Zed Axis Finance Integration for Quickbooks and Reckon

What is Zed Axis?

'Out of the box', Reckon and QuickBooks products are not able to import invoice data from CSV files.   Zed Axis is a separate product sold be Zed Systems that allows you take invoice data CSV files like those exported from SupportAbility and then import those invoices into Reckon or QuickBooks.

Organisations using SupportAbility in combination with QuickBooks or Reckon will need to purchase a copy of Zed Axis to facilitate importing invoice data.

For more information on the Zed Axis product, visit their website at  https://www.zed-systems.com/axis-import.html


Shared Support Model

When using Zed Axis with SupportAbility together, each product is responsible for different parts of the process.  Thus it is important to know which company to contact for the various types of support your organisation may need.

Contact  SupportAbility Support for assistance with:

Contact  Zed Axis Support for assistance with:

  • Importing the invoice data CSV file into Zed Axis
  • How to use the CSV file exported by SupportAbility to create invoices in QuickBooks or Reckon
  • How to connect Zed Axis to your QuickBooks or Reckon product
  • Configuring Zed Axis
  • How to use Zed Axis


 

FINANCE INTEGRATION WITH ZED AXIS

This article is designed to assist providers setting up finance integration for Zed Axis. 

Prerequisites


Debtor ID

Client, Client Contact and Contact records contain 'Debtor ID' fields for finance integration. The corresponding QuickBooks or Reckon 'Card ID' must be added to the 'Debtor ID' field in SupportAbility for any parties invoices are being issued to. 

Client Debtor ID options

When the client is set as their own  billing contact, and invoices are being generated for them, the Client Debtor ID entered is the default identifier that populates in the card ID field on the QuickBooks or Reckon invoice export. 

If an organisation uses the client's NDIS number as their card ID, there is a system setting that when set, SupportAbility will populate the client's NDIS number in the card ID on the export instead.   

To update this to the NDIS number instead of the Client Debtor ID, go to the Settings tab of System Preferences. Navigate to the Invoicing section on the bottom right-hand side and change the 'Client Debtor ID' field:

The setting of client NDIS number being used in lieu of the Debtor ID is only applicable if: 

  • the client is being billed directly i.e. self-managed clients, additional activity costs, or non-NDIS billing, AND
  • their QuickBooks or Reckon Card ID has been set up as their NDIS number


Mapping

The following table maps the Zed Axis Invoice batch export headers with the corresponding SupportAbility data for reference purposes. 


QuickBooks or Reckon Invoice Batch export SupportAbility field
ContactName Client Debtor: Client's first and last name
Client Contact Debtor: Client contact's first and last name
Contact Debtor: Company name if available or primary contact first and last name
Addr 1 - Line 1 Client Debtor: Client's postal address 
Client Contact Debtor: Client contact's postal address 
Contact Debtor: Contact's postal address 
- Line 2 Client Debtor: Client's postal suburb         
Client Contact Debtor: Client contact's postal suburb 
Contact Debtor: Contact's postal suburb 
- Line 3 Client Debtor: Client's postal state 
Client Contact Debtor: Client contact's postal state 
Contact Debtor: Contact's postal state 
- Line 4 Client Debtor: Client's postal postcode 
Client Contact Debtor: Client contact's postal postcode 
Contact Debtor: Contact's postal postcode 
IsToBeEmailed True: if the Client's preferred contact method is set to email
False: if the Client's preferred contact method is NOT set to email
IsToBePrinted True: if the Client's preferred contact method is NOT set to email
False: if the Client's preferred contact method is set to email
Client Name The Client's first and last name
Client Address Client's postal address
Client Suburb Client contact's postal suburb
Client State Client contact's postal state
Client Postcode Client contact's postal postcode
Client NDIA # The Client's NDIS Number
Invoice # The invoice number generated by SupportAbility
Please ensure that your invoice number formatting configuration uses no more than 11 characters which is the maximum invoice number length for QuickBooks and Reckon
Date The invoice date (same as the date the invoice batch was generated)
DateOfService Activity date and time
Site The name of the Service for the Activity
Service The name of the Site for the Activity
Quantity The quantity of the invoice item
Rate The rate of the invoice item
Description This element may include:
  • activity name
  • NDIS support item details
  • Non-NDIS supports used based on the rate card
GLAccount The auto-allocated  General Ledger Code for this invoice item based on the site, service and payment method
Amount The value of the invoice item exclusive of GST
Inc-Tax Amount The value of the invoice item inclusive of GST
Job The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been configured
Class The auto-allocated Job Code for this invoice item. This field will be empty unless Job Codes have been configured
Comment For non-clinical invoices, this element will include details of the SupportAbility Invoice Batch number that this invoice is related to.   

For clinical invoices, this element will include the Claim Number, Injury Date and Clinical Notes from the Client Funding record.
GST Code GST: if invoice item contains GST
FRE: if invoice item does not contain GST
Currency Code AUD
Card ID Client Debtor ID or NDIS Number depending on the  invoicing configuration setup within SupportAbility
Debtor ID Client Debtor: Client Debtor ID or NDIS Number depending on the  invoicing configuration setup within SupportAbility
Client Contact Debtor: Client Contact's Debtor ID 
Contact Debtor: Contact's Debtor ID 
Activity Description The Activity Description field value from the Activity this invoice item relates to
NDIS Support Category Number
For NDIS support invoice items: The Support Category Number for the NDIS Support being invoiced.

For Non-NDIS support invoice items: EMPTY
NDIS Support Item Reference Number

For NDIS support invoice items: The NDIS Support Item Reference Number for the NDIS Support being invoiced.

For Non-NDIS support invoice items: EMPTY
NDIS Support Item Name For NDIS support invoice items: The Name for the NDIS Support being invoiced.

For Non-NDIS support invoice items: EMPTY
NDIS Support Item Registration Group
For NDIS support invoice items: The Support Item Registration Group for the NDIS Support being invoiced.

For Non-NDIS support invoice items: EMPTY
Non-NDIS Support For NDIS support invoice items: EMPTY

For Non-NDIS rate card invoice items: The name of the rate card change (eg. Base Hours)

For Activity Cost and Shared Cost invoice items: The name of the cost (eg. Accommodation Cost)(
Clinical Claim Number For clinical invoices: Clinical Claim Number on the Client Funding record that was used as the Client's funding source for the related Activity

For non-clinical invoices: EMPTY
Clinical Injury Date
For clinical invoices: Clinical Claim Number on the Client Funding record that was used as the Client's funding source for the related Activity

For non-clinical invoices: EMPTY
Clinical Invoice Notes For clinical invoices: Clinical Claim Number on the Client Funding record that was used as the Client's funding source for the related Activity

For non-clinical invoices: EMPTY
Invoice Batch Number The SupportAbility auto-generated ID of the Invoice Batch that the Invoice belongs to


Zed Axis Documentation

A link to the Zed Axis documentation for importing SupportAbility invoices into QuickBooks and Reckon can be found below:

http://support.zed-systems.com/kb/a281/import-supportability-invoices-into-reckon-accounts.aspx

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