Sync Accounting Documents & Payment Records

What syncing does

Syncing a document type tells KyDec to keep your books for it. For every document of that type, KyDec writes a voucher entry in the right voucher book and posts it to the right accounts, creating any account or book that is missing.

It covers the documents you have already raised and every one you raise afterwards. You ask once for each document type.

Sync Documents is a section of the Advanced Accounting tab in Business Settings. Nothing is posted until Enable Advanced Accounting is on.

Sync your documents

1. 1Open Business Settings, choose the Advanced Accounting tab and open the Sync Documents section.
2. 2Each document type is listed with its state. Tick Sync beside the ones you want, or Sync All at the top to take every type that is still waiting.
3. 3Click Sync Selected.

• Ticking a type shows what it will create: the Voucher Book its entries go in, and the Credit Account and Debit Account they post to.
• A type you have asked for shows Sync Requested while KyDec works through it, then Already Synced.
• The work runs in the background, so you can carry on. KyDec emails the person who asked when it has finished.

What is posted where

These are the books and accounts KyDec uses unless you change them. The voucher book for invoices, purchases, debit notes and credit notes can be changed under Map Default Voucher Books.

• Invoice: entries go in the Invoice Voucher Book. The client's account is debited and Invoice Credit Account is credited.
• Purchases and Expenses: entries go in the Expense Voucher Book. Expenditure Debit Account is debited and the account of the party you bought from is credited.
• Credit Note: entries go in the Credit Note Voucher Book. Credit Note Debit Account is debited and the client's account is credited.
• Debit Note: entries go in the Debit Note Voucher Book. The client's account is debited and Debit Note Credit Account is credited.
• Payment Records (Invoices) and Payment Records (Debit Notes): entries go in the Receipt Voucher Book. The account of the payment account that received the money is debited and the client's account is credited.
• Payment Records (Expenses): entries go in the Payment Voucher Book. The party's account is debited and the account of the payment account you paid from is credited.
• Tax on a document is posted to a tax account of its own, such as Sales VAT or Purchase VAT.
• The list also has rows for GST payments and returns, and for income tax payments and provision. They post only for a business that uses those modules.

After a type is synced

• A new document gets its voucher entry shortly after you save it, usually within a minute. Drafts and cancelled documents are not posted.
• When you change a document, its entry is brought up to date.
• When you delete or cancel a document, its entry is reversed, not deleted, so your books still show what happened.
• You find the entries under Accounting, in Voucher Books. Each one has a link back to its document, such as View Invoice.
• Payments recorded against invoices and expenses are posted as soon as Advanced Accounting is on, whether or not you tick them here. That is why they can show Already Synced without being asked for.

Choose the voucher book for each document type

1. 1Open Map Default Voucher Books in the same tab. Default Voucher Book shows the book each document type posts to.
2. 2Show on Document decides whether the voucher book can be chosen on an individual document of that type.
3. 3Click Edit on a row to pick another book and set Team can change on documents, then Save.

• Only books of the matching type are offered: a Sales book for invoices, a Purchase book for purchases and quick expenses, and so on.