How can I create a connection with Twinfield for cash accountability?

This document describes how to establish a connection between RetailVista and the financial application 'Twinfield' to export cash accountability. Please note: Creating a connection with financial software is not always easy, and in many situations, it is recommended to consult a consultant. They can work together with the accountant and the entrepreneur to create a plan for the desired connection. The diversity and structure of financial administrations in particular mean that RetailVista offers many configuration options, but also adds some complexity to creating a correct connection. A separate intake document QA253 is available that describes the preparations for quickly achieving a working connection.

In order to connect to Twinfield, a username, password, environment code, and office code are required in advance. Furthermore, a 'Financial exports' license is needed to establish a connection.

The following settings must now be made, assuming a 'standard' connection with Twinfield without many special requirements.

• Go to Extras -> Settings -> section 'Financial',  -> 'Application'.
• Choose 'TwinfieldIntegration' as the journal type.
• Now go to the section 'Financial', tab 'Twinfield'.
• Set the username, password, environment code, and office code there. Email addresses can also be provided to which the report of each Twinfield session can be sent. If a session goes well, the email will have the priority 'Normal', and if there is an incorrect session, it will have the priority 'High'. With a possible email filter, the normal email messages can be easily automatically moved to a separate folder while the messages that require action remain in the 'Inbox'.
• Go to the 'Cash reconciliation' section, 'Export' tab.
• Enter '1' as the cash reconciliation document. The document is a mandatory field for RetailVista but is not used in Twinfield.
• Select the correct 'Cash sales journal code'.
• Choose 'Day' for 'Cash reconciliation journal interval'.
• Choose 'Day' for 'Compress journal'. This ensures that the journal entries within a journal are compressed per day.
• Choose 'Yes' for 'Automatically export cash reconciliation journals'.

• The setting 'Add date to export journal description field' is often set to 'Yes' because it makes reconciling the journal within Twinfield considerably easier.
• Cash reconciliation revenue export including VAT is best set to 'No'. A standard Twinfield administration expects sales journal information excluding VAT. Cash reconciliation export VAT is set to 'Yes' so that in addition to revenue excluding VAT, the VAT amounts are also provided. Twinfield can also calculate the VAT from the revenue excluding VAT, but for the best reconciliation, it is better to export the VAT from RetailVista as well.
• The setting 'Also export cash mutation' must be set to 'Yes'. Twinfield cannot calculate the cash mutation based on a financial journal itself.
  • The debit/credit sign in the cash accountability journal must be set to 'No'. Twinfield can determine the sign of amounts based on the sent debit/credit indication.
  • Now go to Start -> Cash Accountability and choose 'Initialize cash accountability'. This will automatically create all necessary general ledgers and create the settings for cash accountability in RetailVista.
  • Now go to Administration -> General Ledgers. Check for each general ledger if the export code matches the desired general ledger in Twinfield.
  • All steps to create a connection with Twinfield have now been completed. Refer to document QA 255 to export a journal to Twinfield.

  A major advantage of the way Twinfield is set up is that it is possible to import journals without them immediately ending up in the final administration. A journal offered by RetailVista can be viewed within Twinfield and then deleted or processed.