Frakt24 - FleetX Academy
Finance · Level 2 · Everyday efficiency

The transfer to accounting

Learn to transfer all invoices to accounting and check that the totals match.

New 10 min Faktura · module 25
1

Goals and why

What you will learn

  • create an export run that includes every department
  • download the files and import the customer file before the invoice file
  • check that the totals in the export log match the accounts
  • what to do when a file is missing or sending fails

Export means the invoices are sent over to the accounting system. Until then they are not booked. Invoice → Export collects every invoice and credit note not yet exported, up to and including the date you choose. Credit notes are the documents that take back an invoiced amount. After the run, everything is marked as exported. That is why an invoice is only included once, and a run cannot be undone.

The most common mistake is a run that doesn't include everything. Invoices on a department you didn't select are left behind and don't reach accounting until someone notices. The second most common mistake is that accounting doesn't know the customer, because the customer file wasn't imported first.

2

Key terms

Exportfiles loggThe list of all export runs. It shows ID, date and who ran them.
Generate new fileCreates a new export run. It includes every invoice and credit note not yet exported, up to and including the date you choose.
Customer file and invoice fileSome accounting formats have two files. The customer file is always imported first. Then accounting knows the customers before the invoices arrive.
Accounting export formatThe accounting format the administrator chose in the client settings. It decides the file type, or whether invoices are sent directly through an API connection.
Invoiced Net / Credit NetThe totals for the run, without VAT: what was invoiced, and what was credited. You check them against the accounts.
3

Show me

The image shows the export page in the test tenant, with the first run open. Click a part of the image to see what it is used for.

Try it yourself in Steptour

An interactive walkthrough recorded in Frakt24. You click through the steps yourself, and it opens on top of this page.

4

Try it yourself

Put the steps of a safe transfer to accounting in the right order.
Your order appears here
5

Check yourself

All correct completes the lesson
Answer all correctly to complete the lesson You see which answers are wrong, and you can try as many times as you like. This lesson counts towards the level 2 badge in Finance: 0 of 5 complete.
1. The accountant is missing the invoices from the Bergen department, but the Oslo invoices from the same week are there. What has most likely happened?

2. The accountant has lost the file from last week's export. What do you do?

3. Importing the invoice file fails because accounting does not know the customers. What is the most common cause?

4. Automatic sending is set up, and the API response column shows a warning triangle on today's run. What does it mean?

5. The client uses file export. You create an invoice right after today's export run was made. What happens to it?

6. The accountant asks which file invoice 100045 was included in. How do you find out?

7. You have imported the files into accounting. How do you check that everything came through?

You are not signed in, so the result is not saved.

Trainer notesOnly shown when trainer mode is on
  • The test tenant has only one department, so the department choice in Create new exportfile is not shown there. For customers with the departments module, all departments are ticked by default.
  • An export run cannot be undone from the screen, and its invoices are not included in a new run. A lost file is solved by downloading again from the log.
  • With an API integration (for example Tripletex API or PowerOffice Go API) invoices can be sent directly when they are generated. They are then not part of the export file. The format is set by the administrator, see the admin lesson “Invoicing, export and settlement”.