The Rackbeat and e-conomic integration offers flexible options for transferring invoices, including as drafts or booked invoices. Invoice transfers can be configured in Rackbeat under the Apps and Settings for e-conomic integration.
The integration between Rackbeat and e-conomic offers flexible ways to transfer invoices that can be customized for different workflows.
Accessing Invoice Transfer Settings
To configure how your invoices are transferred:
- Go to 'Company Settings' in Rackbeat: Select 'Apps' from the left-hand menu.
- Find e-conomic Integration: Click on 'Settings' under e-conomic.
- Customer Invoice: Click on 'Customer Invoice' in the top menu.
Transfer Options
You can choose from several methods to transfer your invoices:
- As drafts: Invoices transfers to e-conomic as drafts.
- As booked invoices: Invoices are automatically booked in e-conomic.
- EAN Invoices as drafts: EAN Invoices transfers as drafts, despite the fact that other invoices are automatically booked.
- Sent from e-conomic: When invoices are booked in Rackbeat, they are booked in e-conomic and sent as an email from e-conomic as well.
- Book in e-conomic: You can choose to book your sales invoices in e-conomic and transfer them to Rackbeat.
Your invoice will be transferred as a draft invoice.
If you want your invoices to be transferred to e-conomic as drafts, simply ensure that the checkboxes below are not selected:
- Post and send the invoice from e-conomic
- Post invoices in e-conomic when posting in Rackbeat
- Never post EAN invoices
- Mark invoices as sent when posting in e-conomic
When your invoice is transferred to e-conomic, you will be able to find it under Sales and Invoices.
It is important to note that the invoices transferred to e-conomic will now follow e-conomic's numbering series and will no longer have the same invoice number as they do in Rackbeat.
Your invoice transfers as booked + EAN
Your invoice can also be transferred to e-conomic as a booked invoice, meaning it will automatically be booked when it arrives in e-conomic.
To enable this, you need to check the option 'Bogfør fakturaer i e-conomic ved bogføring i Rackbeat'
So, your settings will look like this:
In this case, you will find that your invoices are transferred to e-conomic and automatically placed in your archive. You can find the archive by going to Sales and then to 'Archive.
If you want to transfer your invoices as booked invoices but want all invoices with an EAN number to be transferred as drafts, you should check the option 'Bogfør aldrig EAN fakturaer' while also checking 'Post invoices in e-conomic when posting in Rackbeat.'
This means that your settings will now look like this:
It means that if there is an EAN number associated with your invoice, it will land as a draft invoice and can be found in e-conomic under Sales and then Invoices.
It is possible to send your EAN invoices directly from Rackbeat using e-conomic's EAN module. You can read more about it in our article covering EAN invoicing in Rackbeat.
When your invoices are transferred to e-conomic as posted invoices, they will follow Rackbeat's numbering series instead of the numbering series specified in e-conomic.
Your invoice is transferred from e-conomic as booked and a mail is sent from e-conomic
If you've created a nice design in e-conomic and want to continue using it when sending your customer invoices, that's still an option.
You can set it up so that when you post an invoice in Rackbeat and click send, it automatically sends via e-conomic, using the layout you've designed there.
To enable this feature, simply check the option 'Post and send the invoice from e-conomic.'
It can be advantageous to use this function if your design needs are more advanced than what Rackbeat's layout designer can handle.
What happens then when I book the invoice in Rackbeat but do NOT send it via email?
If you have this setting enabled and you omit clicking "Send to customer" in Rackbeat, no email will be sent to the customer, and the invoice will land in e-conomic as a booked invoice.
When your invoices are transferred to e-conomic as booked invoices, they will follow Rackbeat's numberseries instead of the numberseries specified in e-conomic.
Transfer invoices from e-conomic to Rackbeat
You can also transfer your invoice from e-conomic to Rackbeat. Here, you'll post your sales invoice in e-conomic, and the integration will automatically create a posted invoice in Rackbeat with a handled shipment, meaning it will adjust your inventory in Rackbeat.
It's important to only post your sales invoices in e-conomic if this function is enabled.
To enable it, follow these steps:
- Go to your company settings in Rackbeat and choose "Apps" in the menu to the left.
- You can access your company settings by hovering over your name in the top right corner of Rackbeat.
- Locate your e-conomic integration and click on Settings.
- Click on 'Customer Invoice' to go to the section regarding sales invoices.
- Check the box for "Marker fakturaer som afsendt ved bogføring i e-conomic".
- "Click 'Gem indstillinger' to save the changes you've made."
What happens if you book a sales invoice in Rackbeat with this setting activated?
If you don't have a checkmark in the option 'Bogfør fakturaer i e-conomic ved bogføring i Rackbeat' the invoice will be sent to e-conomic as a draft invoice and will appear under Sales -> Invoices as a draft invoice.
If booked, the setting path for 'Marker fakturaer som afsendt ved bogføring i e-conomic' will be activated, and a new invoice + shipment will be created in Rackbeat.
However, if you have a checkmark in the option 'Bogfør fakturaer i e-conomic ved bogføring i Rackbeat' it won't send an invoice back to Rackbeat, and in such a case, you can indeed create your sales invoices in Rackbeat.
Therefore, refrain from creating sales invoices in Rackbeat if you have enabled the 'Bogfør fakturaer i e-conomic ved bogføring i Rackbeat' setting.
In this case, the invoice will follow the numbering series from e-conomic when it is transferred to Rackbeat.