The integration gives you the below benefits:
- Easy and quick creation of invoices, based on project registrations
- The transfer of invoices to Uniconta saves time and provides increased quality assurance, ensuring that invoicing is carried out correctly.
- Financial analyses can be conducted in TimeLog with all available dimensions (employee, project type, project category, department, etc.), including financial reporting
- Project managers can find all information about invoicing in TimeLog and therefore do not need access to Uniconta, saving you money on licences
From TimeLog to Uniconta
- Automatic transfer of new and updated customers
- Transfer of invoices
- Automatic transfer of projects
From Uniconta to TimeLog:
- Synchronise and import customers
- Import of product numbers
- Reconciliation of invoices between the two systems
- Easy import of vendor invoices via Import of expenses
Installation of the Uniconta integration
Before you start creating the integration, you must have a TimeLog PSA site with Invoicing.
The Uniconta integration is installed in system administration >> Integrations & API >> Integrations.
- You will find the Uniconta app via the FINANCIAL button.
- Click on ADD UNICONTA
If you have TimeLog MLE activated, you are to select the legal entity your Uniconta installation should be connected to and click ACTIVATE. - Add your Uniconta system administrator User ID and Password, and then click on CONNECT.
We recommend, if possible, that you use an user Uniconta licence that isn’t related to an employee to avoid the connection being deactivated if the employee changes their login details or is no longer employed by your company. The licence used to establish the connection must have superuser access in order to create and update customers in Uniconta. - Click CONNECT to establish the connection
When the connection is established will you see a green checkmark next to Connection established, and you are to select the company TimeLog is to get connected to.
- Select the Uniconta company from the select option list
Your TimeLog is now connected to your Uniconta company, and you are now ready to configure the integration.
RESET
Clicking the RESET button will disconnect the integration and delete you login information and configuration.
Configuration of customers
I this configuration section are you to select which system that is to be the master of creating new customers and updates.
By default, all customers are created and maintained in TimeLog, and there are two settings for how new and updated customers should be transferred to Uniconta.
- Manually control link of customers and contacts; All new customers and subsequent updates are carried out in TimeLog. After creation, new customers are transferred/created in Uniconta by clicking the three dots to the right of the customer’s name on the customer card. Click Link customer with integration in the pop-up window, and then click the black dot. The customer is now created in Uniconta, and a green check mark will appear in the pop-up window the next time you check the customer's status.
See also the online guide Link customers with integration.
Subsequent updates to the customer will be automatically transferred to Uniconta when you click UPDATE.
- Automatically transfer and link with invoice transfers; When this setting is selected, new customers will be automatically created in Uniconta when the first invoice is transferred. Subsequent updates will be transferred to Uniconta when the update is saved by clicking UPDATE on the customer card.
Link customers
To be able to transfer invoices to Uniconta, all customers must be found in TimeLog and linked to the corresponding customer names in Uniconta. This is done in the table of customers, which has four display options (ONE MATCH, MORE MATCHES, NO MATCH & IGNORE CUSTOMERS).
The left half of the table shows the Uniconta customers, and the right half the TimeLog customers, and TimeLog is checking on the customer number, VAT number, phone number and customer name to find matching customer.
Before the integration is activated, it is important to handle all the Uniconta customers in the first three table view options. Please be aware that the Uniconta table section is only showing up to 200 customer names at the time. After you have linked/ignored Uniconta customers in the table, is the table updated with new customer names after click on OK
Click on the link Link customers to open the link customer table. By default is the table opening the ONE MATCH view.
Table view options
ONE MATCH. Shows customer pairs that can be linked immediately.
MORE MATCHES: Shows the customers in Uniconta where more than one matching customer has been found in TimeLog.
NO MATCH: Shows customers in Uniconta where there is no match in TimeLog.
Ignored Customers: Is to be used on customers in Uniconta that should not be used in TimeLog. You can ignore customers in all three table view options.
On all four table view options, there are four options for linking the customer information:
- Link and use data from TimeLog: This action links the customer pairs and overwrites customer data in Uniconta with customer data from TimeLog including the customer number. Fields that are not filled out in TimeLog will not be transferred.
- Link and used data from Uniconta: This action links the customer pairs and overwrites customer data in TimeLog with customer data from Uniconta including the customer number. Fields that are not filled in in Uniconta are not overwritten in TimeLog.
- Import to TimeLog as new customer: This action creates a new customer in TimeLog based on data on the Uniconta customer including the Uniconta customer number.
- Ignore Customer(s): This action ignores the customers from Uniconta and puts them into their own table. The customer names can subsequently be imported into TimeLog if the need arises.
When you have imported the new customers in TimeLog, the customer number from Uniconta is also imported to the customer in TimeLog. If you want TimeLog to continue the number series, we recommend that you correct your customer number series in System administration >> General settings >> Number series, so that the new customers you create in TimeLog get a customer number that continues the number series in Uniconta. In this way, the customer numbers in the two systems will be the same.
The procedure for the chaining depends on one of the following typical scenarios:
- There is no customer data in either Uniconta or TimeLog
- There is customer data in Uniconta and none in TimeLog (new TimeLog installation)
- There is customer data in TimeLog and none in Uniconta (new Uniconta account system)
- There is customer data in both TimeLog and Uniconta
Below, the four scenarios are reviewed separately.
Scenario 1: There is no customer data in either Uniconta or TimeLog
In this case, linking of the customer databases is not necessary, so the point can be skipped.
Scenario 2: There is customer data in Uniconta and none in TimeLog
Table display option ONE MATCH and MORE MATCHES will be empty and can be skipped. Click on NO MATCH, and all active customers in Uniconta will be displayed. Mark the customers to be created in TimeLog and select Import to TimeLog as new customer under Select action and click OK.
The customers are now created in TimeLog, and at the same time they are linked to the Uniconta customer database. The new customers in TimeLog get the customer number from Uniconta.
Scenario 3: There is customer data in TimeLog and none in Uniconta
In this case, there is no concatenation to perform, so the point can be skipped. Customers will be created to Uniconta in connection with the invoice transfer.
Scenario 4: There is customer data in both TimeLog and Uniconta
This configuration is the most time-consuming, as there will be a need to manually connect the individual customer pairs. Fortunately, the system helps to find customer pairs that match on the customer number, VAT number, phone number and customer name.
Please be aware that the Uniconta table section is only showing up to 200 customer names at the time, and it is highly recommended to link/ignore the customers so that the list is continuously updated/shortened.
If you create new customers in Uniconta, are you to import the customers as new customers in TimeLog via the table view option NO MATCH.
Ignore customers
You have the option to ignore Uniconta customers in all three table view options.
You ignore the customers by marking the checkboxes on the far right and selecting Ignore customer(s) in Select action and clicking OK.
When you ignore the customers, they are moved to the Ignore customer(s) table, where you get an overall overview. From here you have the option to import or link them if you need them later.
Click BACK TO INTEGRATION CONFIGURATION to continue the configuration.
Default values when transferring invoices
When transferring new customers, Uniconta requires that the creation includes certain mandatory information which is not available in TimeLog. Below, you can select which default values should be transferred when creating new customers and employees from TimeLog. The transferred default information can subsequently be edited in Uniconta once the data has been transferred.
- Customer group; Select your default Uniconta customer group
- VAT zone; Select your default VAT zone. TimeLog is not transferring the VAT amount to Uniconta
- Payment terms; Select your default Uniconta payment type
- Template collection; Select the default invoice template
Your selections are saved automatically. Subsequently, the values can be edited in Uniconta and will not be overwritten when customer data is automatically updated by TimeLog.
It is an advantage to set up the same payment terms in both systems, as most users will use the invoice in TimeLog as a reference.
Default values when transferring invoices
Select the project category that is to get transferred when creating new TimeLog projects in Uniconta. TimeLog is not able to transfer the projects if you haven’t selected a category.
Import of product numbers
In this configuration section, are you to activate the product numbers that is to be used on the invoice lines in TimeLog.
Uniconta requires that each invoice line is printed with a product number, which determines how the invoice line should be posted in the accounts with respect to VAT and turnover statistics. If a product number has not been selected on one invoice line in TimeLog, the invoice draft cannot be posted. Only posted TimeLog invoices can be transferred to Uniconta
- Click the Import product numbers link
- Change the Status filter to Show inactive product numbers and click on SHOW and the table will show the active Uniconta product numbers.
- Mark the checkbox next to the product numbers that is to get activated and select Activate from the Select action options. Click OK to activate the product number in TimeLog.
You can also click directly on the black dot to activate the current product number. Change Status to Show active product numbers to see the activated product numbers that can be used when creating your invoices in TimeLog.
Click BACK TO INTEGRATION SETUP to continue the configuration.
Setup of product numbers
After activating your product numbers are you able to configure pre-selected product number to the different project registration types.
By default, the product number must be selected on the individual invoice line. For each data type and form of settlement in TimeLog, you can choose a principle for the default selection. You also have the option of choosing a specific product number for the individual data types.
Creation of the invoice drafts works fine, even if the setup of default product numbers has not been completed. In that case, you must manually select a product number on each invoice line on the invoice draft.
We recommend setting up default product numbers, as it will save you a lot of time in the invoicing process when TimeLog adds the selected product numbers to the individual invoice lines for you. This is especially an advantage if there are many of you who must share the responsibility of creating invoice drafts. Pre-selected product numbers can get changed on the invoice drafts.
Configuration of product numbers has two setup options that make invoice creation easier.
- Default product numbers for project work
- Standard product numbers on expenses
Default product numbers on project work
When assigning product numbers to the different data types (time & material and fixed price payments), you have different options, depending on the data type.
Time & material: Has six possible choices; Select when invoicing, Select dimension (Project type, Project category, Task type or Hourly rate) or one of the imported product numbers.
- Select when invoicing: Here, the product number must be selected on the individual invoice line when you create your invoice drafts.
- Select dimension: Here, the selected dimension must subsequently be updated in System administration >> Finance >> Product number mapping.
- If Hourly rate is selected, your hourly rates in System administration >> Finance >> Hourly rates will have an extra field added (Product no.). Click on an hourly rate name or edit and select a product number. The same product number can be used for several hourly rates and new time tracking will automatically get the product number. If it is not possible to select a single product number for an hourly rate, it can be omitted and must instead be selected on the individual invoice lines.
- If a specific product number is selected: Time registrations will automatically have the selected product number added to the invoice lines.
Fixed price: Has four possible choices: Select when invoicing, Select dimension (Project type and Project category) or one of the imported product numbers.
- Select when invoicing: Here, the product number must be selected on the individual invoice line when you create your invoice draft.
- Select dimension: Here, the selected dimension must subsequently be updated in System administration >> Finance >> Product number mapping. Fixed price payments will then automatically get the product number added when a new fixed price contract is created.
- If a specific product number is selected: The fixed price payments will automatically have the selected product number added to the payments when a new fixed price contract is created.
Standard product number on expenses
When assigning product numbers to the different expense types, you have different options, depending on the data type.
Expenses: Has three possible choices: Select when invoicing, Expense type or one of the imported product numbers.
- Select when invoicing: Here, the product number must be selected on the individual invoice line when you create your invoices draft.
If Expense type is selected, your expense types must subsequently be assigned a product number in System administration >> Finance >> Product number mapping. Click on the expense type name or Edit icon and select a product number.
It is not recommended to use the same product number on more than one expense type as this will affect the import of project expenses. If it is not possible to select a single product number for the expense type, it can be omitted and must instead be selected on the individual invoice lines.
Mileage: Has two possible choices: Choose when invoicing, or one of the imported product numbers.
Allowance: Has two possible choices: Choose when invoicing, or one of the imported product numbers.
Accommodation: Has two possible choices: Choose when invoicing, or one of the imported product numbers.
Import expenses from Uniconta
After activating the expense import, you must add the financial accounts from which TimeLog is to import the purchase invoices from.
- Click Please select an account and select the account from the Uniconta account plan.
- Click on the plus-icon to add the account to the account list TimeLog is to import expenses from.
TimeLog is then able to import your vendor invoices that is posted on the listed accounts via Import project expenses.
For optimal processing of vendor invoice import, it is recommended to associate the relevant Uniconta account numbers with all active expense types in TimeLog.
Transfer project no. to Uniconta
When activated is TimeLog becoming able to transfer the created and updated project name and number to Uniconta.
- Select the Uniconta project group TimeLog is to send the project information to
Please be aware that TimeLog is only able to transfer the projects if the project module is enabled in Uniconta and you have selected a project group.
Confirm integration setup
When you have configured all configuration sections are you to confirm the configuration.
The three checkboxes is a checklist of the most important configurations. If the customers aren’t linked or imported, you might experience that TimeLog is creating customers that already exists in Uniconta.
Mark the three checkboxes and click ACTIVTE and the integration is now ready to transfer you invoices to Uniconta.
When activated, will you see a green checkmark next to Integration enabled at the top of the integration.