With the 'accounting software switch' feature, it is now possible to change the selected accounting base (in Settings>Accounting) for your file-based exports made on Bookkeep>Export tab.
In order to do so, you will need the Controller or Account owner role. 💡
Access to the accounting base switch feature
This feature is accessible from Settings>Accounting.
Next to your current accounting base you will find the button "edit" to start the switch.
Understand the available accounting base options:
Please make sure to first understand which accounting base best suits your needs! After clicking on "edit" and selecting your new accounting base, you are able to download a preview of the purchase and bank journal to verify your selection before validating.
If you need assistance with the selection of the correct accounting base - please do not hesitate to contact your Customer success manager.
These are the accounting bases from which you can choose:
Single-entry system
Double-entry system
Sage
Cegid
Xero
DATEV
Must-read - best practices for the accounting base switch
The switch is effective directly on the day of the switch. Therefore, we advise to...
Finish your closing for the current period (first to last day of the month) before you perform the switch. Meaning, you should not have any payables in Bookkeep>Prepare & Bookkeep>Export.
Perform the switch on the first day of the new period (1st of the month), so that you have one export per period. Keep in mind that you receive two exports for one period if you decide to switch within a month (e.g. on the 15th of August).
If you select a period during which a switch of the accounting base was performed, you will receive several purchase and bank journals.
Spendesk preserves exported data for your accounting in the format it was exported in to ensure that you have a smooth experience if you switch the accounting base of your company.
Impact on the export and the purchase & bank journal
What happens with the payables in the purchase journal
Exported payables will stay in the old format.
Only new or not exported payables will be displayed in the new format.
What happens with the payments in the bank journal
Exported payments will stay in the old format.
Only new or not exported payments will be displayed in the new format.
What happens with the receipts
Nothing changes
Some examples...
First example: You switch on the 1st of September
You exported all payables for August.
You switch on the 1st of September.
What happens if you only export August?
Purchase journal
You receive the purchase journal in the old format with all payables of August, since you exported all these payables before the switch.
Bank journal
You receives the bank journal in the old format with all payments of August, since you exported all these payments before the switch.
What happens if you export the period August to September?
Purchase journal
You receive one purchase journal in the old format with all payables from the August period,
You receive a second purchase journal in the new format for all 'new' and 'not yet exported' payables of September.
Bank journal
You receive one bank journal in the old format with all payments from the August period,
You receive a second bank journal in the new format for all 'new' and 'not yet exported' payments for September.
Second example: You switch within the month (e.g. 15th of September)
You do not export all payables for month N,
You switch in the middle of month N (15th of the month) to file-based accounting export.
What happens if you export August only?
Purchase journal
You receive the purchase journal in the old format for all payables that were exported until the 15th of August,
For new payables and not yet exported payables, you will receive the payables in the new format from the 15th of August.
Bank journal
You receive the bank journal in the old format for all payments that were exported until the 15th of August.
For 'new' payments and 'not yet exported' payments, you will receive the payments in the new format from the 15th of August.
Since you did not follow our recommendation of switching on the 1st of the month, then you will receive two accounting exports for August. As said, this can be easily avoided if you wait for the 1st of the next month to perform the switch.
What happens if you export the period August to September?
Purchase journal
You receive one purchase journal in the old format with all already exported payables (1st until the 15th of August).
You receive a second purchase journal in the new format for all 'new' and 'not yet exported' payables from the 15th of August until September.
Bank journal
You receive one bank journal in the old format with all already exported payments (1st until the 15th of August).
You receive a second bank journal in the new format for all 'new' and 'not yet exported' payments from the 15th of August until September.