Reckon is an online and desktop accounting software platform designed for businesses of all sizes, accountants, bookkeepers, and individuals. When integrated with PaySauce, it helps reduce double-entry and minimize errors in payroll processes. An API integration between PaySauce and Reckon Accounts Hosted is available on our standard and premium plans. A manual import/export integration can be done with Reckon Desktop users or those on the PaySauce Simple plan. We currently do not integrate with Reckon One.
How to set up your integration
Step 1: Reckon set up
A ‘user’ account needs to be created for PaySauce to connect to. To do this:
Your account must be on ‘multi-user mode’.
Set up a new user for the account file you would like to connect to PaySauce. The integration lasts for one year. After a year, when you need to reintegrate you can re-use the details set up in the following steps again.
Go to ‘Company’ in the top menu then select ‘Users and Roles’.
Click ‘New’ and then ‘Enter a User Name’ (normally the name of the program being integrated, i.e. here it should be ‘PaySauce’).
Enter a password.
Give the new user account full access.
Step 2: PaySauce set up
New connection
In PaySauce, follow these steps to connect PaySauce to your Reckon Accounts Hosted account:
Go to your company settings by clicking on your company name in the top right hand corner of the screen.
In the company settings, choose the ‘Settings’ tab then select Integrations on the left hand side menu.
Select the Reckon Accounts tab, then click the button to connect to Reckon.
Re-establish a connection
If you are re-integrating, select x on the current integration status, then click connect to re-establish the connection.
You will need to connect using your Reckon User ID (rather than Username) and password.
Check all the permissions and click ‘Yes, Allow’.
If successfully connected you will be redirected back to PaySauce where you will select which company file to connect. Enter the username and password that you created for your PaySauce user in Reckon.
⚠️ If you are reintegrating, everything should now be working again. If you are setting up the connection for the first time, read on.
Setting up your costing codes
Once the Reckon file is chosen in the previous step, the appropriate tagsets will automatically generate which will allow the user to cost items in PaySauce. These tagsets will be used to assign costs to customer/jobs and Class’ which will feed back to your Reckon account
You can check this under Settings > Tagsets. You should see GL, Class and Customer:Job tagset, with (from Reckon Accounts) noted next to them. Any data you have in these lists from Reckon will appear in each relevant tagset as a tag.
These should not be edited, if anything is incorrect they should be updated in Reckon as your source of truth.
To utilise these tagsets, you’ll have to create a new costing template. Settings tab > Templates > + symbol
Name your template.
In the ‘Template Type’ select ‘Costing’.
In the ‘Cost With’ drop down selection there will likely only be one option: the tagset that was automatically created when the integration was set up in the previous steps.
Select how you would like the costing to behave for KiwiSaver and Pay Advance and if you would like to use Multi Level Tags.
Click OK to save.
In your new template, tick on the new tagsets created in the Cost With field.
Set up Accounts, Mapping and Tracking under Settings > Invoices
Change type to Templates.
Select your Template created earlier.
Assign the appropriate item to each category.
If new accounts are added to Reckon Accounts, click the Refresh Codes button which will bring in the new accounts to PaySauce.
Step 3: Costing settings (only required for customers not using PaySauce as their PAYE Intermediary)
If you use our accounting integrations with Reckon but do not use PaySauce as your PAYE Intermediary, in other words you are paying PAYE to the IRD yourself, you will need to use these costing settings.
From your company dashboard, select Settings then Invoices.
In the Type option, select SimpleV2.
This will give you the following list to assign your relevant accounts to:
Below is an example of what using these settings, as a typical Costing summary should look like:
Liabilities should be a negative figure.
Employer Kiwisaver Contribution inc ESCT should have a liability and expense, and so balance out.
What's left as Accounts Payable should equal the Net Pay figure.
Troubleshooting
Finding the error message in PaySauce
If your costing detail isn't posting to Reckon after closing your pay it could be due to an error. Here’s how to locate the error details in your pay run.
In the ‘History’ section, find the pay period and click the info button.
Next, select the ‘Processing’ tab then select ‘Close Pay Processing’.
Scroll down through the items below. If an error occurred it will show in red.
Please refer to individual instructions under ‘Error Messages’ for help in resolving these.
Error Messages
Error Message | How to resolve |
Bad credentials. Failed to access the Reckon Accounts company file using the supplied credentials. Please verify the user exists and the username and password match those supplied. | • Check the user exists in Reckon (See article if not). • Verify that the username and password match those supplied. |
Company file in use. Could not start Reckon Accounts to process your request. Please verify the path to the company file included in your request. | This means that the company file has been moved to a new location within Reckon Accounts. To resolve this: • reconnect the company file by going to SETTINGS > INTEGRATIONS > RECKON ACCOUNTS > select company file. |
Company file in use. The Reckon Accounts company file User Name you have specified is already logged in to the company file. | To resolve this: • Check you have created a separate user in Reckon for your company file with full access permissions. • Use these user details when you connect the file in PaySauce. |
Company file in single user mode. Reckon Accounts is currently open in Single User mode. You must switch to Multi User mode for Hosted API access. | To resolve this: • Log in to Reckon Accounts and change your company file access from single-user mode to multi-user mode. |
Vendor is missing | Log in to Reckon and check the Other Names List. If PaySauce appears there, change its TYPE to SUPPLIER. Once done, PaySauce will appear in the Supplier list. |