Midoco´s Booking Journal Accounting Export is a CSV based accounting journal export. Most accounting tools out there doing the VAT/Tax reconciliation/MTD (Making Tax Digital) should be able to understand the file. Potentially it is only a matter of training the accounting tool where to find which information - once.

This Accounting Export can be gathered manually in Midoco Midoffice and will also flag the exported journals as being exported, so they will not be picked up again for an export.

Midoco Mode

Mode 1: Mode based on billing documents without accounting functionality

Mode 2: Invoice-based mode with accounting functionality

Mode 3: Mode based on billing documents with accounting functionality

Scope of this directive

Accounting

Description

How does it look like?

We comprised a example export for you taking a use case often seen with TMC´s across the globe. Please have a look to compare the use case and the Midoco Journals to the Midoco Booking Journal Export example: Midoco Booking Journal Export Use Cases and Example

Setup

In order for Midoco´s Helpdesk to do the setup for you we kindly ask for the following information:

• What does your accounting tool expect in terms of:
  • Text in quotes? Y/N
  • DOS line breaks (CR+LF) - Standard is CR only
  • Charset in the file - Standard is UTF-8
  • Empty fields? Do you want to get 'null' as a value or ' ' in such a case?
  • Column delimiter?  Standard is ','
  • D/C Indicator vs. positive/negative amounts
• which TAX/VAT/GST codes does your accounting tool expect?
  Please provide us a mapping along this line - if there are different Tax Codes per province/state within your country or other criteria for applying specific Tax Codes we would also need to know.

  Tax Type	Tax Percent	Tax Code
  Full Output Tax	15%	TAX1
  Full Input Tax	15%	TAX2
  Reduced Output Tax	5%	TAX3
  Reduced Input Tax	5%	TAX4
  Zero Rated Output Tax	0%	TAX5
  Zero Rated Input Tax	0%	TAX6
  Exempt from Output Tax	-	TAX7
  Exempt from Input Tax	-	TAX8

• Do you want to replace your individual accounts payable and accounts receivable found in Midoco by a specific GL account (per currency)?
• Do you want to suppress journals using specific accounts from being included in the export? If so, which are they?

Having all those pieces of information our Helpdesk can do the setup for you. You will get a notification once the setup is done and you are good to go.

Constraints

The date format in the export file is yyyy-mm-dd.

The default column delimiter is "," unless specified otherwise.

Database null values are reflected by " " unless specified otherwise (other option: "null").

Text is not in quotes unless specified otherwise.

The files char set is UTF-8 unless specified otherwise.

The line end is indicated by LF unless you opted for the DOS version of having CRLF.

The export file groups the journal lines by invoice number, journal Id.

The Accounting Export

Your role needs to have the permission to do the accounting export. There is an additional permission to get every journal related to invoice dates up to the export date. Without this extra permission the standard will export everything where invoice date < today.

Next please select the tab 'Accounting Export' and click the 'New' button on the left:

• Booking Month To → is usually your recent accounting period (if you are working on a financial year not starting on 01st JAN this is your accounting period and not the corresponding month in the calendar)
• Booking Year To → this is your financial year for which you want to export the data.
  • Note: you can extract journals only for one financial year which implies that if you need export data for multiple financial years you need to trigger individual exports per year. In such a case the Booking Month To for past financial years should be 12 (the last period of your financial year).
• Invoice Date To → depending on your permissions you may extract any journals where the transaction date is either up to today or yesterday
• Select Account → we do not recommend using this option. If used it would only extract journals related to the selected account(s). This option is not sensible to be used for the Midoco Standard Accounting Export
• Select Account Type → we do not recommend using this option. If used it would only extract journals related to the selected account types. This option is not sensible to be used for the Midoco Standard Accounting Export
• Comment → put anything in here that helps you identify the export later on. This comment will be shown in the list of already extracted exports in Export Comment.

Clicking on 'Create' Midoco fetches all the relevant journals and creates the export file asking you next where to store the CSV file on your local or network drive.

The CSV file columns are:

• Journal ID

• Invoice Date

• Invoice No.

• Debit Account

• Control Account Debit

• Credit Account

• Control Account Credit

• Currency

• Invoice Amount

• Tax Amount

• Tax Percent

• Tax Code

• Tax2 Amount

• Tax2 Percent

• Tax 2Code

• Description

• Due Date

• FCY Code

• FCY Amount

• FX Rate

• Cost Centre

• Cost Unit

• Debit Reference

• Credit Reference

• Travel Date

• Accounting Year

• Accounting Period

• Journal Creation Date

• Journal Creation Timestamp

• Journal Creation User ID

• Tax Reg. No.

• Reverse Charge Country

Once the export is done you will find a corresponding line in the Accounting Export tab in Midoco:

You find 

• the export ID 
• the export comment as you set it when triggering the export
• the export date
• the user who triggered the export 
• the number of journals covered in this export
• the checksum (totalling the absolute amounts of the journals contained in the export)

You can also revisit what was set as export criteria and you can download the file again (as it was created when exported first).

In the Booking Journal tab you can filter for the journals contained in a specific export file and you can also see in there that those journals were flagged as 'exported' which means they will not be exported again:

(the two columns promoted in the screenshot are usually found further to the right of the table. you can move columns to other place at your leisure.)

Should you have any further questions, please let us know by issuing a Helpdesk request.

Related pages

• Page: Hedging
• Page: Midoco Webservice Accounting Export
• Page: Accrual Commission
• Page: Accrual Purchase
• Page: Midoco Booking Journal Export