Table of Contents


Purpose

If Great Plains is the software that houses your the payroll and accounting systems, this procedure will sync Aspire to Great Plains so that it is updated with the transactions that take place in Aspire.

⚠️ Without successfully syncing, Great Plains may not be up-to-date and/or users will be duplicating work.


Setup Accounts in Great Plains Chart of Accounts

  • Checking Account (Account Type - Bank Account)

  • Accounts Receivable (Account Type - Accounts Receivable)

  • Accounts Payable (Account Type – Accounts Payable)

  • Inventory Holding – Materials (Account Type - Other Current Asset)

  • Inventory Holding – Equipment (Account Type - Other Current Asset)

  • Inventory Holding – Sub Contractor (Account Type – Other Current Asset)

  • Inventory Holding – Other (Account Type – Other Current Asset

Additional accounts needed in Great Plains:

  • Earned Revenue greater than Invoiced (Account Type – Other Asset) Invoiced

  • Revenue greater than Earned (Account Type – Other Current Liability) Accrued

  • Payroll Holding Account (Account Type – Other Current Liability) Accrued Payroll

  • Holding Burden Account (Account Type – Other Current Liability)

This is not for the sync but will need to be added before creating the first payroll from Aspire to GP & before doing the journal entries from the End of Month reports


Additional Setup in Great Plains

  • Create a customer called "Aspire System"

  • Clean up the vendor list

    • Inactivate any that you do not use. All the active vendors will go to Aspire, so you want to be sure the vendors are all currently used are active vendors. Aspire will pull the vendor from Great Plains at the Company Name field.


Setup System in Aspire

  • Go to Administration. (⚙️)

  • Click on Configuration in the top right corner.

  • Click on the Accounting Sync tab

  • Click the dropdown menu of Integrate with External Accounting at System Level and choose Great Plains.

  • Save at the bottom right.

  • Setup the Web Service Address, User ID, Password – This information you will obtain from your Great Plains provider.


Setup Accounts in Aspire

  • AP Account (Accounts Payable Aging Account from GP)

  • A/R Account (Accounts Receivable Aging Account from GP)

  • Deposit Account (Checking account in GP)

  • Materials Account (Inventory Holding-Materials account in GP)

  • Equipment Account (Inventory Holding-Equipment account in GP)

  • Sub Account (Inventory Holding-Sub account in GP)

  • Other Account (Inventory Holding-Other account in GP)

  • Purchase Tax Account – Leave this blank

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