Documentation/ ERP integrations/ a3
a3
a3 is a Wolters Kluwer brand covering several different programs, and they do not all connect to Dijit.app the same way. Before reading the rest of this page, it is worth knowing which one your company uses.
On this page
The three a3 programs
| Program | What it is | How Dijit.app reaches it |
|---|---|---|
| a3 asesor | The accounting program, the one practices use. | By link file, or over the reseller's direct connector. |
| a3 ERP | The brand's full ERP. | Only over the reseller's direct connector. |
| a3innuva | Management and accounting in the cloud. | Still to come. Not available yet. |
The rest of this page explains the two routes that are running today: the direct connector from the certified reseller, and the link file exported from Dijit.app.
The certified reseller's direct connector
This is the route for a3 ERP, and an alternative for a3 asesor. Dijit.app runs in its usual way, with nothing to install or set up: the connector is external, installed and maintained by the official certified a3 reseller, and it lives inside your company's own a3 program.
Dijit.app and that connector talk over an interface, already running. Dijit.app sends the documents; the reseller handles the installation, the set-up inside a3 and the maintenance and support of that side.
If your company uses this route, you will see no button and no screen in Dijit.app to do with a3: there is no "Export to a3" to press, because the sending happens on its own, behind the scenes. That is the right behaviour, not a fault in the application.
For questions about whether a particular document reached the other side properly, or about the connector's set-up inside a3, the certified reseller is the point of reference; Dijit.app support can confirm the side of the connection that belongs to it.
a3innuva: still to come
a3innuva is the a3 family's cloud version, with an interface of its own. The direct connection between Dijit.app and a3innuva is in development and is not available yet. If your company works with a3innuva, ask support where things stand before taking anything for granted.
The file: purchases and sales separately
What follows is a3 asesor's second route: instead of the direct connector, Dijit.app generates a file you import into a3 yourself.
| Export | From which list | Which documents it includes |
|---|---|---|
| Purchases | Purchase invoices and expense invoices | Whatever is ticked on that list, without mixing either type with sales. |
| Sales | Sales invoices | Whatever is ticked on the sales list. |
Each has its own Export to a3 button, on the list it belongs to, and generates its own file: there is no single export putting purchases and sales together.
The two files are called the same thing, SUENLACE.DAT, and their review spreadsheets carry
different names depending on which they came from, but the .DAT does not. Export purchases and sales one after the
other without importing the first into a3 or renaming the downloaded file, and the second overwrites the first
in your downloads folder.
The company code in a3
Each file carries a five-digit a3 company code printed in it, which is what tells a3 which company to load the entry into. It is a setting on your account rather than something chosen at export time, and it only affects this route: if your company uses the reseller's direct connector rather than the file, it does not apply to you, because the connector is already installed inside one a3 installation and needs no such code to know where to write.
If that code is not set, the file is generated anyway, with a default value that is almost certainly not your company in a3, and a3 will load it wherever that code exists, with no warning that it is the wrong destination. It is the most likely cause of an entry that "went into the wrong company".
There is no screen in the application today for setting it yourself: it is fixed when the integration is switched on or reviewed. If you are about to start using the export to a3, or if you handle several companies in a3, confirm with support that the code set in Dijit.app matches the right company before the first real sending.
How the file is exported
As with every accounting export, whatever leaves Dijit.app wrong will enter the books wrong. Go over supplier, date, net, VAT and nominal account before downloading anything.
- Go to the right list: purchase or expense invoices for the purchases export, sales invoices for the sales one.
- Select the documents.
- Press Export to a3. The link file downloads straight away.
- If you want to look it over first, use the same button's arrow for the review spreadsheet instead of the file.
- Load the
.DATinto a3, from its accounting link import option.
There is no loading order to respect within one file, unlike Contasol: it is a single document with everything selected. What does have to be respected is not mixing a purchases file and a sales file in the same loading session without having imported the previous one, precisely because they share a name.
What each entry contains
The file does not list the document's items: for each invoice it holds the VAT breakdown from the header, one line per tax rate on the invoice, with its net and its tax, plus the header details that identify the entry: supplier or client, number, date and total.
The nominal accounts used are the ones the document has already settled: the supplier's or client's from their record, the expense or income one from the document's coding, and the VAT and withholding ones from the document itself. If a document is missing any of those accounts, sort it out before exporting: the file is generated with whatever is there, and an empty account in a3 can end up falling into one that does not belong.
The review spreadsheet
The review spreadsheet button downloads a sheet for looking the entries over before loading them. It is not imported into a3 or anywhere else. It is a checking aid, not an interchange format.
It carries exactly the same records as the corresponding link file, but readable: it is for the checking that does not fit on a screen, sorting by account, adding up columns, seeing that the totals agree with what you expected, before it goes into the books.
It is this integration's best practice: download the spreadsheet first, go over it, and only then export and load the link file.
The risk of duplicating
Like every file export, Dijit.app has no way of knowing whether the file was ever loaded into a3, and therefore does not stop you exporting the same invoices twice.
Keep track of what you have already loaded. Exporting by closed periods, and noting it, is the simple way of not duplicating entries.
Things that come up
| What you see | Why | What to do |
|---|---|---|
| I cannot find the "Export to a3" button | Your company uses a3 ERP, or uses a3 asesor over the reseller's direct connector. Neither goes through the button. | That is correct: the sending happens on its own, with no screen in Dijit.app. |
| The entry went into the wrong company in a3 | The file's five-digit company code is not set, or is wrong. (Does not apply if you use the direct connector.) | Confirm the right code with support before exporting again. |
| I do not know whether my documents are arriving properly over the direct connector | Dijit.app shows no status for that connection on screen. | Ask the certified a3 reseller, or Dijit.app support. |
| a3 does not recognise the spreadsheet | The spreadsheet is for reviewing: it is not imported. | Load the SUENLACE.DAT file. |
| The sales file replaced the purchases one in the downloads folder | Both files are called the same, SUENLACE.DAT. | Import each file into a3 before generating the next, or rename it as you download it. |
| There are no documents to export | Nothing is ticked, or it is not the right type for that list. | Tick purchase or sales documents from their own list. |
| The integration is not enabled for this company | It needs switching on. | Write to support. |
| The entries go in with the wrong account inside the right company | The invoices left Dijit.app with that account. | Go over the accounting section before exporting. The review spreadsheet shows it. |
| Entries have been duplicated in a3 | The same file was loaded twice. | Keep a record of the periods already loaded. |
| I need to send to a3innuva | That connection is not available yet. | Ask support where it stands. |