Beanworks Help Center

University Videos 7

• Beanworks General Overview
• Getting Logged In
• Invoice Videos
• Purchase Order Videos
• Payment Videos

View all 7

Interface Customization 5

• Advanced Filters & Column Configuration
• Expand the Line Item Table
• What do all the Icons under the 'Actions' column mean?
• Can I move my coding panel?
• Customizing Columns

Management 5

• How to refer a friend to Beanworks
• I know I have been given the ability to change some information on the invoice before approving but why can't I change certain things?
• I cannot see the entire list item name, how can I quickly see all of it?
• When I go to do a group action, why do some of the Invoices/PO's not do the action I have made?
• Auto-fill Dashes for GL Accounts

Reporting 5

• Reports
• How do I search and report in Beanworks?
• Report History
• On the PDF report summary page, which columns will be displayed?
• What kinds of reports can I make?

Searching 2

• When should I use the global search?
• How do I get a quick total of the PO/Invoices/Payments I have filtered or searched for?

Setup and Access 5

• Browsers Supported
• What should my screen resolution be?
• Do I need to be connected to the internet?
• How do I change my Password?
• How to submit a ticket to Beanworks Support

Errors 0

Referrals 1

• How to refer a friend to Beanworks

Approval Channels 7

• Edit an Approval Channel
• Approval Channels
• Approval Channel Delegation / Vacation Coverage
• What does approval channel sequence mean?
• How do approval channels work?

View all 7

Legal Entities and Org Units 4

• Legal Entity Address Management
• Org Unit Management
• Legal Entity Management
• Setting up a new Legal Entity. What should you do after it is created in Beanworks?

List Management 7

• How to Delete a Vendor
• If I say 'Yes' for a Field to be 'Modified by Approver', what does that mean?
• Enabling Super Approver Override fields
• How to set a Min/Max Limit on a field
• How do I deactivate a list in Beanworks

View all 7

Notification Emails 5

• Daily Notifications
• Can I set up instant, real-time notifications for some users? What are the instant notifications that can be set up?
• How to change notification emails that users receive
• How do I forward email notifications to another email?
• Sync Error Notification

Settings 3

• How to enable Batch Name
• Post Month
• Audit Log

User Management 8

• Update/Change an Email Address (Username)
• Can a system admin change a user’s password?
• Deactivate/Reactivate Users
• Batch Create Users
• How to change a user's access to Org Units?

View all 8

Invoice - General 4

• Opening Beanworks PDF files in full size - Nitro PDF.
• Invoice Offering
• Update of PDF converter
• New PO and Invoice Distribution Coding Panel

Creating Invoices 14

• What does the "Permanently Ignore" button mean?
• What does "revived" status in my Open tab mean?
• Creating multiple invoices in one session
• How do I split or break apart multiple pages in my Create tab?
• What does "mixed" file name in my Create tab mean?

View all 14

Coding Invoices 12

• Summarize Captured Lines
• SmartCapture
• "No Approval Channels match line Items" error
• How do I code invoices into Beanworks?
• Splitting Invoice Lines by Equal Parts or by Percentages

View all 12

Approving Invoices 12

• Error approvalchannels.set.one_of_approvers_cannot_see_codeable_item when submitting invoices for approval.
• How do I approve invoices?
• Which approval channel did my invoice go to?
• I submitted an invoice for approval, and I see that my approval has been automatically added to the invoice. Why?
• I was alerted that I had an invoice to approve but when I log in there is nothing there, where is it?

View all 12

Exporting Invoices 9

• How to check if exported invoices are ready to be synced
• How do I export invoices?
• How do I get a copy of a previous export?
• Can I undo an export?
• After I exported an invoice it ended up in Sync Error status - why and what do I do now?

View all 9

Managing Invoices 19

• Mark an Invoice as Paid/Unpaid
• How do deal with duplicate Invoices
• Invoice Module - Statuses
• "Invalid Owner Change" Error
• Filters - custom, status, organizational unit

View all 19

Reporting 2

• What is the PDF report used for when I have integration?
• How do I select the invoices I want to report on?

Managing Receipts 1

• Receipt Management

Managing Reports 1

• Expense Report Management

Administration 3

• Category Association - GL Account, Org Unit Dimension
• Category Management
• Expense Report Approval Channels

Expenses - General 4

• Taxes on Receipts (Expenses)
• Expense Module - Custom Filters
• Owner / Payee on the Expense Report
• Employee Expenses Reimbursement

Payments - General 14

• Nvoicepay - FAQ's (by vendors / suppliers)
• Vendor Address (ERP) Mapping
• Payment Offering
• Download Vendor CSV Report for Vendor Details
• Imported Payment Workflow (ERP Driven)

View all 14

Payment Errors 1

• Error Message: The transaction has been cancelled by an administrator

Creating a Payment 7

• How do I create a payment?
• Can I select the invoices I want to pay for a vendor?
• How do I create multiple payments in one session?
• How do I create a payment?
• How can I see the outstanding invoices I can pay for a particular vendor?

View all 7

Coding Payments 5

• What does the payment details view contain?
• How do I code payments?
• I found a mistake in the coding of the payment, can I change it?
• Why can’t I make changes to the payment coding details?
• How do I view the coding (details) of the invoice I am paying?

Approving Payments 3

• How do I approve payments?
• Can I approve or reject multiple payments at once?
• How do I bulk submit for approval?

Releasing Payments 4

• When does payment status change from Released (RL) to Paid (PD)?
• Payment Settlement Time
• Auto Release a Payment
• How do I release a payment?

Reporting Payments 3

• How to run a payment report
• Once I have the payments I want to report on, how do I select them for reporting?
• How long does it take for the report to generate?

Managing Payments 18

• How to void a payment after it has been released
• EFT Payment Details Showing on Bank Statement
• Payment Admin Role
• Reconciling Bank Statements for Virtual Credit Cards from CSI
• How do I export a payment into my ERP?

View all 18

Managing Vendors 4

• My vendor didn’t receive their introductory email to accept EFT/ACH. What do I do?
• How to change the Vendors Payment Method?
• I onboarded a new vendor but it is not visible in the Payments Create tab
• Vendor On-Boarding for Payment Methods

Managing Purchase Orders 18

• Delete a Purchase Order
• Can I see my committed costs in Beanworks?
• Can I choose the columns and column order of POs in Beanworks?
• Are comments on POs allowed to be changed or edited?
• How do I retrieve a deleted Invoice or PO?

View all 18

Creating Purchase Orders 2

• PO Feed: I cannot find imported PO
• How do I create and code a purchase order, PO?

Coding Purchase Orders 3

• Do I need to fill in every field of the PO right away?
• How Do I Add or Remove Coding Lines on my PO?
• How do I code another user's Purchase Order?

Approving Purchase Orders 12

• How do I approve purchase orders, PO?
• Can I write a comment before approving or rejecting an invoice?
• Can I approve or reject multiple PO's at once?
• Can I write a comment before approving or rejecting a PO?
• Why do I see a save button when I am approving my PO?

View all 12

Invoices and Purchase Order Matching 6

• How do I see the invoices that are matched to a particular PO?
• Why do I have to write a comment before rejecting a PO?
• How do I un-match a Purchase Order from an Invoice?
• If my invoice is matched to a PO, can I see both the PO and the invoice image?
• Can I make a match with POs in my ERP to invoices in Beanworks?

View all 6

Reporting Purchase Orders 4

• Can I report on my committed costs?
• Can I report on POs?
• Send a purchase order to the vendor
• How do I print a copy of my PO?

Purchase Order - General 5

• Hide the Purchase Order Number
• Purchase Order Offering
• When does a Purchase Requisition become a Purchase Order?
• Customize purchase order image / template
• Imported Purchase Order - Image Generation

Billing 4

• Overview: Sage APA Billing
• How to Reconcile Beanworks Payment Transaction Invoice Totals with Beanworks AP
• How to Reconcile Beanworks Billing Invoice Totals with Beanworks AP
• How to Reconcile Sage Billing Invoice Totals with SageAPA

Product Updates 2

• Product Updates - October 2022
• Quadient AP Support 2023 observed public holidays

Mobile App - Expenses 2

• MOBILE APP - Expense Report Management
• MOBILE APP - Receipt Management

Mobile App - FAQ's and Tips 3

• Save password on the mobile app
• Beanworks Mobile App
• Mobile App - Log In Errors

Mobile App - Invoices 2

• MOBILE APP - Invoices
• Mobile App - Unable to fetch invoices

Requirements 0

Standard Integrations 7

• Setup an Legal Entity's ERP Integration
• Minimum Systems Requirements
• Sync Tool - Run as Admin
• Sync Tool Error - "SshAuthenticationException: Permission denied (password)."
• How to fully uninstall the sync tool

View all 7

SmartSync - Set Up 7

• SmartSync
• Sage 100/300/50US SmartSync integration prerequisites
• QuickBooks Desktop SmartSync integration prerequisites
• Creating Windows User for Smartsync (All ERPs)
• Last Synced Dated

View all 7

Sage 50 CA - Integration Set Up 3

• SAGE 50 CANADA INTEGRATION
• Sage 50 Canada - SyncTool Installation & Connection Guide
• Sage 50 Canada - Pre-installation Connection Checklist

Sage 50 CA - Sync Errors 3

• Sage 50 CA Sync Error - "The value you are attempting to set for this field is invalid."
• Sage 50 CA - Invoices automatically being marked as PAID in Sage 50 CA
• Sage 50 Canada - Sync Error: Could not allocate line * of invoice **** to a job site because (Account) does not allow job site allocations!

Sage 50 CA - Payments 3

• Sage 50 CA - Payments appearing in the Archived tab in CD status.
• Sage 50 CA - Vendor On-boarding
• Sage 50 CA - What payment method do invoices sync into Sage with?

Sage 50 US - Integrations Set Up 1

• Sage 50 US - SmartSync Installation & Connection Guide

Sage 50 US - FAQ's & Tips 1

• Sage 50 US - How to prevent syncing invoices into a Closed Period.

Sage 50 US - Sync Errors 3

• Sage 50 US Sync Error: 'Access to 'X' is Pending!'
• Sage 50 US Sync Error - "There is more than one company with id..." Duplicate companies in the Sync Tool drop down, not able to initiate the first sync.
• Sage 50 US Sync Error - "AccountDoesNotExistException: There is no account with the key 'xxxxx'! Perhaps it was deleted?"

Sage 100 - Integration Set Up 2

• SAGE 100 INTEGRATION
• Sage 100 - SmartSync Installation & Connection Guide

Sage 100 - A/P Invoices 1

• Best practices for syncing invoices into Sage 100

Sage 100 - Purchase Orders & P/O Invoices 6

• Sage 100 - P/O Invoice Variance and Approvals
• Sage 100 - Match Invoice to Inbuilt Purchase Order(s) Workflow
• Sage 100 - P/O Invoice Variance and Approvals Setup Guide
• Sage 100 - Single Invoice matched to Multiple Imported Purchase Orders
• Sage 100 - Warehouse List for Imported Purchase Orders

View all 6

Sage 100 - Payments 1

• Best practices for syncing payments into Sage 100

Sage 100 - Sync Errors 20

• ArgumentException: Invoice # '***' for vendor 'VendorName' is division ** is already posted, please use invoice adjustment to manually enter this invoice.
• AP Invoice description must not exceed 40 characters!
• The Referenced Purchase Order(s) is/are not matched: The Purchase Order 00XXXXX is not matched: The line 00XXXX is deleted.
• The Referenced Purchase Order(s) is/are not matched: The Purchase Order 00XX is not matched: The line 0000XX does not match : Quantity Ordered is changed : XXX.XX to XXX.XX. Extension Amount is changed : XXX.XX to XXX.XX
• "The invoice is out of balance. Do you want to delete the Invoice?"

View all 20

Sage 300 - Integration Set Up 3

• Inter Company Transfer
• Sage 300 - SmartSync Installation & Connection Guide
• Sage 300 Pre-integration checklist

Sage 300 - P/O Invoices & Purchase Order 4

• Sage 300 - P/O Invoice Variance and Approvals Setup Guide
• Sage 300 - P/O Invoice Variance and Approvals
• Sage 300 - Exporting Status for Imported Purchase Order
• Sage 300 - Imported Purchase Order Workflow

Sage 300 - Sync Errors 7

• Sage 300 Sync Error "An invoice with this number already exists for this vendor"
• Sage 300 Sync Error: " G/L account ... is inactive. Error HRESULT E_FAIL has been returned from a call to a COM component."
• Sage 300 - Sync Error - Batch date does not exist in Common Services
• Sage 300 Sync Error - Document does not exist or does not belong to this vendor. Cannot set field 'IDINVC' of view '' to ''!
• Sage 300 Sync Error - "InvalidOperationException: Currency must have a description!"

View all 7

Sage Intacct - Integration Set Up 2

• Intacct - How Vendor Terms interact with Due Date
• Connection guide - Sage Intacct

Sage Intacct - FAQs & Tips 5

• Find Web User Role Guide - Sage Intacct
• Update Permissions Guide - Sage Intacct
• Sage Intacct - Successful Payment Syncing
• Intacct - How to set up a link to the Invoice exported from Beanworks.
• Intacct - Link to Invoice in Beanworks

Quickbooks Desktop - Integrations Set up 4

• Right Networks: Beanworks Installation Process
• QuickBooks Desktop - SmartSync Installation & Connection Guide
• Updating your lists in Beanworks from QuickBooks Desktop
• SmartSync Task Scheduler for QuickBooks Desktop

Quickbooks Desktop - FAQ's & Tips 0

Quickbooks Desktop - Sync Errors 15

• Quickbooks Desktop SyncError: "This application has not accessed this QuickBooks company data file before. The QuickBooks administrator must grant an application permission to access a QuickBooks company data file for the first time."
• Quickbooks Error: "QuickBooks Already Has A Company File Open."
• QBO Sync Error - "Refresh OAuth 2 Access token with Refresh Token failed."
• Quickbooks Desktop Sync Error-"The specified parameters conflict with each other"
• QBO Sync Error "/var/www/html/vendor/beanworks/quickbooks-online-v3-sdk/src/DataService/DataService.php - 296 - CheckNullResponseAndThrowException - Response Null or Empty"

View all 15

Quickbooks Online - Integration Set Up 3

• QuickBooks Online Tax Code
• QBO Billable item Mark-ups
• Connection Guide - QuickBooks Online

Quickbooks Online - Sync Errors 4

• AuthorizationFailure: --11014-You do not have access to use QuickBooks Online Plus., statusCode:401
• QBO Sync Error - "Unknown QBO API response error message."
• QBO Sync Error - "The account period has closed and the account books cannot be updated through through the QBO Services API."
• QBO Sync Error - "Duplicate Document Number Error : You must specify a different number. This number has already been used."

Dyamincs GP - Integration Set Up 1

• Dynamics GP - SmartSync integration guide

Rent Manager - Integration Set Up 3

• Rent Manager - Connection Guide
• Rent Manager - Pre-connection checklist
• Rent Manager - Minimum Integration User Requirements

Rent Manager - FAQ's & Tips 0

Rent Manager - Sync Erorrs 3

• Rent Manager - Invoice coded to an Inactive Item i.e Vendor, Account etc
• Rent Manager Sync Error - Unable to find the specified Vendor
• Rent Manager Sync Error - An error has occurred while saving. The bill post date cannot be before the transaction date of any allocated payment/credit.

Jonas Club - Integration Set Up 4

• Jonas Club Integration
• Jonas Encore Integration
• Jonas Club - Upload files to Beanworks
• Jonas Club - Upload payment details to Beanworks

Jonas Club - FAQ's and Tips 3

• Jonas Club - Invoice Number Restrictions
• Jonas Club - Modifying Vendor Information
• Jonas Club - Modifying General Ledger Accounts

Northstar - Integrations Set Up 3

• Northstar - Importing data into Northstar
• Northstar - Syncing Payment Data
• How to perform ad-hoc sync in Northstar

Netsuite - Integration Set Up 1

• NetSuite Connection Guide

Netsuite - FAQs & Tips 2

• Netsuite - How Vendor Terms interact with Due Date
• Netsuite - Posting invoices into the correct Post Month

Netsuite - Sync Errors 1

• NetSuite Sync Error: "You do not have permissions to set a value for element expense.___________"

Xero - Integration Set Up 2

• Xero Integration
• Connect Beanworks and Xero

Club Essentials - Integrations Set Up 1

• Club Essential Integration

Jonas Encore - Integrations Set Up 0

Great Plains - Integration Set Up 1

• Great Plains Integration

Security 2

• Password/Account Security Guidelines
• Security and Maintenance

Creating Feedback 2

• Submitting Feedback
• Accessing the Feedback Form

Reviewing Feedback 3

• Adjusting email preferences for Feedback
• Accessing the Feedback Portal
• Add votes to other feature requests

Invoices 11

• Smart Code (Only applicable to UK customers)
• Upload - Invoice Image (Only applicable to UK customers)
• Invoice Module - Statuses (Only applicable to UK customers)
• Mark an Invoice as Paid/Unpaid (Only applicable to UK customers)
• How to use the Ignore Image function (Only Applicable to UK Customers)

View all 11

Purchase Order 2

• Can I save my PO without submitting it for approval? (Only applicable to UK customers)
• I was alerted that I had a PO to approve, but when I log in there is nothing there, where is it? (Only applicable to UK customers)

Expenses 0

Integrations 0

Settings 0