Books and statements as PDF, Excel and CSV
The catalogue of accounting exports, the available parameters, the preview before download and the characteristics of each format.
The Exports tab gathers all the documents you can produce from a company file: statutory books, financial statements, VAT documents, third-party statements, fixed asset schedule and raw data. Each statement exists as PDF for handover and archiving, as Excel for working, and as CSV for data exchange.
The catalogue
Exports are classified into six groups.
| Group | Statements |
|---|---|
| Accounting books | Journal book, Purchases journal, Sales journal, Financial journals, Miscellaneous operations journal, General ledger |
| Financial statements | Trial balance, Balance by period, Balance sheet and income statement, Annual accounts (NBB model) |
| VAT | VAT summary by grid, VAT return, Annual listing of VAT-registered customers, Intra-Community listing |
| Third parties | Third-party file, Customer balance, Supplier balance, Aged customer balance, Aged supplier balance, Third-party history |
| Fixed assets | Schedule of fixed assets and depreciation |
| Data | Chart of accounts, List of vouchers, Audit trail |
Exporting a statement
- Open the Exports tab and check the fiscal year shown at the top of the screen, with its status Provisional or Final.
- If you only want part of the year, fill in the From and To dates in the Period block. Without dates, the whole fiscal year is exported. Exports that take the period into account are marked with a calendar. The Whole fiscal year button clears the dates.
- Complete the parameters specific to the statement if necessary (see the table below).
- Click Preview to display the PDF in the viewer, or Download and choose the format.
| Parameter | Statements concerned |
|---|---|
| From account, To account | General ledger (optional account range) |
| Journal | Journal books, to limit the export to one journal |
| Third party | Third-party history |
| Return number | VAT return |
| Year | Annual listing of VAT-registered customers |
| Period | Intra-Community listing (month or quarter) |
| As of | Third-party balances and aged balances |
| Scheme, General meeting date | Annual accounts (NBB model) |
In the desktop applications, the Always save to Downloads option avoids the location dialog for every export. Turn it off to choose the destination folder each time.
What each book contains
- Journal book: the entries by journal then by voucher number, with their lines (account, description, third party, debit, credit), the total per voucher with a balance check, the totals by period and by journal, then the centralising journal (totals by journal and by month).
- Purchases journal and Sales journal: an invoice register, that is one line per voucher with the base and the VAT by rate, the total including VAT and the VAT number of the third party, followed by the detail of the entries.
- Financial journals: for each financial account, the opening balance, the entries and the closing balance.
- General ledger: by account, the balance brought forward, the lines with lettering and running balance, the totals and the balance.
- Trial balance: opening balances, movements of the period and closing balances, with subtotals by class.
The books are paginated with totals carried over: the last line of a page is "Carried forward", the first line of the next page "Brought forward". Each book ends with a Checks section: missing numbers by journal, unbalanced entries, dates outside the period or outside the fiscal year, reversed entries.
The three formats
| Format | Characteristics |
|---|---|
| A4 portrait or landscape depending on the statement, repeated table headers, identification header of the company file and footer with issue date, author, pagination, status and fingerprint. | |
| Excel (.xlsx) | One sheet per section (per journal for the books), title rows showing the company file, the statement, the period, the status and the fingerprint, frozen header, numeric amounts with two decimals, negatives in red, totals in bold. |
| CSV | UTF-8 encoding with BOM, semicolon separator, decimal comma. Opens directly in a French-language version of Excel. |
Language of the documents
Documents are issued in the language of the company file. Failing that, the language of the user applies. Four languages are available: French, Dutch, English and German.
Preview and confidentiality
The PDF preview goes through a signed link valid for 15 minutes, issued for the logged-in user. After that time, run the preview again. Every export generated, including a simple preview, is recorded in the audit trail of the company file with its fingerprint.
Exports are generated by the server at the time of the request: they require a connection. In offline mode, the export buttons are unavailable.
Limits to be aware of
- Exports are limited to 30 downloads per minute per user. Beyond that, wait a few seconds.
- The standard audit file (SAF-T) is not produced. The CSV files of the full dossier allow a check by extraction.
- The VAT PDFs are documents for checking and archiving. The file to submit remains the Intervat XML, generated from the VAT tab.