Revised:  8/2020

Setup for Green Accounting

If you have not begun using Green Accounting, check for your Unique Green Accounting Product Activation Key from SDS.  The key is located in Administrative Utilities |SDS Web Office Settings | Product Activation, Green Accounting Product Key.  If you have a question, please Xconnect for assistance in obtaining your key.

1.  Purchase a Scanner - This can be an inexpensive general scanner. The scanner is used to save supporting document images as PDF files. You might want something that has a feed option depending on your needs. 

2.  Determine a drive/directory & create a folder for the scanned items to be saved into. If you have more than one person scanning items, you can create the folder on a network that everyone can access.  You will want a separate folder for each area you will be utilizing (Invoices, Cash Receipts, Journal Entries, Timecards, Accounts Receivable).

Set up Web Services Send Files for Green Accounting.

1.  Create a Web Services for Green Accounting folder on desktop.  You may name this file as you wish.  You will access this folder when uploading your PDF’s into your Finance Web Office.

2.  Select Administrative Utilities

3.  Select Security - Web Services

4.  Select Add New Web Services User

5.  Type in the name Note: User name should not contain a space.

6.  Select Create

7.  A message will appear stating the user has been created

8.  Select the new Web Services User

9.  Under Web Service Exports, No Access column select “Web Services Send Files for Green Accounting”

10. Select Access Arrow to move into Access column

11. This will give you a unique password to access Send Files to upload your scanned PDF’s into your Web Finance Office.  This is located on the Web Services screen next to the name of the User in Bracketsand will also be the last half of the zip file

12. Right click on down arrow  next to name

13. Select Save Target As

14. Navigate to your Web Services Folder on the Desktop

15. Select Save

16. In the Web Service folder right click on the saved file and select  “Extract All”

17. Change where the file will be extracted to by removing the numbers from the file (you want it to be in the Web Services folder on the desktop)

18. Select Extract

19. This will place an executable application file  in the folder that you will use to send your files

Accounts Receivable Scans

1.  Write or stamp any relevant information on the Accounts Receivable documentation, then scan as PDF files. (Scan using a good quality, but not a photographic quality, 300x300dpi black and white works nicely.)

2.  Scan the item and name the file with the Customer Name and the amount. Ex: Rental of gym 11818.pdf.

Transfer Scanned Invoices to Web Financial Office

Transfer Scanned Invoices to SDS

1.  Access Gree Accounting Folder

2.  Double Click the SWC_SendFiles.exe

3.  Enter unique number, select OK

4.  This will open your SDS Web Services File Transfer screen.  Select Accounts Receivable, select Change folder and navigate to your PDF folder for the selected area to upload(IE: Accounts Receivable Scans).  As soon as the folder is selected the PDF’s in that folder will be available for upload in a list on the left.

5.  Select Send Files to upload.

6.  You will receive a Confirmation message, read and select OK.

7.  You will receive a message that your Files have been sent, select OK.

Accounts Receivable

Select

Select Green Accounting and Find Customer Using Image Name. 



Images will show to the right.

Image Sorts:

1.  Sort by Name-Select this option to sort the scanned invoices by the File Name. If your file names contain the Customer Name, the items would be sorted alphabetically by Customer Name.

2.  Sort by Date-Select this option to sort the scanned images by Date.

Image Display:

1.  Select Small, Medium, Large, XL at the right of the image to control the size of the selected invoice.

2.  Click the link to display the selected invoice in a New Page. 

Ways to view scanned images:

1.  Select the drop down arrow and select the image to be displayed for attachment.

2.  Click on the arrow keys on either side of the display box to move through the images until the desired one is displayed.

3.  If you prefer to see the images in a list, click in the checkbox labeled ‘List Format’ 

Recording a Receipt:

Example 1

1.  Record a receipt from a Scanned Document that contains the customer.

2.  Select the image to be receipted and review.

3.  Verify Customer on the left side of the screen (If there is more than one customer that meets the auto search, you may have to select the correct one from the drop down menu)

4.  Add your information on the screen

5.  Select Account Number

6.  Press Enter