Export ASCII files for accounting software

From the Connectivity tab you export customers/suppliers and transactions for import into a third-party general accounting program.

Who uses it: a user who regularly sends files to the accountant or to the external accounting software.

Before you start

  • Accounts are set in Relations, VAT, Documents, Payment methods, and Cashiers/Positions.
  • You have configured the options on Connectivity (see the related settings article).
  • You have chosen a valid Storage folder.

How to export

  1. Open Income / Expenses / Reports → Connectivity tab.
  2. In Accounting choose Analytic or Simple.
  3. Choose the format: on the screen, in Excel 97/2000/XP, in CSV file, or in Open Document Spreadsheet.
  4. Click Export of customers/suppliers/transactions.

These files are created in the storage folder:

  • customers.xls / customers.csv / customers.ods — customers/suppliers
  • transactions.xls / transactions.csv / transactions.ods — transactions

If you choose “on the screen”, a preview/print opens without saving a file (a valid storage folder is still required).

Customer/supplier file fields

  • Company
  • Customer/supplier code
  • Accounting account (from relations)
  • VAT ID
  • Tax office code
  • Tax office name
  • Address
  • Occupation
  • VAT status (1 = normal, 2 = reduced, 3 = exempt)
  • Region
  • City
  • ZIP
  • Telephone
  • FAX
  • Tax submission obliged
  • Unique ID (A/A)
  • Country / country code
  • Relation type (customer/supplier, and so on)

Transaction file fields (Analytic)

  • Transaction A/A
  • Movement code (issuance or receipt from cashiers)
  • Date
  • Redemption / non-redemption code (based on payment method)
  • Accounting document code (from documents)
  • Document number
  • Series
  • Accounting account
  • Debit amount
  • Credit amount
  • Line description
  • MYF quantity
  • MYF amount
  • Customer/supplier code
  • Transaction description
  • VAT ID
  • Unique document number
  • Series + number description
  • Document
  • Tax submission obliged
  • Total before VAT / VAT
  • Movement type (for example offsetting, purchases, sales, cash)
  • Payment title / VAT title
  • Country, and recipient/assignor VAT ID and country (where available)

Transaction file fields (Simple)

With Simple accounting the transaction file is more compact. Typical fields include:

  • Transaction A/A
  • Movement / issuance type
  • Date
  • Counterparty code
  • Description
  • Series / document number
  • Accounting account (with VAT digits where applicable)
  • Net amount
  • VAT amount
  • General counterparty account
  • VAT ID
  • Redemption / non-redemption code
  • Payment title / VAT title
  • Country (where available)

Everyday use

  1. Set the period/filters in the application as usual.
  2. Check folder, format, and Analytic/Simple.
  3. Export and review the Inconsistencies list.
  4. Take the customers.* and transactions.* files for import into the accounting program.

Tips

  • For CSV, the Separator must match what the accounting program expects (often ;).
  • Sign based on document changes amount signs (for example credit notes) to match accounting.
  • If accounting needs different VAT codes at the end of the account, use VAT rates in accounting.

Related

For all screen options, see Important settings for accounting software export.

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