In Xentral you can create different accounts. Here it is irrelevant whether the account is a bank account or e.g. a credit card account, whose movements are only available as CSV files. For example, you can also import the bank statement from Amazon Payments and post it. Depending on your requirements you can only import the main bank account and let the other accounts run through the tax office. For the credit card payment method, you can e.g. set the invoice automatically to paid, if the online store only sends completed and paid customer orders to Xentral. For this case, a credit card account is not relevant for shipping the goods, but only for accounting purposes.
The accounts and the import of the bank statements are relevant to you in the following areas:
Switching off the order status indicator (orders are automatically set to "paid")
OPOS list in the dunning process (automatic "paid" comparison)
SEPA transfers, direct debit (XML file export to banking software)
Accounting export to accounting programs (e.g. Datev, Addison, ...)
Digital archive of bank statement lines, incl. search function overall postings
The incoming payment sets for successfully booked payments (amount complete) the order status indicator to green = "paid" (automatic setting of orders to "paid"). orders). If the customer has e.g. paid an invoice, this is set to "paid" by posting the account to the bank statement line. The invoice is taken out of the dunning (OPOS list).
You can export the bank statements for accounting purposes in the article Financial accounting export.
You can search the account statements digitally later. This way you can quickly list or find debits from the tax office. The call of each account is done via:
Accounting > Incoming payments > Edit
Analogous to the account import, you can also make transfers and direct debits via Information on setting up SEPA payment transactions can be found here.
Note that the original file of the bank or the payment provider is imported and that it has not been opened and (automatically) saved by other systems. Otherwise, the original file is no longer importable or provides incorrect values. For Amazon Pay, the "account numbers" are the corresponding account number from the account framework. More information can be found in the article Account: Bank via CSV Import.
Below you can read about the functions of an account.
The live import can take place if a business account has the setting "Live import active" and the access data to the bank's interface are entered correctly. How the access data for the individual account types must look can be in the articles of the respective business account modules. These account types are available for selection and can be found in more detail in the respective account types:
Account: instant transfer (API)
Account: S-Firm Version 4.0 (CSV)
Other liabilities company
Here there is the option to specify maximum past bank statements, in order to avoid error messages from the bank, as it is possible that if the statements are too long in the past, a TAN must be entered for each query. The variable for this is: API_MAX_DAYS_BEFORE
The Period setting determines how often the import is to take place and with the button at times the time is determined, at which the import should take place.
Live Import: Hook activates live import
Time period: Determination of the frequency with which the import should take place
At times: specify the time at which the import takes place
Access data: Entering the access data to the interface of the bank
Password vault: Specification of a password
Switching between live import and CSV may result in duplicate postings. Xentral filters out only completely identical bookings. A change in the format of the bank or the import channel usually leads to a discrepancy in the booking information, so that the entries are not recognized as duplicates. In this case, the import period should be selected without overlap if possible. Duplicate bookings can be posted to "Import error".
In the settings of a business account (Administration > Settings > Accounting > Business accounts), on the Details tab, in the Process starter section, select the Book incoming payments automatically check box, so that the incoming payments are automatically booked. All entries that are highlighted in green i.e. can be uniquely assigned automatically to the order/invoice/etc.
For this function, the process starter "Incoming payments" must be activated and running.
A new business account is created directly from the settings: App Center > Accounting > Business accounts > +NEW
Fill in the following fields:
Designation: Assign a unique account designation per account (e.g. Sparkasse Musterstadt, PayPal, PayPal Plus, Amazon Payments Transactions, etc.). This name will appear when calling up the accounts in Accounting
Type: Select the type, such as CSV Import, Live Import (if the account supports it), from the drop-down menu
Project: Optionally assign the account to a project. Enter this manually or select it from the list using the "magnifying glass" icon. The assignment serves to limit the visibility. Only users who have the project of the business account as a role can see it and work with it
Active: To activate the account, set the check mark here
No email: Normally, when the payment is received, a Mail is sent to the customer. If you want to suppress this, you have to check this option.
Allow changes: By ticking the box you allow the subsequent changes to account postings
Bank details (for type bank)
Holder: Enter the holder of the bank account
BIC: Enter the BIC of the bank account
IBAN: Enter the IBAN of the bank account
BLZ: Enter the BLZ of the bank account
Account: Enter the account number for this bank account
Creditor ID: Enter the creditor ID of the bank account. This field is mandatory for direct debits
Direct debit: By ticking the checkbox you activate the direct debit collection for this account
Account: Enter the number of the chart of accounts for the bank account depending on the chart of accounts 1000, 1700, etc. This field is needed for the export of bank statements
Finally, click on Save.
The other settings are made individually depending on the account type.
Note on sending the e-mail in the "No e-mail" field: If the mail is to be the e-mail is to be sent when the payment is received, the No e-mail field should not be checked. Furthermore, the following additional setting is required under Master data > Projects. Edit the entry associated with the account the pencil icon, navigate to Settings > Basic Settings, and check Payment mail. Finally, click on Save.
The following reasons are possible:
The opening balance of the account was not entered correctly. Then the balance is not correct despite complete imports.
Import time → If payments from the previous day are imported retroactively on the following day, the result may be "distorted". The best thing to do here is to completely import all bookings up to a key date, post them and then reset the account balance in the business account in xentral.
Note the following additionally for PayPal:
Fees → Fees are not taken into account when receiving payments from PayPal in xentral. But you can enter them manually at the end of the month in the tab "Account sheet".
Currency conversions → With PayPal you often have to post currency conversions as import errors. Alternatively, you may be able to post both sides as a conversion transit. For example, if you spend 120 US dollars, first 120 US dollars will be debited, then 120 US dollars will be refunded, and a debit of 100 euros will be made (at an exchange rate of 1.2 USD = 1 EUR).
As a rule, no 0 EUR bookings should appear during import. In most cases, this is an error in the assignment of the fields in xentral. Check the settings of the bank accounts under Administration > Accounting > Business accounts.
Possibly the bank file still contains blank lines or information lines after the last bank entry. These can be truncated manually. Open the corresponding bank account and enter the number of lines to be truncated in the "Ignore last lines" field in the CSV import area.
However, there are also banks that now and then have their own posting with 0 EUR e.g. at the end of the month on the account statement. This can be booked e.g. as import error, if the following accounting program cannot read in zero values. In this case, this line will not be included in the export from xentral, but will be "cut out".