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| en:wiki:compta:exportximport [2025/06/24 19:16] – créée - modification externe 127.0.0.1 | en:wiki:compta:exportximport [2026/10/23 21:32] (Version actuelle) – Automatic push translation eneuville |
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| ====== XIMPORT export of accounting data ====== | ====== Exporting and importing accounting data ====== |
| FIXME A1 proofreading not yet effective for this page. In the meantime, you can ask any questions on the [[https://forum.gestan.fr|forum]]. | Most small businesses (up to around 50 employees) have their accounts outsourced to an external accountancy firm that uses specialised accounting software. |
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| Most companies with fewer than 50 people have outsourced accounting, carried out by an external accounting firm using specialized accounting software. | With Gestan, you will be able to send your accountancy firm all the double-entry accounting transactions generated from the data entered into Gestan, in the format required by the software used by your accountant: this means your accountant will not need to re-enter any data to access your records in their own software. |
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| Gestan is interfaced with all major accounting software on the market. | Gestan is therefore compatible with virtually all major accounting software packages on the market. The following export formats are available: |
| | * XIMPORT: a very common generic format, used in particular by CIEL / EBP / SAGE (.txt file) |
| | * APISOFT Winapi Huit (.txt file, with ‘;’ as the separator) |
| | * CADOR DORAC (.txt file) |
| | * CEGID Expert (Excel General Ledger – Format 2) (.xls file) |
| | * CER France POMO Accounting (.txt file) |
| | * CIEL Compta Evolution (.txt file) |
| | * ComptaXL (.csv file) |
| | * EBP V3 for Windows (.txt file) |
| | * Fiscal légal (FEC) (.txt file) |
| | * IBIZA SaaS Accounting (.csv file) |
| | * ISACOMPTA by Agiris/Isagri (.ecr) |
| | * ISACOMPTA by Agiris/Isagri V13.60 (.ecr) |
| | * ISTEA 2016 (.txt file) |
| | * ISTEA Accounting (.xls file) |
| | * QUADRATUS QuadraCompta (.txt file) |
| | * PRESTIGE by COGESER (.xls) |
| | * SAGE Coala (.txt file) |
| | * SAGE 100 i7 105 characters (txt->pnm files) |
| | * SAGE 100 i7 164 characters (txt->pnm files) |
| | * ACD’s SuiteExpert (.xls file) |
| | * WINFIC V2.10 and later and WINSIS (Fiducial) (FichierEcriture.win file) |
| | * W-DIAMANT Accounting (.xls file) |
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| 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. | Furthermore, it is possible to export the data in standard spreadsheet format, allowing it to be reformatted for use with any other software. |
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| Gestan generates all accounting movements according to the rules of double entry accounting. | ===== Allocation to accounts ==== |
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| The following export formats are available: | Allocation to accounts in the chart of accounts is automatic. |
| * 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) | |
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| | To ensure this allocation is correct, it is important to set up the [[en:wiki:compta:imputations|account allocations]] and, if necessary, the [[en:wiki:compta:liaisonscompta|specific accounting links]]. |
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| ===== Prerequisites ==== | It is recommended that you configure these settings in consultation with your accountant. |
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| 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 [[en:wiki:compta:imputations|imputations]], and, if necessary, the [[en:wiki:compta:liaisonscompta|accounting liaisons]] specific. | |
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| It is recommended to establish this setting in coordination with your accountant. | |
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| ===== Using the screen ===== | ===== Using the screen ===== |
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| //**Access**: Accounting -> Export -> Export XIMPORT // | //**Access** : Accounting -> Export -> Export XIMPORT// |
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| {{:fr:wiki:compta:ximport_01.png?nolink}} | {{fr:wiki:compta:ximport_01.png?nolink}} |
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| 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**. | The **Generate** button extracts data for the specified date range. You can use the **Filter** field to specify the account (e.g. 411), accounts (e.g. 61*), or range of accounts (e.g. 61–62) you are interested in. You can also filter the export by a **Journal** . |
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| :TIP: Use the context menu of the screen to access the [[en:wiki:compta:optiondocs|accounting document generation options]]. | :TIP: Use the context menu on the screen to access the [[en:wiki:compta:optiondocs|options for generating accounting documents]]. |
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| :TIP: The results can be presented in any currency other than the accounting currency, via a right click on the **Currency** field. | :TIP: The results can be displayed in any currency other than the accounting currency by right-clicking on the **Currency**field. |
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| 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 [[en:wiki:compta:liaisonscompta|accounting liaison]] classifies it in another account. Invoice allocations can be modified via the [[en:wiki:compta:imputations|part allocation]] screen. | Invoices and credit notes (customer and supplier) will be automatically linked to the default account assignment (and therefore to the corresponding accounting codes – main account, contra account and journal code) specified in the general settings. Once at least one journal entry has been posted to the document, the invoice will be reclassified if necessary according to the account allocation of that first entry, unless an [[en:wiki:compta:liaisonscompta|accounting link]] s the document to a different account. Invoice account assignments can be modified via the [[en:wiki:compta:imputations|document account allocation screen]]. |
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| 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. | For VAT on receipt, only settled documents (invoices, credit notes, supplier invoices and supplier credit notes) will be taken into account. Otherwise, all documents with the ‘transmitted’ status will be taken into account. Documents with the ‘draft’ status will always be excluded. |
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| The table displays the following information: | The table displays the following information: |
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| * Movement ID: automatically generated, it is not memorized | * Transaction ID: generated automatically; it is not stored |
| * the journal code: deducted from the allocation of the document, or from the entry | * Journal code: derived from the document’s account assignment or from the journal entry |
| * date of writing: the date of the document or writing | * Entry date: the document date or journal entry date |
| * due date: coin due date | * Due date: the document’s 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). | * Document number: the document number, for a document, or the document number linked to the journal entry, for a journal entry. This document number consists of a letter and digits. This is the document’s internal number, prefixed by “C” (customer invoice), “A” (customer credit note), “F” (supplier invoice) or “W” (supplier credit note). |
| * account number: the code of the chart of accounts account, possibly suffixed with the client ID. | * account number: the chart of accounts code, possibly suffixed with the customer 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) | * description: the description of the entry: nature of the document, or description of the entry (or third-party description, depending on the option selected) |
| * amount: the amount concerned | * Amount: the relevant amount |
| * C/D: C or D if it is a credit or a debit | * C/D: C or D depending on whether 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) | * Reference: the document number if it is a document, or the entry number if it is an entry. In the latter case, it is prefixed with ‘E’ (E456, for example) |
| * budget: budget code (for entries) | * budget: budget code (for journal entries) |
| * account wording: the wording of the chart of accounts account | * account description: the description of the chart of accounts entry |
| * Euro: contains the character 0 | * Euro: contains the character 0 |
| * General: the general account | * General: the general ledger account |
| * Auxiliary: the auxiliary account | * Subsidiary: the subsidiary ledger account |
| * Third party: wording of the third party | * Third party: the third party’s name |
| * Payment method | * Payment method |
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| :WARNING: It is your responsibility to verify the export data before entering it into your accounting software ! | :WARNING: It is your responsibility to check the export data before importing it into your accounting software! |
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| :WARNING: 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. | :WARNING: Gestan For sales, it handles VAT schemes on debits, receipts and the option on debits. However, for purchases, Gestan only handles VAT on debits and receipts. |
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| ==== Export option ==== | ==== Export options ==== |
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| {{:fr:wiki:compta:ximport_02.png?nolink|ximport_0}} | {{fr:wiki:compta:ximport_02.png?nolink|Ximport export settings screen}} |
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| The context menu of the table offers: | The table’s context menu offers the following options: |
| * to prefix the parts with 1 or 3 characters | * to prefix documents with 1 or 3 characters |
| * to suffix third-party accounts with a specific suffix | * to add a specific suffix to third-party accounts, the nature of which can be specified (for GDPR compliance, it is advisable to use the customer ID as the suffix). |
| * to suffix the auxiliary accounts | * to add a suffix to subsidiary accounts |
| * to replace the wording of the entry with the wording of the third party or the check number | * to replace the entry description with the third party’s name or the cheque 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 | * to pad accounts with a configurable number of zeros: for example, if you prefer to see 70600000 rather than 706, simply set the option to pad to 8 characters |
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| 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 box **Simple** is ticked, the export will be carried out without detailing the revenue accounts (see [[en:wiki:compta:partiedouble#exemple_d_une_facture_client|example of a customer invoice]]) ''(only tick this box if you are fully aware of the implications)''. |
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| If the **Without third parties** box is checked, postings to third party accounts will not be generated. | If the **No third parties** is ticked, journal entries for third-party accounts will not be generated. |
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| 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 **New only** is ticked, the export will be limited to items that have not already been exported. |
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| ==== What to do if the export is unbalanced? ==== | **Round** allows you to force rounding for each entry if necessary. Gestan, in fact, stores monetary data with all its decimal places, in order to process this data accurately. However, in some cases, there is no mathematical solution, and the journal entry may not balance due to rounding discrepancies. This tick box allows you to conventionally assign the rounding discrepancy to the most relevant tax account entry (the one with the highest amount, excluding credit/debit pairs with transactions of the same amount). |
| If the export is unbalanced, the credit and debit tabulation fields are marked in red. | |
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| If the imbalance is a few cents, it is most likely due to a rounding discrepancy on a document or entry. | ==== Suffixing via the PCG account ==== |
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| 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. | Via [[fr:wiki:compta:tauxtva|the VAT rates management screen]], it is possible to specify a PCG account suffix. |
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| 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. | {{fr:wiki:compta:ximport_04.png?nolink|}} |
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| | When exporting accounting data, for revenue class entries (excluding the discounts granted account), the account will be suffixed with the PCG suffix. |
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| | In the example above, if the revenue account is 708 and the VAT rate for the entry is 0, it will be posted to account 7089. |
| | ==== What should you do if the export is out of balance? ==== |
| | If the export is out of balance, the credit and debit total fields are highlighted in red. |
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| | If the discrepancy is only a few pence, it is most likely due to a rounding error on a document or a journal entry. |
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| | The first step in investigating this is to identify the document and/or journal entry causing the discrepancy. To do this, rerun the process over shorter periods until the unbalanced transactions are identified. For example, run the process over one month: if it balances, you can move on to the next month. If not, you can reduce the period to find the problematic item. |
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| | In the case of an imbalance caused by a rounding error on a document (invoice, credit note, supplier invoice, supplier credit note), the simplest solution is to re-enter the document’s amounts including VAT (or excluding VAT, but do not mix entries for VAT-inclusive and VAT-exclusive amounts). This corrects any rounding issues. |
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| | ==== Resetting the XIMPORT export date ==== |
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| | //**Access:** Tools -> Administration -> Bulk Data Processing -> Accounting -> Reset export date// |
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| | At the end of the export, the date of the last export is recorded by Gestan. This makes it possible, in the next export, to export only those entries made after that date. |
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| | This programme, reserved for administrators, allows you to clear this date, for example to run a full export for the financial year. |
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| | {{fr:wiki:compta:ximport_03.png?nolink|}} |
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| | The button **Reset** button resets the date of the last accounting export to blank for journal entries, OD entries and all relevant documents (invoices, credit notes, supplier invoices and supplier credit notes). |
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| | You can either reset all dates to blank or reset dates to blank only from a specific date onwards. For example, if you carry out an export on 10/04, followed by an export on 10/05, both of which have been sent to the accountant, and if you accidentally need to amend accounting entries that affect the export (invoice or journal entry records), you can, for example, clear all export dates from 11 April onwards, which will allow you to generate a new ‘clean’ export on 11 May. |
| ===== The XIMPORT format ===== | ===== The XIMPORT format ===== |
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| The XIMPORT format is recognized by many accounting software programs. | The XIMPORT format is recognised by many accounting software programmes. |
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| An XIMPORT file is of SDF text type (without fixed delimiter), the size of a record must not exceed 137 characters. | An XIMPORT file is an SDF (no fixed delimiter) text file; the size of a record must not exceed 137 characters. |
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| An XIMPORT record is structured as follows: | An XIMPORT record is structured as follows: |
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| ^Label^Size^Nature^ | ^Description^Size^Type^ |
| |Movement No. |5 characters |Numeric| | |Transaction No. |5 characters |Numeric| |
| |Newspaper |2 characters |Alphanumeric| | |Journal |2 characters |Alphanumeric| |
| |Date written |8 characters |Date (YYYYMMDD)| | |Posting date |8 characters |Date (YYYYMMDD)| |
| |Due date |8 characters |Date (YYYYMMDD)| | |Maturity date |8 characters |Date (YYYYMMDD)| |
| |Part number |12 characters |Alphanumeric| | |Document number |12 characters |Alphanumeric| |
| |Count |11 characters |Alphanumeric| | |Account |11 characters |Alphanumeric| |
| |Label |25 characters |Alphanumeric| | |Description |25 characters |Alphanumeric| |
| |Amount |13 characters |Numeric, 2 decimal places| | |Amount |13 characters |Numeric, 2 decimal places| |
| |Credit-Debit |1 character |Alphanumeric (D or C)C| | |Credit-Debit |1 character |Alphanumeric (D or C)C| |
| |Score number |12 characters |Alphanumeric| | |Transaction number |12 characters |Alphanumeric| |
| |Analysis/budget code |6 characters |Alphanumeric| | |Analytical/budget code |6 characters |Alphanumeric| |
| |Account wording |34 characters |Alphanumeric| | |Account name |34 characters |Alphanumeric| |
| |Euro |1 character |Alphanumeric| | |Euro |1 character |Alphanumeric| |
| |Version* |4 characters |Alphanumeric| | |Version* |4 characters |Alphanumeric| |
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| * only for Ciel 2003 format. | * only for the Ciel 2003 format. |
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| Numerical data is right-aligned, other data is left-aligned. | Numeric data is right-aligned; other data is left-aligned. |
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| <code> | <code> |
| 53HA20090106200801062152 401000 EDF invoice 2152 1196.00C2152 | 53HA20090106200801062152 401000 Facture EDF 2152 1196.00C2152 Fournisseurs divers O2003 |
| Miscellaneous suppliers O2003 | 53HA20090106 2152 606100 Facture EDF 2152 1000.00D2152 Fournitures non stock. eau, énergiO2003 |
| 53HA20090106 2152 606100 EDF invoice 2152 1000.00D2152 | 53HA20090106 2152 445664 Facture EDF 2152 196.00D2152 Tva déductible 19.6 % O2003 |
| Non-stock supplies. water, energy2003 | |
| 53HA20090106 2152 445664 EDF invoice 2152 196.00D2152 | |
| Deductible VAT 19.6% O2003 | |
| </code> | </code> |
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| ===== The WINFIC format ===== | ===== The WINFIC format ===== |
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| The Winfic format is used by WinFic, eWinfic, WinSis Compta (Computer Fiducial). | The Winfic format is used by WinFic, eWinfic and WinSis Compta (Fiducial Informatique). |
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| The specifications of this file are available at {{ :fr:wiki:compta:accountancy-format_winfic-ewinfic-winsiscompta.pdf |this link}}. | The specifications for this file are available at {{ fr:wiki:compta:accountancy-format_winfic-ewinfic-winsiscompta.pdf |this link}}. |
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| === Special points === | === Specific points === |
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| **Account column of ECRITURE.WIN** | **‘Account’ column in ECRITURE.WIN** |
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| The account is a 6-character string, entered as follows: | The account is a 6-character string, formatted as follows: |
| * if the account concerned falls under the configured customer collective account, the number "9" plus a suffix | * if the account in question falls under the configured customer summary account, the digit “9” followed by a suffix |
| * if the account concerned falls under the configured supplier collective account, the number "0" plus a suffix | * if the account in question falls under the configured supplier summary account, the digit “0” followed by a suffix |
| * for all other cases, it is the account number of 6 characters | * in all other cases, it is the 6-character account number |
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| The suffix is calculated as next : | The suffix is calculated as follows: |
| * if the customer ID is different from the auxiliary account: it is the auxiliary account | * if the customer ID differs from the subsidiary ledger account: it is the subsidiary ledger account |
| * otherwise : | * otherwise: |
| * if the external customer reference is not provided, it is the customer ID | * if the external customer reference is not specified, it is the customer ID |
| * if the external customer reference is provided, it is this external reference | * if the external customer reference is provided, it is this external reference |
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| The suffix (alphanumeric) is expressed over 5 characters, possibly supplemented on the left by zeros. | The suffix (alphanumeric) consists of 5 characters, padded with zeros on the left where necessary. |
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| ===== The FEC format ===== | ===== The FEC format ===== |
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| 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. | Since 1 January 2014, French taxpayers who keep their accounts using computerised systems must submit them in the form of electronic files during a tax authority audit, in accordance with the standards set out in Article A.47 A-1 of the Book of Tax Procedures. |
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| The DGFIP provides them with software called Test Compta Demat, allowing them to monitor compliance with the standards laid down. It is available on [[https://www.economie.gouv.fr/dgfip/outil-test-des-fichiers-des-ecritures-comptables-fec|the website of the Ministry of the Economy]]. | The DGFIP provides them with software called ‘Test Compta Demat’, which enables them to check compliance with the prescribed standards. It is available on [[https://www.economie.gouv.fr/dgfip/outil-test-des-fichiers-des-ecritures-comptables-fec|le the Ministry of the Economy’s website]]. Dalloz has taken this opportunity to present another FEC validator, [[https://www.fec-expert.fr|FEC Expert]]: the state introduces complex standards, the private sector manages the complexity of the standards, and the user foots the bill. Welcome to France… |
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| | ===== The CPS tax (French Polynesia) ===== |
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| | On 1 April 2022 (sic), a new surcharge came into force in French Polynesia, known as the CPS. |
| | Gestan has supported CPS-type taxes since version 15.40.00/U10. You can generate all documents including this surcharge. For the XIMPORT export, there are no issues regarding VAT on debits, provided you specify in the settings the specific account you will be using (usually 44578 in France). However, for businesses subject to VAT on receipts, you will need to wait for version A1.00.00 of Gestan before the XIMPORT export correctly allocates payments in French Polynesia. FIXME Verification in progress. |
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| | \\ \\ |
| | ----------------- |
| | ℹ️ **Other “Accounting” articles** |
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| | <nspages fr:wiki:compta -nbCol=2 -textPages="" -h1 -r -simpleLineBreak > |
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| :INFO: There is (at least) one other FEC file validator, [[https://www.fec-expert.fr|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. | |
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| ===== Limitations ===== | |
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| 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. | |
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| 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. | |
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| ----------------- | |
| {{:wiki:tags:voir_aussi.gif?nolink |}}**Other Accounting articles** | |
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| <nspages en:wiki:compta -nbCol=2 -textPages="" -h1 -r -simpleLineBreak > | |