With the Twinfield integration, you link your Artwin Live account to your Twinfield administration. Artwin Live transfers invoices to Twinfield, keeps track of which invoices have been synchronized, and can automatically process fully paid invoices in Artwin Live.
You can find the connection via Account settings > Integrations and AI > Twinfield. Only the logged-in account owner can connect, reconnect, or disconnect the link.
Linking Twinfield
You need an active Twinfield account and API access to the administration you want to work with. Click on Link Twinfield and complete the authorization in Twinfield. After linking, you will see the linked Twinfield company, the administration code, the Twinfield cluster, and the time of Last synchronized.
Click on Refresh connection when you want to retrieve administrations, VAT codes, general ledger accounts, or sales journals from Twinfield or check the connection. First, select an administration and save the settings; then refresh again to load the VAT codes. With Reconnect Twinfield, you reauthorize the connection. Choose Disconnect if you want to stop the connection for this account.
General settings
Select the Twinfield administration in which you want to book sales invoices. Then set the Debtor code prefix, the Number of digits in debtor code, the Sales journal, and the Debtors general ledger account.
- Register payment on invoice: as soon as Twinfield indicates that a synchronized invoice is fully paid, Artwin Live creates a payment line for the remaining amount on the invoice. If you turn this off, Artwin Live will not process payment statuses from Twinfield as payment on the invoice.
- Send payment confirmation: sends the set payment confirmation from Artwin Live after the payment on the invoice is registered. This option is only available when Register payment on invoice is enabled.
- Use delivery date as Twinfield period: leaves the invoice date unchanged, but books the financial transaction in Twinfield in the period of the delivery date.
General ledger accounts and VAT
Under General ledger accounts you choose which general ledger account Twinfield should use for the transferred invoice lines. The general account is the default account and is also used when no account is chosen for a specific type.
With Advanced, you can choose a separate general ledger account per type of invoice line:
- Gross fee, Artist fee, Booking fee, Additional costs, and Production fee can be assigned separately.
- Buma, CLC-Vecta and Deposit can also be assigned separately when these line types appear on your invoices.
- Separate revenue account per artist: open the desired artist, go to Advanced and fill in the general ledger account under Administration for Revenue GBR. This account takes precedence over the Twinfield setting for linked invoice lines with a gross fee, artist fee, or booking fee. If you leave the field empty, Artwin Live will use the general account or the account of the relevant fee type.
Under VAT, you link Twinfield VAT codes for High, Low, 0%, EU, and International. These VAT codes must be loaded and set before you can synchronize invoices.
Revenue distribution
With Revenue distribution, you move revenue lines after booking to the period of the linked booking. Enable the option and choose a Intermediary account for revenue distribution.
The revenue distribution only applies to invoice lines that are linked to a booking and whose performance period is later than the Twinfield period of the invoice. Lines without a linked booking, or with a booking in the same or an earlier period, remain unchanged.
Setting up Document Imaging
With Document imaging, you can open the original invoice PDF from Artwin Live from a financial booking in Twinfield. Open the chosen sales journal in Twinfield, allow Free text field 1, and add the link that Artwin Live displays under Document imaging.
When synchronizing, Artwin Live saves a secure invoice token in Free text field 1. Twinfield uses that token in the set link to open the correct PDF.
Synchronizing invoices
When synchronizing, debtor and invoice data are sent to Twinfield, including customer data, invoice lines, amounts, and VAT. Artwin Live uses the invoice number as a reference and also includes the invoice date and due date. Lines with a zero amount are not sent.
An invoice is automatically sent to Twinfield when you send it from Artwin Live for the first time, as long as the link is active and the invoice has not been synchronized with Twinfield before. You can also open a sent invoice and choose Sync to Twinfield from the actions.
Artwin Live automatically checks the payment status of synchronized Twinfield invoices. If you want to check the payment status yourself, open the invoice and choose Synchronize Twinfield payment status. If the invoice is fully paid and Register payment on invoice is enabled, Artwin Live processes the payment and sends the payment confirmation, if set.
On the invoice, you can see under Twinfield whether the invoice has been synchronized. When the synchronization fails, the error message is displayed there. Therefore, check the debtor, invoice lines, VAT, and settings before synchronizing.
Good to know
Manual check: even when automatic payment processing is enabled, you can manually refresh the payment status of an individual invoice via Synchronize Twinfield payment status.
Invoice data: the link is focused on transferring Artwin invoices to Twinfield and reporting fully paid invoices. Changes you then make directly in Twinfield to the financial booking do not automatically return to the invoice lines in Artwin Live.