Under this tab of Invoices, you can manage, edit and perform an Accounting export inside your GolfSuite.
Please consult your accounting-team for the chart of accounts (booking references). These references are variable and may or may not follow recommended standards.
You can define an Accounting export for each Seller.
___________________________________________________________________________________________________________________
Important Note
Received payment is always positive - the Tax is always negative.
Voided payment is always negative - the Tax is always positive.
___________________________________________________________________________________________________________________
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.
Getting Started
Tick the box next to Accounting to switch dialog windows:
Once switched, you can define:
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
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.
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.
This opens up one of 2 dialog windows:
This one is notifying you, that you are missing a Number Generator.
So we have to define one. Please ask the Support-Team to set it up correctly, providing the “Last Number” 324, for instance, to generate Personal Accounts beginning with the number 324).
Afterwards, select it when configuring your Accounting export:
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.
Afterwards, you may check your customer for the given Account Number.
You can always override existing Account Numbers, in case you are not satisfied with your the number of the Personal Accounts, or the accounting team needs it to be adjusted.
In doing so, all Personal Accounts will be overridden with either the new Number Generator’s format, or the Default number you define.
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.
Adding Payment Account Numbers
Under the sub-tab “Payment Method Assignments”, you can add and set the Account Number of your payment methods.
← Let us try to use the “Export Transactions” - Button
We get the following error message:
You will always be notified in case something is still missing for the system to perform the Accounting export. Our system will make sure everything is in order.
We are still missing an Account Number for DomCard. So we need to add this.
Once all payment methods are assigned a specific Account Number, the exclamation mark notifying you of missing Account numbers will disappear.
Product (Main) Category Assignments
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.
You can also define a set booking reference for each product under Articles.
You can not proceed without assigning each Seller’s Product Category a specific Booking Reference.
Please note that each article also needs to be ordered precisely to the category you need it to be in. Our system will export the data according to your settings.
Product Main Category Assignments are optional, but should still be defined.
Accounting Export
Once everything is set up, you can either Export Personal Accounts or Export Transactions correctly.
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:
Clicking on the button “Export Personal Accounts” will download a file with every Personal Account which has been used during this set time period - E.G. the Personal Accounts in use.
In this scenario, we force another Accounting Export because we realized the Booking References went wrong. Simply set the tick next to “Force” to export a timeframe again, which has already been exported. We also want to Export the Cash Register, so we set the tick next to “Export Register”.
Clicking on the button “Export Transactions” will begin the Export Transaction process.
In both cases you will download a file which can be uploaded (either .BMD or .DATEV) into your accounting software.
This process will also be shown in the upper left corner of your screen, if you click on the cog-symbol:
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:
You may set up the Automated Export once very setting is adjusted and correct.
Since accounting is a very delicate matter, please make doubly-sure you have entered the correct information so your accounting team can work well with the exported file.
Please do not hesitate to contact the Support-Team in case you require any assistance.
Set the FTP Hostname (Servername), the FTP Username, the FTP Password, the Report type and the Mail Recipient.
Set the number (how often this should reoccur) for the Frequency Unit (once per Month is shown).
Define Last Run (optional) and the Next Run which is to be scheduled.
Once you click on the button “Activate Automated Export” and the settings are correct, the Automated Export is set up.