How does the Power Office GO integration work

Note on invoice integration:

The integration between PowerOffice GO and Sharefox will enable Sharefox to automatically create invoices based on customer orders. Additionally, Sharefox will create the customer in PowerOffice GO if it does not exists yet based on data from Sharefox and the order.

Sharefox will use one or more products in PowerOffice GO to define how any accounting is done. The product setup in PowerOffice GO defines which sales account to use, in addition to VAT codes and related setup. It is possible to configure Sharefox to post different Sharefox products to different accounts, allowing for greater granularity on the accounting ofposting invoices based on rentals

The product setup will be used for all invoices, and Sharefox will ensure that each invoice line created contains a descriptive text giving more information about the rental, including type of product in Sharefox and when the rental took place. 

The first step in setting up the integration is to complete setup in PowerOffice GO

Setting up PowerOffice GO

• Sign up on Power Office GO through their web-site
• Create a client token by going to Settings --> Extentions. Add an extention for Sharefox and write down/store the Client Key. Use your own email address
  
  
• Set up one or more rental products in PowerOffice GO
  • All invoices created by Sharefox will be using these products
  • Define all required setup, including accounting information and product group in PowerOffice GO or how invoices should be posted. This product will be used for all Sharefox created invoices, and each invoice will get individual order lines with text describing the rental and the timeslot. 
  • Example of a simple, generic rental product: 
    

Contact Sharefox support ( support@sharefox.no ) once these steps are completed. Inform support that the setup is complete, add the User Token and the Code of the new rental product(s) in the email. Sharefox Support will then complete the setup within your Sharefox rental system. 

Some customers will have rental products with a price of zero set up and used in their rental business. These products will also generate invoice lines, and these lines will have zero amount. It is possible to stop the system from generating these zero value invoice rows, please inform Sharefox support how you would like your system to behave.  

How is the invoice created in PowerOffice GO?

The PowerOffice invoicing integration works with Orders 2.0 module in Sharefox. An invoice that is created in Sharefox can be transferred to PowerOffice as described below. 

What should I do in Sharefox? 

Once you have an order created, you can add an invoice and transfer it to PowerOffice GO by following this sequence:

• Create an invoice for your order 
  • Make sure the invoice data is complete
• Set a suitable due-date of your invoice
• Click Send Invoice 

What happens in PowerOffice? 

The system will automatically perform the following steps:

1. Finding right customer. The system will check in PowerOffice GO if customer of the current order exists by searching by email and organization number (if customer is a business customer)
   • If the customer doesn’t exist, then a new customer is created in PowerOffice GO using the data provided by Sharefox
2. Generate new order in PowerOffice GO
   • The system will search for a product in PowerOffice GO for rental services, by looking up product name property which is defined as a setting in Sharefox. 
   • An invoice item row will be generated for every rented product. For example, an invoice item row looks like:
     Tractor (2021-01-10 – 2021-01-12) 
     together with other fields (price, discount and vat)
3. An order is created. Please note that this order is created as a draft and must be approved through.