How do I generate and export accounting entries ?

If the Office Maker Business software has been correctly configured, the different activities such as the creation of invoices, payments and credit notes for debtors or creditors can be the object of accounting entries that you can recover in your accounting software.

For greater transparency, the transfer of data to an accounting program is done in three steps: the first step is the Accounting Preparation; the second step is the Export of the data; and the third step is the import of the exported data into the accounting software.

The first step generates a series of records in the Preparation of accounts file (accessible via the Others menu), containing all the data necessary to create the export file. The data in question is extracted mainly from the Invoices, Payments and Credit notes files of the Debtors and Creditors modules.

1. Generate the accounting entries

To carry out the accounting preparation, click on the Generate entries button at the bottom of the main window or call the Action>Generate entries command. You will be presented with a dialog box.

The option Documents not exported yet is checked by default. Office Maker searches for documents that have never been exported in all the files indicated, as long as they are checked.

If you prefer to proceed chronologically, choose the option From... To... and specify the start and end dates.

The option Current Selections allows you to process only the documents you have selected beforehand. The number of selected records is then indicated for each file.

If you have carried out the Accounting Export normally following the previous Accounting Preparation, the existing records will be eliminated if the Delete previous entries option remains checked.

If it is not checked, the entries generated will be added to the previous ones, which is useful if you prefer to carry out the Accounting preparation in several stages.

At the end of the operation, the program will display the following dialog: "Mark documents as exported?"

By clicking on the OK button, the records that have just been subject to the Accounting Preparation will be considered as having generated entries. This prevents them from being exported by mistake a second time during the next accounting preparation (provided that the option Documents not yet exported is checked).

If you choose Undo, the documents are not marked as exported, but the records generated in the Accounting preparation are not deleted.

2. Exporting the generated entries

After having carried out the Accounting preparation, you need to export these documents. Simply choose the Export command from the File menu.

To obtain a file to be imported into Office Maker Finance, choose the Office Maker Exchange format and click on the Export button.

The Text format allows you to prepare a file for other software than Office Maker Finance. Ask Micro Consulting for more information.

Give a name to the file that will be created on the disk, choose its location and click on Save. Once the operation is finished, the exported file is represented by an icon on the disk. All that remains is to import it into the accounting software.

3. Import the entries into the accounting software

If you are using Office Maker Finance, choose the Import command from Entries file. Select the Office Maker Exchange format and click on the Import button, then simply point to the file created in the previous step.

See the Office Maker Finance reference manual if you need more information.