What do you need to establish the purchase integration with Twinfield?
The Twinfield accounting integration must first be installed via Settings > Add-ons, connections and integrations > Twinfield. See: [Twinfield accounting integration].
To use this feature, project numbers must be set up in Simplicate. Additionally, the purchase functionality must be enabled. See: [Setting up and using project purchase].
To set up the integration with Twinfield, the Twinfield user establishing the connection must belong to the 'level 1' rights group in Twinfield. If the Twinfield user is not in this rights group, the integration cannot be installed. Adjust the permissions in Twinfield accordingly.
Each dimension type in Twinfield has a certain format. This can be found via Settings > Company settings > Dimension types. For correct operation of the purchase integration, we recommend setting Projects (PRJ) to an asterisk/wildcard (*). This ensures that project numbers from Simplicate are always accepted in Twinfield.
Linking the administration in Simplicate and Twinfield
Before purchases can be booked via Twinfield, the integration between Simplicate and Twinfield must be configured.
Go to Settings > General > Add-ons, connections and integrations and select Twinfield Purchase.
Connections
A number of elements must then be linked between Simplicate and Twinfield.
The company profile must be linked to an administration.
Purchase cost types must be linked to general ledger accounts.
Simplicate projects must be linked to Twinfield projects.
Linking company profile
For each company profile in Simplicate, specify which Twinfield administration it should be linked to. Then, under Purchase, configure how purchases are processed. In Twinfield, a purchase entry can be either a draft or a final entry. You must indicate which type you want to send to Simplicate:
Draft and final entries
Final entries only
Please note: If you book your purchases via Basecone in Twinfield, you might need to set this option to "concept and definitive bookings" to ensure your concept bookings also appear in Simplicate.
Additionally, purchase invoices from Basecone can be directly retrieved from project purchases. If you use a different package than Basecone (e.g., Zenvoices), you can specify below where Simplicate should retrieve the purchase invoices from.
Linking cost types
For each cost type defined in Simplicate, you must indicate which general ledger account in Twinfield it should be linked to. Select the corresponding general ledger account for each cost type.
The benefit is that when importing a purchase invoice from Twinfield, Simplicate will suggest which cost type the purchase can be booked to. This suggestion is based on the general ledger account the invoice was booked to in Twinfield. This saves you from having to check the purchase invoice in Twinfield to determine the cost classification.
Linking project
All projects are linked between Twinfield and Simplicate. This means that for each Simplicate project, a Twinfield project will automatically be created.
However, projects that already exist in Simplicate at the time the Twinfield integration is established must be linked manually.
You can do this in two ways: either select the existing Twinfield project for each Simplicate project from the list, or click on “+ create in Twinfield” to create a new project.
Once this is done, the purchase integration between Twinfield and Simplicate is established and your projects are linked.
When you now create a new project in Simplicate, it will also automatically be created in Twinfield. This process may take a few minutes.
Booking purchases in Twinfield
You book your purchase invoices in Twinfield as usual, but keep the following points in mind:
Choose the purchase journal (other journals are not supported).
Select the project to which the purchase should be booked.
Choose the general ledger account you want to use.
Select a cost centre (required in Twinfield, but not transferred to Simplicate).
Once the entry is made in Twinfield, it will be sent to Simplicate.
Importing purchase entries
In Simplicate, go to Projects > Project purchase. Synchronization with Twinfield occurs automatically several times per hour, and all entries will automatically appear here. Are entries missing? Click on Import purchase. Processing may take a few minutes.
All new purchase entries are displayed under To be processed. These entries are linked to a project but not yet to a service.
You now assign these purchase lines to the project. Click Actions > Edit. Here, you indicate to which service the purchase should be booked.
You can choose from existing services or create new ones. This works the same as manually booking purchases. Setting up services and manual purchase booking is explained here: [Setting up and using project purchase].
If you cannot find a cost type, there may be several reasons. The most common reasons are described in this article.