Running OmniPATH in parallel with your accounting system

Why run in parallel?

Running OmniPATH alongside your current accounting system offers several benefits:

• Test the platform risk-free without disrupting your existing workflows
• Validate data accuracy before automating transfers
• Train your team on the new system gradually
• Build confidence in the automation process
• Maintain continuity with your current accounting practices

This approach provides a safe, controlled way to transition to procurement automation at your own pace.

How it works

Step 1: Complete your account setup

Follow the standard setup process as you normally would:

1. Add your organisation details
2. Create site profiles for your locations
3. Invite users and colleagues
4. Set up your supplier profiles
5. Configure approval level flows

Important: You can complete all these steps without connecting to your accounting system.

Step 2: Process and approve purchases

Use OmniPATH for your normal procurement workflow:

• Upload and process invoices
• Create purchase orders
• Route documents through approval hierarchies
• Manage supplier relationships
• Track spending

Everything functions exactly as it would with a direct accounting integration, but the data stays within OmniPATH until you’re ready to export.

Step 3: Export your data

Once your purchases are processed and approved, you can export them to your accounting system:

To Export:

1. Navigate to your Purchases list view
2. Check all purchases you wish to export (you can select multiple)
3. Click on your preferred output type:
   • Xero format
   • QuickBooks format
4. The system will generate a CSV file with your data

Step 4: Review and validate

Before uploading to your accounting software:

1. Open the CSV file in Excel, Google Sheets or similar
2. Review all exported data for accuracy:
   • Supplier details
   • Invoice amounts and dates
   • GL codes and account mappings
   • Tax/VAT calculations
   • Line item details
3. Validate against your source documents
4. Make any necessary corrections in the spreadsheet

Step 5: Upload to your accounting system

Once you’re satisfied with the data:

1. Use your accounting software’s upload facility
2. Import the CSV file following your system’s standard process
3. Complete any final reconciliation steps
4. Archive the export file for your records

Supported export formats

OmniPATH currently provides export templates for:

• Xero: Formatted to match Xero’s import requirements
• QuickBooks: Structured for QuickBooks import specifications

Need a Custom Export Template?

If you use a different accounting system or require a specific export format:

Contact our Support team and we’ll work with you to:

• Review your accounting system’s import requirements
• Create a custom export template tailored to your needs
• Test the template to ensure compatibility
• Provide documentation for ongoing use

Benefits of this approach

During testing phase:

• No risk to your live accounting data
• Full control over what data transfers and when
• Ability to review everything before it enters your accounts
• Time to learn the platform features thoroughly

Long-Term Flexibility:

• Hybrid approach: Use parallel processing indefinitely if preferred
• Selective exports: Choose which transactions to transfer and when
• Audit trail: Maintain clear records of all exports
• Data ownership: Keep complete control of your financial data

When to consider direct integration

After testing OmniPATH in parallel, you might consider direct integration when:

• You’re confident in the data accuracy and mapping
• Your team is comfortable with the platform
• You want to eliminate manual CSV exports
• Real-time synchronisation would benefit your workflow
• You’re ready for fully automated financial data flow

Remember: There’s no pressure to integrate directly. Many customers successfully run in parallel mode long-term.

Best practices

Regular export schedule

• Set up a consistent schedule for exports (daily, weekly or as needed)
• Align exports with your accounting close periods
• Document your export process for team consistency

Data validation checklist

Create a standard checklist to review each export:

• ✓ All approved purchases included
• ✓ Supplier details correct
• ✓ GL codes properly mapped
• ✓ Amounts and calculations accurate
• ✓ Tax/VAT correctly applied
• ✓ Date ranges appropriate

Record keeping

• Save all CSV exports with clear naming conventions
• Remember a log of export dates is listed in your Audit Timeline
• Keep backups of exported data
• Document any manual adjustments made

Troubleshooting

If export format doesn’t match your system:

• Contact support for a custom template
• Check your accounting software’s import specifications
• Verify you’re using the correct export option

If data appears incorrect in export:

• Review the source data in OmniPATH first
• Check GL code mappings in your configuration
• Verify supplier profile details are accurate
• Ensure approval processes completed properly

If import fails in your accounting system:

• Check the CSV file format matches requirements
• Verify required fields are populated
• Look for special characters that might cause issues
• Consult your accounting software’s import documentation

Getting support

Our support team is here to help you succeed with parallel processing:

• Custom export templates for any accounting system
• Data mapping assistance to ensure accuracy
• Import troubleshooting if you encounter issues
• Best practice guidance for your specific workflow

Contact Support: We’ll review your requirements and create solutions tailored to your needs.

Next steps

1. Complete your OmniPATH setup without connecting to accounting
2. Process your first batch of invoices and purchases
3. Export to CSV and review the data
4. Import to your accounting system using your standard process
5. Evaluate the results and adjust as needed

Take your time, test thoroughly and transition at a pace that’s comfortable for your organisation.