Exporting Administration to Accounting

Introduction: What is Exporting Administration?

Exporting administration means extracting all invoices and financial data from Easyflor and sending it to a file that you can use in your accounting software. This way you don't have to manually retype everything.

Why Export Administration?

You want to export administration because:

• You don't have to manually retype all invoices into your accounting software
• You save time when doing bookkeeping
• You have less chance of typing errors
• Your accountant or bookkeeper can import the data
• You get a complete overview of all financial transactions

How Do You Export the Administration?

Step 1: Go to the export menu

1. Go to the "Invoices" tile
2. Click on "(Other) Export"
3. You now see various export options

Step 2: Export administration

1. Click on "(Other) Administration"
2. You now see settings for the export

Select period:

1. Select from which moment the administration should be exported
2. You can choose:
   • From a certain date (for example January 1, 2025)
   • From the last export (if you have exported before)
   • A specific period (for example only the month of December)

Set delay:

1. At "Delay export by X" enter 0d
2. This means there is no delay and everything is exported immediately
3. Click on "Apply"

Done! Your export is now ready and the file has been created.

Step 3: Check and View Log

After exporting, it's smart to check if everything went well.

Go to the log:

1. Click on "Administration" again
2. Click on "(General) Logs"
3. You now see the history of all exports

What can you see here?

• When exports were made
• Whether the export was successful
• Whether errors occurred during export

Check for errors: If there are errors, you'll see this in the log. You can then see what went wrong and fix it.

Step 4: View Non-Exported Invoices (optional)

Sometimes not all invoices are exported. You can check this.

Go to the invoices list:

1. Stay in the same window as step 3
2. Click on "Invoices"
3. You now see a list of invoices that were not exported

Why are some invoices not exported? Possible reasons:

• The invoice is not yet final
• The invoice has an error or missing data
• The invoice falls outside the selected period
• There is a technical problem with the invoice

What should you do?

1. Check the invoices in the list
2. Fix any problems
3. Export again

Practical Tips

Tip 1: Export regularly

• Export for example every month or every week
• This keeps your bookkeeping up-to-date
• You prevent too much work piling up

Tip 2: Always check the log

• Look at the log after each export
• This way you immediately see if there are problems
• Fix errors right away instead of letting them sit

Tip 3: Save your exports

• Store the exported files in a safe place
• This way you always have a backup
• You can look back later if there are questions

Tip 4: Test first with a small period

• If you're exporting for the first time, test with one month
• Check if everything works well in your accounting software
• Then you can export larger periods

Frequently Asked Questions

Question: What does "0d" mean for delay?

• The "d" stands for "days"
• "0d" means 0 days delay
• You can also enter "1d" for 1 day delay, or "7d" for a week

Question: Can I export the same period twice?

• Yes, you can
• But be careful: this can create duplicate data in your accounting software
• Only use this if you made a mistake and need to export again

Question: What if invoices are missing?

• Check the list of non-exported invoices (step 4)
• Fix any problems with those invoices
• Export again

Summary

Exporting administration is done in a few simple steps:

• Go to Invoices → (Other) Export → (Other) Administration
• Select the period you want to export
• Enter "0d" for delay and click Apply
• Check the log to see if everything went well
• Optionally view which invoices were not exported and fix problems