What does this integration do?

In collaboration with Systems3000, we have developed an export/import process that will allow you to export all of your invoices for a batch, and import them directly into Systems3000's Accounting Application.  No more data entry double work!



How do I get this feature?

The feature is already available in BusPro - more on that below.  Systems3000 is rolling out an update today April 4 which includes the new feature.  If you are a self-hosted district, you'll need to reach out to Systems3000 Support to get the update.



What needs to be configured in BusPro?

In BusPro, like everything we try to develop, it can be done entirely by you - but please don't hesitate to contact us if you would like us to help with the setup!

  1. Head to System > System Setup > Integrations

  2. Click the "Plus" tab at the top to add a new integration.

  3. Check the box for Systems3000, and click Save Changes.

  4. A new tab will appear at the top for Systems3000.  Click the new tab.

  5. From here you'll need to enter the account numbers used for each Route Billing Type.  Please note that we provide the option to specify different account numbers for both the transportation fees separate from the administrative fees, but if you use the same account number for both (or multiple Route Billing Types), you can duplicate the same account number in these fields.

  6. You'll also need to provide the overarching GL Account Number.

  7. Click the Save Changes button when done.

  8. Lastly, please take note of the Payor Numbers note at the bottom of the screen.  You'll need to specify the Systems3000 Payor Number for each Member District in the system.  You can add these one at a time using a new "Systems3000" tab at the top of each Member District's screen.  Or you can contact support, and we can provide you with an Excel export of your Member Districts with a column to enter the Payor Numbers.  Once completed, send it back to us, and we can import it into the system


How do I use the integration?

Simple!  After you've completed the above steps, you will now see a new option in "Step 4" of the Billing and Invoicing Batch process called "Generate Invoice Export for S3K."  Simply click this button when you are ready to generate the file for Systems3000.



The systems will run through some checks of your batch first, and alert you of any issues.  Most issues will be warnings, meaning you can proceed, but there may be some data that cannot transfer over.


Click the Create Export button at the bottom, and a file will be downloaded to your computer.  We recommend you open the text file (it will open with Notepad or similar text editor) and verify there were no errors during the generation process.


When you are ready to import the file into Systems3000, simply open up the Accounting Application, click on the Receivables menu, and select Import Bills.  Follow the on-screen instructions to upload the file, and the system will create the bills based on your BusPro invoices!