Please Note: Throughout this article and the other Access Education Finance/Access Education Purchasing articles, we will refer to Access Education Purchasing. However, all other articles you read on this knowledge base will refer to Lightyear - these are the same thing!
The set up and integration to Access Education Finance is very simple - as your Account Manager and Onboarder will do all the hard work for you! But it's still useful to know where to find the information that is imported into Access Education Purchasing from Access Education Finance.
Once your Education Purchasing company has been set up correctly, you'll see the below.
Viewing the Connection
When you go into Accountancy on the left hand navigation menu, you will see Education Finance selected in the dropdown menu.
If you don't see this selected, please reach out to your Account Manager or Onboarder.
Software Settings
Within the Accountancy screen, there is an option for Accountancy Software Settings. Click Edit and you'll see the below modal appear.
Some of the options in here can be ignored, such as:
Do you use Category 1?
Do you use Category 2?
Automatically apply Categories on line item level?
Do you want to calculate to 2 decimal places?
Automatically apply Chart of Accounts on line item level?
1. Yes - Save time by coding it in Education Purchasing, and we’ll remember the next time we extract the line item that you’ve coded the supplier lines to.
2. No - keep these blank for you to code individually.
Group line item data?
Turning this on will allow you to export Grouped Account data, rather than line item data. For the full article on this, click here.
Education Finance Suppliers
When the connection between Education Finance and Education Purchasing has been made, these will automatically be imported to Education Purchasing.
If you create a new Supplier in Education Finance, these will import over each night.
Chart of Accounts
When the connection between Education Finance and Education Purchasing has been made, these will automatically be imported to Education Purchasing.
If you create a new Account in Education Finance, these will import over each night.
If you wish to reduce the number of Account Codes that Education Purchasing presents to you in the dropdown lists, uncheck the tick boxes on the right of each Account Code.
Don't forget to add a Rounding Account Code at the bottom of the page. This will automatically code any automated rounding rows to a specified Account Code.
Tax Rates
When the connection between Education Finance and Education Purchasing has been made, these will automatically be imported to Education Purchasing.
If you create a new Tax Rate in Education Finance, these will import over each night.
You will need to choose two Education Finance tax rates to act as the defaults for taxable and non-taxable items. Education Purchasing will use these defaults to send the relevant tax code to Access Financials if a line is taxed/tax free, this is unless you choose to manually assign a different non-default tax rate to the item from within Education Purchasing's Bill Review section.
To choose your 2 defaults go to Settings > Accounting Software > Tax Rates.
The below image shows what a typical setup looks like. We have selected the 2 standard tax rates (Standard 20% and Zero Rated 0%).
Set a Default Tax Rate Against a Supplier
Usually the Supplier Default Tax Rate is left blank, which allows the 2 defaults set above to work with maps.
But there may be circumstances where you assign a certain supplier with a different tax code to the defaults you have set at company level.
Go to the Suppliers > Select Supplier > Edit. You can then choose to set a default tax rate from the drop-down list.
