Export files for a General Ledger program

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

Who uses it: a user who periodically sends files to the accountant or to an external accounting system.

Before you start

  • Accounting accounts are set on Relations, VAT, Documents, Payment methods, and Cash registers.
  • You have configured the Connectivity options (see the related settings article).
  • You have chosen a valid Storage folder (unless you export to the screen only).

How to export

  1. Open Income / Expenses / Reports → Connectivity tab.
  2. Under Accounting, choose Analytic or Simple.
  3. Choose format: on the screen, Excel 97/2000/XP, CSV file, or 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.

Customer/supplier file fields

  • Company name
  • Customer/supplier code
  • Accounting account (from relations)
  • VAT number
  • Tax office ID
  • Tax office name
  • Address
  • Occupation
  • VAT regime (1 = normal, 2 = reduced, 3 = exempt)
  • Area
  • City
  • Post code
  • Phone
  • FAX
  • Tax obligation flag
  • Unique ID
  • Country / country code
  • Relation type (customer/supplier, etc.)

Transaction file fields (Analytic)

  • Transaction sequence number
  • Movement code (issue or receipt from cash registers)
  • Date
  • Paid / unpaid 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
  • Movement description
  • VAT number
  • Unique document number
  • Series + number description
  • Document type
  • Tax obligation flag
  • Total before VAT / VAT
  • Movement type (e.g. clearing, purchases, sales, cash)
  • Payment title / VAT title
  • Country, and recipient/assignor VAT/country where available

Simple accounting

With Simple accounting, the transaction file is more compact (net amount, VAT amount, general counterparty account, etc.), suitable for simpler ledger layouts.

Everyday use

  1. Set the period/filters in the app 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 (e.g. credit notes) to match the ledger.
  • If the ledger needs different VAT codes at the end of the account, use VAT rates in accounting.

Related

For all screen options, see Important settings for connection to General Ledger.