This guide explains how to integrate your system with Kolleno using Open AR Reports and SFTP for managing open invoices. Follow the steps outlined below to ensure a smooth connection and data upload process.
1. Preparing a Report of Open Invoices
To begin the integration, you will need to prepare a report of all open invoices. Kolleno has provided a CSV template as a sample to guide you on the required data format.
Important Points:
It is not necessary to match the exact format of the template. Kolleno will handle data transformation as required.
The report must include all open invoices. Any invoice present in a previous report but missing from a subsequent report will be marked as paid.
If you have any questions or require further clarification, feel free to reach out to us.
2. Setting Up the SFTP Connection
To securely transfer data, you will need to set up an SFTP connection to Kolleno's server.
Steps:
Your team will need to generate an OpenSSH public key and send it to Kolleno. You can follow this guide to generate the keys: https://help.kolleno.com/en/articles/9467267-generate-an-ssh-key-for-sftp-acces
After receiving the public key, Kolleno will provide the necessary SFTP credentials (username and host). You will use these credentials along with your private key to access the server.
3. Uploading Open Invoice Reports and PDFs
Once the SFTP connection is established, you can begin uploading the open invoice reports and associated PDF invoices.
Invoice PDF Uploads:
Upload all PDF invoices directly to the SFTP server's root folder.
Follow the naming convention “invoice_ref.pdf” for each file (e.g., “INV-001.pdf”).
CSV Report Uploads:
CSV reports should be uploaded to the “csv_data_uploads” folder, which will be created on the SFTP server.
You can upload reports at any frequency that suits your business needs. Kolleno is flexible regarding the frequency of uploads.
Additional Information
If you have any concerns or require further assistance during the integration process, we’re happy to help. Feel free to contact us for more information or to schedule a call to discuss the details further.