Accounts Gateway®
Seamless, real-time integration between your MRP/ERP system and your accounting software. Eliminate double keying of data, keeping your financial data consistent across your entire business.
What is Accounts Gateway®?
Accounts Gateway® is a Web API that connects your MRP or ERP system with your accounting software, enabling them to share data automatically and in real time. It eliminates the manual transfer of financial information between systems, saving your team hours every week and removing the errors that come with manual data entry.
Instead of your team creating customers in two systems, manually posting invoices, or logging into the accounts package to check credit limits, Accounts Gateway® handles all of this behind the scenes. Your systems stay in sync, your data stays accurate and your team can focus on running the business.
Accounts Gateway® is the recommended accounting integration for 123insight users and is featured on 123insight’s own website as their preferred solution for connecting with Sage, Xero and Access Dimensions.
Compatible accounting systems
Sage 50
Full integration including customer and supplier synchronisation, sales and purchase invoices, credit notes, credit limits, on-stop status, aged debt, outstanding invoices, unallocated payments and comprehensive credit control rules.
Sage 200
Full integration with the same comprehensive feature set as Sage 50, including credit limits, on-stop status and credit control rules. Designed for businesses using Sage 200 as their primary financial management platform.
Access Dimensions
Full integration including customer and supplier synchronisation, invoices, credit notes, credit limits, on stop status, aged debt, outstanding invoices and unallocated payments. Credit control rules are fully supported.
Xero
Integration with Xero’s cloud based accounting platform, including customer and supplier synchronisation, sales and purchase invoices, credit notes, and exchange rates. Please note that Xero does not currently support on stop status or disputed invoice tracking within its API, so these features are not available with the Xero integration.
What data does Accounts Gateway® handle?
Accounts Gateway® manages the full range of financial data that flows between your manufacturing or business management system and your accounting software:
Customers and Suppliers
Name, address and account details are automatically synchronised between systems. Create or update a record in one system and it is reflected in the other.
Sales Invoices & Credit Notes
Invoices generated in your MRP/ERP are pushed directly into your accounting package, ready for posting and payment tracking.
Purchase Invoices and Debit Notes
Purchasing data flows between systems automatically, keeping your payables accurate.
Aged Invoices and Debt
Both customer and supplier aged debt information is available in your MRP/ERP, giving your team visibility without logging into the accounts package.
Unallocated payments Payment information that has not yet been allocated to specific invoices is clearly displayed, supporting accurate reconciliation.
Credit limits and on-stop status
Your team can see a customer’s credit limit and on-stop status directly from the MRP/ERP, preventing orders from being processed for customers who have exceeded their limits (Sage 50, Sage 200, and Access Dimensions).
Exchange rates
Currency exchange rate data is synchronised for businesses operating with multiple currencies.
Reference Numbers
Sales order numbers, purchase order numbers, and despatch note numbers flow between systems, maintaining full traceability across your operation.
Built in credit control
Accounts Gateway® includes comprehensive credit control rules that automatically check a series of conditions at both order placement and despatch, taking the appropriate action if any rules are violated. This gives you a safety net that prevents orders from slipping through when they should be held.
You can configure the following checks:
On stop check — is the customer currently on stop in your accounting system? If so, the order or despatch can be blocked or flagged for review.
Credit limit proximity — is the customer’s current balance close to their credit limit? You define the percentage threshold and orders are flagged when the customer approaches it.
Overdue invoice check — does the customer have any undisputed invoices that are significantly overdue? You define the number of days and orders are flagged when overdue debt exceeds your tolerance.
These rules are fully configurable to match your business’s credit policies and they apply automatically without your team needing to manually check the accounts system before processing each order.
Note: Credit control rules are available for Sage 50, Sage 200 and Access Dimensions. Xero does not currently support on stop or disputed invoice tracking through its API.
Key benefits of Accounts Gateway®
Automated Accounting
Every accounting task that you currently perform manually between your MRP/ERP and your accounts package is automated. Customer creation, invoice posting, credit note processing, payment tracking all happen automatically, in real time, without anyone re-keying a single figure.
Immediate Time Savings
The time your accounts team currently spends transferring data between systems is freed up the moment Accounts Gateway® is configured. For most businesses, this means hours saved every week. This is time that can be redirected to more valuable financial analysis, credit management and business development activities.
Error Reduction
Manual data entry between systems is where errors happen. A wrong figure, a transposed code or a missed invoice. These mistakes cost time and money to identify and correct. Accounts Gateway® eliminates this risk by transferring data precisely and consistently, every time.
Flexibility to Change
Because Accounts Gateway® supports Sage 50, Sage 200, Xero and Access Dimensions, you have the freedom to switch accounting packages without breaking your integration. Your MRP/ERP continues to communicate through Accounts Gateway®, only the gateway’s configuration changes, not your wider system setup.
Secure Data Transfer
All financial data is transmitted securely between systems, with comprehensive logging that provides a full audit trail of every transaction. You have complete visibility and traceability of what data has been transferred and when.
How It works
Accounts Gateway® is a Web API that sits between your MRP/ERP system and your accounting software. Information is pushed and pulled between the two systems via a series of API calls, all handled automatically without any manual user intervention.
Your MRP or ERP system communicates with Accounts Gateway® through a standardised interface. The gateway then handles the translation and data exchange with your specific accounting package. This architecture means your business system does not need to know the internal workings of Sage, Xero, or Access Dimensions, it simply talks to Accounts Gateway® and the gateway handles the rest.
Who is Accounts Gateway® for?
Accounts Gateway® is designed for any business that runs an MRP, ERP, or business management system alongside a separate accounting package and needs the two to share data. The most common scenario is a manufacturing or distribution business using 123insight for operations and Sage, Xero, or Access Dimensions for finance.
However, the product is not limited to 123insight users. Any system that can communicate with a Web API can use Accounts Gateway® as its bridge to Sage, Xero, or Access Dimensions. This includes custom applications, e-commerce platforms and other business management tools.
Frequently Asked Questions
How long does it take to set up Accounts Gateway®?
For standard configurations with supported accounting packages, setup is typically completed within a few weeks. This includes installation, configuration for your specific systems, testing and handover. We work with you to schedule the setup at a time that minimises disruption to your operations.
Do we need to install anything on our server?
Accounts Gateway® operates as a web API. The specific installation requirements depend on your setup and we handle the full configuration and deployment as part of the setup fee. Our team ensures everything is correctly installed and tested before handover.
What happens if our accounting software is updated?
We maintain Accounts Gateway® to ensure compatibility with supported accounting platforms. When Sage, Xero, or Access Dimensions release updates, we test and update the gateway as needed. For clients on the monthly subscription, minor version upgrades are included.
Can we switch from one accounting package to another?
Yes. This is one of the key advantages of the Accounts Gateway® architecture. If you decide to move from Sage 50 to Access Dimensions, or from Access Dimensions to Xero, only the gateway configuration needs to change. Your MRP/ERP system continues to communicate with Accounts Gateway® exactly as before. A new configuration and setup fee applies for the new accounting package.
Is Accounts Gateway® only for 123insight users?
No. While Accounts Gateway® is the recommended accounting integration for 123insight and is widely used alongside that platform, it can be used with any system capable of communicating with a Web API. If you use a different MRP, ERP, or business management system, Accounts Gateway® can still serve as your integration layer to Sage, Xero, or Access Dimensions.
What support is included?
The monthly subscription includes ongoing maintenance, compatibility updates and access to our support team. Our proactive monitoring systems detect issues automatically and we often resolve problems before you are aware of them. If you need changes to your configuration or want to add additional databases, our team is here to help.
Built and supported in Dorset
Accounts Gateway® is developed and supported by Solweb from our offices in Ferndown, Dorset. We provide direct, UK-based support for all Accounts Gateway® clients, with the technical knowledge that comes from having designed and built the product ourselves. Whether you are based in Bournemouth, Poole, the South Coast, or anywhere in the UK, you are dealing directly with the team that built the product.
Ready to automate your accounts?
For a £1095 setup fee and from just £125 per month, you can eliminate the double keying, reduce errors and free your accounts team to focus on higher value work. Get in touch to discuss your setup and we will have you up and running in weeks.