In order to prepare C5 for integration with Ibistic Invoice System (IIS), it is necessary to export masterdata from C5 to IIS.
Export of masterdata
Under "Finance / Periodic / Ibistic menu / export of masterdata", the folder for export of masterdata from C5 is set. The path shall be designated manually. It may be convenient to open a file browser, navigate to the pathfinder, go to the export folder, and copy the path and paste it into ”Export of masterdata”/ Eksport af stamdata form in C5.
Below is for example the path: N:\Ibistic\Ibistic Integration Framework\ChartExport\
Once the export has been run the first time, the setup is saved until the next export. The path shall therefore only be set once. You should however be aware the setup need to be defined per user in C5.
As soon as the new items have been created in the system (Chart of Account, VAT codes, Supplier register, Department, Purpose etc), there shall be a new export, in order to keep Ibistic updated with the newest data fom C5.
The integration is set up to retrieve masterdata by a schedule, at certain time intervals. Concequently, there may take some time, depending on the specific setup, before Ibistic is updated with fresh masterdata.
Import of invoice
Whenever an invoice has been processed and transferred from IIS, it can be imported into C5.
As with masterdata, the integration is set up to to retrieve invoices by a schedule, at certain time intervals, and it may take a while before the invoice appears in C5.
Selecting the menu item "Finance / Periodic / Ibistic menu / Import of invoice", you may find the setup for import of invoices from IIS.
Note: Due to the length of the file path, the whole path will not be shown on this screenshot.
In this menu item, 4 parameters will need to be set:
1. Complete path for invoice files:
The folder path where IIS sends the invoice-files, for retrieval into C5 shall be defined. Open a file pathfinder, and navigate to the import folder. Copy and paste the path into the field ”Import of invoice from Ibistic”.
In this example, the folder path is: N:\Ibistic\Ibistic Integration Framework\ChartImport\
2. Complete pah for placement of backup archive:
Once the invoice files have been imported, they will be copied to a backup folder, in order to ensure no data will be lost in case something goes wrong during the import to C5. The folder path shall be set in the field ”Complete path to backup archive”.
In this example, the folder path is: N:\Ibistic\Ibistic Integration Framework\BackupFaktura\
The invoice files from IIS are sent in a specific format, for example”.csv”. If you only wish to import files of this format into C5, then you should specify the format in the field ”Filetype”, for example *.csv. If other file types will be imported to C5 as well, you may enter *,* into the field, and the import will then not distinguish between files whether they are .txt, .csv or other format.
4. Loading into the daybook:
Before importing invoicefiles, it is a good idea to add a specific Ibistic daybook in C5 for import of Ibistic invoices. It is possible to load the invoice files into an existing daybook, but in the interest of best possible overview, it may help to have a separate daybook for Ibistic invoices.In the field "View in daybook", you select the daybook you wish to use for Ibistic invoices.
Be aware that during the import of invoice files, there cannot be any users who have the Ibistic daybook open. If the daybook is being opened during import, the import will be interrupted.
Once the import has been completed the first time, the setup of ”Import of invoice from Ibistic” is saved until the next import.
NOTE: The setup of invoice import, and export of masterdata is user specific. This means, if several users shall import invoices or export masterdata between Ibistic and C5, this setup needs to be completed for every user.