In this article
Exporting to PDF allows you to create a complete accounting dossier, including reports and attached documents.
With Banana Accounting Plus you can export:
- The accounting file
- Reports (Balance Sheet, Profit and Loss Statement, VAT, etc.)
New! It is now also possible to export all digital attachments to the PDF file as well (supporting documents), linked to transactions through the Link column.
If the Link column is not visible, enable it from the menu Data > Columns setup > enable the DocLink option.
The Include attachments function is available only with the Advanced plan of Banana Accounting Plus. See all the advantages of the Advanced plan.
There is also another command, from the menu File > Create PDF, which instead allows you to print only the content displayed on the screen, that is, the current view.
PDF dossier configuration
The content and layout settings must be defined before creating the PDF directly in Banana Accounting.
The generated PDF dossier exactly reflects:
- The report settings
- The page setup
- The options selected at the time of export.
Report settings
The reports included in the PDF dossier use the settings defined in the Reports menu. To modify:
- Layout
- Periods
- Groupings
- or other report options,
access the Reports menu directly before exporting.
Function availability
The Include attachments function is available only:
- In Banana Accounting Plus
- With the Advanced plan
- and if file links have previously been entered in the Link column.
How to create a PDF dossier
To create the PDF dossier choose File > Create PDF dossier.
Base section
File name
Specify the name of the PDF file to create or select an existing file via Browse. If you choose an existing file, the program overwrites it with the new content.
Display file immediately
Automatically opens the newly created PDF dossier in the default PDF reader. Some browsers use caching systems. If you export the PDF multiple times, you may need to refresh the browser page to view the most recent version.
Page options
Header 1, Header 2, Header 3
You can enter up to three different headers that will appear in the PDF file.
Logo
If you have configured a logo via File > Logo setup, you can choose whether to include it in the PDF dossier.
Available options:
- None: the logo is not displayed
- Logo: the logo is included.
See page Logo setup.
Page options
You can include in the PDF dossier:
- Page numbers
- Page numbering restarting for each section
- The date.
Page format
Allows you to select the page format of the PDF dossier.
Save options
Include attachments
The Include attachments option adds to the PDF dossier all documents linked in the Link column of the Transactions table. Attachments are embedded directly into the PDF file. This makes it possible to have in a single file your entire accounting, your reports such as Balance Sheet, Profit and Loss Statement, etc., and all digital supporting documents.
Include section
Include
Select the documents to include and display in the PDF Dossier (Balance Sheet, Profit and Loss Statement, Journal, etc.).
Depending on the selected View, each PDF document (Balance Sheet, Account cards, Journal, etc.) may display different columns and contents. To display digital attachments inside the PDF Dossier, it is also necessary to select the Journal item.
Digital attachments
Digital attachments are files inserted in the Link column of individual accounting transactions, such as receipts, invoices or scanned slips.
When creating a PDF dossier and activating the Include attachments option, the attachments are embedded in the PDF file. Once the PDF dossier is generated, on the Journal pages the paperclip symbol is displayed next to the transactions that contain a digital attachment.
By clicking on the paperclip, the attached document is opened and displayed.
Important notes
- The Include attachments option is available only if files have been added in the Link column.
- Digital documents (attachments) are included in the PDF dossier only if the accounting file (.ac2) and the documents are located in the same storage environment: all saved locally or all saved in the cloud.
- Furthermore, to ensure correct linking of attachments in the PDF dossier, digital documents must be organized in the same folder as the accounting file (.ac2) or in one of its subfolders.
PDF reader compatibility
Opening embedded attachments is supported by compatible PDF readers, for example:
- Adobe Acrobat Reader
- Foxit PDF Reader.
Some browsers may not allow opening attachments included in the PDF.
Advantages of the PDF dossier with digital attachments
This function allows you to always have all your accounting documentation in digital format and, at the same time, to easily share, even remotely by email, a single PDF dossier with trustees, auditors or tax authorities, avoiding paper binders and the sending of numerous separate files.
How to open a digital attachment from the PDF dossier
- Create the PDF Dossier with the Include attachments option enabled and the Journal section included.
- Open the PDF Dossier with a compatible PDF reader.
- Scroll through the document to the Journal section.
- Locate the paperclip symbol next to the desired accounting transaction.
- Click on the paperclip to open the attached document.
Technical notes
For issues related to PDF format or fonts see the Create PDF page.
Other sections
For explanations of the other sections, consult the following web pages: