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Important Note on exported files
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Configure Accounting
There are several steps you have to take before you can do an Accounting export. We will go through with these, one by one, so you can set it up the way your accounting team needs it.
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Personal Account Number Generator - A number generator you can utilize for Personal Accounts of your customers, in case each of your customers needs a distinct number. You need one defined, but you do not need to utilize one.
Default Personal Account Number - If you decide to generate Personal Account Numbers, but want to use a specific Number for each customer, the number defined here will be used.
Default Register Account Number - The accounting number for your cash register’s Cash book.
Principal id - Needed for DATEV-Accounting Exports. Else leave it blank.
Adviser id - Needed for DATEV-Accounting Exports. Else leave it blank.
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Already existing Personal Account numbers from you accounting team can only be imported by Nexxchange or be entered manually for each customer. |
Once set up, you will notify exclamation marks appearing next to your seller. Hovering over them reveals an infobox, clicking on them will lead you directly to the issue.
As we can see, we still have to set up booking references for products and we are missing Payment Accounts.
Either click directly on the exclamation mark notifying you of said occurrence, or on the corresponding symbol to proceed setting up the Accounting Export.
Adding Personal Accounts
← By clicking on this symbol, you can start the process to Generate Personal Accounts.
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This opens up one of 2 dialog windows:
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This one is notifying you , that you are missing a of a missing Number Generator. So we have to define one.
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Please ask the Support-Team to set it up correctly, providing the “Last Number”, 324 |
for instance, to generate Personal Accounts beginning with |
said number, plus the format you need (e.g. 00XXXX). |
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Afterwards, select it when configuring your Accounting Export:
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If you click on the same icon again, a new dialog window will be shown. You may generate individual Personal Accounts, or define a Default Number for each customer, without using the Number Generator.
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Afterwards, you may check your customer for the given Account Number.:
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You can always override existing Account Numbers, in case you are not satisfied with your the number of the given Account Number of you customer’s Personal Accounts, or the accounting team needs it to be adjusted.
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You can also manually edit each entry.
In doing so, all Personal Accounts will be overridden with either the new Number Generator’s format, or the Default number you define.
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Please be aware, if you already have existing Account Numbers, they need to be added manually or may be imported with a .csv-file. Contact the Support-Team for more information. |
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You have the option to either add a booking reference per main category, set a specific one for all main categories or define a booking reference for each product category individually.
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You can also define a set booking reference for each product under Articles. These take priority over any defined Product Main Category/Product Category Booking References! |
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You can not proceed without assigning Booking References. Please note that each article also needs to be ordered precisely to the Product Category you need it to be in for the Product Category’s Booking Reference to be considered. Our system will export the data according to your settings. Product Main Category Assignments are optional if you use Product Categories, but should still be defined. There might be Product Categories you created in the meantime, or specific articles should be booked directly under the Main Category’s Booking Reference. |
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Once everything is set up, you can either Export Personal Accounts or Export Transactions correctly.
Available data formats are:
BMD
DATEV
SAFT
Export Personal Accounts
← Click on this symbol to Export Personal Accounts. A new dialog window will open:
Export Transactions
← Click on this symbol to Export Transactions. A new dialog window will open:
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This process will also be shown in the upper left corner of your screen, if you click on the cog-symbol:
Once done, you can check under the sub-tab “Transaction Export History” Export Date and the timespan:
Activate Automated Export
← Click on this symbol in case you want to set up an automated Accounting Export. This will open up a new dialog window:
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You may set up the Automated Export once every setting is adjusted and correct. Since accounting is a very delicate matter, please make doubly-double sure you have entered the correct information so your accounting team can work well properly with the exported file. Please do not hesitate to contact the Support-Team in case you require any assistance. |
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