Audit file export

Export of bookkeeping information from the system is a common request by some local authorities or auditors. Exports of formats and required information can differ. Entries for export are usually General ledger (G/L) entries or value-added tax (VAT) entries. However, other information is sometimes required.

Audit Files Export is a preinstalled extension that lets you export different entries, based on auditor or authority requirements. Regardless of the format type or entries, you can use the extension's functionality to control the data export process. The functionality doesn't have a preinstalled file format for export. Therefore, you must either install an app that has a specific format (for example, SIE, SAF-T, or FAC) or develop your own.

Note

Currently, you can select SIE (Sweden), FEC (France), and SAF-T format as an additional app. Partners can also develop a custom format. The number of available formats will increase over time.

Set up audit file export

1. Select the search button , enter Audit File Export Setup, and then select the related link.

2. On the Audit File Export Setup page, follow these steps:

   1. On the General FastTab, in the Audit File Export Format Code field, specify the code for the default audit file export format. Only those formats that were enabled when a specific file format was installed from Feature management and those that were added as a custom format are available.
   2. On the Data Quality FastTab, select the Check Company Information checkbox to be notified about company information fields that haven't been set up correctly.
   3. Select the Check Customer checkbox to be notified about fields that haven't been set up correctly for specific customers.
   4. Select the Check Vendor checkbox to be notified about fields that haven't been set up correctly for specific vendors.
   5. Select the Check Bank Account checkbox to be notified about fields that haven't been set up correctly for specific bank accounts.
   6. Select the Check ZIP Code checkbox to be notified about a postal code that hasn't been set up correctly.
   7. Select the Check Address checkbox to be notified when an address hasn't been set up correctly.
   8. In the Default ZIP Code field, enter the postal code to use if no postal code is specified on the customer or vendor card.

3. Select the search button , enter Audit File Export Format Setup, and then select the related link.

4. On the Audit File Export Format Setup page, follow these steps:

   1. Select the audit file export format that you want to configure. Only those formats that were enabled when a specific file format was installed from Feature management and those that were added as a custom format are available.
   2. In the Audit File Name field, specify the default file name or the file name template for the audit file that you want to export.
   3. Select the Archive to Zip checkbox to automatically zip exported files.

Provide the G/L account mapping for audit file export

Most formats that are required by authorities for G/L accounts require a specific standard chart of accounts. Therefore, after you configure your G/L accounts, your exported file will be based on the mappings. You can use more mappings in your system.

Follow these steps to provide the G/L account mapping for audit file export.

1. Select the search button , enter G/L Account mapping, and then select the related link.

2. On the G/L Account Mapping page, select New to create a mapping.

3. In the Code field, specify the mapping code that represents the reporting period.

4. In the Standard Account Type field, select the type of standard G/L accounts.

5. In the Audit File Export Format field, specify the audit file export format that the standard G/L accounts are linked to.

6. In the Period Type field, the system specifies an accounting period or a custom period type that has a flexible start date and time, based on your selection. If you select a specific accounting period, the field will be set to Accounting Period. Otherwise, it will be set to Data Range.

7. In the Accounting Period field, specify the start date of the accounting period that will be used as the reporting period, if you want them to be the same.

8. If you set the Accounting Period field, the Starting Date and Ending Date fields are automatically set, based on the period that you specified. Otherwise, you can manually set the start and end dates for your reporting.

9. If you've already added a standard chart of accounts, follow these steps:

   1. In the Standard Account Category No. field, specify the category of the standard account or grouping code that's used for mapping.
   2. In the Standard Account No. field, specify the standard account code or grouping code that's used for mapping.

10. Select the Include Incoming Balance checkbox to consider the incoming balance of the G/L account of the Balance Account type for mapping instead of the reporting period's net change.

11. To start the mapping, follow these steps:

    1. To generate lines on the G/L Account Mapping page, based on an existing chart of accounts, select Initialize Source for Mapping. To copy the G/L account mapping from some another mapping code, select Copy from Another Mapping. When you've finished creating lines, all G/L accounts that have posted entries will be marked in green.
    2. To mark only G/L accounts that have entries, select Update G/L Entry Availability. If the Include Incoming Balance option is enabled, all posted G/L entries are considered for calculation. Otherwise, only G/L entries of the reporting period are considered.

Export the audit file

1. Select the search button , enter Audit File Export Documents, and then select the related link.

2. On the Audit File Export Documents page, select New.

3. On the General FastTab, follow these steps:

   1. In the Audit File Export Format field, select the format that's used to export the audit file.

   2. In the G/L Account Mapping Code field, select the G/L account mapping code for the reporting period.

   3. Select the Split By Month checkbox if multiple audit files should be generated per month.

   4. Select the Split By Date checkbox if multiple audit files should be generated per day.

   5. In the Header Comment field, enter the comment to include on the audit file header.

   6. In the Contact field, specify the contact that's exported to the header of the audit file.

   7. Select the Create Multiple Zip Files checkbox to generate multiple zip files.

      Important

      Select this checkbox only if you previously installed some of the format apps or created a custom one. Installation of one or more of the specific formats will likely add fields and functions to the Audit Files Export functionality, based on the format requirements.

4. On the Processing FastTab, follow these steps:

   1. Select the Parallel Processing checkbox if you want audit file generation to be processed by parallel background jobs. Clear the checkbox to export data in your current session.
   2. If you selected the Parallel Processing checkbox, in the Max No. Of Jobs field, specify the maximum number of background jobs that can be run at the same time.
   3. In the Earliest Start Date/Time field, specify the earliest date and time when the background job must be run. If you run the process by selecting Start, you can track the status on the Processing and Lines FastTabs.

5. When you've finished, select Download as File to download the audit file for the selected line.

Important

If you have multiple entries to export, we don't recommend that you export them in the current session, because of possible performance issues. Instead, we recommend that you use parallel processing during non-working days or hours.

See also

Financial Management
Understanding the General Ledger and Chart of Accounts
Work with Dimensions
Work with Business Central

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