What does the integration do?

The integration sends your cash register statements from GECKO to a general journal in Microsoft Dynamics 365 Business Central, so you don't have to enter the figures manually.

By connecting you get:

• Transfer of cash register statements directly to a general journal in Business Central
• Optional automatic daily transfer of closed cash registers
• A choice of detail level: summarized per main product group, per product group or per invoice/receipt
• Up to four dimensions on the entries, e.g. department or project
• Automatic transfer of summarized online invoices
• An overview of which cash register statements have been transferred

Before you start

• The integration works with Business Central Online (the cloud version). No extension needs to be installed in Business Central.
• GECKO connects to Business Central through an app registration in Microsoft Entra (formerly Azure Active Directory) and a matching card under Microsoft Entra Applications in Business Central. See the steps in [g{{G2}}:Setup in Microsoft Entra and Business Central]. The setup requires administrator access and is often done by your IT administrator or Business Central partner.
• We recommend creating a separate general journal batch for GECKO in Business Central, e.g. named GECKO, and leaving its No. Series field empty. GECKO creates the document numbers itself.
• All account numbers in the chart of accounts in GECKO must exist in Business Central and allow posting. See [g{{G3}}:Chart of accounts and dimensions for Business Central].
• Amounts are transferred without a currency code and are posted in the company's local currency in Business Central, so the local currency must be the same as in GECKO.

How to set up the integration

1. Go to Settings → Cash register → Cash registers and select the cash register you want to transfer to Business Central.
2. Open the Cash register export - integrations tab and switch on Business Central integration.
3. Enter the Tenant ID, Client ID and Client Secret from the app registration in Microsoft Entra.
4. Enter the name of your Business Central environment in the Environment field – typically Production or Sandbox.
5. Click Test connection. When the connection works, the Company list is filled in.
6. Select the company and click Test connection again. The General journal list is now filled in.
7. Select the general journal and click Test connection one last time. GECKO now also checks that it can write to the journal and confirms that write access is OK.
8. Optionally enter a Document number prefix of up to 10 characters, e.g. GK-, so the entries from GECKO are easy to recognise.
9. Switch on Automatic export if closed cash registers should be transferred automatically every night, and choose the detail level: Summarized per main product group (optionally with Summarized per Invoice/receipt) or Summarized per product group.
10. Click Update.
11. Open the Cash register export - chart of accounts tab and check that all account numbers exist in Business Central.

The setup is saved per cash register. If you have several cash registers, repeat the setup for each of them – you can use the same app registration for all of them. Online orders are set up separately, see [g{{G4}}:Online orders to Business Central].

How to transfer manually

1. Go to Cash register → Statistics and click Show cash register statements.
2. Choose the period and click Show period.
3. Select the cash register statements you want to transfer and click Export.
4. Choose the detail level, select Business Central as the export type and click Show export.
5. Keep the window open until Exports to Business Central is now complete is shown. The cash registers are transferred one at a time, and you can follow the status of each one along the way.

Automatic transfer

If Automatic export is switched on, a cash register is transferred automatically the night after it has been closed. If the transfer fails, an email is sent to the address in the Notification e-mail field on the cash register (or to your company email address if the field is empty). The cash register is not retried automatically – correct the error and transfer the cash register manually.

Post in Business Central

Open the general journal in Business Central, check the lines and post them. Each cash register statement gets its own document number: the prefix followed by the number of the cash register statement, e.g. GK-1234. The posting date is the date the cash register was closed.