Financial Integration Guide

Financial Integration Guide

Introduction

This document explains how the Financial Integration feature in Rental Car Manager (RCM) is used, including instructions for set-up and creating invoices with XERO and MYOB from RCM reservations.

Import Rules/Concepts

Invoice Generation
Invoices are generated from a reservation first and then posted to an accounting system.

The financial integration system in Rental Car Manager has been created to make it easier and quicker for users to generate invoices in an accounting system from rental data in Rental Car Manager.  Once an invoice has been created it is not synchronised with the booking or with the invoice in the accounting system.  Therefore if you modify a booking or MYOB/XERO invoice after the invoice was generated and posted in RCM, there is no guarantee that the RCM invoice will match the booking or MYOB / XERO invoice.

The Invoice generation workflow is shown below.


Cash/Standard Rentals

A cash / standard rental will only be available for invoicing if:
  1. The reservation has not already been invoiced, and
  2. The reservation has been returned.
On Account Rentals

An “On Account” rental will only be available for invoicing if:
  1. The reservation has not already been invoiced, and
  2. The payment type of “On Account” has been selected for the reservation, and
  3. The reservation has been returned.
Standing Hire Rentals

A “Standing Hire” rental will only be available for invoicing if:
  1. The reservation has not already been invoiced, and
  2. The payment type of “Standing Hire” has been selected for the reservation, and
  3. The reservation has been hired or returned.
Monthly Hire Rentals

A “Monthly Hire” rental will only be available for invoicing if:
  1. The reservation has not already been invoiced, and
  2. The reservation is using monthly rates, and
  3. The reservation has been hired or returned.

Standing Hire Rentals

A “Weekly Hire” rental will only be available for invoicing if:
  1. The reservation has not already been invoiced, and
  2. The reservation is using weeklyrates, and
  3. The reservation has been hired or returned.
Invoices for standing hire reservations can be generated for any period during the booking.  For example, a booking from 5 January to 20 April can have invoices for 5/1 to 31/1, 1/2 to 28/2, 1/3 to 31/3, 1/4 to 20/4.  Once a standing hire reservation has been invoiced in full, the reservation will be closed, marked as invoiced and cannot be reopened for editing.

Standing Hire rentals must have a company assigned to the booking and the company must have a valid FI Customer Account.

When generating invoices for standing hire rentals, the reservation will be invoiced from the last date invoiced (or the pickup date if it hasn’t previously been invoiced) to the date that you select.  If the selected date is after the return date, then the reservation will be invoiced up to the return date.

Example:



Getting Started with Financial Integration

Connecting to XERO

Please Note: All users that want to connect to XERO from RCM must have either Standard or Adviser level permissions. If you don’t have the required permission level then please contact your XERO administrator to have your permission level changed before attempting to connect to XERO. For more information, go to: https://developer.xero.com/faq/permissions/app-permissions

To verify that you can establish a connection to XERO:
  1. In Rental Car Manager, go to Financial Integration -> XERO setup.
  2. Click “Connect To XERO”. You will be redirected to a XERO login page. After you have logged in, you will be redirected back to RCM. Click “Continue To Setup”
  3. From the XERO setup page, click “Connect To XERO” again. You should now see this message:


Connecting to MYOB

To connect to MYOB, go to Financial Integration and click the MYOB Setup tab. Click Connect To MYOB.



If you are not already logged in to MYOB then you will be prompted to login. Follow the prompts and you will be redirected back to Rental Car Manager when finished.

Setup

General RCM System Settings for XERO

From the XERO Integration Setup page, scroll down to the General RCM System Settings and enter the item codes from XERO for the extra kms, fuel cost, extra fees and rental revenue.

For integration with XERO, we actually use the item code instead of the general ledger code.
  1. Extra kms GL Code – item code used for extra km charges on bookings
  2. Fuel cost GL Code – item code used for fuel charges on bookings
  3. Other Extra GL Code – item code used as the default for extra fees and for stamp duty charges on bookings. This item code will be used if an item code hasn’t been selected for an individual extra fee
  4. Rental Revenue GL Code – the default item code used for rental charges on bookings.


General RCM System Settings for MYOB

From the MYOB Setup page, scroll down to the General RCM System Settings and enter the general ledger codes from MYOB for the extra kms, fuel cost, extra fees and rental revenue.


Creating Invoices

Reservations will show up on the Create Invoices page under the following circumstances:

Cash / Standard Rentals
  1. The rental status has been marked as returned.
  2. The rental is a revenue booking.
  3. The balance owing is zero.
On Account Rentals
  1. The rental status has been marked as returned.
  2. The rental is a revenue booking.
  3. The booking hasn’t previously been invoiced in full*.
  4. The payment method for the booking has been set to “On Account”
Standing Hire Rentals
  1. The rental status has been marked as either hired or returned.
  2. The rental is a revenue booking.
  3. The payment method for the booking has been set to “Standing Hire”
  4. The booking hasn’t previously been invoiced in full*.
Monthly Hire Rentals
  1. The rental status has been marked as either hired or returned.
  2. The rental is a revenue booking.
  3. The booking is using monthly rates
  4. The booking hasn’t previously been invoiced in full*.
Weekly Hire Rentals
  1. The rental status has been marked as either hired or returned.
  2. The rental is a revenue booking.
  3. The booking is using weekly rates.
  4. The booking hasn’t previously been invoiced in full*.

* an invoice is “invoiced in full” when invoices have been generated for the entire period of the booking.

Cash/Standard Rentals

  1. To create invoices for cash / standard rentals, go to Financial Integration -> Create Invoices. 
    By default, the “Cash Rentals” tab is already selected at the top:



  2. Click “Filter Reservations” and select the filter criteria or leave the criteria as the default and click “Apply Filter”.
  3. You will see a list of reservations ready to be invoiced.
  4. For each reservation that you want to invoice, click the check box in the last column.



  5. Select the Invoice Date and click “Create Invoices”.
  6. An invoice will be created for each selected reservation and you will be redirected to the Financial Integration menu.
To view the invoices that you created, go to Financial Integration -> Invoices. By default, only the invoices with an invoice date equal to today’s date will show when the page opens. Click the “Filter Invoices” to view more invoices.

On Account Rentals

Following the same procedure used to create cash/standard rentals.

Standing Hire, Monthly Hire, and Weekly Hire Rentals

Follow the same procedure used to create cash / standard rentals with one exception: when creating invoices you need to select the date that you are invoicing “up to”.

Weekly, Monthly and Standing hire invoices are invoiced from the date of the last invoice (or the pickup date if invoices have not been generated for the selected reservation) up to the date that you select.

Printable List
If you wish to print a list of bookings that can be invoice click on this tab. It will display a report that lists of every booking appearing as available for any of the about invoicing methods. This report can then be printed in the same way all reports are printed inside RCM.

Deleting Invoices

Deleted invoices are not actually deleted. They are simply hidden. You can view deleted invoices at any time by going to the invoices page and selecting “Yes” in the Filter Invoices window. The full log for the invoice is retained, included the details of when it was deleted.



Invoices cannot be deleted after being posted to a financial accounting system.

Posting Invoices to XERO

To post Invoices to XERO:
  1. Go to Financial Integration -> Invoices
  2. By default, only invoices with todays date as the invoice date will show in the list. Click the Filter Invoices link to find invoice not displayed in the list.
  3. Select the invoices that you want to post and click “Post Selected Invoices to XERO”



  4. If the invoices have been successfully posted to XERO, you will see a tick in the Posted column and the XERO invoice number in the FI Invoice No column.



  5. If you don’t see the invoice number and tick then something has gone wrong. Click the “View Log” link for an explanation. Contact support@rentalcarmanager.com if you need help.

Posting Invoices to MYOB

To post invoices to MYOB:
  1. Go to Financial Integration -> Invoices
  2. By default, only invoices with today’s date as the invoice date will show in the list. Click the Filter Invoices link to find invoice not displayed in the list.
  3. Select the invoices that you want to post and click “Post Selected Invoices to MYOB”



  4. If the invoices have been successfully posted to MYOB, you will see a tick in the Posted column and the MYOB invoice number in the FI Invoice No column.



  5. If you don’t see the invoice number and tick then something has gone wrong. Click the “View Log” link for an explanation. Contact support@rentalcarmanager.com if you need help.

Auditing

Audit 1

This audit list show all reservations that have been marked as invoiced in full, but the reservation total does not equal the invoice total. This can happen when you change a reservation after it has been invoiced and posted to a financial accounting system.

Once you have reconciled the difference, you can mark the reservation as “Reconciled” so that it doesn’t show up again in the list. You can view the reconciled reservations at any time by clicking the “Show Reconciled” button.

Audit 2

This audit allows you to view a list of reservations that have not been invoiced up to a specified date. For example, if you want to make sure that you have invoiced all bookings up to 30th June, then select 30th June as the invoice date and click submit.

Reservation Invoicing Status

The Reservation Invoice Status Report shows a visual representation of the amount invoiced for each reservation that has a pickup date within a selected date range.

This report includes the amount invoiced, the reservation total and the amount currently invoiced. The progress bar will show the percentage invoiced in green for revenue bookings. Non-revenue, maintenance and cancelled bookings will have a 100% progress bar in blue, as there is no cost or invoice amount associated with them.

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