BizCortex documentation

Start a transfer and upload files

Set the cut over date and the previous software, upload files, folders and ZIP archives, and know which files the app reads and where the limits are.

A transfer starts with two details. The cut over date decides from when your accounting and payroll continue in BizCortex; usually it is the start of a fiscal year or a month. The previous software helps to recognise the exports. You can change both at any time.

Then you upload the files. Folder names are kept, so you can upload the filing of the old system as it is. ZIP archives are unpacked on the server. Every file is checked for viruses and stored in its own area of Docs that only Owner and Admin can see.

Who can use this

  • Owner and Admin

Steps

  1. 1. Create a new transfer

    Click "New transfer" in the sidebar. Enter a "Name", for example Moving from DATEV. Choose the "Cut over date" and under "Previous software" one or more options: DATEV, Lexware, sevDesk, Personio, Excel, Paper or Other. Click "Continue to upload".

  2. 2. Upload files

    Drag files, folders or a ZIP archive onto "Drag files, folders or a ZIP here", or click "Choose files" or "Choose folder". While uploading, the page shows "Uploading: x of y files".

  3. 3. Read refused files

    After the upload the page reports how many files were accepted and how many were not. Every refused file has its reason, for example that it is too large or already in the transfer.

  4. 4. Follow the reading

    The files are read in the background. The progress shows "x of y files read, n records found". You can leave the page and come back later.

  5. 5. Go on

    Click "To the overview" to see the groups found, or "Answer n questions" when questions are open.

  6. 6. Change the settings

    Under "Settings" you change the name, the cut over date and the previous software and click "Save".

  7. 7. Delete a transfer

    Click "Delete transfer" and confirm. The uploaded files and all proposals are deleted. This is only possible while nothing from the transfer has been applied.

Fields and options

Company

Commercial register extract and articles of association, as PDF or scan.

People

Staff list and payroll journal as tables; employment contract, payslip and employee record sheet as PDF, scan or Word file.

Customers, suppliers and products

Customer list, supplier list and product list as tables, and the DATEV export of customers and suppliers (Debitoren/Kreditoren).

Accounting

Chart of accounts as a table or DATEV account labels, trial balance (Summen und Saldenliste), open items list (also the DATEV OPOS export), DATEV booking batches and bank statements as CAMT.053, CAMT.052, MT940 or bank CSV.

Other documents

Invoices, contracts, tax notices and everything else. Invoices at most propose the customer or supplier; the other documents are filed in the archive.

Tables

CSV, XLSX, XLSM, TXT and TSV. The old Excel format XLS is not read; save such tables as XLSX or CSV.

Tips

  • Upload exports as the old system produces them. The app recognises DATEV exports, CAMT and MT940 by their format and lists by their column names, without any AI.
  • Split combined files before uploading. A document is read for exactly one person: if a PDF holds the payslips of several employees, only the first person is found.
  • Upload more files to the same transfer later. Confirmed instructions to the assistant also apply to files read later.

Good to know

  • Each transfer takes at most 2,000 files and 2 GB, and a single file may be at most 100 MB. A table may have at most 50 MB and 100,000 rows. Your company's storage quota counts as well.
  • ZIP archives are unpacked up to two levels deep, including ZIP archives inside ZIP archives. Encrypted files, links and entries with an unsafe path are refused one by one; system files such as __MACOSX, .DS_Store and Thumbs.db are skipped. An archive with an unusually high compression ratio is refused as a whole because it could be harmful.
  • Programs and scripts are not accepted, and every file goes through the virus scanner. If the scanner is unavailable, upload the file again later.
  • A file with exactly the same content is accepted only once per transfer.
  • Payslips, employment contracts, employee record sheets, payroll journals and staff lists are confidential. They carry a lock in the file list and are visible only with the permission for personnel data.
  • An AI reads documents such as PDFs and scans. If no AI service is set up for your company, these files fail with a note; structured exports and lists with known column names are still read.

Related

  • Check files and map columns

    Read the status of every file, change a kind that was recognised wrongly, map the columns of a table and read files again.

  • Answer questions

    Resolve conflicts, fill in missing values, confirm unsure details and decide policy questions, one question at a time.

  • Give the assistant instructions

    Change many records with one sentence: skip, approve, set values, map columns or set the cut over date, always with a preview and a confirmation.

  • Archive, personnel file and privacy

    Where the uploaded files are kept, how the AI reads them, who sees confidential documents, and how the files are filed in the GoBD archive and the personnel file.

  • The Data transfer app

    What a transfer is, how your files become records, and why nothing is written to your data before you approve it.