a new administration. Simplicate links your relationships to those in Twinfield based on an ID. If that ID already exists in the administration, Simplicate will overwrite existing relationships with the same ID in that administration if you update them. To prevent this, unlink all relationships linked to the company profile. Relationships you now invoice will then create new relationships in the administration if they cannot be found.
