Bill.com
Bill.com is a 3rd party service for managing payments to Vendors. Gravity has developed integration into the Bill.com application to synchronize core financial information such as accounts and vendors and transactions such as vouchers and payments.
Gravity will retain the system of record for Accounts Payable, maintaining 100% of all payables master files and transactions. Bill.com will be an extension of Gravity allowing easy import of vendor bills and payments.
Vendor Bills can be entered in Gravity or Bill.com. All open bills will be synced to Bill.com for payment. Payments will be synced back to Gravity.
Data between Gravity and Bill.com will be synchronized based on the table to the right. For example, Vendors and Bills can be entered in either system and synced to the other.
In Gravity users must turn on “Require Document Numbers on Vouchers”
Bill.com requires that an invoice number (document number) be entered for all bill synced. Invoice Numbers must be unique as Bill.com uses them as a key to the record.
In Bill.com you will need to set the following options under the Settings->Preferences area:
- Show Account Numbers = Yes
- Use Locations = Yes (if using Inventory)
- Use Classes = Yes (if using Dimension 1)
- Use Items in Payables = Yes (if using inventory)
- Vendor/Customer Sequence ID = Enter ID Manually
- Show Chart of Accounts on Bill and Invoice Items = Yes
- Show GL Posting Date on Bills and Invoices = Yes
The following are limitations in V1 of the Gravity to Bill.com Sync
- Payables only – currently only the Accounts Payable will sync, Accounts Receivable will be in a future version.
- Dimension 1 only – only dimension 1 will sync to Bill.com Classes. Dimensions 2 and 3 will not sync
- Only open bills – Bill.com will only maintain history of open bills synced and paid in bill.com. Bills entered and paid in Gravity will not sync to bill.com
- On Vouchers, Document Numbers must be unique. If a Document number is duplicated the bill will not sync.
To setup the Bill.com Sync perform the following steps:
- Establish the Bill.com Account. – Gravity will work with all versions of Bill.com
- Create a Bill.com Administrative User with a password.
- Install the Gravity Bill.com solution in the Gravity organization
- Select Bill.com from the list of Application in Gravity
- Select the Down Arrow next to Dynamics 365
- Select the “Bill.com Sync” application
- To return to Gravity Select “Dynamics 365- Custom”
- Select Bill.com Sync Settings
- Select New to create a new Sync setting
- Enter the Following:
- Username – Enter the username of the Bill.com admin.
- Password – Enter the Bill.com admin password for the above user.
- Instance – Select Production unless setting up a sandbox for testing.
- Bank Account – Select the Bank Account in Gravity that represents the account in Bill.com
- Entity Configuration – Select the Entity in Gravity that represents the company being synced.
- Save the record
- Select the Bill.com organization that relates to the login information
- Save and close the record
The Gravity Sync uses the modified date on records to know if a record has changed on either side so it can sync the records to the other application. To initially sync records for the chart of account, items, dimensions you should select a date that precedes the creation of your Gravity database. This will ensure that all master files are synced to Bill.com. Gravity will not sync paid bills.
The initial sync can take some time as Gravity will be reviewing all the relevant records and syncing all the master files.
Optionally you can show the real-time Sync and Error logs. You will receive errors when items cannot be synced.
The Gravity Sync uses the modified date on records to know has changed on either side and when to sync the records. When selecting the Start Sync option the sync will automatically start from the date and time of the last sync. If needed you can adjust the sync date to capture earlier activity.
Each Sync is recorded in the Sync Log at the bottom of the page.
Records will not sync to Bil.com if there are errors where Bill.com does not have enough information to process the record. Gravity keeps a log of all activity synced and sync errors. The error log will identify the record id (GUID in Gravity), the entity name (Bill or gr_aptransactionheadr) and sync type (Bill.com to Gravity). Errors can be corrected in the appropriate system and a new sync performed.
Examples are:
- Terms Codes missing number of days due
- Vouchers missing Invoice (Document) Numbers
- Vouchers with duplicate Invoice Numbers
On Installation of the Bill.com Sync solution the workflow is not enabled in some instances. You will see it in the installation log.
To correct it you must open the Bill.com Sync solution and enable it.
- From the browser session where the solution was installed enter the following URL: https://make.powerapps.com
- Select the Organization that is using the Bill.com Sync
- Select the Bill.com Sync Solution
- Select Flow in the object type selection box
- Select the one flow that is shown
- Under the ellipses select the Turn On option
