Export Invoices Settings

Streamlining Financial Reporting and Data Export
 

The Export Invoices feature is a specialized administrative tool located within the Company Settings of the CRM/ERP system, designed to streamline financial reporting and accountant collaboration. It allows users to filter document data—such as tax invoices, receipts, and credit notes—by company, date range, and document type, then export them into various formats including Excel, CSV, PDF, or specific accounting outputs like Rivhit and PCN874. By offering both a direct download option and a "Send to Accountant" email workflow, the tool serves as a central hub for generating backups, conducting VAT reporting, and automating the delivery of sensitive financial records to external partners.


 

How To Load This Module?   To load the Export Invoices module, follow these three steps as shown in the interface:   Open User Settings: Click on the Settings gear icon located in the user profile sidebar. Navigate to Company Settings: Select the Company Settings tab from the top of the settings menu. Launch Export Module: Click on the Export invoices link in the side menu to open the data export modal.

Streamlining Financial Reporting and Data Export
 

The Export Invoices modal is a specialized tool for generating financial reports and facilitating accountant collaboration.

Core Functionality   Data Export: Filter and export document data, such as tax invoices and receipts, based on specific companies and date ranges. Multiple Formats: Supports various file types including xls, csv, pdf, and accounting-specific formats like Rivhit and PCN874. Accountant Integration: Includes a "Send" feature to automatically email export links directly to an accountant.

Key Form Fields
 

• Select Company: Choose from all companies or a specific one linked to your organization.

• Date Range (From/To): Define the specific period for the data export.

• Type: Select the desired file format for the output.

• Document Type: Multi-select specific documents like Credit Invoices, Receipts, or Purchase Orders.

• Accountant Email & Note: Enter the recipient's email address and an optional message body.

• Include External Documents: A checkbox to filter for or include documents with external identifiers.
   

Action Buttons
 

• Export: Generates the file for immediate download.

• Send: Uploads the export and sends a secure link to the designated accountant email.
  
  
  
  
   

  Invoice Export Types: Format Overview
   

  The Type dropdown in the export modal determines the structure and compatibility of your exported data. Below is a concise breakdown of each available format:

  - xls: Converts document data into a standard Microsoft Excel spreadsheet for data manipulation and reporting.   - csv: Produces a Comma Separated Values file, serving as a universal plain-text format for transferring data between different software systems.   - txt: Generates a plain text file, typically used for manual record-keeping or specific accounting system uploads.   - pdf: Packages documents into a ZIP file of non-editable PDFs, suitable for professional sharing and archiving.

  - Rivhit: A specialized export specifically formatted for seamless integration with Rivhit accounting software.
   

  - PCN874: A technical format used for detailed VAT reporting to tax authorities, featuring fixed-width lines for regulatory compliance.
  
  
  
  
   

  Document Type: Category Breakdown
   

  The Document Type multi-select field allows you to filter which specific financial records are included in your export. Below is a short explanation of each available category as defined in the system:

  - Tax Invoices: Standard billing documents issued to customers for products or services provided.   - Credit Invoices: Documents issued to reduce the amount a customer owes, typically for returns or overpayments.   - Receipts: Formal acknowledgments that a payment has been received.   - Receipt Tax Invoices: Combined documents that serve as both a tax invoice and a proof of payment.

  - Order Proposals: Preliminary quotes or estimates sent to clients for potential work.
   

  - Purchase Orders: Documents sent to vendors to authorize a purchase of goods or services.
   

  - Delivery: Records used to track the shipment or physical handover of goods to a customer.
   

  - return: Documents used to process and track goods returned by a customer.
   

  - GR/IR: (Goods Receipt/Invoice Receipt) Specialized records used to clear and reconcile goods received against their corresponding invoices.
  
  
  
  
   

  Invoice Export: Step-by-Step Summary
   

  To export your financial records, follow this precise workflow within the Export Invoices module:
   

• Select Company: Choose a specific company from the dropdown menu (required for txt or PCN874 formats) or select All.

• Set Date Range: Enter the From and To dates to define the specific reporting period.

• Choose Format: Pick an export Type, such as xls, csv, pdf, or accounting-specific formats like Rivhit and PCN874.

• Filter Documents: Select the specific Document Types to include, such as Tax Invoices, Receipts, or Purchase Orders.

• Configure Delivery: Enter an Accountant Email and an optional Note if you intend to share the data directly.

• Execute Action: Click Export to download the file to your device, or click Send to email a secure download link to your accountant.