multibook#

Tabs#

The cards are grouped under five tabs. The tab you are on is kept in the address (for example ?tab=documents), so a link can open the page on a tab, and a change you have not saved yet on one tab is still there when you come back to it.

A Open settings link on the Readiness panel, or on a developer alert, opens the tab that holds the card it names and scrolls to it.

How Multibook sync works#

The Overview tab explains the three things every other tab relies on:

1. Multibook's lists and chart of accounts are read into ANTE first. Every code you choose on these pages is picked from what Multibook actually has.
2. Each module has two switches. Send (ANTE → Multibook) creates and updates records in Multibook automatically once that module has synced for the first time. Watch (Multibook → ANTE) checks Multibook on a schedule and brings in what changed there. The chips next to a card's title show the state of both switches.
3. Nothing is sent until that module's step has been run once from Multibook sync. Until then the switches only record what you intend.

Connection#

On the Overview tab, one read-only card holds the company's multibook connection and, below it, the company profile described under Your multibook company:

If multibook can't be reached to read these details, this card shows the reason instead. The Manage keys in Cloud Credentials button at the bottom of the card opens Settings → Cloud Credentials, where the endpoint and API keys themselves are managed.

Your multibook company#

The lower half of the Connection card shows what ANTE has read from your multibook company: the company and its currency, the chart of accounts scheme, the fiscal year and the open posting periods, the partner category multibook uses for employees, the exchange rate types, whether purchase orders need approval, whether multibook refuses a repeated invoice number (and for how many months), and which multibook modules are switched on (expense reports, fixed assets, simple logistics, journal approval). Nothing here is edited in ANTE; the settings below are checked against it.

Reference lists#

The last card of the Overview tab. Its Reference lists line says when multibook's lists (departments, segments, tax codes, units, sites, payment conditions and methods, document types, bank accounts and more) were last read. Show lists shows how many entries each list holds. Refresh reads them again; multibook allows this once every two minutes, so the button waits and counts down after a click. ANTE also re-reads them on a schedule: Keep the lists up to date is on by default, and How often to re-read is 1, 6 (default) or 24 hours. Because they are read in one step that runs first and never blocks the other steps, a multibook outage never stops anything else from syncing (see multibook sync).

Every multibook code you choose on this page is picked from these lists, shown as code — name. If a code you saved earlier is no longer in multibook's list, it stays visible as code — not in the multibook list with an amber note, and the readiness panel at the top of the page lists it so you can pick another. Until a list has been read once, the field accepts a typed code (ANTE cannot check it yet).

When the refresh finds exact matches it also lists them as Links ANTE found for you: a fund account whose G/L account is the same as a multibook bank account's, and a tax code that has the same code in multibook. Each pair has a Link button, and nothing is linked until you press it. A fund account linked to a bank is what lets its collections and payments clear in multibook; the fund account's edit page offers the matching bank next to the multibook bank account field.

Employee reimbursement#

Filed and approved in decides which system runs the approval:

• ANTE — claims stay in ANTE: the filer's supervisor approves them, and ANTE posts the accounting entries. Nothing is sent to multibook automatically; an approved claim can still be sent by hand from the claim's Sync to multibook action. The expense document type set here is only used for that hand sync.
• multibook — claims are sent to multibook the moment an employee files them, and multibook's own approval route decides them. multibook posts the accounting entries, so ANTE posts none. Employees must link their own multibook account (My Profile → Connections) before they can file, and an expense document type is required here so filing has somewhere to go.

Employees never choose the fallback expense type themselves — it only steps in behind the AI and keyword coding described below. See Reimbursements for how both modes look to the people filing and approving claims.

Chart of accounts#

Keeps ANTE's chart of accounts in step with multibook after the first chart sync (run from multibook sync). ANTE reads multibook's change log — a small read — and copies over changes to the accounts it syncs (name, debit/credit, statement side, account type, the required-input settings, foreign-exchange revaluation, and deletions). New accounts are picked up within an hour, or as soon as someone opens the Chart of Accounts. Changes to things ANTE doesn't sync never trigger anything.

Watching starts after the company's first completed sync. A change found this way goes through the same safety checks as the Sync button — including pausing GL posting roles whose account changed. On the Chart of Accounts, the status line shows Watching for changes · checked <time>. Click Save changes in this card to apply.

Sending ANTE changes to multibook. The fields multibook also holds — name, debit/credit, statement side, the required-input settings, AR/AP foreign-exchange revaluation, and active — go to multibook a few seconds after a save, under the editor's own multibook account (link it in My Profile → Connections; ANTE asks before saving if it isn't linked). New accounts are created in multibook too; account codes there allow letters, digits and "-", at most 10 characters. ANTE-only fields (category, balance-sheet section, guidelines…) never leave ANTE. If someone changed the same field in multibook first, multibook's value is kept and the editor is notified. A change that can't be saved (multibook refused it, the link is missing, multibook is down after several tries) is listed on the Chart of Accounts with Retry and Discard.

Journal entries#

Nothing about journals is sent to Multibook until someone runs the journal step on Multibook sync. These settings govern what happens after that first sync.

The card has its own Save journal settings button and does not change the other cards. The Multibook sync button at the top of the page opens Multibook sync, where you start every sync.

Business partners#

Nothing is sent to Multibook until someone runs the business partners step on Multibook sync; the Multibook business partners page is where you review and link them. Afterwards ANTE keeps in step on its own: new clients and suppliers are created there, and later edits to name, email, phone and country are sent within a minute. Category, posting flags, TIN and anything else kept in Multibook are never changed from ANTE.

The card has its own Save partner settings button. The Business partners button at the top of the page opens Multibook business partners.

Items#

A variant parent (the template of an item that has variations) is not sent to Multibook, because it cannot be ordered there; its variations are sent under their own SKU. A template that was sent earlier stays in Multibook untouched and is never deleted: ANTE simply stops sending or updating it. The sync report lists such an item as held back, with the reason.

Nothing is sent to Multibook until someone runs the items step on Multibook sync. Afterwards ANTE keeps in step on its own. An item with the same code (SKU) in both systems is one item, and Multibook wins on its name, unit and category. Prices, stock, images, brand, description and the POS flags are never changed by the sync.

The card has its own Save item settings button, and Open the item list goes to the item list, where the Multibook column shows which items are linked.

Employees#

Lets employees become Multibook business partners in the employee category, so reimbursements and payments to them can be booked there. It is off by default, and only identity is ever sent: employee code, name, e-mail, phone and country. Government IDs, bank details and pay never leave ANTE.

Purchase orders#

Sets how ANTE purchase orders go up to Multibook. Nothing is sent until someone runs the Purchase orders step on Multibook sync. Multibook keeps its own approval; ANTE never approves an order there.

A warning lists what is still missing. An order that cannot be sent (supplier or item not linked, no site, no rate, and so on) is listed with its reason after the step runs. Once Multibook has approved an order or received goods against it, ANTE stops editing and voiding it.

Goods receipts#

A receipt of goods against a purchase order that exists in Multibook is sent as a Multibook goods receipt. It has the same push and watch switches and check interval as purchase orders, and one field, Goods receipt document type (a pick list of the item-movement document types your Multibook has, such as GR, GI and GT, read in with the reference lists; a goods receipt uses GR unless your Multibook files receipts under another, and a stored type Multibook no longer has is flagged in the readiness panel and stops the receipt before it is sent). Whether Multibook or ANTE posts the stock journal is decided under Who posts the books.

The card has an Item movements in Multibook button that opens a read-only list of the movements Multibook made itself (issues, transfers, adjustments, receipts). ANTE does not move its own stock for them yet. See Item Movements in Multibook.

Invoices#

Nothing is sent to Multibook until someone runs the invoices step on Multibook sync. A sales invoice goes up when it is sent, a vendor invoice when it is posted; cancelling or voiding reverses it in Multibook. Multibook posts the journal itself, so these vouchers are no longer sent as journals. Invoices made in Multibook come down as read-only ANTE invoices.

A warning under the grid lists what is still missing (document types, site, tax codes). The card has its own Save invoice settings button, and Open Multibook sync goes to the sync page.

Collections and payments#

A collection on a sales invoice, or a payment on a vendor invoice or purchase order, is sent to Multibook as a clearing that closes the open item there. The bank or cash side comes from the Multibook bank account each fund account is linked to, so link your fund accounts first (the Link fund accounts button opens them).

Foreign-currency settlements are held for now, because Multibook works out the exchange difference itself.

Who posts the books#

Once your company is connected, Multibook creates the journal entries for the documents it handles itself, and ANTE's own vouchers for those documents mirror Multibook's journal instead of being sent as a second posting. This card lists each family of documents and who posts it:

Change a family with its drop-down; ANTE asks you to confirm first. A change applies from today on and never rewrites anything already posted. Switch a family to ANTE sends its own journal only if Multibook is not also creating it, or the same document would be posted twice. You need access to treasury configuration to change this.

Rate books#

If the chosen Multibook rate book has no rate for the posting date, the document is still created with ANTE's own rate, and the document page shows a notice naming the rate type, the date and the currency pair.

ANTE reads Multibook's exchange-rate types into rate books named after them (for example Multibook D1). By default they are for information only and ANTE keeps booking with its own rates. For each use — Documents, Journals and Revaluation — you can choose a Multibook rate type. Once you choose a rate type for a use, that Multibook book supplies the default rate for the posting date: Documents covers foreign-currency invoices, vendor bills, credit and debit notes, collections and payments, Journals the rate the journal editor fills in when you fetch it, and Revaluation the closing rate of the period-end revaluation. Multibook's rates start on a date and hold until the next one, so the latest earlier rate is used, as long as it is within the days of rates ANTE reads. When the book has no usable rate for the date, ANTE's own rate is used instead and the journal editor tells you; nothing fails because of it. A use left on Keep ANTE's own rates changes nothing, and a rate you type by hand is never replaced. Rates already booked are not changed. Days of rates to read says how far back ANTE reads Multibook's rates (30 to 1,100 days).

Logins, departments and defaults worth knowing#

• Expense Reimbursement logins. When ANTE creates a login for an employee in Multibook, the password is generated and never shown or stored, so the employee cannot use that login until a Multibook administrator sets a password for it. The employee list marks such logins. Keep the option off unless you will set the passwords.
• Department = role group. The department on an expense claim is the Multibook department linked to the filer's role group. The default department in the Employee reimbursement card is only the fallback for people whose group is not linked.
• Item for rows without an item. In the Invoices card, free-text sales lines and account-only vendor lines (rent, utilities, services) are sent with the item you type there, because Multibook needs an item on every row. The row keeps its own description and account. As you type the code, ANTE checks it against the Multibook item list and says so when no active item has that code, so a typo shows up here rather than later as a refused invoice row. Saving is never blocked: the list may simply not be pulled yet. If you have not made such an item in Multibook, press Create it for me under the two boxes: ANTE creates ANTE-SALES and ANTE-PURCHASES in Multibook (looking first, so nothing is duplicated), chooses them for any side still empty, and never replaces an item you chose yourself.
• Default country. Optional in the Business partners card. A client or supplier with no country is created in Multibook with this country, else the Multibook company's own country (then PH). A new client or supplier has no country until you choose one. It is picked from a country list.
• Employees with a long HRIS code. An employee code Multibook cannot take as a partner code (longer than 10 characters, or with characters it refuses) is given a short code instead of being left out; the employee list shows it as short code.

Departments#

An ANTE role group is a Multibook department. Reading Multibook always links or creates role groups. The switch Create ANTE-only role groups as Multibook departments (off by default) also creates the role groups that exist only in ANTE as departments in Multibook, under the Department type you set; existing departments are never changed from ANTE, and Multibook wins on names.

Switching reimbursements to multibook-approved#

1. Go to Settings → multibook.
2. Under Employee reimbursement, set Filed and approved in to multibook.
3. Choose the Expense document type claims should be filed under.
4. Optionally set a Fallback expense type as a safety net for lines the AI and keyword matching can't resolve.
5. Click Save changes.

Setting the fallback expense type#

1. Go to Settings → multibook.
2. Under Employee reimbursement, choose a Fallback expense type, or clear it to leave lines uncoded when nothing else resolves them.
3. Click Save changes.

Setting the default multibook department#

1. Go to Settings → multibook.
2. Under Employee reimbursement → Departments, choose a Default department — this is sent on every pushed claim.
3. Always pick an actual (leaf) department, never a grouping level — multibook rejects claims mapped to a grouping level.
4. Click Save changes.

Writing an AI guideline for an expense account#

1. Go to Treasury → Accounting → Chart of Accounts.
2. Open the account behind the multibook expense type and choose Edit.
3. In AI guideline — when to use this account, describe the kind of spend that belongs to this account (for example, "Taxi, train, and other transport fares employees pay out of pocket").
4. Click Save.

The guideline is what ANTE's AI reads when it suggests an account for a new claim line, so the more specific it is, the better the AI's suggestions become. An accountant can still change any line's coding by hand — see Account coding.