Export/Import

In this procedure you can export and import accounting data.

In Sweden this takes place using SIE files (types 4E and 4I). Where SIE-type 4E – Transactions contains complete information on the chart of accounts, balances and voucher records. This file format can be used to export the journal postings for the year to a program for transaction analysis. SIE-type 4I – Transactions only contain voucher records. The file format is used when a preliminary system, for example, a payroll or invoicing program, is to generate an accounting order to be loaded into the accounting program.

The fields available in the procedure depends on which type of operation has been selected in the Type field.

Accounting data refers to for example vouchers, balances, opening balances, chart of accounts, budgets, and forecasts.

For SIE export the procedure uses default settings configured in the Settings for export/import procedure.

Norwegian SAF-T (Standard Audit File – Tax) is a standard format for export of different types of registers and bookkeeping transactions in XML format.

The SAF-T export require that certain is registered in the system. Otherwise the file cannot be exported or it is invalid. The following data is concerned:

  • All persons in the Personnel records must be registered with first name and last name.
  • All VAT codes must be connected to Standard VAT code (SAF-T).
  • The accounts need to be connected to the correct SAF-T Standard account in the Chart of accounts procedure.
  • The setting called Detailed posting has to be activated for invoice and payment integrations in the Voucher number series/Journals procedure.

The primary purpose of SAF-T is to:

  • Function as export format for accounting data upon request from the Norwegian tax authority, accountants, and other parties.
  • Function as a filing format for the necessary accounting information for those who are liable to keep the accounts according to the Norwegian accounting legislation.
  • Function as a format to migrate data when you change bookkeeping/accounting software.
  • Function as a format to migrate data to other financial systems.

Work flow in the procedure

First you should make sure that you are working in the correct accounting year. Then you select which operation to perform: Export or Import. You then configure different settings for the export or import. You execute an export or import by using the buttons Export or Import on the toolbar in the procedure. These buttons become activated when a correct file path/file name has been entered. When you make an import, the Import rules window opens where you can decide how different items should be imported to the system. After you have finished this step and clicked on Import, a dialog is displayed showing the result of the import.

When you make an import, the Import rules window opens for you to have the chance to decide how different items should be imported to the system. The system tries to match voucher series and dimensions. If the system does not succeed, you can do this manually.

Voucher number series

The upper box is only used if you have chosen to import vouchers. In the box you see/enter links between voucher number series in the file and voucher number series in the system. You can also see/enter how many vouchers exist in the file per voucher number series. If the same series exist in the file as in the system, this will be suggested. In case voucher number series are completely missing in the import file then you must always do the linking manually.

For each series in the file the following options exist in the Import column:

  • Yes, voucher no. from file (default) – if voucher number for the series in question exists in the file, that voucher number will be created at the import. This option might mean that the import at a later stage will cause messages saying the import failed because the voucher number already exists in the system.
  • Yes, voucher no. from file, skip voucher when a clash occurs – if voucher number for the series in question exists in the file, that voucher number will be created at the import. This option might mean that the import will skip vouchers which are already recorded in the system. This option can be useful if you continuously import SIE files where each import also contains vouchers already imported. In those cases only new vouchers added since the previous import will become imported.
  • Yes, next available voucher no. – This option (and the No option) are the only options you can select if the file does not contain any voucher numbers. Even though the file contains voucher numbers you can still choose to take the voucher number from the next available voucher number in the system instead. The latter might be useful if you for example obtain an SIE file with closing record vouchers from the accountant where he/she has used the same series and voucher number which have already been used. Then this option can be used to import the vouchers, as an alternatives to entering them in a separate voucher number series.
  • No – This option means you completely skip importing the vouchers in the number series in question.

It is allowed to enter the same voucher number series on several rows. But during the import you risk receiving an error message about the voucher number clashing. To the far right in the box there is a column containing a button which you can use to display errors/warnings per voucher number series. There might be more than one error/warning within the same series if:

  • The period is closed (warning)
  • The period is locked (error)
  • The voucher series is locked (error)
  • There are vouchers belonging to another accounting year (error)
  • The same voucher number occurs several times (error)

Warnings/errors recognize what you have entered in the Import column. If you choose the No option all warnings/errors, if any, will disappear. If you change from Yes, voucher no. from file to any of the other options, the warnings/errors will take this into consideration.

DimensionsClosed Dimensions are used by large companies in their accounting in order to divide up activities and make it easier to track internal results. An account is a dimension, although large companies usually use the dimensions cost center (CC), cost unit (CU) and project. In addition to these you can create other dimensions in Monitor ERP based on your own operational follow-up.

The system recognizes which dimensions exist in the file. These are displayed and are automatically matched against the dimensions existing in the system. If the dimensions do not become matched, you must do this manually. In the Import column you can determine if the dimension should be imported. This will then also apply to transactions/balances/budgets for the dimension in question. In the Create missing code column you can choose if the system automatically should create dimensions that are missing in the system. The dimensions will in that case be registered in the Dimensions procedure. If you choose not to create the dimension, imported transactions that have this dimension code in the import file will be registered without having a dimension code in Monitor.

By using the Preliminary vouchers list type in the Voucher list procedure, you can in an easy way see all of your preliminary vouchers.