Accounting Walkthrough

This article will cover the following:

  • Summary of the Accounting Section
  • How to generate bills
  • View detailed bills
  • Mark invoices as sent/received
  • Mark payments as sent/received
  • Unpaid Bills
  • Referrals
  • Exchange Rates
  • Integrating with your own accounting software

Summary of Accounting Section

It is important to know that CAKE doesn’t handle any invoicing of Advertisers or paying of Affiliates. The Accounting section is strictly designed for you to work with your own Accounting tool or software.  

  • The Accounting tab is a dedicated tab in CAKE in your main navigation
  • There are 3 default sub-tabs in the left-hand navigation 
    • Affiliates: for Affiliate bills 
    • Advertisers/Buyers: for Advertiser & Buyer bills
    • Unpaid Bills: as an aggregate display of any unpaid Affiliate Bills 
  • There are 2 additional sub-tabs that display IF certain features are utilized or enabled in your system
    • Referrals: for Affiliate Referral commissions 
    • Exchange Rates: where exchange rates are maintained when using additional currencies 

Generating Bills

Once you open your Accounting tab, you can see on the left that you have the option of viewing your Affiliate Accounting section, or Advertisers/Buyers. Once you choose Affiliates or Advertisers/Buyers, you will see that no bills have been generated. CAKE will never automatically generate your bills for you, and the purpose of that is for handling returns and adjustments. If there are any returns and adjustments to be made at the end of a billing cycle, you'll want to make those adjustments before generating the bills.

To generate a bill:\L \  

  1. Select the billing cycle you'd like to generate the bills for, as well as the billing period\L    
  2. Click the hyperlink for "Generate Them" or the button for "Generate Missing Bills"

Generated Bills - Affiliates

From left to right:

Affiliate: This will be the name of the Affiliate you owe money to

Account Status: This will show you if the Affiliate is Active or Inactive. Green means Active, red means Inactive.

W8/W9: This will let you know if you've uploaded a W8/W9 to the Affiliates card. Uploading this document takes place on the Documents tab on the Affiliate Card. Green means Yes, red means No.

Start Date/End Date: These dates will show you the timeframe of the bills you generated. This is based on the Billing Cycle and Billing Period that you chose before generating the bills.

Bill Amount: This field will show you how much you owe the Affiliate. If you click on the hyperlinked amount, a window will open up and show you the line items of exactly what you owe the Affiliate for.

Adjust: This section will allow you to adjust the total bill amount. Clicking the hyperlink will open a window where you can make your adjustment. Simply type in the amount you would like to add to the bill, or the amount you would like to remove.

***Adjustments made in Accounting, will not be reflected in your reporting section. To make adjustments visible in the reporting section, please make your adjustments there.***

Received Invoice: By clicking this hyperlink, you'll be able to add information about the invoice you received from your Affiliate, as well as the date it was received.

Sent Payment: By clicking this hyperlink, you'll be able to add information about sending the payment to your Affiliate, as well as the date it was sent.

Payment Type: This column will pull the info that was added under the More tab on the Affiliate card. Payment Type, and Payment Type Information.

Previous Unpaid Bills: This column will show you if there are any bills from previous billing cycles that you still owe this Affiliate for. Green means yes, and Red means no. If you do have previously unpaid bills for your Affiliates, you can view them by clicking the left subtab for "Unpaid Bills".

QuickBooks: If you are using Quickbooks Online, you have the ability to import Affiliate information into your Quickbooks Online account. Please speak with your Account Manager about this integration.

Minus Button: This will remove the line item from your Accounting section. Bills should only be removed if changes need to be made in reports before paying your Affiliate.

Generated Bills - Advertisers/Buyers

From left to right:

Company: This will be the name of the company that owes you money

Company Type: This will show you if the company is an Advertiser or Buyer

Start Date/End Date: These dates will show you the timeframe of the bills you generated. This is based on the Billing Cycle and Billing Period that you chose before generating the bills.

Prepaid: This column will show you if the Advertiser/Buyer has prepaid you. Green means yes and red means no.

Bill Amount: This field will show you how much the Advertiser/Buyer owes you. If you click on the hyperlinked amount, a window will open up and show you the line items of exactly what they owe you for.

Adjust: This section will allow you to adjust the total bill amount. Clicking the hyperlink will open a window where you can make your adjustment. Simply type in the amount you would like to add to the bill, or the amount you would like to remove.

***Adjustments made in Accounting, will not be reflected in your reporting section. To make adjustments visible in the reporting section, please make your adjustments there.***

Sent Invoice: By clicking this hyperlink, you'll be able to add information about the invoice you sent to your Advertiser/Buyer, as well as the date it was sent.

Received Payment: By clicking this hyperlink, you'll be able to add information about receiving the payment from your Advertiser/Buyer, as well as the date it was received.

Previous Unpaid Bills: This column will show you if there are any bills from previous billing cycles that you still owe this Affiliate for. Green means yes, and Red means no.

QuickBooks: If you are using Quickbooks Online, you have the ability to import Affiliate information into your Quickbooks Online account. Please speak with your Account Manager about this integration. *This will not work with Advertisers, and is only available for Buyers and Affiliates

Minus Button: This will remove the line item from your Accounting section. Bills should only be removed if changes need to be made in reports before handling payments.

Viewing the Bill Amount:

Viewing the Bill Amount:

If you click on the hyperlinked Bill Amount, a Bill detail card will open up and show you the specific line items for that bill. From here, you have the ability to adjust specific bills on a per Campaign/Offer basis, and have the ability to export the line items.

Marking Invoices as Sent/Received

Marking Invoices as Sent/Received

Clicking the hyperlink for Received Invoice or Sent Invoice, as well as Sent Payment or Received Payment, will open up a wizard that allows you to put in specific details about the Invoice. Once complete, the hyperlink will change to show the date the invoice was sent/received.

Marking Invoices and Payments as Sent/Received in bulk:

You do have the ability to mark Invoices as sent/received in bulk, as well as marking payments as sent/received in bulk. To do this, check the box to the left of all the line items you'd like to update. At the top, you will see a button for Received Invoice, as well as a button for Mark as Paid. Clicking one of those buttons will change the hyperlink to include the new date sent/received.

Unpaid Bills

The Unpaid Bills section lists all Bills not Marked As Paid.  From this section you can update one or more bills to update their status.  You can also Export by using the export button.

Referrals

Reporting for the referral program and resulting commissions can be found in the main Accounting > Referrals section

The icon next to each referring affiliate drills down into each referred relationship

Exchange Rates

Once you have had additional currencies enabled in your instance, these will need to be updated on a regular intervals to adjust for the exchange rates at the time of processing billing. 

If you do not enter an exchange rate for a period CAKE will default to a 1:1 exchange rate across all currencies during that period. 

It is possible to correct this afterwards but aside from the confusion caused any bills generated including values during these exchange rates will need to be deleted and regenerated. 

Please see our Exchange Rates document for more information.

Integrating with Your Own Accounting Software

There are several ways to extract data from the accounting section to enter into your accounting software or tool.

  1. QuickBooks Desktop\L  Quickbooks Desktop requires a specific file format (.iif) that CAKE can add to your Accounting section as an export option.
    • CAKE can provide a templated IIF file to see whether the format will work with the way the clients’ Quickbooks accounts is set up. If the template works, then we can add a new button in the Affiliates tab to export the bills in .iif
    • Unfortunately, this isn’t available for Advertisers/Buyers at this time
  2. QuickBooks Online  \LThe built-in Accounting integration is with QuickBooks Online. To connect your CAKE instance with your QB Online account, go to Setup > Third Party Integration Settings where you will be prompted to enter the following information
    • Application ID 
    • Connection Ticket 
    • Login Username 
    • Expense Account Name (go to Company > Lists > Chart of Accounts) 
    • Expense Class Name (go to Company > Lists > Class List) 
    • Additionally, CAKE must be given access to the QB account by turning Login Security OFF    
    • ****NOTE: Unfortunately QB Online can only accommodate 1 AR and 1 AP entity so we have mapped Buyers and Affiliates and Advertisers cannot be mapped at this time.
  3. Tipalti\L   CAKE also has another option through a third party mass payment processing service called Tipalti. To connect your CAKE instance with Tipalti, go to Setup > Third Party Integration Settings and enter the following:
    • Tipalti Payer Name
    • Exchange rate provider (if you're not using multiple currencies, choose any)
    • Whether to pay all new Affiliates with Tipalti
    • Whether to enable the Tipalti Account Info iframe into the Affiliate Portal  
    • Once connected, a new button will appear in Accounting to pay Affiliates and the ‘Sent Payment’ field also reflects a new option to pay individual bills through Tipalti provided the billing setting is set to Tipalti.

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