How do I export my data for financial accounting with billwerk?

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1. The configuration of the financial accounting accounts

First configure the accounting accounts. To do this, go to the area

Settings > Accounting > Accounts and make the desired settings.

Please note that only account options for which transactions already exist are displayed here for the settings.

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If you want to issue receivables with customer accounts, you must have assigned the debitor IDs for your customers or have billwerk assign them automatically. You can find the settings for this under Settings > Accounting > Debitor IDs.

Save the settings you have made.

Please note that if you change the account assignment, postings that have already been exported and are affected by this change are automatically corrected. billwerk creates a reversal posting against the previous account and a new posting with the changed account assignment.

Posting "drafts" - i.e. postings that have not yet been exported - are not affected by this.

2. the posting journal

Under the menu item Activities > Accounting > Postings you will find all postings automatically generated by the billwerk system. The generation takes place approximately once per minute. You can find the last time at which postings were generated directly under the heading.

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By selecting the "from" and "to" dates, you restrict the period for which the postings are listed.

The posting list contains the following fields:

Field name Description
Posting Date

The posting date of the respective posting.

For postings that are subsequently entered for a period that is already closed, the "ideal" posting date (that which would be the posting date if the period were still open) is displayed in parentheses after the actual posting date.

Seq. Id

The sequential posting number of the fixed postings.

Postings are fixed as soon as they have been assigned to an export. As long as this has not been done, "(Draft)" is displayed in this column instead of the posting number.

Posting Kind

The type of posting. There are the following types of postings:

  • Receivable Gross (gross sales revenue)
  • Receivable Net (net sales)
  • Receivable VAT (sales tax)
  • Payment (Payment)
  • Deferral (PRAP)
  • Resolved Deferral (resolved PRAP)
Account, Contra Account The accounts addressed by the posting.
Amount The amount posted.
Document Number The number of the document (invoice number or credit memo number) to which the posting is linked.
Text The posting text.

 


3. the financial accounting export

When postings are exported, they are fixed (persisted). A posting can only be assigned to one export. All changes that are made after the export of a posting and that affect this posting - for example, changing the account configuration - lead to adjustment postings.

To create an export of financial accounting data, go to Activities > Accounting > Financial Accounting Exports.

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After you have clicked the "Create Export" button, a small dialogue will appear where you can set the export date and the format of the first file(s) of the export. If you confirm the selection, the creation of the export is started. All posting records that have not yet been assigned to an export and whose posting date is less than or equal to the key date are assigned to the new export.

Note: If postings from previous months are found, a separate export file is created for each of these months. This makes it easy to see which postings belong to which period.

In this context, please also note the "Monthly closing" function.

Note: If you have been using billwerk for a long time and start an export for the first time after the update to the new accounting export, billwerk automatically generates individual exports for all past months. For each month, a corresponding file is created in the selected format, which then contains the corresponding postings. The "old" export files are still available in the Activities > Accounting > Legacy files area.

If you have created an export, you will see it in the list of exports.

In this list, the name, the creation date and the number of assigned postings are displayed.

If you click on an export line, further information on this export is displayed in the detail area:

Field name Description
Export date The date on which the export was created.
Posting groups The number of posting groups contained.
Postings The number of assigned postings
Posting period The period that the assigned postings are assigned to.

 

All files generated for export are listed in a separate area.

Several files can be generated for one export. This is useful, for example, if you have added or changed additional information to the postings and want to generate a new version of the file with the same postings but changed additional information.
You can also simply create and download another file in a different format. However, the posting data contained in the export cannot be changed.

The list of files contains the date, the format and a version number - followed by the download option.

You can create a new export file with the option "Create file" at the bottom of the detail view.

Please also see our billwerk.tutorial on this topic.

 

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