If you are reading this topic, we assume you have already connected Dext Prepare with BrightBooks. If you have not yet completed the connection, please refer to the section on Connecting Dext Prepare with BrightBooks for detailed instructions. Remember, the integration remains active until you manually disconnect it. For guidance on how to disconnect, please follow the steps provided here.
Accessing Feeds on BrightBooks
To view and process feeds from Dext Prepare in BrightBooks, follow these steps:
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Navigate to Dext Prepare Feeds: On the left panel, click Banking and then select Dext Prepare.
- Click New: Click on the New button to load the feeds that you have uploaded over Dext. The Dext Prepare Feeds page appears, displaying the transactions received from Dext Prepare.
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Process Feeds: To process a feed and change its status from Loaded, click on the required row and make the necessary changes (if required). The status remains as Loaded until it is edited. Once edited, click on Import to load the Feed and complete the process.
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Note: The Dext Prepare option will not be available until you have completed the integration of your BrightBooks business with Dext Prepare. Please ensure that you have followed the integration steps outlined in the Connecting Dext Prepare with BrightBooks section.
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Note: To refresh the page and load any feeds that have not yet been received, click New.
Foreign Currency Transactions
To access and utilize the new implementation for viewing foreign transactions in the Base Currency, follow these steps:
- Check Base Currency: If the Base Currency is set to Euro, you will see figures displayed in EUR.
- View Imported Figures: Open the feed to view the imported figures for foreign currency transactions.
- Hover for Details: Figures under Gross Import that have an asterisk (*) will show the imported amount when you hover over them.
- Currency Display: Figures will be shown in the Base Currency (e.g., Euro) until a payment using a foreign currency is received.
- Use View/Split Option: Select View/Split to see all figures displayed in the Base Currency (Euro, in this case). The highlighted button will indicate the currently displayed currency.
- Change Currency Display: Click on the Currency: EUR button to switch the display to the currency of the imported transaction (e.g., GBP). The amounts will now be shown in GBP if the imported transaction is in that currency.
By following these steps, you can effectively manage and view foreign transaction figures in both the Base Currency and the currency of the imported transaction.
Handling Duplicate Transactions in BrightBooks from Dext Prepare
When publishing transactions from Dext Prepare to BrightBooks, it’s important to understand how duplicates are managed:
- Duplicate Checking Mechanism: BrightBooks does not identify duplicate transactions based on traditional fields such as document number, supplier, date, or amount. Instead, it uses the Original Reference Number generated by Dext Prepare for each transaction.
- Original Reference Number: Dext assigns a unique Original Reference Number to each document upon scanning and saving. If you upload the same invoice multiple times in Dext Prepare and each upload is assigned a different Original Reference Number, BrightBooks will import each instance as a separate invoice.
- Duplicate Invoices in BrightBooks: BrightBooks permits the entry of duplicate purchase invoice document numbers into the system. This means that identical document numbers can be entered without issue.
- Publishing Duplicates: If you publish the same transaction more than once from Dext Prepare and the Original Reference Number remains the same, BrightBooks will only process the transaction once. Any subsequent attempts to publish the same record with the same Original Reference Number will be ignored by BrightBooks, even if other details such as date, supplier, or amount have changed.
This approach ensures that while multiple transactions with different reference numbers are allowed, duplicate transactions with the same reference number are managed appropriately to avoid redundancy in BrightBooks.