Weergaven:

Description of the functionality

To make a booking, a link between Blue10 and the ERP system is required. To link Blue10 to an administration in the ERP system, create a New Company in Blue10. Suppliers and other master data are then retrieved so that they can be used in Blue10.

 

How does the functionality work?

To link a new AFAS administration with Blue10, it is important that the settings in AFAS are correct. The step-by-step plan for linking Blue10 to AFAS consists of four parts: 

  • Part 1 - Create a company in Blue10 and download GetConnectors

  • Part 2 - Setting user rights in AFAS for generating user tokens

  • Part 3 - Import GetConnectors and set up App connector in AFAS

  • Part 4 - Blue10 settings in combination with AFAS 

Please note: Is this your first administration in Blue10 for AFAS? Then start at part 1. Have you already linked an administration in Blue10 for AFAS? Then start at part 4.

 

Part 1: Create a company in Blue10 and download GetConnectors

To set up the link with AFAS, the Blue10 GetConnectors must be imported into AFAS. You can download the GetConnectors from the Blue10 environment. Follow the steps below to create a company in Blue10 and download the GetConnectors:

  1. Log in via https://login.blue10.com.

  2. Go to Settings > Companies. Create the company with +New company.

  3. Select the name of the administration and AFAS and click on Create the company.

  4. Under the heading Integration, you can download the GetConnectors using the Download button.

  5. The information required in Blue10 is provided further on in the manual. For now, click Save to create the company. In part 4, “Blue10 settings in combination with AFAS”, we will add the correct information to the company.

 

Part 2: Setting user rights in AFAS for generating user tokens

Before you can connect, you need to go through a few settings in AFAS. The link between Blue10 and AFAS is set up using a token under a user account. 

Please note that the token is generated by a user with the following rights:

  • Rights to process incoming invoices in the relevant administration;

  • Access rights to the master data of the relevant administration

 

Is this user a member of one (or more) group(s)? If so, these groups must also have the above rights. In addition, the same user must have sufficient rights to generate the User Token. Follow the step-by-step plan to assign these rights:

  1. In AFAS, go to General > Management > Authorisation tool.

  2. On the User Maintenance tab, select the user under which you want to create the link between Blue10 and AFAS.

     

  3. On the right-hand side of the Member of group tab, check which groups this user belongs to and remember this for step 5 of the settings in the user rights and step 4 when setting up the App connector.
  4.  Go to the Authorisation tab. Under General > Management > App connector > Tabs, set the right for all items framed in the image below to Maintain or Authorisation via group: Maintain.

  5. Is the user a member of one or more groups? If so, please check the same under Group Maintenance.

  6. Open the group that the user is a member of and where you want to run the Connector.  

  7. Open the Authorisation tab. Under General > Management > App connector > Tabs, all items should be set to Maintain.

  8. Select Yes if you are asked to reopen the environment.

  9. Continue with the step-by-step plan in Part 3.

 
Part 3: Import GetConnectors and set up App connector in AFAS
After adjusting settings in AFAS, the next step is to set up the App connector. The connection between Blue10 and AFAS is established via the App connector. To do this, we first need to import Blue10-specific Getconnectors. 
  1. Save the Getconnector files on your computer/laptop. Then choose to extract this file. You will only need these files once.
  2. In AFAS, go to General > Output > Management > Getconnector. 
  3. Click on More Actions > Import. (If you do not see an option to import under More Actions, follow this step-by-step plan from AFAS to add the ‘Import get connectors’ authorisation.
  4. Select File, locate the files and select them. They will all appear on the screen.
     
     
    Please note: If you are not working with specialisation axes, select the Getconnector Blue10AllocationAxis (specialisation axes 1 to 5) and click Remove. The other Getconnectors are mandatory.
  5. Click Finish. Please note: you may see a red cross and the status “Error” for certain GetConnectors. In that case, the functionality is not used in the AFAS environment and does not apply. If this is incorrect, please contact our support team.
 
Next, we will set up the App connector that Blue10 will use to read master data and make financial entries. To do this, follow these steps
  1. In AFAS, go to General > Management > App connector. Click on New.
  2. Enter the name of the new App connector in the Description field. For example, choose “Blue10 link” so that it is clear to everyone what the App connector is used for.
  3. Under Authentication type, select ‘Classic Token’.
  4. In step 3 of part 2, you looked at which groups the user belongs to. In step 5 of part 2, you looked at which group has sufficient authorisation rights. Here, select a user group to which the user belongs and which also has maintenance rights for the App connector.
  5. Click Next. The App connector will be created and you will be taken to the next screen to enter settings.
  6. Search for the definition “Blue10” in the selection wizard.
  7. Tick all Blue10 Getconnectors. Please note: Again, there may be more in your environment that start with Blue10.
  8. Click Finish. The Blue10 Get connectors are now visible in the App connector for the Blue10 link. Click Next.
 
Several UpdateConnectors must be added so that Blue10 can write the correct data to AFAS. To do this, follow these steps:
  1. Click on New
  2. Under Connector ID, locate the following IDs, which must be added individually (tick the box) and then click Finish:
  • FbConfrontation
  • FbPurch
  • FiEntries
  • FiInvoice
  • KnOrganisation
  • KnPurchaseRelationOrg
  • KnSalesRelationOrg
  • KnSalesRelationPer
  • KnSubject
 
The Update Connectors are now visible in the App Connector for the Blue10 link. Click on the User Tokens tab in the left-hand column and follow these steps:
  1. Click on New
  2. Select the user to whom you granted rights to the Connectors when setting up user rights in “Part 2”.
  3. Provide a clear description so that you know that this user token is being used for the Blue10 connection.
  4. Click Next. You will be taken to the next screen.:
  5. A token will be generated. Copy the code between <data> and </data> and paste it into Blue10 later. In the image above, this is the dark-shaded part of the field.
  6. Store this token in a safe place. We have noticed that the link between the Blue10 service and AFAS sometimes does not work immediately, so it is helpful if you still have the token available.
  7. Once the token has been saved, click on Complete (you will no longer be able to find the token in AFAS afterwards).
 
The settings in AFAS are now correct. You can proceed to Part 4 - Blue10 settings in combination with AFAS.
 
Part 4: Blue10 settings in combination with AFAS 
Follow the step-by-step plan to link Blue10 to the accounting system:
  1. Click on Settings > Companies to open the Company Overview.
  2. Click on the name of the administration created in Part 1 - Create a company in Blue10 and download GetConnectors.
  3. Under Basic information, enter the following information:
  • VAT number: Enter the company's VAT number here.
  • Country: This setting is set to NL by default. Adjust it if necessary.
  • Currency: Select the company's default currency here. This setting is set to EU by default.
  • Use the sales invoice module: This is set to “Yes” by default. Select “No” if the company doesn’t processes sales invoices.
  • Use the packing slip module: This is set to “Yes” by default. Select “No” if the company doesn’t use packing slips to process together with purchase invoices.
 
Connect to the accounting system. Under ERP Adapter information, enter the following information:
  1. Administration code: Enter the administration code from AFAS. You can find this in AFAS via General > Administration > Open. The screen below may also contain multiple codes per line; this concerns the last column, where the numbers are sequential and generally start with 1.
  2. API token: Enter the API key you generated for the connection with Blue10 here.
  3. Member number: Enter the AFAS member number in the Member number field. The member number can be found directly next to “AFAS Profit”. The member number consists of 3 letters and 5 digits. Only enter the 5 digits in Blue10.
  4. Endpoint: Select the AFAS Endpoint you wish to connect to here.
  5. Standard purchase journal number: Enter the purchase journal number in which you want to post the purchase invoices from Blue10. Because the document number (invoice number in AFAS) must be determined by Blue10, we recommend creating a separate purchase journal for postings from Blue10. You can find the journal number in AFAS via Financial > Bookings > Journal. A new screen will open, showing the code that is visible there for the correct journal.
  6. Then click Save to create your company in Blue10 and establish the link.
 
More company settings 
The remaining settings allow you to further connect Blue10 to your accounting system. For example, you can indicate whether VAT needs to be calculated and whether you use a logistics package. Click on one of the tabs below for more information about the settings. Please note: The settings between Blue10 and the accounting system must always match.
  • VAT information - The VAT information field can be used to indicate whether the company is liable for VAT. If the setting is set to Yes, the VAT can be entered on the coding lines in the Validation screen and the VAT will be calculated. If the setting is set to No, no VAT will be calculated by default.
  • Coding information - The Coding information field can be used to indicate which characteristics should be coded. If the settings are set to Yes, these fields will be available in the coding rules in Blue10 when processing the invoice and will be sent along with the entry in the accounting system. If the settings are set to No, these fields are not available in the coding rules and it is not possible to code these characteristics. AFAS has multiple specification axes, Blue10 links to specification axes 1 to 5. Set this to Yes if you want to validate on the specification axis.
  • Logistics package properties - In the Logistics package properties field, you can specify whether the company works with purchase orders and in which system the purchase orders are registered.

    • Select ERP System if purchase orders are recorded in the accounting system.

    • Select API if the purchase orders are registered in the logistics package that is linked via an API. Then select an API feature set. The API feature set determines which functionalities/capabilities/options from the logistics package are available in Blue10. 

 
Extra settings
ERP-specific settings can be specified in the Additional settings field.

•    Retrieve payment date from accounting system: Select Yes to retrieve the payment date from the accounting system if the payment dates are available in the accounting system. Select No to set all invoices to Paid via a nightly synchronisation without retrieving a payment date from the accounting system. In that case, no date will be shown on the invoice in Blue10.
•    Use payment reference: Select Yes to post invoices with a payment reference. The Payment reference field will then be displayed in the Validation screen.
•    Add the PDF to the booking: Select Yes to send the document as a .PDF file in the booking to the accounting system.
•    File item type sales invoices: Enter the number of the file item type where the .PDF of the sales invoices should be saved.

•    Default general ledger account for VAT: The default general ledger account for VAT is transferred per VAT code. If the general ledger account is not filled in on the VAT code, the VAT is posted to the general ledger account that is filled in here. By default, this is 1500.
•    Period table: Enter the ID of the period table for the financial periods from AFAS here.
•    Transitory journal: Enter the journal number set in AFAS for posting transitory entries.
•    Transitory ledger: Enter the ledger account that is set up as an interim account for transitory items in AFAS.
•   Default supplier account: Enter the default supplier account.
 

Trefwoorden: AFAS, New, Company, Get, Connector, Create