Midoco´s Standard Accounting Export is an XML 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 Midoco Standard Accounting Export can be gathered manually in Midoco Midoffice or you can fetch it using our webservice.

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

XSD

genericJournal.xsd

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 Standard Accounting Export example:

Midoco Standard Accounting 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:

• does your accounting tool expect
  • positive/negative amounts for an account ID  OR
  • positive amounts only and in addition a D/C (Debit/Credit) indicator
• 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 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

• does your accounting tool expect any kind of identifier (receiverId) in order to accept the file?
• please create a CRM profile not only for your clients but also for your suppliers making sure that the field 'Direct Creditor' is filled with the suppliers account payable.

Please kindly ask the Midoco Helpdesk to also assign the module 'module CRM/Crm_Export_Required' to your Midoco Org. Unit.

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.

Manual Export vs. Webservice

A user can trigger the accounting journal export at any time in the Midoco application (details below).

In case you want to extract the Midoco Standard Accounting Export using our webservices we recommend to do a webservice training with us first. There are things to consider like:

• which user triggers the webservice export (technical user?)
• webservice authentication incl. MFA (Webservice Multi-Faktor-Authentifizierung MFA)
• how to trigger the export via webservice

For further details on the Webservice Export please get in touch with our Helpdesk Team.

Manual 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 files packed into a .zip archive. Once finished you are prompted another dialogue asking you where to store the zip-archive on your local machine or your network.

Your accounting tool can  - depending on its capabilities - now pick up the zip-archive to unpack it´s content your you will need to unpack the zip first before uploading the individual files into your accounting tool.

The individual files are (if no use case present for a specific file it will not be contained in the zip-archive):

(meaning of the bold C in the file after MID = Client / S in the file after MID = Supplier)

• MIDCONTACTS
  • containing all your newly created/changed accounts receivable and accounts payable
    • Note: when creating or changing suppliers in Midoco Order Master Data and being prompted a message whether you want to create or update the supplier in CRM you will need to go or 'Yes'/'OK', else the suppliers will be missing from that file and not be submitted to your accounting tool
• MIDCINVOICES
  • containing all the client (accounts receivable) invoices
• MIDCCREDITNOTES
  • containing all client (accounts receivable) credit notes
• MIDSINVOICES
  • containing all your suppliers (accounts payable) purchase invoices and also purchase accruals
• MIDSCREDITNOTES
  • containing all your suppliers (accounts payable) purchase credit notes and also purchase accrual reversals
• MIDCPAYMENTS
  • client payments allocating your sales invoices and sales credits
• MIDSOUTPAYMENTS
  • payments to your suppliers for purchase invoices and purchase credits
• MIDJOURNALENTRIES
  • any other type of journal not covered by one of the files named above

Further detail on the files content can be found in the XSD.

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

You find 

• the export ID (also found in the exported files):
  
• the export comment as you set it when triggering the export
• the export date
• the user who triggered the export (in case of a webservice export this will show the user triggering the webservice 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