Connecting your accounting package
Send membership and event ticket invoices and payments to your own accounting package, and get paid status back.
This article is for the administrators who run an organisation's Portava portal.
In short
- Connect one package at a time under Portal settings, then Integrations, and choose where invoices post before anything is sent.
- Invoices and payments for memberships and event tickets sync from the connection date forward, every 10 minutes.
- Records the package turns away are listed under Manage with a Retry.
Your treasurer should not have to re-key what the portal already knows. Connect your accounting package and each membership or event ticket invoice, and each payment, is raised there with Portava’s own number and reference.
Which packages
Portava supports Xero, QuickBooks Online, Sage 50 and Sage 200. A card appears under Portal settings, then Integrations only where the Portava team has enabled that package for your portal, so if yours is missing, ask them. Xero is the first with a live connection; the others follow as they are switched on. Only one package can be connected at a time, and while one is connected the other cards say so.
Connecting and choosing accounts
Choose Connect on the card, sign in on the package’s own page and pick your organisation there. Portava never sees your password. If the package charges in a different currency from the portal, invoices are held until the two match.
Then open Manage and choose where things go: the income accounts for memberships and for event tickets, the VAT and no-VAT rates, the clearing account for card payments through Stripe, and the bank account for transfers, cheques and cash. Nothing is sent until the two income accounts, the clearing account and the bank account are chosen. Refresh reloads the account list.
What is sent
- Memberships: new joins and renewals become invoices, and paid ones carry the payment.
- Event tickets: one invoice per booking, including guest bookings.
- Paid status from the package: when a bank line is matched to an invoice there, the membership or booking is marked paid here.
- Refunds as credit notes have a switch, but arrive in a later release.
Send invoices from starts as the day you connected, so nothing your treasurer has already keyed is duplicated. Move it earlier to send older records once you know they are not already in the package.
Timing, retries and turned-away records
Changes are pushed every 10 minutes, and Sync now pushes anything waiting. A record the package refuses is retried, and after repeated failures it is parked under Manage with the reason the package gave. Fix the cause in the package or in the portal, then choose Retry or Retry all.
Disconnecting
Disconnect under Manage stops the sync immediately. Nothing already in the package is deleted, and reconnecting later picks your choices back up.