Overview:
This guide is designed to help you use the Accounts Transfer tool.

Syrinx comes with a set of direct transfer programs that allow one-step posting of customers, sales invoices, suppliers, and purchase invoices from Syrinx to a number of popular accounts packages. The direct transfer programs can also transfer back (to Syrinx) the customer account balances, on-hold status, aged balances, and unpaid invoices so that checks against a customer’s credit limit can be made within Syrinx, without requiring access to the accounts system from each Syrinx user’s PC.

⚠️ Account credit limits CANNOT be transferred from XERO.

To transfer credit limits, export a list of customer account numbers and their corresponding credit limits from Xero into a .csv file. Then, in Syrinx, go to Configuration → Administration → Import Data, select Update Customer Balances, and import the .csv file to upload the credit limit information.

Topics included:

Direct Transfer Options
Executing the Transfer

Direct Transfer Options

The Direct Transfer tab can be used to set options that affect the operation of the transfer program:

Transfer Customer Information Back to Syrinx

Balances

Indicates that the balances of account customers are to be transferred from your accounts system to Syrinx. If set, then the balances are transferred back into Syrinx automatically at the end of each invoice transfer.

Unpaid Invoice List

If set, then the transfer also brings back the outstanding invoices, so that a Syrinx user can view and advise the customer on the invoice numbers that are outstanding. Note that this is not a replacement for customer statements; if a full statement of outstanding invoices is required, this must be produced from your accounts program.

On Hold Status

If this option is set, then the ‘On Hold’ status of each customer is transferred from the accounts system to Syrinx.

New Customers

If set, the transfer will create new customers in Syrinx for any customers that are set up in your accounts system but are not already present in Syrinx. Customers are matched using the account numbers. Note that the system will not prevent you from adding new customers/suppliers to Syrinx. Consequently, if all new customers/suppliers are always to be added via the accounts system, then you should remove these menu options from all user roles in Syrinx Configuration. Modified Customer Name/Addresses: If set, then any updates to the customer name/addresses made in the accounts system will be transferred back to Syrinx. The name/address fields in Syrinx will be made read-only to prevent changes made in Syrinx from being overwritten by the current name and address as held in the accounts system.

Transfer Supplier Information back to Syrinx New Suppliers?

If set, then the transfer will create new suppliers in Syrinx for any suppliers that are set up in your accounts system but are not already present in Syrinx.

Modified Supplier Name/Addresses?

If set, then any updates to the supplier name/addresses made in the accounts system will be transferred back to Syrinx. The name/address fields in Syrinx will be made read-only to prevent changes made in Syrinx from being overwritten by the current name and address as held in the accounts system.

If Over Credit Limit

Issue Message to User
This option lets you tailor the message that the hire staff will receive when entering a new hire/sale if the customer is over their credit limit. If the text ‘|1’ or ‘|2’ is present in the message text, then it will be replaced with the customer's balance or credit limit (respectively).

Stop with error?

If this option is set, then the hired staff will receive an error stop rather than a warning when entering a new hire/sale if the account customer is over their credit limit.

Show Aged Balances/Unpaid Invoices?
If set, then the message window informing hire desk staff of a customer over their credit limit will also allow the aged balances (and unpaid invoices, if applicable) to be viewed by the hire desk staff.

Cash Account Numbers
You need to specify the account number(s) within the Accounting System that invoice transactions for Cash (Non-Account) Customers are to be posted to. These are set using the Cash Posting tab on the Depots screen (Account Numbers for Posting Non-Account Sales Invoice Transactions (by payment type).

You can set different account numbers for different payment types (cash, credit card, cheque, or no payment entered).

Executing the Transfer

Once the configuration has been completed as per the preceding sections, the transfer tasks are listed in the Run Transfer tab of the main window.

Process All Tasks: As the name suggests, if this option is selected and you click Run, all transfer tasks listed will be processed.

Transfer Customer(s)/Supplier(s) to Accounting System

This task will create any customers/suppliers that are not yet within the accounting system and update existing customer/supplier (address information) which has changed since the last update. It may be that you wish to force all customers/suppliers to be updated/created.

Post Sales/Purchase Invoices

This task will create any new sales/purchase invoices within the accounting system. Invoices are always created with a GST and optionally a Non-GST line (if there are Non-GST entries within the invoice within the Hire system). The Sales and Purchase invoices use the stock codes you configured within the account platform tab of the configuration settings dialog.

Transfer Progress

The following are a series of typical screenshots that will be displayed upon transfer. Any given day, the list of transfer operations to be performed may vary from those depicted as the system only transfers outstanding information.

Log File

Following a transfer, the log file is displayed and the path of the log file is also indicated in the title bar.

Please check the log files thoroughly upon each transfer to check for any errors. Where errors are found, please ensure you review the accounting system and Syrinx system to see whether further action needs to be taken or whether the error is of little consequence.

Once the transfer has been completed, you will see the transactions in your accounts. The screenshots below give you an idea of what it will look like.

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