Revised:  5/2021

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

Journal Entry Scans

1.  Write or stamp any relevant information on the document, 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 a name that can be associated with the entry. i.e. Audit Journal Entry 6-30-2020.pdf.

Transfer Scanned Journal Entries to SDS

1.  Access Green 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 Journal Entries, 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.

5.  Select “Send Files” to upload

6.  You will receive a Confirmation message, select OK

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

Journal Entry

After entering Ledger Transaction Entry and Changes

1.  Select Green Accounting.

2.  Select Attach Document

3.  Images will show to the right.

Image Sorts:

1.  Sort by Name-Select this option to sort the scanned invoices by the File Name.

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

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 Journal Entry:

1.  Select the image to be attached on the right.

2.  Select New Transaction

3.  Enter Journal entry, as needed