Beanworks Help Center
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Knowledge base
University
University Videos
7
Beanworks General Overview
Getting Logged In
Invoice Videos
Purchase Order Videos
Payment Videos
View all 7
App Help - General FAQ
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
App Help - System Admin
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
App Help - Invoices
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?
App Help - Expenses
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
App Help - Payments
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
App Help - Purchase Orders
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
Beanworks Accounting & Billing
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
Product Updates
2
Product Updates - October 2022
Quadient AP Support 2023 observed public holidays
Mobile App
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
Integrations
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 Integration
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
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
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
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
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
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
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
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."
Dynamics GP
Dyamincs GP - Integration Set Up
1
Dynamics GP - SmartSync integration guide
Rent Manager
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
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
Northstar - Integrations Set Up
3
Northstar - Importing data into Northstar
Northstar - Syncing Payment Data
How to perform ad-hoc sync in Northstar
Netsuite
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
Xero - Integration Set Up
2
Xero Integration
Connect Beanworks and Xero
Club Essential
Club Essentials - Integrations Set Up
1
Club Essential Integration
Jonas Encore
Jonas Encore - Integrations Set Up
0
Great Plains
Great Plains - Integration Set Up
1
Great Plains Integration
Security
Security
2
Password/Account Security Guidelines
Security and Maintenance
Feedback
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
UKI Articles
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
Help Desk Software
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