Fuelsoft

Fuelsoft Integration Setup Guide

Connecting Lightyear to Fuelsoft

Lightyear has built a seamless connection to Fuelsoft.

When Exporting invoices, Lightyear will create a CSV file that will be available automatically in the Fuelsoft environment. We will cover this in a separate section, for now please continue to see how to connect.

From the Navigation Pane, head over to Settings > Accounting Software > select Fuelsoft



Once selected, you'll need to start importing your settings from Fuelsoft. Each part of this is separated and explained below.


Software Settings

Customize your Fuelsoft settings by selecting Software Settings. 


Once clicked, you will be presented with the following window:

Within this window, you can select the following:
  1. Do you use multiple nodes? - This setting should be turned to YES if you use more than one node in Fuelsoft. If you only have one node that applies to everything, then leave this setting to NO. (More on Multiple nodes and how to set them later in this article.
  2. Do you use Cost Centres? If you use Cost Centres in Fuelsoft, click YES for the option to have this coded within Lightyear and exported to Fuelsoft.
  3. Do you use Fixed Assets? If you use Fixed Assets in Fuelsoft, click YES for the option to have this coded within Lightyear and exported to Fuelsoft.
  4. Automatically apply categories on line item level? - When line items are posted, the category related to that line item will automatically populate. If you would like this option then select YES.
  5. Automatically apply Chart of Accounts on line item level? By default, Lightyear will automatically apply Accounts at a line item level based on various rules. You can choose for this feature to be disabled by selecting No.
  6. Group line item data? - turning this on will allow you to export Grouped Account data, rather than line item data. For the full article on this, click here.
  7. Company Node - Populate this section with your main node if you only use one. For multiple nodes, please continue reading
Any settings at this stage can be changed anytime while using Lightyear. So, should you enable something, but later change your mind you can come back in here and action accordingly. 


Fuelsoft Supplie

'When creating new suppliers, It is important that you create the supplier in Fuelsoft first to create the unique supplier ID and type the ID number exactly into Lightyear to avoid failed imports.'
These are your Suppliers within Fuelsoft and are used so Lightyear knows which supplier to associate any given bill or credit note with. To set up a "Fuelsoft Supplier", you'll be asked for a Supplier Name and an Account Reference. To upload all of your suppliers at once, you will need to download the CSV data from Fuelsoft. Once this file is saved you can then upload directly into Lightyear. See below:

Click "Upload CSV File" from the top right buttons.


In order to have these Imported Correctly, your must use one of the specified formats in the CSV shown below;
  1. Column 1 - Card ID
  2. Column 1 - Supplier Name
  3. Column 1 - Supplier Name Column 2 - Card ID
Once uploaded, your suppliers will show on the page.

You can edit any of the Suppliers by clicking on the Green pencil  

Suppliers can also be added individually (as new suppliers come on board with your business) by clicking the green "Add" button. 

Note: If you have a new supplier not yet used. You will first need to create this supplier in the Fuelsoft environment then add to your Lightyear profile by clicking the suppliers icon from the left ribbon -


Chart of Accounts

When creating new Accounts. It is important that you create the Account Code in Fuelsoft first to create the unique Account ID and type the ID number exactly into Lightyear to avoid failed imports.

This is your Chart of Accounts within Fuelsoft. Lightyear requires the 3 digit Account Code and a description or label to go along with these. To upload your Account codes, the exact same steps apply as with uploading your suppliers.

When uploading these, please double check your format by clicking on the small "?" icon next to the Upload csv button. This will pop a window out and prompt you to the csv formats that are accepted. 

Once your csv file is uploaded your account codes will show as above.

Fuelsoft - Tax Rates


To upload your tax rates, click the upload csv button to the top right of the screen. It is here, where you will add the csv from Fuelsoft and import them into the lightyear. When your tax codes are shown on screen after the upload. You must choose 1 standard default tax rate and one default tax free. Above you can see that these are selected under two separate column headers.


 The one to the left is default tax and the column to the right is default tax free. Once selected, click save.

You can add more tax rates if needed by clicking on the ADD button. This will open a small window allowing you to populate the details needed.
 
Then add your tax details


Once completed click confirm. Your tax rate will appear with the rest.

While you can add as many tax rates to Lightyear as you wish, please note that you will only have one default taxed and one default tax free rate. Enter your Tax Code from Fuelsoft, a description and the rate. Super Simple. The In Use box will be checked by default, so it's ready to use as soon as it's created. 

I Use Multiple Nodes, How Do I Set Them?

If the entire company, users and profile on Lightyear uses the same multiple nodes, follow the below steps. If you need to set up nodes that relate to a separate company that uses them exclusively with their own set of defaults, it is best to make another lightyear client account.


  1. Click the drop-down at the top that shows your lightyear username.
  2. Select Create New Client Company
Once created, you can then follow the steps for the single node setup.

In your accountancy settings, that there is an option to enable the use of Multiple Nodes. Obviously if you select NO to this, you can add your main node in the box to the bottom of the screen. Shown here:



  1. Select No (if multiple nodes are not used)
  2. Set the main node
  3. Confirm to save
For multiple nodes, you can upload these really easily. Here's how to set those:


  1. Set the option to YES
  2. Click Confirm
Once you click on Confirm, you will notice a new option is available on the Accountancy Settings screen:



To upload the multiple nodes that you use, click this "Multiple Nodes" option. The following screen will appear:


You have two options here to choose from on how you can upload. Click the Upload CSV File to upload a pre-populated CSV Template that is attached to this article. Or, you can add them individually. When uploaded you will see each Node show below, as shown here:


Nodes must match exactly as they are in the Fuelsoft or Export will not proceed

Fuelsoft - Cost Centres

When creating new Cost Centre, it is important that you create the Cost Centre in Fuelsoft first to create the unique Code ID and type the ID number exactly into Lightyear to avoid failed imports.
These are your Cost Centres within Fuelsoft. Lightyear requires the Cost Centre Code and a description/label to go along with these. To upload your Cost Centre codes, the exact same steps apply as with uploading your suppliers.

When uploading these, please double check your format by clicking on the small "?" icon next to the Upload csv button. This will pop a window out and prompt you to the csv formats that are accepted. 

Fuelsoft - Fixed Assets

When creating new Fixed Assets, it is important that you create the Fixed Assets in Fuelsoft first to create the unique Code ID and type the ID number exactly into Lightyear to avoid failed imports.

These are your Fixed Assets within Fuelsoft. Lightyear requires the Fixed Asset Code and a description/label to go along with these. To upload your Fixed Asset codes, the exact same steps apply as with uploading your Cost Centres.

When uploading these, please double check your format by clicking on the small "?" icon next to the Upload csv button. This will pop a window out and prompt you to the csv formats that are accepted. 

Please note that all the above can be added quickly and easily using Bulk Upload.
And with that, the setup is done! You can now start exporting bills to Fuelsoft.
If you need any help, please get in touch and we will hop on a call with you.



      

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