Skip to main content

Customer Specification: Financial Interface centraQuest <-> Abacus / Sage 50 / Accounto

1. Goal and Purpose​

The interface connects centraQuest with the accounting systems Abacus, Sage 50, and Accounto.

Its purpose is to:

  • digitize invoice processes end to end,
  • keep master data consistent across systems,
  • reduce duplicate maintenance and manual posting errors,
  • make invoice status transparent, such as open, paid, or rejected.

The interface should work reliably, traceably, and client-aware for business users.

2. Business Scope​

The interface supports two main processes:

  • Export: transfer approved invoices from centraQuest to the target system.
  • Import/Sync: import master data and payment status from the target system into centraQuest.

Supported target systems:

  • Abacus
  • Sage 50
  • Accounto

3. Business Input and Output​

Input to the Interface​

Relevant business input includes:

  • approved invoices from centraQuest
  • related creditor or debtor information
  • posting information such as accounts, tax, cost centers, and amounts
  • synchronization trigger for master data and payment status

Output from the Interface​

Expected business results are:

  • successfully transferred postings in the target system
  • updated master data in centraQuest
  • returned payment status in centraQuest
  • traceable processing status, such as successful, failed, or partial

4. Synchronized Entities and Business Value​

4.1 Addresses / Business Partners​

Synchronized data:

  • supplier and customer addresses
  • identification attributes, such as external numbers
  • basic contact data

Business value:

  • correct invoice assignment
  • fewer duplicates
  • consistent partner data across systems

4.2 Accounts​

Synchronized data:

  • account number
  • account name
  • assignment to client

Business value:

  • correct accounting assignment on invoice lines
  • consistent posting logic between business and accounting system

4.3 Tax Data​

Synchronized data:

  • tax codes
  • tax rates
  • tax logic per client

Business value:

  • correct tax calculation
  • audit-safe and consistent posting

4.4 Payment Terms​

Synchronized data:

  • payment deadlines
  • payment condition codes

Business value:

  • correct due-date calculation
  • clean open-item and reminder processes

4.5 Currencies and Exchange Rates​

Synchronized data:

  • currency codes
  • relevant daily rates where maintained in the target system

Business value:

  • consistent foreign-currency handling

4.6 Bank Data​

Synchronized data:

  • business partner bank details
  • internal bank master data where relevant

Business value:

  • correct payment processing
  • fewer payment-data errors

4.7 Cost Centers / Cost Objects / Assets​

Synchronized data:

  • cost-center master data
  • asset or object references where system-dependent

Business value:

  • correct allocation of expenses
  • reporting by cost object

4.8 Invoice Payment Status​

Synchronized data:

  • open, partially paid, paid, or rejected
  • payment date and references where available

Business value:

  • current invoice status in centraQuest
  • transparency for business departments and trustees

5. Business Flow​

5.1 Master-Data Sync​

  • started regularly or manually
  • master data is synchronized per client
  • new and changed records are imported
  • conflicts are logged traceably

5.2 Invoice Export​

  • only approved and business-valid invoices are exported
  • invoice header, lines, accounting assignment, and tax data are transferred
  • the result is written back as status in centraQuest

5.3 Payment-Status Import​

  • the target system returns payment progress
  • centraQuest updates the invoice lifecycle
  • status changes are auditable

6. Client and Responsibility Model​

  • Each client is handled separately.
  • Each client has a clear assignment to target system and data area.
  • Responsibilities are explicit:
    • business department: master-data quality and approvals
    • trustee/accounting: posting rules and accounting logic
    • IT: operation, monitoring, and error handling

7. Business Quality Requirements​

  • No duplicate posting of the same invoice.
  • Every transfer is traceable.
  • Error communication is understandable for business users.
  • Manual rework is minimized.
  • Results are consistent across the supported target systems.

8. Errors and Exceptions​

Typical business errors are:

  • missing or inconsistent master data
  • invalid accounting or tax assignment
  • invoices without required mandatory information

Requirements:

  • clear messages in understandable language
  • no silent data loss
  • targeted retry after correction

9. Exclusions​

This customer specification does not cover:

  • technical API details
  • protocols, transport mechanisms, or internal classes
  • detailed implementation and deployment questions

10. Business Acceptance Criteria​

The interface is business-ready when:

  • the defined entities can be synchronized per target system,
  • invoice export including status feedback works reliably,
  • payment status is updated reliably in centraQuest,
  • error situations are understandable and actionable for business users,
  • the process is documented consistently for Abacus, Sage 50, and Accounto.
  • Prioritize entities per customer and client.
  • Clarify mandatory fields per entity.
  • Define business conflict rules, especially which system is leading.
  • Define synchronization frequency per entity, such as daily, hourly, or on demand.
  • Define business SLA, for example export within a defined number of minutes.