XIMPORT export of accounting data

A1 proofreading not yet effective for this page. In the meantime, you can ask any questions on the forum.

Most companies with fewer than 50 people have outsourced accounting, carried out by an external accounting firm using specialized accounting software.

Gestan is interfaced with all major accounting software on the market.

It is therefore capable of generating an export file, in the native format of your accounting department's software: the latter will therefore not have to do any re-entry to have your data in its own software.

Gestan generates all accounting movements according to the rules of double entry accounting.

The following export formats are available:

• XIMPORT very common generic format, used in particular by CIEL / EBP / SAGE (.txt file)
• SAGE Coala (.txt file)
• CEGID Expert (Excel Ledger - Format 2) (.xls file)
• APISOFT Winapi Huit (.txt file, with “;” separator)
• CER France POMO Accounting (.txt file)
• QUADRATUS QuadraCompta (.txt file)
• WINFIC V2.10 and + and WINSIS (Fiducial) (Ecriture.win file)
• W-DIAMANT Accounting (.xls file)
• ISTEA Accounting (.xls file)
• EBP V3 for Windows (.txt file)
• Legal tax (FEC) (.txt file)
• IBIZA Accounting SaaS (.csv file)
• CADOR DORAC (.txt file)
• ISTEA 2016 (.txt file)
• CIEL Compta Evolution (.txt file
• ACD SuiteExpert (.xls file)
• ISACOMPTA from Agiris/Isagri (.ecr)
• ISACOMPTA from Agiris/Isagri V13.60 (.ecr)
• PRESTIGE of COGESER (.xls)

In order for the allocation of entries in the chart of accounts accounts to be as perfect as possible, it is important to correctly configure the imputations, and, if necessary, the accounting liaisons specific.

It is recommended to establish this setting in coordination with your accountant.

//Access: Accounting → Export → Export XIMPORT //

The Generate button extracts data for the specified date range. You can use the Filter area to specify the account (e.g. 411), accounts (e.g. 61*), or account range (e.g. 61-62) that interests you. You can also filter the export for a specified Journal.

Use the context menu of the screen to access the accounting document generation options.

The results can be presented in any currency other than the accounting currency, via a right click on the Currency field.

Invoices and credit notes (customer and supplier) will be automatically linked to the default imputation (therefore to the corresponding accounting codes - main account, contra account, and journal code) specified in the general settings. When at least one entry is recorded on the document, then the invoice will be reclassified if necessary according to the imputation of this first entry, unless a accounting liaison classifies it in another account. Invoice allocations can be modified via the part allocation screen.

In VAT on collection, only the documents (invoices, credit notes, supplier invoices and supplier credit notes) paid will be taken into account. Otherwise, all documents with transmitted status will be taken into account. Parts with “draft” status will always be excluded.

The table displays the following information:

• Movement ID: automatically generated, it is not memorized
• the journal code: deducted from the allocation of the document, or from the entry
• date of writing: the date of the document or writing
• due date: coin due date
• part number: the part number, for a part, or the part number linked to the entry, for an entry. This part number consists of a letter and numbers. This is the internal number of the part, prefixed by “C” (customer invoice), “A” (customer credit), “F” (supplier invoice), “W” (supplier credit).
• account number: the code of the chart of accounts account, possibly suffixed with the client ID.
• wording: the wording of the writing: nature of the document, or wording of the writing (or wording of the third party depending on option)
• amount: the amount concerned
• C/D: C or D if it is a credit or a debit
• score: the document number if it is a document, the entry number if it is an entry. In the latter case, it is prefixed by “E” (E456, for example)
• budget: budget code (for entries)
• account wording: the wording of the chart of accounts account
• Euro: contains the character 0
• General: the general account
• Auxiliary: the auxiliary account
• Third party: wording of the third party
• Payment method

It is your responsibility to verify the export data before entering it into your accounting software !

Gestan processes VAT regimes on debits, collections, and the option on debits for sales. But for purchases, Gestan only processes VAT on debits and receipts.

The context menu of the table offers:

• to prefix the parts with 1 or 3 characters
• to suffix third-party accounts with a specific suffix
• to suffix the auxiliary accounts
• to replace the wording of the entry with the wording of the third party or the check number
• to complete the accounts with a configurable number of zeros: for example, you may prefer to see 70600000 rather than 706: simply ask to complete with 8 characters

If the Simple box is checked, the export will be done without detailing the product accounts (see fr:wiki:compta:partiedouble#example_of_a_customer_invoice)

If the Without third parties box is checked, postings to third party accounts will not be generated.

If the Only new box is checked, the export will be limited to elements that have not already been exported. At the end of the export, a popup will allow you to record the export date for each entry and each document concerned. In the following export, only the entries and documents after this date will be affected. The last export date is memorized by the processing. If you wish to delete it, the program accessible via Tools→Administration→Data processing→Accounting→Reset date export allows you to carry out this operation.

If the export is unbalanced, the credit and debit tabulation fields are marked in red.

If the imbalance is a few cents, it is most likely due to a rounding discrepancy on a document or entry.

The investigation method consists of first identifying the piece and/or writing that causes the imbalance. To do this, restart the processing over shorter periods, until the unbalanced operations are identified. For example, start the treatment over one month: if it is balanced, you can move on to the next month. Otherwise, you can reduce the time period to find the problem item.

In the case of an imbalance linked to a rounding error on a document (invoice, credit note, supplier invoice, supplier credit note), the simplest thing is to re-enter the amounts including tax for the document (or the excluding tax, but do not mix the entry of HT and TTC). This fixes the possible rounding problem.

The XIMPORT format is recognized by many accounting software programs.

An XIMPORT file is of SDF text type (without fixed delimiter), the size of a record must not exceed 137 characters.

An XIMPORT record is structured as follows:

* only for Ciel 2003 format.

Numerical data is right-aligned, other data is left-aligned.

53HA20090106200801062152          401000           EDF invoice 2152          1196.00C2152 
Miscellaneous suppliers             O2003
53HA20090106    2152              606100           EDF invoice 2152          1000.00D2152 
Non-stock supplies. water, energy2003
53HA20090106    2152              445664           EDF invoice 2152          196.00D2152 
Deductible VAT 19.6%                O2003

The Winfic format is used by WinFic, eWinfic, WinSis Compta (Computer Fiducial).

The specifications of this file are available at this link.

“Account” column of ECRITURE.WIN

The account is a 6-character string, entered as follows:

• if the account concerned falls under the configured customer collective account, the number “9” plus a suffix
• if the account concerned falls under the configured supplier collective account, the number “0” plus a suffix
• for all other cases, it is the account number of 6 characters

The suffix is calculated as next :

• if the customer ID is different from the auxiliary account: it is the auxiliary account
• otherwise :
  • if the external customer reference is not provided, it is the customer ID
  • if the external customer reference is provided, it is this external reference

The suffix (alphanumeric) is expressed over 5 characters, possibly supplemented on the left by zeros.

Since January 1, 2014, French taxpayers who keep their accounts using computerized systems must present them in the form of dematerialized files during an audit by the tax administration, in accordance with the standards codified in article A.47 A-1 of the book of tax procedures.

The DGFIP provides them with software called “Test Compta Demat”, allowing them to monitor compliance with the standards laid down. It is available on the website of the Ministry of the Economy.

There is (at least) one other FEC file validator, FEC Expert. More royalist than the King, FEC Expert provides numerous analysis results of your FEC file, for a modest sum “from 212 euros excluding tax”, which until then is acceptable, while letting you think that your FEC file does not comply with legal guidelines, which is much less correct.

On April 1, 2022 (sic), a new surcharge was introduced in French Polynesia, called CPS. It seems that this new tax is the result of a rash, even absurd, decision, because it would have been much simpler to simply vary the VAT rates.

Gestan manages CPS type taxes since version 15.40.00/U10. You can generate any documents including this surcharge. For XIMPORT export, there is no problem with VAT on debits, as long as you declare in the settings the specific account you are going to use (generally 44578 in France). On the other hand, for companies with VAT on collections, you will have to wait for version A1.00.00 of Gestan for the XIMPORT export to correctly affect the payments in French Polynesia.

Other “Accounting” articles