Important settings for accounting software export

To export data to a third-party general accounting program, first set the accounting accounts in the master files, then set the export options on the Connectivity tab.

Who uses it: an accountant or a user who prepares files for import into an external accounting program.

Before you start

Enter the matching accounting accounts in these places:

  • Relations — you decide if the relation is a customer or a supplier based on the accounting account.
    Relations
  • VAT — in Simple accounting only the last 2 digits of the VAT account are used; they are appended to the end of the document account. If you want the full VAT account, put an asterisk (*) before or after the account.
    VAT
  • Subcategories (optional) — accounts related to subcategories.
    Subcategories
  • Documents — per document you set the accounting code and account.
  • Payment methods — accounts related to the payment method.
    Payment methods
  • Cashiers/Positions — set the cashiers/positions that issue documents (Issuance = Yes).
    Cashiers/Positions

Where to find the screen

Open Income / Expenses / Reports and open the Connectivity tab.

Screen map (Connectivity)

  • Storage folder — folder where customer/supplier and transaction files are saved. Use the browse button to choose a folder.
  • Month on date — if enabled, the month is written into the last 2 digits of the accounting account.
  • Collection in paid — automatically creates payment/settlement lines in the export.
  • VAT rates in accounting — maps VAT rates so they match the accounting program. Example: 13|15,24|53 (separate multiple rates with a comma).
  • Exclude relations — relation codes to skip in the export (comma-separated).
  • Selected documents — click the field to choose which documents to export. If empty, all documents apply (based on period/filters).
  • Empty VAT ID — replacement value when the customer/supplier has no VAT ID. These cases also appear in the Inconsistencies list.
  • Separator — CSV field separator (default ;).
  • Redemption / Non-Redemption — movement codes for paid and unpaid documents (default 001 / 002). They must not be the same.
  • 2nd account VAT — based on this VAT, the 2nd accounting document code and the 2nd accounting account are taken from the document. Separate multiple VAT values with a comma; the decimal separator is a period.
  • Payment method line ID — cash payment-method line ID. If empty, cash means payment methods with settlement “Yes”. Separate multiple IDs with a comma.
  • Descending numbering — line numbering in Analytic accounting.
  • Sign based on document — export amounts follow the document sign (for example credit notes/returns as negative).
  • Accounting — Analytic or Simple.
  • Output format — on the screen, Excel 97/2000/XP, CSV, or Open Document Spreadsheet (ODS).
  • Export of customers/suppliers/transactions — starts the export.
  • Inconsistencies — list of warnings during export (for example an empty VAT ID that was replaced).

First steps

  1. Fill in accounts in Relations, VAT, Documents, Payment methods, and Cashiers/Positions.
  2. Open Connectivity and set a valid storage folder.
  3. Choose Analytic or Simple and the file format (usually CSV or Excel).
  4. Set optional fields (VAT mapping, exclusions, selected documents, and so on) as required by your accounting program.
  5. Click Export of customers/suppliers/transactions.

Useful tips

  • The tab settings are saved and restored the next time you open the screen.
  • If there are customers/suppliers without a relation, a warning appears that they will not be included.
  • Without a valid storage folder the export does not continue (even if the format is “on the screen”).

Related

For the export file fields, see Export ASCII files for accounting software.

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