Tripletex

Real-time, two-ways Integration between Tripletex and Moment

What data can be transferred with this integration?

Customers

When a customer is created in Moment, it will be immediately transferred to Tripletex. Any changes on a customer will also trigger a transfer from Moment to Tripletex.

Fields included: customer name, organization number, email, phone, and address fields.

When an invoice is transferred from Moment to Tripletex, we will also transfer the customer, just in case there has been changes on customer data.

Projects

When creating a new project, it will automatically be transferred into Tripletex. Any changes on a project will also trigger a transfer from Moment to Tripletex.

Fields included: project number, project name, project leader (minimum one employee must be set on the project in Moment. The first employee with role "project leader" will be transferred.).

This feature is only available if you have purchased the "Komplett package" that includes the project module in Tripletex.

Note! Tripletex requires the employee number when transferring projects to set the correct employee as project manager. Register this as external employee number in Moment.

Incoming expenses

When activating this, Moment will automatically retrieve incoming expenses from Tripletex. Then you can include these expenses (with attachments) when invoicing customers.

We will only retrieve expenses that have been approved and posted on a given account number. In integration settings, please specify which accounts you want to fetch expenses from. If there is more than one account, separate by comma. In addition, we only retrieve expenses that is posted on a project id that also exists in Moment.

Multiple times a day Moment check for expenses 30 days back in time in Tripletex. We make sure you don't get duplicates in Moment. The reason we check 30 days, is because a posted date can be different from voucher/invoice date. Please read the "Important to know" section below.

Fields included: description, amount including vat, supplier name, supplier invoice number, invoice date, attachments.

Remember to activate "Elektroniske bilag" (in Tripletex) in order to fetch the attachments for each expense.

This feature is only available if you have purchased the "Komplett subscription" that includes the project module in Tripletex.

Invoices

When an invoice is finalized in Moment, it will be immediately transferred to Tripletex. Each invoice will create an order with order lines, and then the invoice will be automatically posted to the accounting system.

The voucher (in the journal in Tripletex) will automatically get a voucher id that consists of current year + invoice number from Moment (for example 2020-1014)

Fields included: invoice number, invoice description, customer number, project number and project leader (if project module is enabled in Tripletex), invoice date, due date, payment id (kid), total amount including vat, your reference. Each invoice line will have text, amount, financial account, product type (hours, product, etc.).

Attachments are currently not transferred to Tripletex. If the accountant needs to see this kind of documentation, please access Moment (external users are free in Moment).

VAT codes must be configured in Tripletex prior to activating the integration. If this is not configured, the integration will fail with "Ugyldig mva-kode" when attempting to transfer invoices.

Export expenses

This part of the integration requires the project module in Tripletex. Additionally, each resource/employee must have the external employee number defined in Moment.

For each claim, we transfer: From date/time, To date/time, employee number, project id and description. The description field is prefixed with the Claim number from Moment. That will make it traceable back to Moment, when necessary.

A claim can contain many entries, for each of these we transfer: amount, vat code and vat percentage. One attachment will be transferred along with the claim, this contains the amounts vs accounts and all attachments added to the various entries.

Payment types in Moment includes any company credit cards registered. The name of these must be the same in both systems as this is used to find same payment type in Tripletex.

Note! A claim will not be exported before it has been set to paid out.

Known issues

• Validation failed - Kunden kan ikke motta EHF-dokumenter

• Validation failed - Ugyldig mva-kode

Important to know

Moment = master.

• The order number in Tripletex will be based on invoice number in Moment.

• The project number given in Moment will be set as the project id in Tripletex. Do not change this in Tripletex.

• The customer number given in Moment will be set as the customer id in Tripletex. Do not change this in Tripletex.

• External employee number is required for project managers and resources that will be used when exporting expenses. Both the expense owner, but also the one approving and paying out the expense.

• If you want to fetch expenses from Tripletex into Moment: Moment checks posted expenses with voucher date 30 days back in time. We make sure to avoid duplicates in Moment.

• In Moment integration setup, you can set a from-date, to make sure that Moment will never fetch expenses before that date. This can be useful when activating the integration, in cases where you have manually entered expenses into Moment within the latest 30-days period.

• Each project in Moment should have a project manager in the project team, because this is required when transferring a project into Tripletex. If there are more than one project manager defined in Moment, the first person will be picked. Each project manager must have their Tripletex employee id registered in Moment. You should make sure you have defined a default project manager id in case it is missing on an employee in Moment. See section "One-time configuration" in the bottom of this page.

• Projects will be defined as internal projects when transferred to Tripletex.

Currency: Invoices in other currency will be transferred to Tripletex with the amount in the currency used in the invoice. Tripletex will use their exchange rate to calculate the amount in NOK. Moment and Tripletex might show different values due to exchange rate used. This is by design in Tripletex. Moment can not send the amount in NOK. Tripletex is getting exchange rates twice a day, at 06:10 and 18:10 from Norges Bank API

Error handling: if an error has occurred while transferring an invoice to Tripletex, you are likely to get message "order number already exists", when retrying the transfer. Then you need to go into Tripletex and delete the order in order to re-try to transferring the invoice.

Packages: If you want to include project data, you need "Komplett package" in Tripletex. If you have purchased the "Standard package", that does not include the project module in Tripletex, you have to tick off the option (include project) in integration settings in Moment. The integration will fail if these settings are not set up correctly.

One-time configuration

Settings to be done in Tripletex:

• Make sure API 2.0 is ticked "on" in company settings

• Under invoice settings: make sure "Send invoice to company via" is set to "Email". If set to EHF, Tripletex will only allow customers that can receive EHF being created.

• Do not activate "SMS notification for reminders" subscription, this will stop transfer of customers and consequently projects and invoices.

• If you want to use rounding on invoices, then this must be turned on in Tripletex under invoice settings. Check the box for rounding (øreavrunding) under the invoices/orders/offers section.

• In Tripletex, tick off "Has tax-exempt sales inside the VAT Act (Norway)" (NO: "Har avgiftsfri omsetning innenfor mva-loven (innland)") under Accounting > Settings > VAT settings > Global MVA-settings. Otherwise you will not be able to transfer invoices with VAT code 5. More information here.

• Get your API-user with a API-key. Please contact Tripletex support for questions. This API-key must be entered in Moment integration setup. (See more about this in settings to be done in Moment)

Settings to be done in Moment

• Employee token: This is the API-key generated in Tripletex. Make sure the employee token has the correct access in Tripletex as needed.

• Emails to notify: Register email address that should be notified in the event an error occurs.

• Export customers: Enable if you want to export customers

• Default project manager: Select the employee that shall be set as project manager if the one selected on the project is not found. This will avoid a lot of errors when transferring projects to Tripletex. Note! The list contains employees that has an external employee number.

• Export projects: Enable if you want to export projects (Requires project module in Tripletex)

  • Department: Select how to include department on projects.

    • Do not include department: No department set for projects

    • Use department from projects: Same department as on the projects.

    • Use project tag group: Select the tag group to be used to get department.

      • Tag group: Select the specific tag group that contains departments

• Export invoices: Enable if you want to export invoices.

  • Department: Select how to include department on invoices.

    • Do not include department: No department set for invoices

    • Use department from invoice: Same department as on the invoice.

    • Use invoice tag group: Select the tag group to be used to get department.

      • Tag group: Select the specific tag group that contains departments

    • Use project tag group: Select the tag group to be used to get department.

      • Tag group: Select the specific tag group that contains departments

• Export expenses: Enable if you want to export expenses to Tripletex

  • Default payment type: Write the name of the default payment type to be linked to expenses. In Tripletex, find these under "Travel and expenses" settings (cogwheel) and the section "Payment types". Note! The name must be exactly the same.

  • Cost category names using: Select the language you would like the cost category names to be provided as. Norwegian or English is available. List of names can be found here.

  • Default cost category: Write the name of the cost category to be used as default, if the selected cost category on the claim is not found in Tripletex. In Tripletex, find these under "Travel and expenses" settings (cogwheel) and the section "Cost categories". Note! The name must be exactly the same.

• Import expenses: Enable if you want to transfer expenses from Tripletex to Moment.

  • Account codes: Define a comma separated list of accounts to be included in the import. Only expenses posted on these accounts will be imported

  • Expense activity: All expenses will be linked to the activity defined here. This activity will be created on a project if it does not exist.

  • Make imported expenses billable: Enable to get expenses set as billable on import.

  • Import expenses with voucher date later than: Define a start date for when expenses are to be imported, no expenses date prior to this date will be imported.