Accountancy

Breww is integrated with a number of accountancy platforms. This guide covers Breww's automated accountancy integrations, which all work in roughly the same way, and the information on this page applies to them all unless otherwise stated.

If you are using one of Breww's manual accountancy integrations, please see Manual accountancy integrations.

The first step is to grant Breww access to your account with your provider. When this is first done, nothing will sync initially and you'll get a chance to configure how you'd like the integration to work before enabling syncing. To connect, navigate to our Integrations -> Accountancy page and then click the Set up [software] integration button.

Next, you'll be able to configure a few basic settings, such as which types of data should be synced, optional prefixes for invoice and credit note numbers, etc.

The next steps vary slightly between the platforms (typically, we redirect you to your provider for you to authorise our access), but please just follow the steps shown on screen. This should guide you through the applicable authorisation process, and you'll be back in Breww in just a moment.

When you raise an invoice in Breww, we will push this to your accountancy provider. At this point, Breww will create a customer in your accountancy provider to attach the invoice to. When this customer has subsequent invoices, Breww will add these to the same accountancy provider customer that it created the first time. This is all well and good if this is a brand-new customer that doesn't already exist in your accounting software, prior to you joining Breww, however, if any of your customers already exist in your accountancy software and Breww, you'll want to "map" them together so that Breww knows this customer already exists in your accountancy provider and puts the orders against the right customer in your accountancy provider.

If you have any customers in your accountancy provider already that are the same as existing customers in Breww (or you'd like them in Breww, and they're only in your provider), head to Integrations -> Accountancy and next to your accountant provider select Actions -> Configuration, click on the Tools tab, and lastly the Map and download customers button. You'll be presented with a list of your customers in the accountancy software on the left, and from the right, you can choose the corresponding customer in Breww. You can also choose "Create as new customer in Breww" which will cause the customer to be downloaded from the accountancy provider to Breww and mapped. Make sure you click the Sync customers button after each page of changes and before navigating to a different page, or the customers on the previous page will not be saved.

There is also a helpful Auto allocation button to get Breww to automatically attempt to map your Breww customers to those in your accountancy provider. We do this with an exact match on the name of the customer.

Mapping suppliers is almost an identical process, except you will use the Map and download suppliers button instead.

From the Accounts (nominal codes) tab, use the Download accounts button and choose the accounts that you'd like Breww to be able to use. Once the accounts have been downloaded, you can map your default sales and default bank accounts (in the Settings tab). If you wish for payments of different methods to go into different accounts in your accountancy provider you can set these in the settings here too. If you don't, just leave them blank.

For even more fine-grain control, you can also set an account on any customer type in Breww (from the customer type list screen) for their sales to go into (rather than the default). Likewise, you can do the same for any product within Breww if you prefer to split sales in this way. Finally, there is a config option to configure which account should take precedence in a conflict. If you're not sure what this all means, don't worry about these options.

Sync setting are found in the Settings tab of your integration configuration found by heading to Integrations → Accountancy and next to your accountant provider select Actions → Configuration. You can configure options surrounding your sync from here, including which types of data should be synced (customers, invoices & payments). We will never download an invoice from your accountancy provider, we'll only ever upload invoices from Breww to the accountancy provider. For any of "our" invoices, we will sync payments relating to them both ways - so if you add a payment in Breww, we'll upload it for you and if you add a payment in your accountancy provider we'll download this back to Breww.

This is the main toggle to set if you'd like Breww to sync with your accountancy provider. This will be disabled by default so you have a chance to map your customers, chart of accounts and configure the service to how you'd like it to work. When you're ready, simply enable the sync. Once enabled, data will be synced to your accountancy provider in the background. We don't upload orders to your accountancy provider until they have been invoiced in Breww.

If Breww is unable to upload something (e.g. an invoice, credit note, payment, etc) to your accounting platform, it will raise a "Sync message" for you and show you a warning number in the "Integrations" main menu. These messages should explain why the item couldn't be uploaded, so that you can resolve the issue.

For more information on resolving sync messages, please see Upload issues.

Once an issue has been resolved, you can either manually force the item to re-try uploading (from the "All sync statuses" tab) or wait for Breww to try it again automatically. Breww will try all stuck items again every 8-10 hours.