With the Segments feature it is possible to manage different sectors of a company or different projects of an association and to obtain for each one the balance sheet and the complete profit & loss statement with the breakdown of revenues, costs and profit or loss.

The segments are set out in the Chart of Accounts. When you enter a transaction, you also indicate the segment. Segments can also be used to manage branches, divisions or areas of business. A museum can use them to have reports of different exhibitions, a transport agency to have reports for each individual vehicle.

Setting up segments in your Chart of Accounts

It is useful for a company with several branches that organizes events and courses and wants separate statements for each field of activity and branch.

First level field of activity, accounts preceded by a colon ":":

• Courses
• Events

Second level branches, accounts preceded by a double colon "::":

• Rome
• Milan

It is generally more convenient to use acronyms rather than long names.

• Watch the video: Segments

Entering transactions on the segments

Segments are entered into the Transactions table in the Debit and Credit columns following the account numbers.

• Segments can be recorded, by having them preceded after the account by either a colon (:) or a minus sign (-).
• If you want to enter segments with a minus sign preceding the segment code, you must activate the option 'Use minus sign (-) as segments separator, in the File menu, command File properties (basic data) > Options.

Profit & Loss Statement by segment

The report by segment can be obtained from the menu:

• Reports > Enhanced balance sheet with groups
• In the Chart of Accounts section and in the Sections section, select the Profit & Loss statement.

• Activate the Subdivision by segment option
• Select the segment for which the balance sheet should be obtained (by project or by branch office)

Report by Sector

The different segments appear in this report. The column with the curly brackets {} is that of values not assigned to any segment.

Report by Branch

The report shows revenues, expenses, and profit for the various branches.

In the Addresses view of the Accounts table, there are columns to manage the addresses of customers, suppliers or members.
Address data are essential in order to manage billing, reminders and to control receipts and payments.

If columns for managing address data are missing in the Accounts table, you can add them:

• Tools > Add/Remove functionalites > Add address columns in the Accounts table menu.

If IBAN column is missing, your accounting file has an old configuration and you need to convert it with the command Tools > Convert to new file...

In the Accounts table the command will add:

• The Address view which displays columns for entering address data.

To change the display or arrangement of the columns use the Setup columns command.

 The columns of the Address view

Prefix

Insert courtesy code (Mr., Mrs., Doctor or other).

First name

The name of the customer, supplier or member.

Family name

The name of the customer, supplier or member.

Organization

Enter the name of the company, of the association.

Street

The street where the customer, supplier or member resides.

Building Number

The building number of the address.

Address extra

Column to enter other address data, such as the post office box, or to enter a very large address.

Postal Code /ZIP

The postal/ZIP code.

Locality

The name of the city of the customer, supplier or member.

Country

The nation inherent in the city.

Country Code

The country code.

Language

You can define the language for each customer, supplier or member account. This allows you to view and print the documents (eg invoice) in their language.
Indicate:

• de - for German
• fr - for French
• it - for Italian
• en - for English
• es - for Spanish
• nl - for Dutch
• zh - for Chinese
• pt - for Portuguese
• ru - for Russian
   

Main phone

Landline phone number

Mobile

Mobile phone number

Fax

Fax number

Email work

email address.

www

website address of the customer, supplier, association.

Birth

The date of birth of the customer, supplier, association.

Days

Enter a number of days within which the collection and payment must take place

Limit

If a credit is made, the credit limit is indicated, or the debit limit if it is a supplier.

Bank name

The name of the customer's, supplier's or member's bank.

IBAN

IBAN number of the customer's, supplier's or member's bank.

Bank clearing

The identification code of the customer bank, supplier or member.

Introduction

Banana Accounting allows you to manage the customers both on an accrual or cash method. A detailed explanation is available at the page Accounting with accrual or cash method.

The following explains how to set up separate accounts for each customer and a group for customers, so that you can have a list of separate invoices per customer available.

In case you only have few invoices and don't want to keep a detail per customer, you may also keep one single account only to record all customer invoices. The list of invoices will thus apply for all customers and not for any single customer.

Setting up the Customers' register

• A * section (header)  (see Sections)
• A 01 section for the Customers (see Sections)
• The Customers accounts that are required (see Adding a new account). Each customer will be allocated one row in the Chart of Accounts and a his/her single account number.  Account numbers is at your discretion (see Accounts) it is however advisable to use numbers only, especially for the management of payments.
• A group where all customer accounts are totaled.
• This group, in turn, is totaled into a group present in the Assets.

Alternatively, customer accounts and/or groups can be entered directly in the assets section.

• The total for Customers will be totaled in the summary group 110A of the Sum in column.
• The same code or number used in the Sum in column (110A), must be used in the Assets Group column, in the row corresponding to the Total Customers of the Balance Sheet.
• The groups' numbering can be freely chosen (see Groups).

Recording an issued invoice

The issued invoice is registered by entering the following data in the respective columns:

• Date of the invoice and any document number
• Invoice number - It is very important to enter the invoice number in the Invoice column, because it is used to automate the various customer reports and to automatically close the customer's open invoice when recording the payment.
• Customer account in Debit and Revenue account in Credit
• The VAT code corresponding to the sale.

Recording a payment

There are two ways to record the collection of a customer invoice:

1. Manual recording of customer invoice collection.
2.  Automatic recording with data import from account statement in ISO 20022 format.

The collection of a customer invoice is recorded by entering the following data in the respective columns:

• In the Date column enter the transaction date
• In the Type column enter 11 (customer payment)
  Note: If an advance payment is to be recorded by the customer and is to appear on the invoice, the cell in the Type column must remain empty. 
• In the Invoice column enter the paid invoice number.
  • With a double-click on the cell, the program will show a list of all open invoices.
    Alternatively, you may also press the F2 button. If the F2 button doesn't work, you need to activate your customers/suppliers settings, by entering your customers register group, via the Reports menu → Customers → Settings.
  • Select the number of the paid invoice. The program will automatically enter:
    • In the Description column, the payment description
    • In the the Credit account column, the customer account number
    • In the Amount column, the invoice amount.
      If the entered amount does not include VAT and the customers are set up as cost centers, you must configure the cost centers correctly to use the amount with VAT in File and accounting properties (basic data), VAT/Sales tax tab. See also VAT amount with cost and profit centers.
• In the Debit column, you must manually enter the conra account (the bank account where the amount has been credited).

Recording a credit note

In order for the amount to be deducted from the initial invoice, the same invoice number must be used.

• If the adjustment document (for example a credit note) has a different numbering that you still need to keep available, write this reference in another column, for example Doc Original.
• Enter data for the columns Date, Doc., Original Doc, Description
• The VAT Code must be preceded by the minus sign "-" so that the VAT operation is reversed, or use a specific VAT Code for debit notes (set in the VAT Codes table).

Note: to print the credit note to be sent to the customer, it is necessary to indicate in the DocType: 12 column, see Entering a credit note.

It is possible to manage the customers/suppliers register, even when using the cash method, as with the Cost and Profit Centers.

• We advise you to use the CC3 cost center (where the accounts are preceded by a semi-colon ";") to set up the customer and supplier register
• Set up the customers group via Reports → Customers → Settings.

For all Swiss users who manage the VAT on cash received, this setup is the best to manage the VAT. This setting allows to manage VAT optimally and to know the details for customers and suppliers.

By using this setup, the cost center balances for customers and suppliers will not appear in the Balance Sheet, but you will have all data and reports for internal purposes.

 How to record when issuing an invoice

When you issue an invoice, record it as follows:

• In the Date column, enter the date of the invoice.
• In the Doc column, enter the document number if available.
• In the Invoice column, enter the invoice number.
• In the Description column, enter a description.
• In the Debit, Credit and VAT Code columns, do not enter any data.
• In the Amount column, insert the gross amount without any VAT code.
  The VAT code in the case of cash management is recorded when the invoice is collected.
• In the CC3 column, insert the CC3 account of the client without the ";" (ex. 10004).

 How to record when an invoice is paid

When you collect an invoice, record it as follows:

• In the Date column, enter the date the invoice was collected.
• In the Doc column, enter the document number if available.
• In the Invoice column, enter the invoice number collected.
• In the Description column, enter a description.
• In the Debit column, enter the bank account (or other cash account).
• In the Credit column, enter the revenue account corresponding to the invoice.
• In the Amount column, enter the gross amount.
• In the VAT Code column, enter the VAT code of the invoiced sales or service.
• In the CC3 column, enter the customer's CC3 account without the ";", with the minus sign "-" in front of the account (e.g. -10004).

In Integrated invoicing with Income/Expense accounting, with a customer ledger configured with profit centres, the option Record (+/-) cost centres as category should not be activated, as the account and category are not indicated when the invoice is issued.

More information can be found on page Clients and suppliers with VAT, using the Cash method.

 How to record a credit note with cash method

For the amount to be deducted from the initial invoice, the same invoice number must be used.

•  If the adjusting document (e.g. a credit note) has a different number, which you must still keep, write this reference in another column, e.g. Doc. Original
• Enter the data for the Date, Original Document, Description columns
• Leave the Debit and Credit columns blank
• Enter the amount and in column CC3, enter the customer's cost centre with a - sign.

N.B: In order to print the credit note to be sent to the customer, you must indicate in the column TypeDoc: 12, see Credit notes.

To activate the options in the Customers menu, you need to set the customer group via the menu Reports → Customers → Settings menu.

The functions related to customers are explained below, but also apply to those of suppliers (Reports → Suppliers → Settings). the dialogues that follow are identical for both customer and supplier functionalities.

Without the indication of the group in the settings of the Customers menu, all functions are disabled.

General

Group or account

Select the generic group or account that contains the Customers or Suppliers list. The group or the account needs to be already present in the Accounts table.

For further details on customers or suppliers settings see:

• Setting up the Customers' register and Setting up the Suppliers' register (accrual method).
• Setting up the Customers' register and Setting up the Suppliers' register (cash method).

Due date invoices (in days)

The program uses the following order of priority to calculate the invoice deadline:

• The due date if you entered it in the transaction row.
  If there are several dates for the same invoice number, the program takes into consideration the most recent one.
• If the number of days is indicated in the PaymentTermInDays column of the Accounts table, the transaction date is incremented by the number of days set.
• The date of the transaction is incremented by the days indicated in the settings dialog box.

Include transactions from previous (years)

•  If 0, the program will not display invoices from the previous year, but only the opening balances of the customer account.
•  If 1, the program will also include the invoices of the previous year in the customer card.
•  If 2 or more, the program will also include invoices from years before in the customer card.

Advanced

Link to the invoice document

You can save invoices (pdf, doc or other) and insert the link in the Link to invoice document cell. In the Transactions table, Invoice column, the program will open the document if the invoice number is indicated, allowing access to the content.

The link may contain:

• The XML name <DocInvoice> or the name of another column contained between <>. 
  If you use the  "<DocInvoice>.pdf" command and you are on the row with invoice number 100, the program will try to open the "100.pdf" file. You can also prefix the filename with the name of a directory.
• Any file name extension can be used. This extension must, however, be included in the list of file extensions considered safe (Tools- Program options-Advanced).
• It is also possible to indicate a path preceding the field name, that contains the name of the document to be opened.
• With the "c:\temp\<DocInvoice>.pdf" link and the invoice number 100, the program proceeds to open the file c:\temp\100.pdf.
• The name of the directory is relative to the directory where the file is located.

Alternative text for payment auto-completion (Payment %1)

The entry of a payment for an invoice can be facilitated by the auto-completion of the payment, which can be activated via the F2 key in the Invoice field of the Entries table.

The auto-completion completes the entry columns such as invoice number, description, amount, accounts. In the Description column, it is possible to edit the text 'Payment' followed by the description of the first line of the invoice (%1), indicating the desired text.

Invoice rounding (base currency)

Indicate the minimum amount for rounding the invoice total. For example:
0.01 rounds the invoice total to the nearest cent, 0.10 rounds to the nearest 10 cents.

If the field is empty, the invoice total in CHF is rounded to the nearest 5 cents, for other currencies rounding is to the nearest cent.

Disable auto-completion of invoice data

This option is usually deactivated when there are many entries in the accounts and the data entry is slowed down by the display of the list of open invoices in the Invoice field of the Entries table.

Disable automatic compensation of open invoices with opening balances

Automatic compensation (or settlement) refers to the process where the opening balance of the account is used to offset open invoices. When the opening balance can fully cover the amounts in the transaction table, the invoices are considered paid, and their status will be marked as "paidOpening." If the opening balance is insufficient to cover the invoices, they will remain open.

Disabling this function means that the system will no longer use the opening balance to offset open invoices. As a result, the opening balance will be displayed separately from the invoices in the invoice list.

If you wish to offset an invoice with the opening balance, regardless of the 'Disable automatic compensation' option, simply enter 'openBalance' in the invoice number field.

Opening an invoice document

• Position yourself in the Invoice column of the transaction row related to the invoice you wish to open
• Open the context menu with the right mouse button
• Select the Open Invoice Link command.

Below we will explain some very important features and settings to best manage your customers, to speed up the work and get the reports correctly.

• Displaying the Invoice column in the Transactions table
• Auto-complete of invoice data
• Extract invoice rows and Open invoice link commands
• Activating the Address columns (optional)
• Setting up the expiration date for invoices
• Setting up the Customers' parameters
   

 Displaying the Invoice column in the Transactions table

If the Invoice column is not displayed in the Transactions table, it can be activated via the Data Menu → Columns setup → Invoice Doc column.

It is very important to enter the invoice number for various program automatism that concern the processing of the various reports and the closing of the amount in the customer card when the invoice is collected.

Access the invoice saved in pdf format by clicking on the cell in the Invoice column.

 Auto-complete of invoice data

When a payment is being recorded or an issued invoice is being corrected, the program offers suggestions to complete the transaction automatically. Proceed as follows:

• Create a new transaction row and add the date and the eventual document number.
• Press the F2 key in the Invoice column :
  • The list of still open invoices will appear. If you type an invoice number or a customer number, the list will be filtered according to the entered text.
  • Select the invoice you want from the list and press Enter. The program will automatically complete the registration with the description, the debit or credit account and the amount. The data can of course also be changed manually.
• In addition to the date, it is also possible to indicate the customer account before pressing F2 to display the list of open invoices, in this case the list will be filtered with the customer account present in the transaction row.

Note

The list displayed in the Invoice column includes both the Customers' and Suppliers' invoices. A supplier's invoice may have the same number as the invoice of another supplier, because the criterion for display takes into consideration the invoice number besides the Supplier's account number. 
 

 Extract invoice rows and Open invoice link commands

The Extract invoice rows command displays the transactions for the selected invoice.
The command is available by clicking on the small blue icon at the upper right corner of the cell or with the right mouse button.

The Open Invoice link command provides the text, as defined in the Customers' settings (Reports - Customers - Settings - Advanced - Link to the Invoice document).

On the command line, you can also indicate other columns in the table using their XML name.

If the message 'File with extension considered unsafe' appears, add the extension (for example .doc) using the Tools - Program options, Advanced, File extension command.

 Activating the Address columns (optional)

It is possible to add some specific columns in the Chart of Accounts, to insert the address and other customers data:

• Choose the Tools → Add new functionalities command from the menu
• Choose the Add addresses columns in the Accounts table command
  (If you don't see this option in the list, it means that this function has already been activated).

In the Accounts table, the program will add :

• An Address view, where the added columns are made visible.
• The columns that allow the insertion of the address data and other information.
  • To display one or more of these columns, use the Columns setup command from the Data menu.
  • To create other views with only selected columns, use the Tables setup command (Data menu).

Select  Accounts table, Address view and add the required information to the customers' accounts.

 Setting up the expiry date for invoices

To set / modify invoice expiration dates, you may act on three levels, where higher priority is given to the first one. Expiration data will be displayed in the payments schedule and printed out on the invoice document.

1. level - setting the expiry date on an individual invoice

In the row of the Transactions table, where your invoice is entered, you will find an Date Exp. column when using the Due Date view. If a date is set up, it will have priority over dates set up on the 2nd or 3rd level.

2. level - setting the expiry date on an individual customer/supplier account

In order to set up an expiration date on a customer level, for example +20 days after issuance of the invoice, select the account in the Accounts table, using the Address view, go to the Days Column  (PaymentTermInDays) to set up the number of days to be used.

3. level - general setup

Expiration dates applying to all Customers/Suppliers can be set up via menu Reports → Customers → Settings.

 Setting up the Customers' parameters

• Select the Reports → Customers → Settings command
• Please indicate the group of the Chart of Accounts in which the different customers' accounts are grouped in "Group or account".
• For an explanation of the different options, go to Customers and Suppliers settings.

Displaying invoices issued to customers

Reports menu → Customers → Invoices issued to customers...

This dialog box is identical for both Customers and Suppliers functionalities.
The following explains the functions related to customers, but they also apply to suppliers.

All customers

Displays the account statement of all customers belonging to the group, as defined in the Customers and Suppliers settings.

Select a single customer

Displays the account statement for the customer selected belonging to the group defined in the Customers and Suppliers settings.

Displaying open invoices

Command: Reports → Customers → Open invoices by customer

 Invoices showing an open balance are being listed in this table.

For multi-currency accounting, if there are unposted exchange rate differences for a particular customer, an 'Adjustment exchange rate differences' line will be displayed that balances the balance in the open invoice list with the balance on the account card.

Displaying overdue invoices

Command: Reports → Customers → Open invoices by due date

In this table, invoices showing an open balance are being listed, filtered by due date.

The due date of an invoice can be set in different ways. More information can be found on the following page: Due dates and payment terms.

To view this window, it is necessary to configure customer settings.

Access the printing of the statements via the menu Reports > Customers > Print statements.

It is essential to install the Customer Statement layout for printing the statement. There are two ways:

• From the Extensions menu > Manage extensions   select the Customer Statement layout from the list of the extensions and click onto button Install. 
• From the menu Reports > Customers > Print statements > More layouts select the Customer statement layout.

Statement date

This is the date printed on the statement. It is not possible to set up a date prior to the date of the last existing transaction.

Layout

The styles allow you to change the print layout.

Export PDF

The programme displays a preview of the extracts, with the Export PDF command you can then create the file containing all extracts or PDFs for each extract.

Feature available with Banana Accounting Plus - any plan (excluding Free plan limitations)

The printing of Payment reminders is accessed from the Reports menu > Customers > Print reminders.

The program automatically creates payment reminders from past due invoices.

• In addition to the printouts, the program directly creates the transactions in the Transactions table, which are used to recreate the issued reminders history.
• These transactions show the document date and the document Type: 16-1 first reminder, 16-2 second reminder and 16-3 third reminder.

Use last payment reminders

If in the Transactions table there are reminder transactions with the indicated date, the program will suggest to print these reminders.

Create new payment reminders

For all invoices that have expired, automatic reminder transactions are created in the Transactions table, which allow the printing of reminders.

Payment reminders

The program will show the expired invoices, which you can deactivate if you do not wish to send the reminder.

Template

Two reminder templates are available, one with a logo and one without (see Logo setup)  . It is not possible to include the payment slip, insert notes and free texts.If you need the payment slip, use the Print Reminders Invoices dialogue.

Manage extensions

To update the templates with the latest ones or to add your own custom templates go to the Extensions menu.
It allows you to set the parameters of the selected style.

Customers & Suppliers Management

In order to automatically manage the invoices issued or received, we advise you to use the Customers Menu and the Suppliers Menu.

Associate an expiry date to a transaction

As an alternative to the customers and suppliers management, or for simpler checking purposes, you can also enter the payment date manually in the transaction row, in the Date Payment column.

This is an operating mode that consents simplified checkup.

With the Data menu → Columns Setup command, you should display the Date Exp. and Date Pay columns.

You should then enter the invoice expiration date in the Date Exp. column, and the invoice payment date in the Date Pay. column, when the payment is being recorded.

The due date of an invoice can be set in different ways. More information can be found on the following page: Due dates and payment terms.

Show expiry dates

With the Show expiry dates command of the Actions menu, the program displays in the Expiry dates table the transaction rows  that have a due date and no payment date.

To obtain an automatic expiration schedule (Customer and Supplier open positions), see the List of customer invoices page.

Introduction

In Banana Accounting it is possible to manage suppliers both with the accrual and cash method. A detailed explanation is available on the accounting with the accrual or cash principle page.

Below we explain how to set up the group and supplier accounts, so that you can have a separate invoice list for each supplier.

If you have few invoices and do not want to keep a detail by supplier, it is also possible to have only one account where all the invoices of the suppliers are recorded. In this case, the list of invoices will be grouped by all suppliers and not by a single supplier.

Setting up the Suppliers' register

To create the Suppliers' register, add at the end of the Chart of accounts:

• A* section (header)  (see Sections)
• A 02 section for suppliers (see Sections)
• The Suppliers' accounts that are needed (see Adding a new account). Each supplier is entered on a row of the Chart of Accounts and has its own account number. The account numbering can be freely chosen (see Accounts), however it is recommended to use only numbers, in particular for the management of payments.
• A group where all the accounts payable are totaled.
• This group is in turn totaled into a group present in the liabilities.

• The total Suppliers will be totaled in the 200A summary group of the Sum in column.
• The same code or number used for the Gr (200A), must be used in the Liabilities Group column, in the row corresponding to the Total Suppliers. The groups numbering can be freely chosen (see Groups).

Record a received invoice

 Record a payment

• Enter the transaction date
• Position yourself on the Invoice field and press the F2 key or double click on the cell.
  The list of open invoices will be displayed.
• Select the paid supplier invoice and press Enter.
  The program will complete the transaction with the Description, Debit Account and Amount fields. As long as the contra account is not entered, the program will report the difference in the transactions.

Record a credit note

The same invoice number must be used for the amount to be deducted from the initial invoice. If the adjustment document (for example a credit note) has a different numbering that you still need to keep available, write this reference in another column, for example DocOriginal.

Set up the suppliers register with the cost centers

For Swiss users who have VAT on their receipts, this setting allows you to manage VAT in an optimal way.

It is possible to manage the customers and suppliers register as cost centers (see also the Cost and Profit Centers page). A detailed explanation is available on the Accounting page on accrual or cash method.

• It is advisable to use the cost center CC3 (accounts preceded by a semicolon ";")
• The balances of the cost centers will therefore not appear in the balance sheet.

Transactions

The information is available on the Customers and suppliers page with VAT using the cash principle.

The various functions listed use the same methods as those used for clients. For further information, please refer to the relevant client pages.

View the Invoice column in the Transactions table

See Clients - Display Invoice columns.

Auto-complete

See Clients - Auto-complete.

Extract invoice rows and open invoice link commands

Vedi Clients - Extract invoice rows commands.

Activating the Address columns (optional)

See Clients - Address column setup.

Configure supplier settings

• Select the Reports → Suppliers → Settings command. 
• It is important to indicate in the "Group or account", the group of the chart of accounts where the various accounts of the suppliers are grouped.
• For explications of the different options see Customers/Suppliers settings.

Displaying invoices received

Command: Reports → Suppliers → Open invoices by supplier.
All invoices that belong to the supplier register or to an individual supplier are displayed in this table.

Displaying the open invoices

Command: Reports → Suppliers → Open supplier invoices

In this table, only invoices that have an open balance are being listed.

For multi-currency accounting, if there are unrecorded exchange rate differences for a particular supplier, an 'Adjustment exchange rate differences' line will be displayed that balances the balance in the open invoice list with the balance on the account card.

Displaying invoices by due date

Command: Reports → Suppliers → Open supplier invoices  by due date

Only invoices that have an open balance, are displayed in this table, grouped by due period.

The new Payments function allows you to create payment orders (pain.001) either from a list of transactions or by scanning the QR codes on received invoices.

The pain.001 files are XML messages that contains details of the payments to be made and that can be uploaded to the portal of the major financial institutions. Banana currently supports the Swiss payment standards (SPS).

More info Payment orders PAIN.001.

Migration to structured addresses

Prerequisites and important notes

Currently the payment functionality 

• Is available in the Dev-Channel version, so please install the latest version of Banana Accounting+ Dev Channel.
• This extension works only with the Advanced Plan, you can request a 1 month promo code from our support service.
• The extension is currently in Beta Test, please check everything and report any problem.

How to create the payment file (pain.001)

1. Open your accounting file (double entry accounting or income-expense accounting ) or download our example file Payments_2024_en.ac2
    
2. In the Accounts table, verify the presence of the Address view.
   You can add it using the menu command Tools > Add/Remove functionalities... > Add Address columns in Accounts table.
   If your Address columns are different (e.g. missing IBAN, see the documentation Address view.
    
3. The first time, install the Payment functionalities with the command Tools > Add/Remove functionalities... > Add payment functionalities
    
4. Set up the debit bank account, which will be used when creating the payment order. In the Accounts table, select the debit account and complete the following data (Address view):
   - Name, surname or company name (bank account holder)
   - IBAN (IBAN account of the bank or postal account to be debited)
   - Bank clearing (BIC code of the financial institution to be debited)
    
5. Check and update the address and payment information of your suppliers in the Accounts table (Address view).
   If you don't have a list of suppliers, please define it according to our explanation in the Suppliers section.
   If you make payments by scanning QR-Codes you don't need to setup the addresses because all information for the payment is included in the QR-Code
   
   
    
6. In the Transactions table enter the invoices of your suppliers or scan your QR-Codes
   
   
    
7. Enter and complete the payment details by clicking directly on the Payment Data column. Ensure that all transactions to be paid are completed with the payment information. 
   If the supplier list (Account ID) is empty, it is necessary to configure the Payments extension by setting up the Suppliers group. 
   See the Payment orders extension (Payment Data dialog) for guidance.
   
   
      
8. Select the command Reports > Suppliers > Create payment file
   
   
    
9. Please fill in with the name of the account holder to be debited, their corresponding IBAN, and BIC code. If you have previously entered this information in the Accounts table, it will be automatically suggested.
   If you want to display each payment separately on the bank statement, you must enable the "Individual booking" option when creating the payment order; otherwise, only the total amount will be shown on the bank statement.
   Press the "Next" button.
   
   
    
10. A summary of the payment file is displayed and you can specify where to save it. Click on Finish, you will be asked to save the payment file, which you can upload to your bank. Note: In Banana it's not possible to connect to your bank and transmit the file, you need to upload the file from your computer into the bank app or website.
    
    
     
11. After saving the payment file, a row containing the payment/file object will be inserted into the Transactions table.
    You can view the content of the XML file again by double-clicking on the Payment Data cell or by clicking on the edit icon located at the top right of the cell.
    This is a receipt, and it is no longer possible to modify the payment file or send it again.
    Warning! The payment/file objects are used to determine whether a payment has been transmitted to the bank.
    Therefore, it is recommended not to delete the rows containing these objects; otherwise, payments that have already been transmitted will continue to appear among the pending ones.
     
    
     
12. When creating a payment order in Banana, the related payment entries are not generated immediately, as the file must first be transmitted to the bank and the payment is only executed after bank confirmation.
    Once the payments have been made, it is recommended to import into Banana the ISO 20022 file provided by the bank, which contains the details of the completed payments.
    After importing the invoice payments, you can complete them by pressing F2 in the Invoice column, so that they are marked as paid in the Supplier Invoices table (menu Reports > Suppliers).

Opening a new year

The payment file (XML file) can only be created in the accounting file that contains the necessary payment data for its generation. When opening the new year, only customer and supplier invoices are carried forward, without their related payment data; therefore, it is not possible to create a payment file for invoices recorded in the accounting file of the previous year.

However, through the menu Report > Suppliers > List of payment files, you can also view the payment files from previous years, based on the Suppliers settings, by enabling the Include transactions from previous years option in the Report > Suppliers > Settings command.

There are two ways to set up your accounting file for your invoicing

1. Create a new accounting file, using an existing template.
2. Adapt your existing accounting file.

New Accounting File

Several templates are available, containing a preset ledger of clients. Creating Invoicing is possible in the following accounting types:

• Double-entry accounting with or without vat.
• Multi-currency accounting with or without vat.
• Income & Expense accounting with or without vat.

A new accounting file is created as follows:

• File Menu > New.
• Select the Region and the language.
• Type Invoice in the Filter by field.
• Select a template in the right hand section.
• Save your file with a name.

Please follow the instructions contained in the Invoicing documentation.

In the accounting types with VAT, in order to correctly set up the file, we advise you to consult the explanations on the page Invoice printing and VAT.

Adapt your existing Accounting File

If you wish to adapt your existing accounting file for creating your invoices, you will have to add certain functions and settings in order to be able to print them:

Insert the data for your company

• In the File menu > File and accounting properties... > Address, you can setup your company's address and data, which will be used as the header of the invoice.
• To use your personal logo, check instructions here.
   

Set the list of customers in the Accounts table

• In the Accounts table, you can setup your customers register
• Add and display customer address columns.
  • In the Accounts table, you can select the Address view and enter your customer's data.
  • If the Address view is not visible, you can add it using the Tools menu > Add new functionalities... command > Add Address columns in the Accounts table.
• Manage your customer settings via the Reports menu > Customers > Settings.

Add the columns you wish to use in the Transactions table

• Display the columns for Invoicing in the Transactions table: 
  • Data menu > Columns setup and check the DocType and DocInvoice boxes.
  • Add the columns for Quantity and Unit Price (optional).
    Tools Menu > Add new functionalities > Add Items Columns in Transactions table.
  • Add Items table (optional).
    This will assist you keep track of your Items and micro-manage your inventory.
    Tools Menu > Add new functionalities > Add Items table.

​​In the accounting types with VAT, in order to correctly set up the file, we advise you to consult the explanations on the page Invoice printing and VAT.

Invoicing managed in a file dedicated to Invoicing only,

If you wish to manage your invoicing separately from your main accounting, you will have to create a new file. You will insert the accounts for the clients you need for the Invoicing only, in your Plan of Accounts. Invoices are entered via the Transactions table.
This approach is suitable for when:

• Accounting on a cash-in basis. Only the the payed amount is entered in the accounting file.
• Wishing to keep the management of your invoices completely separate from your main accounting ledger, for example for an Association that needs to send membership fees to their members.

How to create a separate accounting file for invoices:

1. Download the template, open it and adjust it to your requirements.
   Alternatively, you may start out with any template and adapt it - as previously indicated - for use with invoicing.
2. Make sure al setups and and columns are present, as explained above.
    

With integrated invoicing, invoices are created and simultaneously recorded in the accounting. You can create invoices with or without VAT.

Before creating and recording invoices, you must define the accounting method. The available methods are:

• Invoicing on turnover (revenue-based accounting).
  • Issued invoices are immediately recorded and accounted for.
  • Revenue is recognized when the invoice is issued.
  • Customer ledger through balance sheet accounts.
• Cash-based accounting.
  • Issued invoices are only recorded when payment is received.
  • Revenue is recognized only when the invoice is actually paid, by recording the transactions at the time of payment.
  • Customer ledger through profit centers CC3.

VAT Management

• Accounting with the effective method
  • Invoices are issued with rates according to the effective method (e.g. 8.1%, 3.8%, 2.6%).
  • Revenue is recorded when the invoice is issued.
  • The amount to be recorded is usually gross of VAT.
  • The VAT code is entered on the revenue line when the invoice is issued.
  • With cash-basis accounting, if the amounts are net, the invoices must be managed in a separate file (Quotations and Invoices application or accounting file).
• Accounting with flat rate VAT.
  • Invoices are issued with a VAT rate different from the one used for accounting.
  • Revenue is recognized only when the invoice is actually paid, by recording the transactions at the time of payment.
  • If the amounts are gross, accounting can be done on issuance or on payment, entering the VAT code in square brackets.
  • With both accounting methods (turnover or cash-based), if the amounts are net, the invoices must be managed in a separate file (Quotations and Invoices application or accounting file).

Invoice with net VAT and VAT management on payment:

• When creating invoices with VAT, there are limitations if in the accounting the amounts are recorded net and the cash method is used. In this case, it is not possible to enter net VAT amounts, because at the time of issuing the invoice the VAT codes must be enclosed in square brackets. VAT is not calculated automatically, but shown only as an indication for printing purposes.
   

The columns to create invoices

To enter the standard invoice data, there are basic columns. If more details are needed, such as quantity, unit price, etc., additional columns can be added by adding the Items table. 

The columns can also be customized in terms of display order.

Basic columns

Date
The invoice will show the date indicated in this column. All rows belonging to the document must show the same date.

Invoice
To manage invoices, it is mandatory to indicate an invoice number in the Invoice column.

Description
A description of the goods or services to be invoiced. These texts appear on the invoice.

Debit
Use this column only to record the payment of the invoice, entering the liquidity account (bank, postal account,...).

Credit
Use this column only to record the payment of the invoice, entering the revenue account.

Amount
An amount. If VAT is managed, enter the gross amount (including VAT).

VAT Code
The VAT code corresponding to the revenue account (sales or services):

• When issuing the invoice, the VAT code must be entered in square brackets (e.g. "[V81]").
• When recording the payment of the invoice, the VAT code must be entered without square brackets.

CC3
A customer account present in the Accounts table, in the Profit Center CC3 group.

Optional columns

Type
In the Type column you can define detail rows, such as subtotal rows or specific payment terms for an invoice.
This column is not visible by default but must be displayed through the Data menu > Columns setup command and by selecting the DocType column.

Quantity
The quantity of goods or services to be invoiced.
To add the quantity column, use the menu Tools > Add new features > Add Item columns in the Transactions table.

Unit
A type of unit (e.g. 'pcs', 'h', 'm', 'kg').

Unit Price
The unit price for the goods or services.
The program automatically calculates the total amount based on the quantities entered in the Quantity column.

Other columns

When printing the invoice, you can add other columns from the Transactions table, including those that were manually added to the table. See example Use columns from the Transactions table.

Invoice with multiple rows

When the invoice includes multiple items to be charged (products, services or both), you must enter each item on a separate row.

• Enter a new transaction row for each item you want to include in the invoice.
• On each additional row, repeat the invoice date and number, identical to those in the first row.

Customer account management 

• Composed transactions (on several rows)
  If the customer account is not indicated in the detail rows, but only the account opposite, you must specify the customer account in the first row.
  Otherwise, the accounts of the following rows will not be correctly displayed in the invoice printout.
• Simple transactions (on one row)
  Alternatively, you can enter both the customer account and the income account on each detail row, ensuring a correct data association. 

Invoice printing can be customised and adapted to specific needs.

Set your company address (sender)

In the File menu > File and accounting properties (Basic data) > Address , set the address of your company.

Set the customer number and invoice number

It is important that the customer number and invoice number comply with certain constraints: see how to correctly create the customer number and invoice number.

Set up the list of customers in the Accounts table

• In the Accounts table, set up the customer's register.
• Display the address columns from the Address view and enter the customer addresses.
  If the Address view is not visible, add it via the menu Tools > Add new functionalities > Add address columns in the Accounts table.
• Configure the customer settings in the menu Reports > Customers > Settings.

Retrieving customer addresses from Excel

When customer data is on an Excel file, it can easily be taken back to the Accounts table, Address view.

It is assumed that in the Accounts table, at the end of the Chart of Accounts, there is the customer or shareholder register set up. Make sure you have enough empty rows to insert the data copied from Excel.

Proceed as follows:

• Select from Excel the column with the data to be copied and use the Copy (Ctrl+C) command.
• Go to Banana, Accounts table (Address view), position yourself in the corresponding column and issue the Paste (Ctrl+V or Paste) command from the Edit menu.
• Repeat this operation for all address columns (Account, First Name, Last Name, Organisation, Street, Zip, Country Code, Language).
  The data corresponding to the mentioned columns are required for printing the invoice.
• If you do not have all the columns mentioned in the Excel file, you must add the missing information manually.

Set customer language

You can print invoices in the customers' language. To do this you must first set the customer's language.

Logo setup position and sender address

To set the logo, you must:

• Upload the logo image in the menu File > Logo setup.
• To use the logo in the invoice, in the Invoice Settings you must activate the Logo box and enter the name of the customisation you used, respecting upper and lower case, in the Logo Name field.

For example, you can place the logo on the left and the address on the right and change the size of the logo.

The sender's address, if the default settings are not changed, is entered on the right, regardless of the presence of the logo.

If you want to set the sender address on the left without any logo, please see the following page:

• Invoice with no logo and header address on the left.

Customise address in invoice header

The style of the sender's address in the invoice header (colour, size, font..) is set by default by the program.

The Advanced Plan of Banana Accounting Plus allows you to customize the style of the address. For more information see the Examples page.

Set invoice information

Invoice information is information about the date, customer number, due date, etc., which is usually located just below the header and next to the customer address.
The CH10 and UNI11 layouts allow you to define which invoice information to include and which to exclude from printing. You can find instructions on the Invoice Settings page.

For the other print layouts (CH01-CH09 / UNI01-UNI08), the information cannot be modified.

Set the payment term

The payment term for invoices by default is 30 days from the invoice date.

To change the payment term proceed as follows:

• In the Transactions table, ad a row to the invoice
• In the Date column enter the invoice date
• In the DocType column enter 10:ter (:ter Term of payment)
• In the Invoice column enter the invoice number
• In the Description column enter the desired payment term (for example "10 days")

Your text will be shown in the invoice Information.

Set customer address position

The CH10 and UNI11 layouts allow you to define the position of the customer address and the elements of the address. Please visit the  Invoice Settings page for more information.

For other print layouts (CH01-CH09 / UNI01-UNI08), the location and composition of the customer address cannot be changed.

Set shipping address

To enter a shipping address in addition to the customer address, proceed as follows:

• Use the Type column of the Transactions table , command 10:sadr.
  • Add a line to the invoice in the Transactions table .
  • In the Date column, enter the date of the invoice
  • In the Type column, enter::
    • 10:sadr:fna for the name.
    • 10:sadr:lna for the surname.
    • 10:sadr:str1 for the address (street and number).
    • 10:sadr:cod for the postcode.
    • 10:sadr:cit for the location.
  • In the Invoice column, enter the invoice number.
  • In the Description column, enter the text to be displayed.
• With the CH10 and UNI11 layouts, go to Invoice settings > Customer address section and tick the Shipping address entry.
  The data entered via the Type column of the Invoice table are taken over and inserted on the printout of the invoice.

Set title/object

To enter the title/object of the invoice, you have two options:

• Use the DocType column from the Transactions table, entering the text 10:it
  • For each invoice you can define a title.
  • If you leave the field empty, the default text is used.
  • A text entered in the DocType column always has priority over entering the title in the layout settings (see next point).
• With the CH10 and UNI11 layouts, you can enter the text in the invoice Settings > Texts section > Invoice title.
  • The title applies to all invoices printed with this layout.
  • The title applies only if no title has been defined as per the first point.

If no text is entered, the program will use the default text.

Set initial text

To enter the title/object of the invoice, you have two options:

• Use the DocType column from the Transactions table, entering the text 10:beg
  • For each invoice you can define a title.
  • If you leave the field empty, the default text is used.
  • A text entered in the DocType column always has priority over entering the title in the layout settings (see next point).
• With the CH10 and UNI11 layouts, you can enter the text in the invoice Settings > Texts section > Begin text.
  • The title applies to all invoices printed with this layout.
  • The title applies only if no title has been defined as per the first point.

Setting up the invoice details

Use the Transactions table to enter invoice data.

See also Discounts and rebates.

With the CH10 and UNI11 layouts, you decide which columns to display in the printout. See how to do this on the page Invoice Settings > Invoice Details.

For the other print layouts (CH01-CH09 / UNI01-UNI08), the columns are not editable.

 Set final texts

To enter the final text of the invoice proceed as follows:

• From the Invoice Print Dialog > Options section
• Select the desired language
• Enter the text in the Final text field
• This text is applied to any print layout.

The CH10 and UNI11 layouts also allow you to define a final text from the Invoice Settings

• Go to Invoice Settings > Texts section > End text field and enter your text for each language.
• This text is applied to all invoices in the same .ac2 file created with that layout.
• This text has priority to whatever text has been entered in the has priority over the text entered from the Invoice Print Dialog.

To set different final texts for each invoice, you must use the DocType column of the Transactions table:

• In the DocType column, enter 10:not (Notes).
• In the Description column, enter the desired end text. The text you enter will appear on a single line.
• To add additional rows of notes, you must repeat the entry in the DocType and Description columns on multiple rows.

Set bank account number

If you don't use the QR-Code, you need to enter the bank account number as a reference for the invoice payment.

See the chapter above Set final texts to enter the bank account number.

Set IBAN for Swiss QR-Code printing

If you want to create QR invoices with IBAN account, you need to:

• Use the Layout CH10 for Banana Accounting Plus
• Set up IBAN account
• Set up the printing of the Swiss QR-Code

On the QR-Invoice with IBAN account page you will find more information for setting up QR-invoices with IBAN account.

Set up QR-IBAN for Swiss QR-Code printing

If you want to create QR-invoices with QR-IBAN account, you have to:

• Use the Layout CH10 for Banana Accounting Plus
• Set up QR-IBAN account
• Set up Swiss QR-Code printing

On the QR-Invoice with QR-IBAN page you can find more information about the settings of QR-invoices with QR-IBAN account.

Print QR form without amount and address

If you want to print only the QR-bill without amount and customer address, you have to:

• Use the QR-Invoice extension without amount and address.
• Set the currency, address and IBAN account.
• Create the bulletin with QR code.

See also how to print an Invoice without amount.

Set styles and colors

Invoice print layouts also have a setting where you can define:

• The font
  • Enter the name of the font (e.g. Arial, Helvetica, etc).
• The colors
  • You can use the English designation (black, yellow, white, blue, red, etc.).
  • Or the hexadecimal value (HEX) preceded by the # sign (e.g. #000000, #009FE3, #FF00EA).
  • Color codes are easily found on the internet. For example, you can consult the table at https://www.w3schools.com/cssref/css_colors.asp.

The CH10 and UNI11 layouts also have an Invoice Settings to define font size.

Set Bold texts

In the Invoice settings page you will find information on how to apply bold style to invoice texts.

 Adding images to invoices

The Advanced Plan of Banana Accounting Plus allows you to add images to the offers and invoices to be sent to customers.
This functionality makes the invoice even more customizable and the client who receives it has a more complete and direct vision of the invoicing of the items.

See our information pages on how to add images:

• Customize invoice print with Javascript
• Offers and Invoices with product images

Close cashed invoices

There are two ways to close open invoices:

• Closing with manual recording
• Closing with ISO 20022 data import (Switzerland)

Other resources

• Customize invoice print

Invoice printing is highly customisable and adaptable to all requirements: 

• You can choose the Print layout.
• You can customise invoice printing by changing the settings.
• Several layouts are available for invoice printing, here are the recommended ones:
  • The CH10 layout for all users in Switzerland (with Swiss QR-Code).
  • The UNI11 layout for all users in other countries. (Same as CH10, but without the QR-Code).

For more information on customisation, see:

• Customise invoice print layout
  Find all the information you need to start creating a print layout according to your needs.
• Customisation page CH10 layout (also valid for UNI11).
  • Activation and customisation QR-Code print invoice Switzerland.

With the Advanced plan of Banana Accounting Plus it is also possible to print several invoices at the same time and obtain single PDFs for each of them! For more information visit the page Print invoices or customer statements as separate PDFs.

Print invoice dialog

Invoice printing is done from the menu Reports > Customers > Print invoices.

From here you can:

• Select the invoice or invoices you wish to print.
• Set the layout to be used for printing the invoice.
• Access the layout settings to customise the printout.

Once the print options have been chosen, the OK button displays the invoice in the print preview window.

From the invoice preview you can:

• Print the invoice.
• Save it in PDF so that you can easily send it by e-mail
• Save the invoice in other formats.
• Access the Print Invoices dialogue.

Print tab

Invoice numbers

You can print single or multiple invoices:

• For single prints, indicate the number of the invoice.
• For multiple prints, indicate the numbers of the invoices  between commas "1,3,6".
• To print a range ( from..to..) indicate the numbers separated by hyphen "1-3" .
  If the invoice itself contains a '-', for example if you have an invoice number '2016-1', this must be enclosed in brackets {}, to distinguish the numbering of a range of documents {2016-1}-{2016-3}.

Invoices from

This option allows you to print all invoices included in the selected period. You need to enter an initial and final date.

Unprinted invoices

Invoices where the InvoicePrinted column of the Transactions table is empty are printed. All unprinted invoices are therefore printed.

Layout

The styles allow you to change the invoice layout.

Layout Preferences

Requirements to be able to use the layout preferences:

• Banana Accounting Plus  (version 10.1.7 or more recent).
• Advanced plan

This option allows you to set the preferences offered by the selected layout.
If a layout with no preferences is selected, this section is not displayed in the dialogue box.

• Print as
      You can select the type of document you wish to print, the choices are:
  • Automatic: prints the document in invoice format.
  • Delivery note with amounts: prints the document as a delivery note.
  • Delivery note without amounts: prints the document as a delivery note, without showing the amounts and the total.
  • Estimate: prints document as estimate.
  • Order confirmation: prints the document as order confirmation.
  • Proforma Invoice: prints document as proforma invoice.
  • Invoice: prints the document in invoice format.
  • QR Slip: prints only the QR slip (for layout CH10 only).
  • 1st reminder: prints the document as first reminder.
  • 2nd reminder: prints the document as second reminder.
  • 3rd reminder: prints document as third reminder.

The chosen document type is not saved for the next time, instead it is set to "automatic" again.

Layout preferences are offered by the following layouts:

• [CH10] Layout with Swiss QR code
• [UNI11] Layout 11 Programmable Invoice

Other layouts

This button takes you to the Manage extensions dialog window, where you can install new layouts, update existing ones with the latest versions, or add your own customised layouts.

Settings

Allows you to access the settings dialogue of the selected layout, where you can customise the printing of the invoice. Each layout has its own customisable settings.

Update the InvoicePrinted column after printing

You can make this column visible by using the Data menu → Columns setup command.

The program will update the content of the column Printed after the print preview, adding the text 1. This will allow the Select unprinted invoices command to only print the invoices with no content in this column.

Options tab

In this section, language-specific texts can be added, for example, to indicate final greetings or bank details for payment. Depending on the customer's language, the programme will display at the end of the invoice the texts saved for the language indicated.

Only one type of text can be entered, one for each language.

The texts entered here are taken over when printing all invoices, whichever print layout is used.

To enter a final text:

    Menu Reports > Customers > Print invoices.
    In the Options section, enter the desired text.
    Confirm with OK.

The text entered will appear in the print preview of the invoice.

Adding different types of end texts

In order to add different types of notes in invoices, please refer to the following paragraph in page:

• Set final texts.

Export to PDF

The program displays a preview of invoices or customer statements. From the print preview, using the Export PDF command, you can create:

• A single file that contains all invoices or customer statements.
• Separate files for each individual invoice or customer statement.

This dialog window appears from the print preview when you need to export invoices and customer statements to PDF.

To export invoices to PDF:

• From the menu Reports > Customers > Print invoices
• Specify the invoices to print (e.g. 1-10)
• Confirm with OK.
• From the print preview, click the PDF icon.

Export single invoices or customer statements to PDF

This function allows you to export an invoice or a customer statement into a PDF file.

The option is visible when only one invoice or one customer statement has been selected for PDF export.

To export a single invoice or customer statement to PDF, you must:

• From the print preview, click Export > Create PDF.
• Click Browse and select or create the folder where to save the file.
• Enter the PDF file name. The name is automatically filled in the File name field.
• Enable the Open file immediately option to view the created PDF.
• Confirm with OK.

Export multiple invoices or customer statements into a single PDF

This function allows you to export several invoices or customer statements into one single PDF.

The option is only visible when multiple invoices or customer statements have been selected for PDF export. 

To export invoices or customer statements into a single PDF, you must:

• From the print preview, click Export > Create PDF.
• Enable the Save as single file option.
• Click Browse and select or create the folder where to save the file.
• Enter the PDF file name. The name is automatically filled in the File name field.
• Enable the Open file immediately option to view the created PDF.
• Confirm with OK.

Export multiple invoices or customer statements as separate PDFs

This function allows you to export several invoices or customer statements in a single operation, generating separate PDF files.

This option is only available:

• With the Advanced plan of Banana Accounting Plus.
• When multiple invoices or customer statements have been selected for PDF export.

To export invoices or customer statements as separate PDFs, you must:

• From the print preview, click Export > Create PDF.
• Enable the Save as individual files option.
• Click Browse and select or create the folder where to save the files.
• In the File names field, you can customize the file name using variables available in the dialog window.
  • Click Variables to view the full list of variables.
  • Double-click the variables you want to use and compose the file name. While composing, the resulting file name preview is updated automatically.
    Example: <doc_date> for the document date, <customer_name> for the customer name, and <doc_number> for the document number.
• Enable the Open file immediately option to view the created PDF.
• Confirm with OK.

If a file with the same name already exists in the selected folder, the program will ask for confirmation during saving.

List of available variables

To customize the file names, use the following variables:

• cur_date: the current date when the PDF documents are created.
• cur_time: the current time when the PDF documents are created.
• customer_city: the customer's city.
• customer_email: the customer's email address.
• customer_familyname: the customer's last name.
• customer_firstname: the customer's first name.
• customer_name: the full name of the customer or the company name.
• customer_number: the customer number.
• customer_organisation: the company name.
• doc_amount: the amount of the document.
• doc_date: the date of the document.
• doc_number: the document number.
• doc_title: the invoice title with number, customer name or company name.
• name: the default file name (invoice title with number, customer name or company name).

Export other types of documents

From the print preview, you can export any document to PDF using the Create PDF command.

For more information, visit:

• Export PDF

There are two ways to close open invoices:

1. Manually register the collection of customer's invoice
2. Automatically register by importing the data in the bank statement in ISO 20022 format.

 Closure with manual recording

To manually record the receipts of the invoices, see the following pages

• Closing with transaction on the turnover principle method
• Closing with transaction on the cash method

 Closing with ISO 20022 data import (Switzerland)

To automatically close open invoices by importing statement data, you must:

• Download and save on your computer the data in ISO 20022 format directly from the bank's website.
  Files in ISO 20022 formats camt052, camt053 and camt054 are supported for Swiss specifications.
• Install the ISO 20022 Camt Bank Statement (Switzerland) extension.
• Set some parameters of the extension.
• Import the transactions by selecting the Camt Bank Statement ISO 20022 (Switzerland) extension.

With the import, the program automatically creates records in the Transactions table and enters the data in the corresponding columns:

• In the Date column, the date of the invoice collection.
• In the Invoice column, the invoice number extracted from the QR reference number (see parameters).
• In the Description column, the QR reference number.
• In the A/C Credit column, the customer account extracted from the QR reference number (see parameters);
• The extracted customer account will be saved as an account/category or cost center based on the parameters.
• In the Amount column, the invoice amount.
• In the A/C Debit column, the counterpart account (the bank account where the amount has been collected) if this has been enabled during the import.

For more information, see the Camt ISO 20022 (Switzerland) Bank Statement page.

QR References

The codes of the QR references are explained on the following pages:

• With the IBAN account, the Structured Creditor Reference (SCOR) type is used.
•  With QR-IBAN account the QRR Reference type is used.

With Banana Accounting you can create a credit note both when recording on an accrual basis (Accrual principle) and on a cash basis (Cash principle).

Below are the two separate procedures:

Credit note on an accrual basis (Accrual principle)

Credit notes have their own DocType, different from invoices.

Entering the transaction

• Enter the transaction as if it were an invoice.
• In the Invoice column, indicate the credit note number.
• In the DocType column, enter 12.
• In the Description column, enter the text that will appear in the credit note details.
• In the Debit column, enter the sales account and in the Credit column, enter the customer account.
  The accounts will follow the posting logic of a credit note. As a result, the amount in the document will be negative.

VAT reversal (if necessary)

If you also need to reverse VAT in the credit note:

• In the VAT Code column, enter the sales VAT code with a minus sign in front (Example -V81).

Printing the credit note

To print the credit note, use the same command as for invoices:

• Reports > Customers > Print invoices.

Credit note on a cash basis (Cash principle)

Also in this case, credit notes have a specific DocType.

Entering the transaction

Enter the transaction as if it were an invoice, without entering any account in the Debit and Credit columns.

• In the DocType column, enter 12.
• In the Invoice column, indicate the credit note number.
  If the credit note must be shown as a reduction of the invoice amount:
  • The credit note number must be the same as the invoice number.
• In the Description column, enter the text that will appear in the credit note details.
• In the Amount column, enter the amount.
• In the CC3 column, enter the customer’s CC3 account with a minus sign in front.

VAT reversal (if necessary)

If you also need to reverse VAT in the credit note:

• In the VAT Code column, enter the sales VAT code in square brackets with a minus sign in front (Example [-V81]).

Printing the credit note

Also in this case, printing is done using the same command as for invoices:

• Reports > Customers > Print invoices.

   

If there is a rounding in the invoice printout, the rounding must be reported into the accounting, otherwise the programme will report an error, indicating the difference to be recorded.

From the menu  Reports > Customers > Settings > Advanced  it is possible to set the roundings of the invoice to the desired cents, but only in base currency.

If you do not wish to round the invoice amount, you must set the rounding in the field Invoice rounding (basic currency) to 0.01; the invoice total will correspond to the amount of the transactions.

In the Exchange Rates table, the Reference Currency column typically contains the base currency, while the Currency column contains the foreign currency.  
When the reference currency is not the base currency, it is not possible to set rounding from the customer settings (menu Report > Customers > Settings > Advanced). In this case, to set rounding, you need to use the Rounding column in the Exchange Rates table (menu Data > Columns setup > display the Rounding column). If you do not wish to round the invoice amount, set the rounding to 0.01 in this column.

Record positive roundings in customer chart of accounts

When there is a positive rounding, enter the following in the Transactions table:

• Enter the date of the invoice in the Date column. 
• Enter the invoice number in the Invoice column. 
• Enter a description in the Description column. 
• Enter the customer's account in the Debit column.
• Enter the counterpart (Sales, Consulting or other account) in the Credit column.
• Enter the hundredths of the rounding in the Amount column. 
   

Record negative roundings in customer chart of accounts

When there is a negative rounding, enter the following in the Transactions table:

• Enter the date of the invoice in the Date column. 
• Enter the invoice number in the Invoice column. 
• Enter a description in the Description column.
• Enter the counterpart (Sales, Consulting or other account) in the Debit column.
• Enter the customer account in the Credit column.
• Enter hundredths of the rounding in the Amount column. 
   

Record positive roundings in the cost centre (CC3)

When there is a positive rounding, enter the following in the Transactions table:

• Enter the date of the invoice in the Date column. 
• Enter the invoice number in the Invoice column. 
• Enter a description in the Description column.
• Leave the Debit column blank.
• Leave the Credit column blank.
• Enter hundredths of a rounding in the Amount column.
• In the CC3 column, enter the customer's cost centre.
   

Record negative roundings in cost centre (CC3)

When there is a negative rounding, record in the Transactions table as follows:

• Enter the date of the invoice in the Date column. 
• Enter the invoice number in the Invoice column. 
• Enter a description in the Description column. 
• Leave the Debit column blank.
• Leave the Credit column blank.
• Enter hundredths of the rounding in the Amount column. 
• Enter the customer's cost centre with a minus sign in front in the CC3 column.
   

The Items table is a kind of mini-warehouse integrated in accounting.

It is used to:

• Manage the list of products, with their prices.
• You can group products into groups.
• In the Transactions table, you enter the item and the programme takes up the description and price.
• If you enter the quantity in the Transactions table, the programme updates the current quantity in the Items table.

In order to use the Items table, you need to:

• Add the Items table.
• Add the Items columns in the Transactions table.
• Display the Item column in the Transactions table via the Data menu > Columns setup.
  The content of the ItemId column must be an item defined in the Items table.

Adding the Items table 

The Items table can be added from the Tools menu > Add new functionalities > Add Items table

In the Items table, you can enter items, products, or other items, and it can also be used as a small inventory control tool.

Items table columns

The predefined columns are the following:

• Group: Generates the totals rows.
• Item: Item code.
• Description: Item description.
• Sum in: the group in which to total a set of items.
• Account: account used in the transactions.
• AssetAccount: is the Balance Sheet account indicating where this item is recorded.
  It is used to link the double-entry accounting with the inventory accounting of the items. 
  If the AssetAccount is specified:
  • The currency of the AssetAccount must be the same as that of the Item.
  • The opening balance of the AssetAccount should correspond to the total of the initial values of all items having the same AssetAccount.
  • The balance of the AssetAccount should be equal to the total book value of all items having the same AssetAccount.
• AssetType: Defines the type of the Asset. This is an internal program classification used by the  investment accounting extension to calculate values; it is not a standard classification and has no reporting purpose. The currently supported values are:
  • 1: Stocks, ETFs, funds,...
    Investments Measured by Quantity.
  • 2: Bonds, debt securities,...
    Investments Measured by Nominal Value.
• Currency: Currency to be used (for multi-currency accounting only).
• VATCode: VAT code to be used (for VAT accounting only).
• Unit: an abbreviation to define the type to which the quantity refers.
• Selling: Unit sale price. It is retrieved in the Transactions table when the Item Identifier is entered.
• Cost: Unit cost price, It is a value used for reference only and not used by the program.
• Begin Qt.: initial quantity amount of the item
• Price Begin: the initial unit price of the item. In multi-currency accounting, it is expressed in the item's currency.
• Value Begin Currency: In multi-currency accounting, the initial quantity multiplied by the initial unit price in the item's currency.
• Value Begin: In the base currency.
  In multi-currency accounting, it represents the initial value in currency converted at the opening exchange rate specified in the Exchange Rates table.
• Current Qt.: current quantity, calculated by program, taking into account Begin Qt. and transactions of Item in Transactions table. The Quantity column of the Transactions table is being used.
• Movement Qt.: the total of the quantity movements. This value is automatically calculated by the program based on the movements entered in the Quantity column of the Transactions table.
• Price current: The current price of the item.
  • In multi-currency accounting, it is expressed in the item's currency.
  • It must be entered manually by the user or imported from other programs.
  • It is also used as the closing value of the accounting, and in securities accounting, it is the value used to calculate any unrealized gain or loss compared to the book value.
• Currency value: Calculated by the program. The current quantity multiplied by the current price in currency.
• Current value: The current value at the current exchange rate indicated in the Exchange Rates table.

The table does not contain columns indicating the average book value or the value calculated based on the LIFO or FIFO methods.
These values are, if needed, calculated by specific extensions, such as the Securities Accounting extension, which calculates the book value based on the transactions.

The Items columns of the Transactions table are used to enter the quantity and price.

• They can be added to the Transactions table from the menu Tools → Add/Remove functionalities → Add Items columns.
• The transaction amount is calculated based on the values entered in the quantity and unit price columns.
• If the Items table is present, the quantity is used as in inventory management, increasing or decreasing the current quantity.

For more information, see:

• Add Items Table.
• Transactions Table Documentation.

Columns added in the Transactions table

• ItemId
  • It is the item contained in the Items table.
  • By default, in the Transactions table the ItemId column is not visible.
    Using the command Data → Columns setup, it is possible to make the column visible so that it can be used.
  • If the Items table is not present, it serves only as a reference.
• Quantity
  • A positive value (+) is added to the item's quantity.
  • A negative value (–) is subtracted from the item's quantity.
  • A neutral value (±) is considered for calculating the transaction amount, but does not affect the quantity in the Items table.
  • Together with the Unit price, it is used to calculate the transaction amount.
  • If an ItemId is present, the quantity increases (positive values) or decreases (negative values) the quantity in the Items table.
  • Neutral values (±123) are used to calculate the transaction amount, but do not modify the quantity in the Items table.
• Unit
  An abbreviation indicating what the piece refers to (for example pcs, m, h).
• Unit Price
  Can be a positive, negative or neutral value.

Before entering transactions with VAT, you must keep in mind all the information on the Transactions page.

Entering a VAT transaction is very easy:

• Enter the date, document number and invoice number in the respective columns
• Enter the description, the Debit account and the Credit account
• Enter the gross amount (including VAT)
• Enter the VAT code provided for the type of transaction (purchases, sales, investments...) and present in the VAT Codes Table.

How to correct VAT transactions

In case of an error in a transaction with VAT, it is possible to correct it directly on the transaction row, provided that no VAT declaration has been submitted or no accounting lock has been executed.

If however your accounting file is locked or if you have already sent your VAT declaration, you cannot simply delete the wrong transaction, but you need to operate some cancellation-transaction and then re-enter the correct transaction.

In order to rectify VAT operation(s), you need to:

• Make a new transaction by inverting the Debit and Credit accounts used in the wrong transaction.
• Enter the same amount.
• Enter the same VAT code but preceded by the minus sign (ex.: -V81).
• Enter a new transaction with the correct accounts, amount and VAT code.

Depending on the entity of the mistake, you should consider informing your local VAT office; usually they ask you to download a specific form for correcting mistakes in the previous VAT period that you already declared.

How to only enter the VAT amount

There are cases where only the VAT amount needs to be recorded, such as when you receive compensation from the car insurance.

In these cases, you can proceed as follows:

• Enter the date, document number and description in the appropriate columns.
• In the Credit A/C column enter the account used to pay the VAT amount (the Debit A/C column remains empty).
• In the Amount column enter the VAT amount to be paid.
• In the VAT code column enter the VAT code I81-2 (the code that refers to 100% amount VAT).

There may be cases in which the total amount is composed of several taxable amounts with different VAT rates. In this case the transaction is recorded on several rows.

For the transaction, it is necessary to:

• Subdivide the overall amount into the various amounts, each of which is subject to a specific VAT rate.
• On each row, enter the amount (amount with VAT) and insert the VAT code with the specific rate.
• Once the transaction is completed, check that the sum of the single gross amounts and the VAT amounts correspond to the invoice total.

Example

VAT EXEMPTION

When in the invoice the total amount subject to VAT is made up of a taxable part and a VAT-exempt part, it is necessary to register on more than one row as in the previous case, applying the exempt VAT code, present in the VAT Codes table.

When there are reversal operations for credit or debit notes, or simply to rectify previously recorded transactions whose amounts are subject to VAT, the VAT must also be reversed in the reversal transaction.

For the transaction:

• Reverse in the Debit and in the Credit column the accounts that were used in the previous transaction, to which the credit note refers.

To reverse the VAT there are two possibilities:

• Put the minus sign in front of the VAT code (e.g. -V81).
• Use one of the codes that refer to discounts, already set in the VAT Codes table.

With these procedures the VAT amount will be adjusted.
 

Example of a credit note on a sale

When a client finds a defect on a sold product, usually a credit note on his behalf is being issued. The credit note implies a decrease of the income and as a result a recovery of the VAT (Sales tax).

For example, we enter a sale amount of 12'000 including a 8.1% VAT. We then issue on the client's behalf a credit note of CHF 200.- for a product defect.

In the transaction of the credit note issued to the customer:

• The accounts of the sale, to which the credit note refers, have been reversed
• For VAT recovery on the credit note, the VAT code of the sales is recorded, preceded by the minus sign.

Example of a credit note on a purchase

When we receive a credit note from a supplier, the procedure for the transaction is similar:

• The accounts used for the purchase are reversed.
• Enter the same VAT code used for the purchase, preceded by the minus sign.

For example, we record an invoice for the purchase of goods for CHF 3'000  including a 8.1% VAT. We then receive a credit note of CHF 300.-  from our supplier for a product defect.

In the transaction of the credit note received from the supplier:

• The accounts of the purchase, to which the credit note refers, have been reversed.
• For VAT recovery on the credit note, the VAT code of the purchases is recorded, preceded by the minus sign.

VAT with the Reverse Charge

Normally VAT is applied to the seller of the goods. Reverse Charge is the term used to indicate that the VAT tax is applied to the buyer.
The Reverse Charge is used mainly when buying goods or services abroad and that have not been taxed at customs. In these cases, the exporting seller is exempted from VAT, while the importing buyer is taxed at the local rate and can possibly deduct it. In addition, there are other cases of purchases abroad subject to the Reverse Charge and each country, in its tax legislation, provides for different situations. When registering VAT with the Reverse Charge:

• The transaction must be included so that it will result as VAT due.
• If the VAT is also deductible, the deductible part of VAT must also be recorded.

Software prerequisites

The possibility of recording the transaction subject to the Reverse Charge, tax liability and VAT recovery on one single row, is available for the Banana Accounting Plus.

Reverse Charge with tax liability only

If you have to include the purchase of goods or services, but do not have the possibility to deduct VAT:

• Indicate the VAT code due to the appropriate case in the transaction.

The liability with the Reverse Charge without deduction is generally used in the case one is benefiting from a flat-rate scheme or when the type of expense is not considered deductible.

Reverse Charge with tax liability and VAT deduction

If the amount of VAT due is equal to that of the deductible VAT, the Reverse Charge can be registered on a single row, by simultaneously entering both the code for the VAT due and the code for the recoverable VAT.

• The pre-defined VAT codes are used and there is no need to change the VAT table.
• In the row of the entry with VAT Reverse Charge, enter the two predefined VAT codes in the VAT Code column, separated by a colon ":".
• The two VAT codes must be complementary in order for the result to offset one other.
  • One of the two codes must be set up with VAT due and the other with recoverable VAT.
  • The VAT rate and all other calculation parameters must also be identical.
  • If the VAT codes do not have the same parameters, an error message will be displayed.
• The sequence of codes is not relevant, you can put one or the other first.
• When reversing an operation, the first VAT code must be preceded by the minus sign "-".
  Reversal is used to cancel an incorrectly posted transaction. In this case, the same elements are kept, but the original transaction is reversed:
  • The VAT payable code is recorded as recoverable.
  • The recoverable VAT code is posted as due.
• In the VAT columns, the amounts are preceded by the sign "+/-", which signals that the amounts offset each other for VAT purposes.
• In the account card and in the VAT summary there are separate entries for the debit and credit entries.

Example of transaction with Reverse Charge

Below are some examples of the Reverse Charge transaction inclusive of VAT due and recoverable:

• VAT included and excluding operations.
• Cancellation transactions, with VAT codes preceded by the "-" sign.

Notes: The examples in the image below are purely indicative. These codes must be adapted according to the rates in your country. Further information: 

• Application of the Reverse Charge inSwitzerland
• Application of the Reverse Charge in Italy.

Reverse Charge with account in foreign currency

When the invoice is presented in a currency other than the accounting currency, the posting must be carried out on two lines:

• the invoice in foreign currency is entered on the first row
• the second line records the taxation and deduction of VAT, taking up the amount calculated in the accounting currency.

Reverse Charge at different rates

When different rates are to be considered in the taxation of the due and recoverable VAT or the VAT is partially deductible, the transaction must be made on several rows:

• On one row, enter the VAT due code (tax liability).
• On another row, the recoverable VAT code is entered.

Reverse charge with the net / flat rate method (CH)

In this case, it is not possible to post the VAT deduction, as it is not possible to recover the VAT on purchases. In any case, the tax liability must be registered.

Nella contabilità Entrate/Uscite, il reverse charge viene gestito registrando correttamente l’IVA dovuta e, se prevista, l’IVA recuperabile, in modo che l’imposta risulti conforme alla normativa fiscale e correttamente esposta nei report IVA.

Anche nella contabilità Entrate/Uscite, Banana facilita la gestione del reverse charge tramite l’uso del doppio codice IVA nella stessa registrazione.

Principio contabile

Con il reverse charge:

• il fornitore non addebita l’IVA in fattura
• l’acquirente deve assoggettare l’operazione all’IVA
• se ne ha diritto, può dedurre la stessa IVA

Dal punto di vista fiscale, l’IVA deve quindi risultare:

• come IVA dovuta
• e, se deducibile, come IVA recuperabile

Quando l’IVA dovuta e l’IVA recuperabile hanno lo stesso importo, l’effetto finale sull’IVA è neutro, anche nella contabilità Entrate/Uscite.

Modalità di registrazione

Le modalità di registrazione del reverse charge dipendono dal diritto alla deduzione dell’IVA:

• reverse charge con solo assoggettamento IVA
• reverse charge con assoggettamento e deduzione IVA

Reverse charge con solo assoggettamento IVA

Se l’IVA è dovuta ma non deducibile:

• si utilizza un solo codice IVA, impostato come IVA dovuta
• l’IVA risulta come IVA da versare
• non viene registrata alcuna IVA recuperabile

Questo caso si presenta, ad esempio, quando:

• si applica un regime forfettario
• il tipo di spesa non consente la deduzione dell’IVA

Reverse charge con assoggettamento e deduzione IVA

Se l’IVA dovuta è interamente deducibile, il reverse charge può essere registrato su un’unica riga, anche nella contabilità Entrate/Uscite.

In questo caso:

• nella colonna Codice IVA si inseriscono due codici IVA
• i codici sono separati dal segno ":" (due punti)
  • un codice è impostato come IVA dovuta
  • l’altro come IVA recuperabile.

I due codici IVA devono essere:

• complementari
• con stessa aliquota
• con stessi parametri di calcolo

Se i parametri non coincidono, Banana visualizza un messaggio di errore.

La sequenza dei codici non è rilevante.

Effetti sulla contabilità e sui report IVA

Con questa modalità di registrazione:

• l’IVA dovuta e l’IVA recuperabile si compensano
• l’operazione risulta neutra ai fini IVA
• nei report IVA Banana evidenzia correttamente:
  • l’IVA dovuta
  • l’IVA recuperabile.

Questo garantisce:

• correttezza fiscale
• trasparenza nei controlli
• tracciabilità delle operazioni.

Operazioni di storno

Per annullare una registrazione di reverse charge effettuata in modo non corretto:

• si utilizza lo storno
• il primo codice IVA viene preceduto dal segno “-”
• i ruoli dei codici IVA vengono invertiti:
  • l’IVA dovuta diventa recuperabile
  • l’IVA recuperabile diventa dovuta

Lo storno mantiene gli stessi elementi della registrazione originale, ma ne annulla gli effetti.

Esempi e casi particolari con reverse charge

Gli esempi che seguono illustrano alcuni casi tipici di reverse charge nella contabilità Entrate/Uscite:

• operazioni con assoggettamento e deduzione IVA inclusa
• operazioni con assoggettamento e deduzione IVA esclusa
• operazioni di storno.

Nota

Gli esempi sono indicativi e devono essere adattati alle aliquote e alle disposizioni fiscali del proprio Paese.

In sintesi

Nella contabilità Entrate/Uscite di Banana, il reverse charge:

• non è un automatismo
• si basa sull’uso corretto dei codici IVA
• utilizza il doppio codice IVA quando l’IVA è dovuta e recuperabile
• riflette fedelmente la logica fiscale dell’operazione.

Le modalità operative sono pensate per garantire precisione contabile e chiarezza nei controlli IVA.

 En esta página se trata la importación de transacciones desde extractos bancarios en Banana Contabilidad Plus. Es una de las funciones más utilizadas y útiles, que permite automatizar la introducción de transacciones en la tabla de Registros.
Puede importar en Banana Contabilidad Plus el archivo de transacciones bancarias, tanto de entrada como de salida, desde su cuenta. Es necesario indicar el número de cuenta y la contrapartida.
También es posible automatizar la importación mediante el uso de las Reglas de autocompletado (plan Advanced).

En cambio, para la importación de archivos con otros tipos de transacciones, por ejemplo importaciones desde otro archivo de contabilidad en partida doble de Banana, consulte la página Importación de transacciones genéricas. Para este tipo de archivos no es posible aplicar las reglas de autocompletado.

• ▶ Vídeo: Importar transacciones del extracto bancario

 Procedimiento para la importación

1. En el menú Acciones > Importar en contabilidad > en el campo Importar seleccione Registros
2. Elija el tipo de archivo que desea importar.
   Vea las explicaciones que siguen.
3. Con el botón Examinar, seleccione uno o más archivos desde los cuales desea importar las transacciones.
4. Configure los parámetros según sea necesario.
   Vea también: Importar en contabilidad.

Pasos siguientes

Una vez confirmado mediante el botón OK, los datos se leen y se muestran los siguientes diálogos:

• Diálogo importar transacciones
  Donde se deben indicar las instrucciones para completar las filas importadas.
• Aplicar reglas (solo plan Advanced)
  En el momento de la importación se pueden guardar reglas para que el programa complete automáticamente las transacciones en todas las futuras importaciones.

Formatos de importación de extractos bancarios

En el diálogo de importación de transacciones puedes elegir entre los diferentes tipos de archivo:

• Extensiones de importación para extractos bancarios (la mayoría solo con el plan Advanced)
  Son programas adicionales que deben ser instalados por el usuario y que convierten los datos para que puedan ser importados en los formatos previstos por Banana Contabilidad Plus.
  A través del botón Gestionar extensiones puedes instalar las extensiones desarrolladas para la importación de extractos bancarios de diferentes bancos, tarjetas de crédito y otros formatos.
  Una vez que la extensión está instalada, aparece en el menú Extensiones, y está lista para la importación.
  • Extracto bancario Camt ISO 20022 - Suiza (plan Professional)
    Esta extensión lee el formato estándar proporcionado por los bancos suizos.
    Esta extensión también decodifica el número de referencia del pago, generado por el Diseño de facturas CH10, e inserta el número de factura o del cliente.
  • Lista actualizada de las Extensiones Banana para la importación.
• Formatos predefinidos incluidos en Banana Contabilidad Plus (plan Professional)
  Son formatos estándar que diversos bancos ponen a disposición y que están incluidos en Banana Contabilidad Plus:
  • Extracto bancario MT 940
  • Extracto bancario ISO 20022 genérico
    Diversos bancos en Europa ponen a disposición el extracto bancario en el formato estándar ISO 20022.
• Formato genérico con Transacciones Entradas y Salidas TXT (plan Professional)
  Se trata de un archivo de texto tipo CSV, que utiliza como separador el tabulador y presenta como columnas los importes de entrada y salida de una cuenta.
  • Ver Indicaciones técnicas para importar un archivo Entradas y Salidas (en inglés).

Nombre del archivo

Indique un archivo o también varios archivos separados por punto y coma ";".  También puede indicar un ZIP que contenga varios archivos de importación.

Importar varios archivos al mismo tiempo:

• Si su banco le proporciona el camt053 diario, puede seleccionar todos los archivos del mes e importarlos en un solo paso.
• Si su banco le proporciona archivos Zip, puede elegir el archivo que contiene todos los extractos.

Los archivos de importación deben obviamente ser del mismo tipo. No se pueden importar formatos diferentes al mismo tiempo.

Estructura del archivo de importación

El archivo de importación contiene las transacciones típicas de un extracto bancario:

• Fecha
• [número de operación] opcional
• Descripción
• Importe de entrada o de salida.

En el momento de la importación, el usuario indica en qué cuenta deben registrarse las transacciones, de modo que las transacciones contables ya se creen con la cuenta Debe o Haber completada.
Se pueden crear extensiones de importación para cualquier extracto bancario.
Ver Indicaciones técnicas para importar un archivo Entradas y Salidas (en inglés).

Preguntas frecuentes

No veo el formato para el extracto bancario de mi banco. ¿Qué hago?
Haga clic en el menú Extensiones → Gestión de extensiones... y luego en el botón inferior Actualizar extensiones. Active el filtro para el formato deseado.

Aparece el mensaje "Este archivo ISO 20022 no contiene un extracto bancario (camt.052/053/054)". ¿Cómo es posible?
Este mensaje de error aparece si el archivo ISO 20022 no contiene un extracto bancario. El formato ISO 20022 es un formato genérico que puede contener diferentes tipos de información, como el extracto bancario y las confirmaciones de ejecución. En Banana Contabilidad Plus solo es posible importar extractos bancarios (camt.052/053/054).

Mi banco no está en la lista de formatos compatibles. ¿Se puede añadir?
Es posible crear nuevas extensiones para formatos aún no implementados. También está disponible un soporte de pago para la implementación de formatos personalizados.

The following explanation refers to the import of data into the Transactions table from files containing transactions of the double-entry type, from Banana Accounting, or other formats.

The Import of bank transactions is similar to importing transactions, but is dealt with separately in detail on the appropriate page.

Import procedure

1. Via Actions in the menu > Import to accounting > In the Import box, select Transactions
2. Choose the file type from which to import
   See explanation below.
3. With the Browse button, choose the file from which to import the transactions
4. Set the parameters as required.
   See also: Import into accounting

Once OK is confirmed, the data are read and the following dialogue is displayed:

• Import transactions dialogue.
  Where instructions must be given for the completion of the imported rows.

Importing from other Banana Accounting files

In the type of file to be imported, the programme provides a number of configurations to import data from other Banana Accounting files:

• To import transactions from an Income & Expenses accounting file (*ac2)
  In order to import transactions from an Income & Expenses accounting file into a double-entry accounting file, it is necessary that the categories of the Income & Expenses file correspond to the accounts of the double-entry accounting file.
• To import Cash book transactions (*ac2)
  See the specific page Import Cash book transactions.
• To import Double-entry accounting transactions (*ac2)
  In order to import transactions from a double-entry accounting file into another double-entry accounting file, it is necessary that the accounts correspond.
• To Import Fixed Asset register 
  Imports transactions from the Fixed Asset register .ac2 file.

Import TXT/CSV files

This format must be used to export data from another programs, which provides an export format compatible with that required by Banana Accounting. See the information at the following link:

• Developer info for importing data in Banana Accounting Plus

Importing account statements with import extensions

Import Extensions are additional programs that must be installed by the user and convert the data for import into Banana Accounting.

There are extensions for importing bank statements from various banks, credit cards and other formats.

• Updated list of Banana Extensions for importing.

These extensions only work with the Advanced plan. All old filters will be updated over time and the new versions will only be usable for those with the Advanced plan.
Search for and install an extension:

Search and install an extension:

• Click on Manage Extensions
• Choose Import.
• Navigate to the desired extension and click onto Install.
• If the Settings button appears, it means that this extension has parameters that you can customise.

Once the extension is installed, it appears in the list of available types, directly in the Extensions menu, and you can choose it for import.

Este comando importa las cuentas desde un archivo de Contabilidad en partida doble o desde una Contabilidad Ingresos / Gastos (*.ac2) o de texto (*.txt), integrándolas automáticamente en el plan contable actual.

Para importar las cuentas desde otro archivo, proceda de la siguiente manera:

1. En el menú Acciones > Importar en contabilidad > en el campo Importar seleccione Cuentas.
2. Seleccione el tipo de archivo *.ac2 o de texto para importar las cuentas.
3. Con el botón Examinar, elija el archivo desde el cual desea importar las cuentas.

Las cuentas o categorías pueden integrarse en la contabilidad actual activando las siguientes opciones:

Opciones

Importar también centros de coste

En caso de que existan centros de coste, se importan también sus cuentas.

Añadir cuentas inexistentes

Si está activada, esta opción permite añadir todas las cuentas nuevas al plan contable.

Reemplazar texto de la descripción

Si se importan cuentas ya existentes pero con una descripción diferente, la descripción de la cuenta existente
se reemplaza con la descripción importada.

Reemplazar saldo de apertura

Si se importan cuentas ya existentes pero con un saldo inicial diferente, el saldo de apertura de la cuenta
existente se reemplaza con el saldo importado.

La función está disponible solo en la Contabilidad con IVA y permite importar los Códigos de IVA en los siguientes archivos:

• Archivos de contabilidad (*.ac2).
• Archivos de texto con encabezado de columnas (archivos de texto *.txt).

Importar desde un archivo de contabilidad

Si gestionas varias contabilidades y utilizas códigos de IVA personalizados, puedes preparar la tabla de códigos de IVA e importarla en los demás archivos. 

• Preparar la tabla de Códigos de IVA en tu archivo contable.
• Comando Acciones > Importar en contabilidad > Códigos de IVA
• Seleccionar el nombre del archivo que contiene la tabla de Códigos de IVA actualizada.
• Elegir reemplazar todas las filas.

Opciones de importación de Códigos de IVA

Al importar desde otro archivo, se dispone de varias opciones.

Añadir nuevos códigos y nuevos grupos

Si se selecciona esta opción, se añaden los nuevos códigos y se mantienen los ya existentes.

Sustituir todas las filas

Si se selecciona esta opción, todos los códigos de IVA existentes se reemplazan con los importados.
Esta opción debe elegirse si se desea recuperar todos los códigos de IVA por completo.

Mensaje Cuenta de IVA no encontrada

Si aparece el mensaje Cuenta de IVA no encontrada, debe introducirse la cuenta de IVA automáticamente desde el menú Archivo > Propiedades del archivo > sección IVA.

La función permite importar datos desde otro archivo de Banana Contabilidad del mismo tipo.

Para importar datos desde un archivo de Banana Contabilidad, proceda de la siguiente manera:

1. En el menú Acciones > Importar en contabilidad > en el campo Importar seleccione Archivo.
2. Seleccione el tipo de archivo *.ac2 para importar los datos.
3. Con el botón Examinar, elija el archivo desde el cual desea importar los datos.

A continuación se muestra la ventana de diálogo con varias opciones que permiten definir qué datos importar desde el archivo.

Archivo de origen

Es el archivo del cual se toman los datos.

Archivo de destino

Es el archivo que recibe los datos.

Opciones

Importar transacciones

Se importan todas las filas de la tabla Registros presentes en el archivo de origen.

Importar transacciones repetidas

Se importan todas las filas de la tabla Registros memorizados presentes en el archivo de origen.

Importar transacciones del presupuesto

Se importan todas las filas de la tabla Presupuesto presentes en el archivo de origen.

Reemplazar importes de la tabla Cuentas

Los importes de las columnas Apertura, Presupuesto y Anteriores de la tabla Cuentas del archivo de destino se eliminan y se reemplazan con los importes presentes en el archivo de origen.

Las cuentas deben coincidir, ya sea por tener los mismos números de cuenta, o bien cuando se usa la opción Convertir números de cuenta.

Reemplazar propiedades del archivo (datos base)

Los datos de las propiedades del archivo de destino se reemplazan con los del archivo de origen.

Convertir números de cuenta

Usando esta función, los números de cuenta importados se reemplazarán con los indicados en la columna alternativa. 
Si se utiliza esta función, también se debe especificar la columna donde están los números de cuenta que deben usarse en la importación en lugar de los existentes.
Junto al número de cuenta debe haber una columna que indique el número alternativo que se usará en la importación.
Si no se especifica ninguna correspondencia, se usará el número de cuenta original presente en el archivo de origen.

• Las correspondencias de cuentas están en el archivo de origen
  Esta opción se utiliza cuando, por ejemplo, se lleva la contabilidad en un país con una determinada numeración y regularmente se importan transacciones a una contabilidad con un plan de cuentas con una numeración diferente.
  • Añadir en el plan de cuentas una nueva columna de texto (Comando Organizar columnas).
  • Para cada cuenta, indicar en la tabla el número de cuenta de destino.
• Las correspondencias de cuentas están en el archivo de destino
  Esta opción se utiliza cuando, por ejemplo, se desea cambiar a un plan de cuentas con una nueva numeración y agrupaciones.
  • Crear un nuevo archivo de contabilidad con el nuevo plan de cuentas.
  • Añadir en el plan de cuentas una columna para introducir las correspondencias de cuentas (comando Organizar columnas).
  • En esta columna, indicar los números de cuenta de la tabla de origen.
    Separar las cuentas con un punto y coma "1000;1001" para indicar que varias cuentas deben agruparse en esta cuenta.
• Columna que contiene las correspondencias (Tabla Cuentas)
  Es la columna añadida donde se introducen las correspondencias de cuentas.

Esta opción se utiliza cuando se pasa de un plan de cuentas a otro y cuando es necesario convertir las cuentas de una numeración a otra.

Para más información sobre la conversión del plan contable, consulte la página sobre migración de datos contables a nuevos planes.

Resultado y posibles errores

El programa importa todos los datos de la contabilidad anterior, convirtiendo los números de cuenta. 

Si el programa señala errores (faltan cuentas u otros), probablemente se deba cancelar la operación de importación, completar las correspondencias y luego repetir la operación.

El programa, al detectar planes de cuentas diferentes, no puede verificar automáticamente que todos los datos se hayan importado y agrupado correctamente.

Por lo tanto, es recomendable revisar manualmente el resultado, comprobando que los totales del balance y de la cuenta de resultados sean correctos.

Opciones avanzadas de importación

Para otras necesidades de conversión más complejas, consulte los scripts que permiten personalizar completamente la conversión e importación.

Esta opción está disponible solo en las Contabilidades en partida doble multimoneda. Permite importar los tipos de cambio desde la tabla de cambios de otro archivo.

Cómo proceder:

1. En el menú Acciones > Importar en contabilidad > en el campo Importar seleccione Cambios.
2. Seleccione el tipo de archivo *.ac2 del historial de cambios o el archivo de texto.
3. Con el botón Examinar, elija el archivo desde el cual desea importar los datos.

Nota

El historial de cambios es un archivo que contiene solo la tabla de Cambios, donde se almacenan los tipos de cambio correspondientes a fechas específicas.

A continuación se muestra una ventana con opciones:

Seleccionar fecha

En la ventana se muestran fechas con los tipos de cambio usados recientemente. Si se selecciona una fecha, el programa toma los cambios utilizados en esa fecha determinada.

Reemplazar cambios

Si se activa esta opción, en la tabla de cambios se reemplazan todas las filas con los cambios importados.

Actualizar filas

Si se activa esta opción, en la tabla de cambios se actualizan solo las filas que tienen valores diferentes.

La Inteligencia Artificial (IA) se utiliza cada vez más en los sistemas de automatización. En colaboración con nuestros usuarios, hemos desarrollado sin embargo un sistema de autocompletado de los asientos importados basado en reglas definidas y controladas por el propio usuario, por lo tanto, basadas en algoritmos deterministas y no probabilísticos (IA).

Esta funcionalidad automatiza y simplifica el proceso de registro contable, permitiendo ahorrar tiempo y reducir errores en la introducción de datos.

Las Reglas son registros predefinidos que incluyen toda la información necesaria para completar automáticamente las operaciones contables de manera precisa y rápida.

A continuación el vídeo introductorio de las Reglas, y los vídeos sobre cómo crearlas:

• ▶ Vídeo: Importar y completar registros automáticamente (introducción) - 0'55"
• ▶ Vídeo: Reglas para completar registros importados (diálogo Aplicar reglas) - 7'26"
• ▶ Vídeo: Reglas para completar registros importados (tabla Registros memorizados) - 5'54"

Esta funcionalidad está disponible únicamente con el plan Advanced de Banana Contabilidad Plus (versión 10.1 o superior). También se puede probar con los planes Free o Professional hasta 70 líneas de transacción.

¿Qué son las Reglas?

Las Reglas son filas de registros predefinidas que contienen información útil para que el programa pueda:

• Identificar los registros importados que deben completarse
  Si introduces en la columna Descripción "Swisscom", la regla se aplicará a los registros importados que contengan en la descripción el texto "Swisscom".
• Indicar los elementos para completar el registro
  • En la columna Cuenta Débito introduce la cuenta "Gastos telefónicos".
  • En la columna IVA introduce el código "I81".

Las reglas de autocompletado se guardan en la tabla de Registros memorizados. Puedes introducirlas y modificarlas directamente en la tabla o utilizar el diálogo Añadir/Modificar reglas durante la fase de aplicación de reglas.

¿Para qué sirven las Reglas?

Normalmente, cuando importas transacciones bancarias en la tabla Registros, debes completar manualmente los registros añadiendo la contrapartida en Débito o Crédito, el código de IVA, los Centros de coste u otra información. 

Ejemplo: cuando importas un movimiento de salida que indica un pago a la empresa "Swisscom", deberás completar la columna Cuenta Débito con "Gastos telefónicos" y la columna Código IVA con "I81".

Con la creación de Reglas, los movimientos importados son completados automáticamente por el programa, sin intervención manual.

Dependiendo del método utilizado para crear las reglas, estas pueden generarse antes o durante la importación. Una vez creadas, se aplican automáticamente en todas las futuras importaciones.

Procedimiento de trabajo

1. Importa los movimientos bancarios
   El programa crea las filas con fecha, descripción, importe, cuenta, número de documento, tipo de cambio.
2. Crea la regla utilizando uno de los métodos disponibles.
3. En la tabla Registros, el programa completa automáticamente todos los movimientos importados con contrapartida, códigos de IVA, centros de coste y más.
4. En la tabla Registros memorizados el programa guarda los registros con las Reglas.

Métodos para crear Reglas

Hemos creado un sistema que ofrece diferentes métodos para crear Reglas. Tú eliges cómo prefieres trabajar:

• Reglas desde la tabla Registros
• Reglas desde la tabla Registros memorizados
• Reglas desde el diálogo Aplicar Reglas

Ventajas de las Reglas

Las ventajas del sistema de autocompletado son inmediatamente evidentes:

• Completas los registros en segundos.
• Alto nivel de control y precisión.
• Evitas errores y omisiones.
• Puedes delegar fácilmente el trabajo de importar datos contables.
• Puedes ver cómo se han registrado ciertos movimientos.
• El auditor puede definir cómo registrar determinadas operaciones.
• Funciona de inmediato, incluso sin una base de datos de aprendizaje.
• Puedes añadir, modificar y eliminar reglas en cualquier momento.

Paso al nuevo año

Cuando creas el archivo del nuevo año desde el menú Acciones > Crear nuevo año, todas las Reglas presentes en la tabla Registros memorizados se trasladan e insertan en el nuevo archivo.
Cuando importas los movimientos del extracto bancario, las Reglas se aplican de inmediato.

Puedes añadir nuevas Reglas y adaptar las existentes a nuevas necesidades, como por ejemplo el cambio del IVA, la adición o eliminación de cuentas.

Copiar Reglas de un archivo a otro

Cuando creas un nuevo archivo, puedes copiar las reglas de un archivo a otro desde la tabla Registros memorizados:

• Ve a la tabla Registros memorizados
  Asegúrate de que la disposición de las columnas sea la misma en ambos archivos.
• Selecciona las filas de las Reglas que deseas copiar.
• Copia las filas desde el menú Editar > Copiar filas, o con la combinación Ctrl + C.
• Pega las filas copiadas en la tabla Registros memorizados del nuevo archivo desde el menú Editar > Pegar filas copiadas, o con la combinación Ctrl + V.

Algoritmos deterministas vs. probabilísticos (IA)

La Inteligencia Artificial (IA) se utiliza cada vez más en los sistemas de automatización. Sin embargo, los sistemas basados en algoritmos probabilísticos no son adecuados para el ámbito contable, donde los registros deben ser exactos.
En colaboración con nuestros usuarios, hemos desarrollado un sistema para el autocompletado de registros importados basado en Reglas, es decir, en algoritmos deterministas.
Es un enfoque más alineado con la lógica contable, porque: 

• El enfoque probabilístico conlleva una serie de riesgos en el ámbito contable y fiscal, y es difícil de controlar.
• Las reglas ofrecen un nivel de control y precisión muy elevado.
  Por ejemplo, los pagos realizados a compañías de seguros pueden asignarse con precisión a una cuenta según el número de contrato.
• Todas las reglas constituyen una valiosa base de conocimiento.
  Se enumeran en la tabla de Registros memorizados, pueden modificarse fácilmente (por ejemplo, cuando cambia el IVA) y sirven como referencia y herramienta de control. Puedes:
  • Ver cómo se registran determinadas operaciones si no lo recuerdas.
  • Explicar a quienes llevan la contabilidad cómo registrar las operaciones.
  • Definir para el auditor cómo registrar ciertas operaciones.
  • Adaptar las reglas si cambian los códigos de IVA o se añaden o eliminan cuentas, centros de coste, etc.
  • Eliminar reglas que ya no se aplican.
  • Copiar y pegar las reglas en otra contabilidad y adaptarlas según tus necesidades.
• No requieren fase de aprendizaje y funcionan perfectamente incluso para pagos que ocurren solo una o pocas veces al año.
• Las reglas pueden adaptarse de inmediato a cambios normativos. En cambio, la Inteligencia Artificial aprende del pasado y tiende a repetir lo ya hecho, incluso si la situación ha cambiado.

Funcionalidades actualmente no disponibles

Estas funciones, aunque solicitadas por algunos usuarios, no están disponibles actualmente:

• Posibilidad de cambiar el texto del registro, para acortarlo y simplificarlo.
• Para los registros en varias líneas, posibilidad de usar fórmulas que calculen los importes en función del importe del registro importado.
• Posibilidad de aplicar una regla según la fecha del registro (condición: columna Fecha).