Setup ConnectWise > Step 4 > Create Billing Status (GL Reload)

Create Billing Status (GL Reload) & Invoice Screen Views

Only invoices and purchase orders which are in a "Closed" state are posted through the accounting interface. In some instances an invoice or purchase order may fail to post due to a GL Mapping Error in ConnectWise.

In these instances, the Billing Status "GL Reload" can be used to change a previously closed record into a state which will allow the GL Table for the record to be created.

Only when an invoice is  of a "Closed" status will the GL Items tab on the invoice or Purchase Order be active. 

Closed Status: GL Entries Tab Enabled

GL Reload: GL Entries Tab Disabled

Step 1: Create GL Reload Invoice Status

Open Connectwise, and complete the following steps:

Step 1: Setup > Setup Tables

  1. Search for the Setup Table "Billing Status"
  2. Select the "Billing Status"  Setup Table
  3. Create a New Billing Status - GL Reload

    1. Enter the Name: GL Reload
    2. Select the Option: Sent Flag: [ ]
    3. Save the Record

Best Practice Tip: Setting all other statuses to "Sent" will ensure that invoices in review or not ready send to a client are not accidentally sent through the invoice email wizard.

Only the two statuses listed without the "Sent" flag will appear in the Batch Invoice Email Wizard - removing the chance of accidentally sending invoices to clients that are still being reviewed.

Step 2: Create Views for Invoice Statues in the Invoice Search Screen.

Views can help you to view quickly the invoices which are waiting to be processed by Wise-Sync. These invoices will be visible in the Accounting Interface as "Unposted Invoices". The benefit of creating this view is that you will be able to see the number of invoices that are waiting to be posted. As the sync is running, this view will be updated when you press search.

These views can be helpful if you need to interact with a large number of invoices when first setting up the accounting integration (if you have not batched invoices before).

Click on the Invoice Search button to view the Invoice Search Screen.

Step 1: Create new View "Un Batched" to display invoices that are waiting to send to your accounting package.

  1. Click on the word "View" in the top navigation bar

  2. Click on the [+] button in the define a view window.
  3. Add the following parameters to filter only closed 'status' invoices:
    a) Open/Closed : Contains : Closed
    b) Press Update

  4. Click the [+] button next to the logic added above.
  5. Add the following parameters to filter only invoice which have not been batched.
    a) AND : GL : = : N
    b) Press Update

  6. Type 'Un Batched' in the View Name field
  7. Select the Checkbox to 'Share this view with everyone'.
  8. Press Save.

Step 2: Create new View "GL Reload" to display invoices that require the GL Entries to be re-created from the GL Mappings.

  1. Click on the word "View" in the top navigation bar

  2. Click on the [+] button in the define a view window.
  3. Add the following parameters to filter only GL Reload 'status' invoices:
    a) Status : = : GL Reload
    b) Press Update

  4. Type 'GL Reload' in the View Name field (this will be the matching GL Reload Status created in Step 1.
  5. Select the Checkbox to 'Share this view with everyone'.
  6. Press Save.

Step 3: Test Views to ensure that they display the invoices.

  1. Click on the View dropdown, and select one of the options created.
  2. GL Reload: Only invoices in this status should display

  3. Un Batched: Invoices listed on the Accounting Interface : Unposted Invoices list should be the same as those listed on this view.

    Unbatched View on the Invoices Screen:
    Unposted Invoices on the Accounting Interface Screen:

Paul is the author of this solution article.

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