Gather together documents to configure a custom accounting export format in Cleemy

Before you get started

You have requested an accounting export configuration service from a Lucca consultant, or you wish to configure an accounting export format. You will need to gather together various documents that will allow you to configure this format in Cleemy Expenses and Cleemy Accounting.

This help page explains which documents are essential and why.

What is an accounting export?

Cleemy converts expenses into accounting entries. Once an expense report or purchase has been approved in Cleemy Expenses or Cleemy Procurement, it is exported to be integrated into the accounting software. This will facilitate the management and analysis of expenses. An entry combines several pieces of information such as the activity (credit/debit), the person concerned, expense type, or activity type (expense reports, payment, advance, etc.).

For more information on accounting exports in Cleemy, you can refer to this help page: Accounting entries managed by Cleemy Expenses

What is a custom export format, and how can it be used?

The advantage of the custom export format is that you can import the various expense report entries into your accounting software with a single click. This eliminates the need to manually enter the data into the accounting software or manually perform the reprocessing, saving a considerable amount of time. 

What documents do I need to create a custom accounting export?

Two types of files are required to create an accounting export in Cleemy Expenses or Cleemy Procurement: 

1. An import file for expense reports or purchases in the format required by your accounting software

This file can have various extensions: csv, txt, pnm, tra, etc. By analyzing this file, we'll discover how the accounting entries are organized, in which field and in which order they should appear. 

For example, the columns include the accounting date, log code, label and analytical codes.

The rows contain the entry types to be exported: compensation line, base line excl. tax, VAT base line, payment base line, taxes base line, etc.

This file type essential for setting up your accounting export file in Cleemy.

Here are two examples of files:

 

2. A specification document from the accounting software publisher

This is an accounting software publisher's manual in PDF format. It provides detailed explanations of each field. For example, file extension type, field order, date format, number of characters per column, number of decimal places for amounts, credit/debit coding, analytical coding, separator, etc.).

This document is supplementary to the example import file. This documentation cannot be used as the only guide for setting up an accounting export format in Cleemy.

Why is the name of the accounting software not enough? Why can't we start from a pre-saved format in Lucca?

The name of the software is not enough information, as several formats can be found for the same software publisher. (Eg: Sage 1000, Sage 100C, Sage X3, etc.).

Formats are fully customizable to meet your company's accounting requirements. For example, to highlight analytics, and to analyze expenses by employee, customer, project, etc.

This is a custom format, defined and configured according to your requirements when the accounting software is implemented in your company. Even if there are similarities between software programs, using a pre-saved format would not automatically generate an export adapted to your software.

Where can these documents be found? 

  • If you are not directly in charge of the administrative and accounting management of expense reports or purchases within your company, ask your Chief Financial Officer. They should be able to provide you with this information. Feel free to send this form to them.
  • If your CFO is still unable to help, contact your accountant or your contact person for the accounting software provider. Feel free to send this help page to them...

How do I test an accounting export format?

Once the format has been configured in Cleemy, you'll need to test the file is compatible with your software.

As part of a configuration service, the consultant will generate fictitious expense reports or purchases, which will be exported to a test file. You can also generate fictitious expense reports yourself without using the configuration service. Make sure you perform the tests in a test environment.

You'll need to import this file into your accounting software (some software packages include a test environment) to ensure that the rows integrate correctly and there are no error messages.

If you are not in charge of this within your company, send the file to your CFO or accountant.

If there are any errors when importing the file, it will be necessary to send these error messages (using screenshots) to the Lucca consultant in charge of the project. They can then correct any errors and send you a new file to test.

If the error message does not contain much detail (eg. some software simply indicates the message "error"), the consultant will be unable to identify or correct it. In this event, you'll need to contact your service provider to request a "translation" of the error message.

How long does the test phase last?

The duration of the test phase depends on the number of errors detected by the software and the quality of the documents initially supplied. Sometimes there can be a lot of back and forth communication before the problem is solved.

I have accounting software, but no export format is configured. What can I do? 

Ask your dedicated contact person at your accounting software provider to help you with the configuration.
If you have signed up for a service to configure Cleemy export in the format of your software, this can be delayed until your accounting software has been configured.

You can contact Lucca support at any time to request an order form for the implementation of a specific format when you acquire the elements.

I will soon be switching my accounting software. The new software is currently being implemented, and I don't yet have all the elements of the new format, what should I do?

The Cleemy export configuration service can be delayed until you have set up your accounting software. You can contact Lucca support at any time to request an order form for the implementation of a specific format when you acquire the elements.

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