Invoice Export Presets

Overview

Flex's custom invoice export presets present an easy and streamlined process of exporting data from OfficeRnD to any accounting system. You can set a default date format, choose specific properties and make deep customizations for your accounting software and specific needs.

Contents

Create An Export Preset

Follow the steps below to create an invoice export preset:

1. Navigate to Settings/Billing Settings/Export Settings. The grid contains a list of presets with the Columns, Date Format, and Starting Line Number listed for each.

Note: You can click on View All under Column to see a list of all the columns in the preset.

2. Click on the blue Add preset button in the top right corner of the screen and choose Invoice Preset.

add inv preset but.png

In the newly opened window, the following details and settings are available:

General Details tab

add preset with summr.png

1. Name - This will be the title of the preset. You will be able to choose the preset from a drop-down menu in the Billing > Invoices > Export window.

2. Date Format - Enter your preferred date format, dividing the days (DD), months (MM), and year (YYYY) with a hyphen (-). 

3. Custom Line Numbering - here, you can change the initial number of the LineNumber column in the .CSV spreadsheet file. Note: The LineNumber column adds alternative numbering for the exported items.

4. File Header - an additional header that may be added before the exported content in the .CSV spreadsheet file.
Note: You can add more than one additional headers by separating them with a comma.

5. (optional) Show Credit Note / Overpayment values as positive numbers - If your accounting system is set up to turn positive values into negative ones when importing data, the following error may occur:

The accounting system expects positive data, but it receives negative data. Therefore, it attempts to turn the negative data into negative and inadvertently returns positive data (as in algebra, - + - = +). This setting helps to prevent such errors.

6. Summarize data - check this to export invoices with line items summarized by invoice data or revenue account so that they can be imported into your accounting system. E.g., in case of two meeting room line items, the export will show only one line item for the meeting room with summed numbers.

When this option is enabled, you can open the Columns tab and add all 32 columns for summarizing invoice data in bulk. You can then make the changes needed for your accounting software. You can learn more about the Columns tab below.

32 columns.png

Columns tab

Columns tab.png

The Columns section is where you can click on the + button and select the specific columns from the drop-down menu that you want to include in the .CSV export file. You can also rename each column by entering a custom name in the New Title field. Click the + button again if you want to add more columns.
Note: The contents of each column from the drop-down menu are explained here at the bottom of the article.

The Add Columns with Fixed Values section lets you add an additional column to the .CSV file with repeating values in each row e.g. you need a VAT column where each row says 20%. Instead of you having to add the column manually in a spreadsheet editor, OfficeRnD will do it for you.

Custom Values tab

Here, you can rename the columns showing the document type (Invoice, Credit Note, Overpayment) to something else. For example, your account software expects a column called SC instead of creditNote. This tab lets you rename it in the exported file.

Custom V.png

Using Export Presets

To use the newly created preset, follow the steps below:

1. Go to Billing & Products/Invoices.

2. Select the invoices you want to export.

3. Click the Export button in the top right corner of the screen.
export paym but.png

4. Choose Export Invoice Data, select the file format (CSV or PDF), and click Next.

ex pres step 1.png

5. Select Use Custom Presets and choose the preset from the drop-down menu.

step 2 ex pres.png

6. Click Export Invoice Data and save the file.

Clone Presets

It is possible to clone export presets. This is useful in cases where you'd like to generate an alternative version of an existing preset without having to re-enter the original data.

1. Go to Settings/Billing Settings/Export Settings.
2. Click on the cogwheel symbol next to the preset you want to clone.
3. Choose 'Clone' from the menu.
4. Make changes (if necessary) and click 'Add'

 

Delete Presets

Repeat steps 1 and 2 above but choose Delete from the menu.

Column Properties

Was this article helpful?
2 out of 2 found this helpful
Was this article helpful?

Comments

0 comments

Please sign in to leave a comment.