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CifraHQ integration

CifraHQ integration

Overview

This screen connects ActivoHQ to the CifraHQ Accounting system so the journal entries generated by fixed Assets (acquisitions, depreciation, disposals, revaluations and so on) are sent automatically. The account administrator configures the endpoint, the company code and the authentication key here; once saved, ActivoHQ posts the Journal batches straight into CifraHQ's general ledger. If the endpoint is left unconfigured, the system runs in dry-run mode with no external calls.

How to get there

Side menu: Settings > Integration

Direct URL: /Settings/integration

Key concepts

Term Meaning
Endpoint The URL of the CifraHQ service that receives the journal entries (for example https://cifrahq.example/api/journals).
Cifra Company Code The company's identifier inside CifraHQ. It must match the code configured in CifraHQ exactly.
API Key The secret credential ActivoHQ sends on every request to authenticate against CifraHQ. It is stored securely.
Dry-run mode When Endpoint URL is blank, the upload processes run internally with no call to CifraHQ at all. Useful for validating the setup before switching the integration on in production.
GL account map The table tying each Accounting event type (Acquisition, Depreciation and so on) to the matching account code in CifraHQ. It is managed on the GL Account Map screen.
Journal batch A set of journal entries in Pending status that have not yet been sent to CifraHQ.
Accounting event type (GlEvent) The Accounting movement's category: Asset Acquisition, Depreciation, Disposal, Revaluation, Impairment or Transfer.

How to use it

Configure the CifraHQ connection

  1. In the side menu, click Settings and then Integration.
  2. In the Posting target (this company) section, complete all three fields:
    • Endpoint URL - enter the full address of the CifraHQ API (for example https://cifrahq.example/api/journals).
    • Cifra Company Code - enter the company code exactly as it is registered in CifraHQ.
    • API Key - enter the API key supplied by CifraHQ. The value is masked like a password.
  3. Click Save. The button reads Saving... while it processes; when it finishes, the notification "Integration Settings saved" appears.

Test the connection

  1. With the fields completed (or saved), click Test connection.
  2. ActivoHQ sends a test request to the configured endpoint.
    • If the connection succeeds, you see a success notification with the server's message.
    • If the endpoint is blank, ActivoHQ replies that dry-run mode is active (not an error).
    • If there is a network or authentication error, an error notification appears with the detail.

Validate the account map Coverage

  1. Click Validate.
  2. ActivoHQ checks two conditions:
    • If the endpoint is blank, it shows a Warning saying the system will run in dry-run mode.
    • For each Accounting event type with pending batches that has no GL account mapped in CifraHQ, it shows an Error.
  3. The Validation panel appears below the form:
    • If there are no problems: "No issues - ready to post."
    • If there are problems: a list of items with their severity (Warning or Error) and the descriptive message.
  4. Fix the problems flagged (configure the endpoint, or complete the account map) and click Validate again to confirm.

Running in dry-run mode

  • Leave Endpoint URL blank to run the uploads in dry-run mode (with no CifraHQ call). The screen states this: Leave the endpoint blank to run uploads in dry-run mode (no CifraHQ call).
  • In this mode, every posting process runs locally without sending any external data. Useful during implementation or testing.

Fields

Field Type Required Description Validation
Endpoint URL Text field No The URL of the CifraHQ API that will receive the entries. Left blank, the system runs in dry-run mode. No format validation on screen; it is checked by Test connection.
Cifra Company Code Text field Yes (for an active integration) The code identifying the company inside CifraHQ. Not validated on screen; it must match the record in CifraHQ.
API Key Password field Yes (for an active integration) The authentication credential issued by CifraHQ. The value is masked and never shown in clear. No length validation on screen; it is checked by Test connection.

Buttons

Button Action
Save Saves all three fields in your account's Settings. It is disabled while processing.
Test connection Sends a test request to the configured endpoint and shows the result in a notification.
Validate Runs the pre-upload checks and shows the Validation panel with any problems found.

Permissions

Available to users with access to the Settings module, as configured by your administrator.

Notes

  • GL account map: for the integration to work correctly, every Accounting event type producing pending batches must have an active record on the GL Account Map screen (/master/gl-account-map); see GL account map (CifraHQ). The available Accounting events are: Asset Acquisition, Depreciation, Disposal, Revaluation, Impairment and Transfer.
  • Dry-run mode: leaving the endpoint blank is a valid option during roll-out. No data is lost; the batches stay Pending until the endpoint is configured and switched on.
  • Security: the API key is stored alongside your account's Settings and is never shown in clear text in the interface.
  • Scope: the Settings apply only to the active company selected in your session. If your account manages several Companies, repeat the process for each one.

Troubleshooting

Symptom Likely cause Resolution
The Test connection notification shows an authentication error (401 / 403). The API Key is wrong or has expired. Ask the CifraHQ administrator for a new API key, update the field and click Save.
The Test connection notification shows a network or timeout error. The Endpoint URL is wrong, or CifraHQ is unavailable. Verify the URL with the CifraHQ team and make sure the service is up.
The Validation panel shows errors like "No GL account map for Depreciation". No active account map exists for that event type in the current period. Open the GL Account Map screen and add or activate the record matching the event named.
The Validation panel shows the warning "No CifraHQ endpoint configured - uploads run in dry-run mode". The Endpoint URL field is blank. Enter the CifraHQ endpoint URL and click Save.
Clicking Save shows an error notification. A communication error with the ActivoHQ server. Reload the page and try again. If the problem persists, contact technical support.

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