In order to be able to use G/L accounts in the request (processing) or release, they must first be created. You can only add G/L accounts to an invoice if they exist in your CANDIS account. In the
Settings you will find the G/L accounts menu.
The G/L accounts menu item contains the management of your G/L accounts. Here you can
create them,
upload or
archive them.
Create G/L accounts individually:
If you only want to create a few G/L accounts, you can add them under the menu item “+New”. To create them, you only need
number and
G/L account name.
The numbers must be identical in Candis and your accounting software.
TIP: The name of the account can vary. You can therefore choose a name that best suits your company. Account names are often rather cryptic or difficult to understand. This name is not sent to the accounting or tax office.
Exporting the general ledger accounts from DATEV Kanzlei-Rechnungswesen
In order to export general ledger accounts from DATEV Kanzlei-Rechnungswesen, the Buchführung must first be opened. Under
Bestand
Export
ASCII-Daten you can directly access the export menu.
In Formatauswahl,
Stammdaten
Kontobeschriftungen
Kontobeschriftungen für Unternehmen online must be selected.
Now the Filename can be determined. In this example, we have used "Sachkonten.csv".
Please make sure that the extension ".csv" is applied.
Afterward, the scope of accounts can still be narrowed down. There is the possibility between:
Named accounts (Beschriftete Konten (Standard, Kanzlei, Individuell)
Used accounts (Genutzte Konten)
Booked accounts (Bebuchte Konten)
Individually named accounts (Individuell beschriftete Konten)
In the example, we have followed the procedure recommended by DATEV and have chosen "Beschriftete Konten (Standard, Kanzlei, Individuell)".
Furthermore, we have chosen to limit the expenses slightly and have only entered the accounts from 6000 to 7000. This entry exports all the general ledger accounts in the specified number range, even those that have never been booked too.
What you choose here and what range you take is up to you.
Tip
The fewer accounts you import, the smaller and tidier your dropdown is when requesting and approving. In CANDIS, individual G/L accounts can be added quickly at any time.
Finally, the file can be generated by clicking on "Export". This will be stored in the previously selected target data path.
How to import the data to CANDIS you can find out here.
Important
Any additional changes to the CSV can lead to the fact that umlauts are not recognized correctly, to avoid this, edit your accounts as much as possible before exporting from DATEV. Imported G/L accounts can be archived later individually in Candis.
Import G/L accounts:
Under
Settings
General Ledger Accounts
not only G/L Accounts can be created but also imported. With the 3 dots in the upper right corner, you can select the submenu "Import". Here you can upload your file with the G/L accounts.
The file must be in CSV format. Other formats are not supported. The structure is as follows:
The first column has the heading "Kontonummer"
The second column has the heading "Kontobezeichnung"
Make sure to use Windows-1252 as the character encoding. If not Umlaute like ä, ö, and ü won't be displayed properly.
Important
When importing the file, use the Preview in CANDIS to check whether all entries are displayed properly. If you still proceed to import, falsely uploaded cost centers / cost objects can't be deleted. They have to be corrected manually instead.
After you have added the file you can continue by clicking "Generate preview". The preview can contain the following additions:
(Duplicate)
(missing)
Duplicates are recognized by the account number. No G/L account can exist twice. Also, incorrect rows will not be imported. If a name or number is missing, it will be displayed in the preview.
Note: In case of more than 1000 ledger account the import-csv needs to be splitted. It is only possible to load 1000 ledger accounts at once. We are here to support if needed.
Archive G/L accounts
As soon as you archive a G/L account, it is no longer displayed in the selection. It is therefore almost like deleting/inactivating it, except that you can still search and filter for it.