The Accounting Products catalog is the list of items from an integrated accounting system. Goflow uses the accounting products with invoices and bills synced between Goflow and Accounting. Goflow products and accounting products are linked through a mapping.
When integrating with an accounting system, Goflow automatically imports all accounting products every night. This requires no user intervention.
You can manually import an accounting product, if you urgently need it in Goflow. To manually import accounting products, follow these steps:
Through the import process, any changes made to the product in your accounting system are automatically reflected in Goflow. This includes changes to the item type or changes to the item number.
If a product is deleted in Accounting, it will be become inactive in Goflow. When the product is re-created in Accounting, it will become active again in Goflow.
Before Goflow can push products to your accounting system, this functionality must be enabled. To do so, follow these steps:
Your accounting system may support items of multiple item types, but not all types can function as transaction line products. While Goflow imports accounting products of all item types for visibility purposes, only some types can be used with Goflow transactions.
Two item types can be used to create accounting products, and one additional type can be used for mapping, when the accounting product was created directly in the accounting system:
It is not required that the item types match. For instance, you can map a standard Goflow product to an accounting product of the type assembly, or map a Goflow kit product to an accounting inventory or non-inventory product.
Your choice on whether to create inventory or non-inventory items determines the Accounting accounts to select. Use the same accounts that you would when manually creating an item in your accounting system.
When automatic product syncing is enabled, as you create a new product within Goflow, the system will attempt to create a corresponding product in Accounting. When successful, an accounting product - with the same item number as the Goflow product - will automatically be created and mapped to the Goflow product.
If a product is later deleted in Accounting, or merged into another product, its link to the Goflow product is broken. To resolve, remap the product in Goflow.
If the accounting system is unreachable, or if the product name is rejected by Accounting, you will not be able to create a new product in Goflow. Resolve the problem, and then try creating the product again. If the problem cannot be immediately addressed but you urgently need the new product in Goflow, you may temporarily disable automatic pushing. Proceed with creating the product in Goflow, and manually push it to Accounting later.
When creating products in bulk, the new products will be created in Goflow even if they cannot be pushed to the accounting system. An email is sent to the notifications contact on file outlining the issue and providing a list of the products that were not created in Accounting. After resolving the problem, proceed to manually push the new Goflow products to Accounting.
Some of the common reasons products cannot be created in accounting include:
If you prefer to manage accounting products manually, you can set accounting product syncing to manual). This option grants more flexibility to your accounting team in selecting the accounting product item number. To manually push a Goflow product to Accounting, follow these steps:
Even when automatic syncing is enabled, you may still create an accounting product manually. This is useful if the product was deleted in Accounting, or if there was an error during the automatic sync.
Accounting products are linked to Goflow products through mapping. Invoices and bills sent to Accounting include the mapped accounting product for each transaction line. Note that the item numbers between Goflow and Accounting do not necessarily have to match. You can map an accounting product with a Goflow product that has a different item number.
Mapping links Goflow products to accounting products in a one-to-one relationship. One accounting product is mapped to one Goflow product. You cannot map multiple Goflow products to a single accounting product, or vice versa.
To map an accounting product to a Goflow product, follow these steps:
To unmap an accounting product from a Goflow product, follow these steps:
To map a Goflow product to an accounting product, follow these steps:
Use a CSV file to import accounting product mappings in bulk. To do so, follow these steps:
Leave the Unmap Accounting Products option unchecked. Goflow will skip any row where the Mapped Item Number field is left empty. If that accounting product is already mapped, it will remain mapped.
One accounting product can only be mapped to one Goflow product. New mappings will overwrite any existing mappings.
Use a CSV file to unmap accounting products in bulk. To do so, follow these steps: