API Accounting Integration Transaction Method

Selecting the transaction setting when using API accounting integrations brings a specific set of processes that differ from a standard export format. This document covers those differences. It will also go through the process of changing the accounting method to Transaction Mode. 

WARNING! DO NOT change your Accounting Export mode WITHOUT full awareness of the impact it will have. For information on Integration Modes, see our document, Elite | Accounting Integrations.

Transaction Migration Process

When a user decides to switch to Transaction Mode after being live on another method, the existing closed contracts with amounts owing and credits must be moved to the accounting package so that all A/R can be handled by Point of Renta. This will require POR support assistance. Please reach out to them to ensure you understand all the implications of this migration and to schedule time for this assistance.

To prepare for the process, the End of Day must be run, and no users should be operating in the system. On the Export Mode screen (Configurations>Accounting Configurations>Account Numbers>Export) an admin password will need to be entered (this can only be provided by our Product Suppot team) to select 'Transaction'. The same is true should a user desire to turn off Transaction mode. In this case, there is no migration process, simply a need to understand that you would now be managing A/R in Point of Rental and would need to manually deal with any invoices already in your accounting package.

Once the 'Transaction' mode is selected, the migration process will begin. A dialog box will display with the number of contracts and the progress of said contracts being exported. The dialog box will also alert the user when the migration is finished. A Transaction Edit is written to the affected contracts to track when/which contracts went through this process. If there are any exceptions or errors, they will be logged to the errorlog. There is logic in place to prevent duplicates should the invoice already exist. For example, if the system was set to 'Transaction' mode, was switched to something else, and now is being switched back.

While this process is occuring, a lock will be put in place preventing users from operating in the system just as when End of Day is running. At the end of the process, an auto close will occur to isolate the incident from normal operating batches/entries.

All A/R functionality is handled in the accounting software. This requires closed accrual accounting.

• Completed contracts export to the accounting software and if still owing, become part of receivables.
• Credits, credit memos, disbursements, cash payments, customer deposits, and modifications of completed cash contracts are all exported to the accounting system.
• Completed account contracts cannot be modified.
• Payments from the accounting system are imported and allocated to the correct contracts. However, payments and credits cannot be applied at the Point of Rental.
• Bank deposits and credit card deposits are exported to the accounting system.
• Depreciation and inventory changes are exported to the accounting system.
• Statements and finance charges will be done in the accounting system and are disabled in Point of Rental.
• Transaction mode will still allow a web payment. It is processed as a Credit Memo and transferred to the accounting system.

Credit Adjustments

• If a completed (closed/paid transaction) is modified and the value is reduced, the user has the option of refunding that value to the customer at the time it is created.  This must be done in full (no partial refunds).
• When modifying a credit, the user will have access to the payment screen to refund money.  This must be done in full (no partial refunds).
• Users can apply payments to a closed contract, however, the payment will be created as a contract that will then need to be applied to the contract. Adjustments (change to the value of the closed contract) and payments cannot be done in the same modification.