Revised:  7/2020

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 a Web Services Send Files for Green Accounting

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

o  In this Folder, set up subfolders for each section to import images to:  Accounts Payable, Cash Receipts, Journal Entries, Accounts Receivable and Time Cards.

2.  Select Administrative Utilities

3.  Select Security - Web Services

4.  Select Add New Web Services User. Note: username cannot include a space

5.  Type in user name

6.  Select Create

7.  A message will appear stting 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 Brackets (Kim (8752201364))  and 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 the Green Accounting 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

Cash Receipt Scans

1.  When deposits are prepared, any relevant information to be scanned should be save as a PDF file.  (Scan using a good quality, but not a photographic quality, 300x300dpi black and white works good).

a.  If paying an Accounts Receivable invoice, scan the invoice and name of the file with the Customer Name and the Invoice amount.  i.e. GrantReceivable 5000.00.pdf.  If the customer name and invoice amount are displayed in the file name, the system can detect these fields automatically and complete a Customer search, with addith the amount when the invoice is selected for payment.

Transfer Scanned Invoices to SDS

2.  Access Green Accounting Folder

3.  Double Click the SWC_SendFiles.exe

4.  Enter unique number, select OK

5.  This will open your SDS Web Services File Transfer screen.  Select Cash Receipts, select “Change folder” and navigate to your PDF folder for the selected area to upload.  As soon as the folder is selected the PDF’s in that folder will be available for upload in a list on the left.

6.  Select “Send Files” to upload

7.  You will receive a Confirmation message, select OK

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

Cash Receipt entry
After entering your data on the Cash Receipt screen, select Green Accounting and Find Customer Using Image Name.



Images will show to the right.

Image Sorts:

•    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.

•    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
Record a receipt from a Scanned Document that contains the customer name and amount in the file name.

1.  Select the image to be receipted and review.

2.  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)

3.  Verify Amount on the left side of the screen

4.  Select Account Number

5.  Enter a deposit number and date

6.  Press Enter

Example 2
Record a receipt from a Scanned Document using the shortcut entry areas to the right side of the scanned bill.

1.  Select the image to be paid and review.

2.  Find the entry areas to the right of the image being viewed.

•     Enter Amount.

•     Enter Deposit # and all other fields used

•     Select Submit and the screen will now show the normal receipt entry screen

3.  Review the Customer to ensure the correct one was selected.

4.  Review all information and make any additions or changes needed to any fields.  Press Enter