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Exporting Invoices to Financial AccountingS

Invoices generated in BP Event are transferred to the financial accounting department by way of the FA interface, which posts the revenue. Revenue accounts and, if necessary, cost centres and external customer numbers (customer accounts) must be entered to ensure correct posting. Export invoices per booking period or individually.

  • Enter an external customer number (debtor account)

    The debtor accounts are saved in the respective customer accounts. Depending on your company requirements, this number is either assigned automatically or entered manually before the first export using that account. The next available number can be assigned (fully) automatically the first time a spreadsheet is created for an account. Alternatively, the next consecutive number can also be inserted (semi-)automatically by clicking on the button in the account.

    1. Open the account.
    2. Enter the debtor account in the External no. field in the top right-hand corner of the input window or click on the button to auto-assign a number.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter a cost object

    All items and services defined per event belong to one cost object.

    1. Enter the cost object on the VA General tab of an event.
    2. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Specify cost centres

    Cost centres can be saved in various places. While the cost centre is usually set per event, exceptions can be defined per event segment or even per booked item. A cost centre can also be set in master items.

    1. Open an event.
    2. Enter a cost centre:
      a) On the event General tab below the organiser account to cover the entire event
      b) In the event segment to cover just this segment
      c) Per item and price group in the master item
      d) Per segment and booked item in the Cost Centre column of the list of booked items.
    3. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Enter revenue accounts for item groups and VAT rates

    Revenue accounts can consist of numbers, letters or even character strings (UUIDs).

    1. Go to the Buchhaltung Accounting tab in the function bar to assign Erloeskonten Revenue accounts to item groups.
    2. To assign data per company, click on betrieb CompanyM and select the one you want.
    3. Enter the revenue accounts per item group and VAT rate.
    4. Any revenue accounts assigned here will be displayed in data maintenance lists when the "Show FA data" option is enabled.
    5. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Specify different revenue accounts for individual items

    Different revenue accounts per individual item should only be assigned in the rare case that an item has a different revenue account from the item group it belongs to.

    1. Go to the bp Home tab in the function bar and select artikel Item > suche Search and open the item you want.
    2. Enter the Revenue account in the middle of the input screen individually per price group.
    3. Enter a Cost centre if needed.
    4. Speichern Save your input by clicking on the icon in the top left-hand corner of the input window.
  • Export individual invoices

    Individual invoices can be selected and exported to the financial accounting software.

    1. Close all events whose invoices you want to export.
    2. Go to the Buchhaltung Accounting tab in the function bar and select FibuExport FA Export.
    3. A list of already exported FA packages will open. If applicable, select the company for which you would like to perform the FA export.
    4. In the top line, click Select invoices for export.
    5. A list of all invoices that have not yet been exported and that fulfil all requirements will open. Advance invoices must be exported either before or at the latest together with their final invoices.
    6. Select one invoice by left-clicking (hold down the Ctrl key for multi-select) and click on ok Confirm.
  • Export all invoices from a specific period

    All invoices from a certain period that fulfil all the requirements (depending on the company specifications, invoice with items and consumption created, invoice printed and date of issue available) can be exported together. Advance invoices must be exported either before or at the latest together with their final invoices.

    1. Close all events whose invoices you want to export.
    2. Go to the Buchhaltung Accounting tab in the function bar and select FibuExport FA Export.
    3. A list of already exported FA packages will open. If applicable, select the company for which you would like to perform the FA export.
    4. In the top line, enter the kalender Dates for which you want to export invoices.
    5. Click on export Export all.
    6. If there are any invoices outside the entered period that have not yet been exported, you will be notified at this point. To export only the invoices in the period entered previously, select Export anyway.
    7. The FA export is started automatically and saved in a dedicated Ordner Bestellung Directory. Click on the directory in the top right-hand corner above the list of exported packages to open the file directly.