Important settings for connection to General Ledger

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

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

Before you start

You must set the matching accounting accounts in these places:

  • Relations — define whether the relation is a customer or a supplier based on the accounting account.
  • VAT — in Simple accounting, the last 2 digits of the VAT account are appended to the document account. To use the full VAT account as defined, put an asterisk (*) before or after the account.
  • Subcategories (optional) — accounts related to subcategories.
  • Documents — for each document type, set the accounting document code and account.
  • Payment methods — accounts related to the payment method.
  • Cash registers — set the cash registers that issue documents (Issuance = Yes).

Where to find the screen

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

Screen map (Connectivity)

  • Storage folder — directory where customer/supplier and transaction files are saved. Use the browse button to pick a folder.
  • Month on date — when enabled, the month is written in the last 2 digits of the accounting account.
  • Collection in paid — automatically creates settlement (payment) 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 IDs to skip in the export (comma-separated).
  • Selected documents — click the field to choose which document types to export. If empty, all apply (subject to period/filters).
  • Empty VAT ID — replacement value when a customer/supplier has no VAT number. These cases also appear under Inconsistencies.
  • Separator — field separator for CSV (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 2nd accounting account are taken from the document. Separate multiple VAT rates with a comma; the decimal separator is a period.
  • Payment method line ID — cash payment method line ID. If blank, cash means payment methods with settlement “Yes”. Separate multiple IDs with a comma.
  • Descending numbering — line numbering order for Analytic accounting.
  • Sign based on document — exported amounts follow the document sign (e.g. credit notes/returns as negative).
  • Accounting — Analytic or Simple.
  • Output format — on screen, Excel 97/2000/XP, CSV, or Open Document Spreadsheet (ODS).
  • Export of customers/suppliers/transactions — starts the export.
  • Inconsistencies — warnings during export (e.g. empty VAT ID that was replaced).

First steps

  1. Fill in accounts on Relations, VAT, Documents, Payment methods, and Cash registers.
  2. Open Connectivity and set the storage folder.
  3. Choose Analytic or Simple and the file format (usually CSV or Excel).
  4. Adjust optional fields (VAT mapping, exclusions, selected documents, etc.) as your accounting program requires.
  5. Click Export of customers/suppliers/transactions.

Tips

  • Tab settings are saved and restored next time.
  • If there are customers/suppliers without a relation, you get a warning that they will not be included.
  • Without a valid storage folder, file export does not proceed.

Related

For export file fields, see Export files for a General Ledger program.