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Vilogi accounting integration
If your account is connected to Vilogi, each closed session can be posted to your accounting ledger as one journal entry per lot. The Vilogi column and sync icon on Closed Session show and control this. Bills, readings and emails are never changed by a Vilogi action. If the column is missing, Vilogi is not set up for your account; ask your administrator.
Before a session can be posted
Every lot owner in the session must be linked to a Vilogi account. Check this in Manage Address Book, in the Vilogi column:
| Address Book shows | Meaning | Fix |
|---|---|---|
| Linked | The owner matches a Vilogi account | Nothing |
| No account code | The owner has no account code | Enter the account code |
| Account code did not match | No Vilogi account has that code | Check the code for typos |
Owners are matched to Vilogi by a site-level sync that your administrator runs. If posting is blocked, the window lists the lots to fix. Posting is all-or-nothing: if one lot is not ready, nothing in the session is posted. After fixing, post the whole session again.
Session status (Vilogi column)
| Status | Meaning | What you can do |
|---|---|---|
| Not Configured | Vilogi is not set up for this account | Nothing |
| Not Scheduled | Never posted | Post to Vilogi |
| Syncing | Being processed, normally a few seconds | Wait, or Cancel Pending |
| Synced | Every lot is posted | Reverse Vilogi postings |
| Error | At least one lot failed to post, even if others succeeded | Retry the failed lot (see below), or reverse the session |
| Cancelled | Posting was cancelled before anything was sent | Post to Vilogi again |
| Reversed | Everything posted was reversed in Vilogi | Post to Vilogi again |
| Voided | The session was rolled back | Nothing. Voided sessions are never posted |
| Reversal pending | The session was rolled back but some entries are still posted | Retry Vilogi reversal |
Posting a session
- After you schedule a Bill email (from the post-close window or from the Email icon in Closed Session), a window asks whether to also post the session to Vilogi. Choose Post to Vilogi, or Not now. The email is scheduled either way, and Notice of Consumption emails do not ask.
- You can also click the sync icon on a session’s row at any time and choose Post to Vilogi, then confirm.
- A message shows how many entries were queued and skipped. Sessions already posted are skipped, so posting twice is safe.
Cancelling a pending post
While a session reads Syncing, Cancel Pending stops entries that have not yet been sent. Entries already sent cannot be cancelled; reverse them instead. Posting again later picks cancelled entries back up.
Reversing a session’s postings
Use this when the ledger needs to be cleaned up but the bills are fine: the session’s entries are removed from Vilogi and any not yet sent are cancelled.
- Click the sync icon on the session’s row.
- Click Reverse Vilogi postings and confirm. This is available for Synced, Error and Syncing sessions.
- A message shows how many entries are being reversed and how many were cancelled. “Nothing to reverse” means there was nothing posted.
- The reversal runs in the background. The list refreshes after a few seconds and again after a minute. If the session still reads Synced after several minutes, click the button again (it is safe to repeat) and contact support if it keeps happening.
- Afterwards the status reads Reversed. Fix the problem, then Post to Vilogi again.
If a warning lists lots that “were posted before automatic reversal was supported”, those cannot be reversed automatically. Reverse them manually in Vilogi.
Fixing one lot
Open the session’s readings (eye icon) and expand a lot’s details to see its Vilogi entry: status, external ID, error and retry count. The lot’s Actions column can offer:
- Retry (circular arrow) for a Failed entry, up to 3 attempts. The error text usually names the missing field, for example a lot owner account code or site Vilogi id.
- Reverse entry (undo arrow) for a Synced entry. This posts a real reversal in Vilogi and cannot be undone. Posting that single lot again afterwards is not available from this screen.
Rolled-back and corrected sessions
A rollback reverses the Vilogi postings for you. An invoice correction reverses the original entry and posts the corrected one. Voided bills are never posted to Vilogi. See 6. How to roll back a closed session? and 7. How to correct an invoice?
Owner emails that differ from Vilogi are covered in Reviewing email mismatches with Vilogi.
If something looks stuck
Vilogi updates finish in the background, so refresh after a minute before trying again. A session that still reads Synced or Reversal pending after several minutes, or a message that mentions lots “synced before reversal data was tracked”, needs support.