General
Before exporting can take place, several elements need to be in place. VAT codes must be configured, prices must be set, and general ledger accounts must be linked to the pricing rules.
The diagram below shows how the general ledger accounts flow through the system.
| General ledger flow: | Debtors | Object debtor ledger account | Reservation total line | Invoice total line | Export total line |
| General ledger flow: | Debtors | Combination debtor ledger account | Reservation total line | Invoice total line | Export total line |
| General ledger flow: | Debtors | Subscription debtor ledger account | Invoice total line | Export total line | |
| General ledger flow: | Debtors | General setting debtor ledger account | Invoice total line | Export total line | |
| General ledger flow: | Prices | Pricing schema price ledger account | Reservation detail line | Invoice detail line | Export detail lines |
| General ledger flow: | Prices | Option price ledger account | Reservation detail line | Invoice detail line | Export detail lines |
| General ledger flow: | Prices | Discount price ledger account | Reservation detail line | Invoice detail line | Export detail lines |
| General ledger flow: | Prices | Invoice line template ledger account | Invoice detail line | Export detail lines | |
| General ledger flow: | Prices | Subscription price ledger account | Invoice detail line | Export detail lines | |
| General ledger flow: | Prices | Commission price ledger account | Invoice detail line | Export detail lines | |
| General ledger flow: | VAT | Export VAT lines |
A brief explanation of the above: in several areas of the configuration, default general ledger accounts can be defined. These accounts are used during automatic price calculations of a reservation. Although optional, a general ledger account becomes mandatory when finalizing an invoice. However, it is practical to also configure general ledger accounts at the price rule and object level. Because the price rule already contains a ledger account, this account is included in the price calculation of a reservation. When an invoice is created from that reservation, the general ledger account will also appear automatically on the invoice lines.
Export process
The export process consists of several steps. The diagram below provides an overview.
| Financial administration export overview | Customers | Start | Filter context - customer | Export file customers | Import debtors | End |
| Financial administration export overview | Invoices | Start | Filter context - invoice | Export file invoices | Import | End |
| Financial administration export overview | Invoices | Start | Filter context - invoice | Export file journal lines | Import | End |
To import financial information, a debtor must exist in the accounting system. This requires a connection between customers (also referred to as: members, participants, or contacts) and the accounting system. Depending on the number of changes, this import/export must be performed. If there are no changes, this step can be skipped. The general process is as follows: in i-Reserve a filter must be created. This filter generates results. These results are exported in a format (XML, Excel, CSV) supported by the accounting system. The file is then imported into the accounting system.
Wherever the documentation refers to a general ledger account, it always means the combination of account number and indicator. The indicator can be CR = credit or DB = debit.
