BizCortex documentation

Take over accounting

Chart of accounts, the trial balance as opening balance, open items as legacy documents, booking batches as drafts, and bank statements.

Accounting has the groups Accounts, Opening balances, Open invoices, Open bills, Bank statements and Booking batches. The opening balance and the open items are posted on the cut over date; if it is missing, the app asks for it.

The app reads the chart of accounts (SKR03 or SKR04) from the header of a DATEV export or recognises it by account numbers and names. If neither works, it asks which chart of accounts your previous accounting used.

Who can use this

  • Owner and Admin

Steps

  1. 1. Accounts

    A chart of accounts list or the DATEV account labels yield one record per account with account number, name and account type. A missing account type is taken from the nearest account of the standard chart. If your company has no chart of accounts yet, the standard chart is created first when you apply. Existing accounts get the old name, new accounts are created.

  2. 2. Opening balance

    The trial balance (Summen und Saldenliste) yields one record per account with its balance on the cut over date, debit positive and credit negative. The app reads a balance column with S and H marks, the columns Saldo Soll and Saldo Haben, or the opening value plus debit minus credit. Subtotals and zero balances are left out. Applying creates a single posted entry "Eröffnungsbilanz (Datenübernahme)" on the cut over date.

  3. 3. Open items

    The open items list or the DATEV OPOS export yields open invoices (receivables) and open bills (payables), each with its customer or supplier. The app recognises the side by a column for the type, by the personal account (10000 to 69999 customers, 70000 to 99999 suppliers) or by the file name. Lines paid in full are left out.

  4. 4. Booking batches

    A DATEV booking batch becomes one record per file with the number of bookings, the period, the turnover and the chart. Applying creates draft entries; nothing is posted. Check and post the drafts under Finance, draft entries.

  5. 5. Bank statements

    CAMT.053, CAMT.052, MT940 or a bank CSV yield your company's bank account (recognised by its IBAN, in the group Bank details) and a bank statement. Applying imports the transactions into that bank account; transactions that already exist are skipped.

Fields and options

Income and expense accounts

Their balances are summed in the opening balance and posted to the profit carried forward account (SKR03 0860, SKR04 2970).

Accounts 9000 to 9009

The carry forward accounts of the old system are left out of the opening balance.

Not balanced

If the balances do not add up to zero, the app asks whether to post the difference to the carry forward account 9000 or to upload a corrected list. Without that decision no unbalanced opening balance is posted.

Legacy document

What a taken over open item is called in BizCortex. It keeps its historic number and date, and no new number is drawn. Only the open amount is posted on the cut over date; the part paid in the old system counts as paid.

What a legacy document can do

Payments, cash discount, payment reversal and, for invoices, dunning work as usual; for bills also SEPA transfers. PDF, sending, e invoice and credit note are not available for legacy documents, and they cannot be edited. The original document is in the archive.

Tips

  • Why 9008 and 9009: the trial balance shows receivables and payables as one total each. In BizCortex they should be single open invoices so you can match payments and send reminders. So that nothing is posted twice, the opening balance posts the total of the receivables to 9008 (carry forward, customers) instead of the receivables account, and the total of the payables to 9009 (carry forward, suppliers). Every open item then posts its open amount between the receivables account (SKR03 1400, SKR04 1200) and 9008, or between 9009 and the payables account (SKR03 1600, SKR04 3300). When the open items match the trial balance, 9008 and 9009 end at zero, and the receivables and payables accounts show exactly the sum of the single documents.
  • If the open items do not match the trial balance, a question names the difference. It stays on 9008 or 9009 and the result shows it as a warning. Take over the open items anyway or check the list.
  • If the transfer contains no open items, the balances stay directly on the receivables and payables accounts.

Good to know

  • One opening balance is posted per transfer. To change it, undo the group; the entry is reversed and you can apply again.
  • An account of the trial balance that exists neither in your chart of accounts nor in the group Accounts is created when its account type is known. Otherwise the opening balance fails with the note to take over the chart of accounts first.
  • Open items in a foreign currency are not taken over. The document number must not exist yet, for bills not for the same supplier, and the open amount must not exceed the invoice amount.
  • Undo: the opening balance and the open items are reversed, not deleted, as long as nothing uses them; an open item with a payment or a dunning notice stays. An imported bank statement is removed as long as none of its transactions is reconciled. Draft entries are deleted as long as they are drafts. Created accounts are deleted as long as nothing was posted to them; renamed ones get their old name back.

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