Bookkeeping
Templates and exports
What the bookkeeping template controls, and how to export a ledger as an Excel workbook or as the eCDF filing XML.
What the template is
Every entry Spyral posts is written against a template. The template holds the chart of accounts entries are coded to, the VAT codes and their categories, the default currency, and the way an exported workbook is laid out.
Your firm starts with the Luxembourg standard chart of accounts, the standard Luxembourg VAT codes, euro as the currency, and Luxembourg GAAP as the accounting standard. It is set up the first time bookkeeping runs, so there is nothing to configure before you upload your first document.
There is no screen for editing the template at the moment. If your firm needs a different chart of accounts or a different set of VAT codes, contact us and we will set it up.
What the template does not decide is which account a particular invoice lands on. That comes from reading the document, and from what your firm has corrected in the past. See How Spyral learns from your corrections.
Exporting a ledger
Open the ledger and choose Export. The Export ledger dialog asks for two things.
Format. Either an Excel workbook or the eCDF filing XML.
Period grouping. Monthly, quarterly or annually. This decides how the entries are grouped and subtotalled in the workbook. It applies to the Excel export only; the eCDF file always covers the whole financial year.
The Excel workbook
The workbook contains the journal entries with their accounts, descriptions, debits and credits, grouped by the period you chose, with the subtotals and the layout your template defines.
This is the export for working papers, for sending figures to a client, and for anything you want to open and edit. It is not the file you file with.
The eCDF filing XML
This is the file you submit to eCDF. Spyral builds the chart of accounts, and where required the balance sheet and profit and loss account, from the ledger, and checks the result against the official filing rules before you download it.
Before the export will run:
- The ledger must be at least Ready for review. A ledger that is still Preparing, or that has Failed, cannot be exported.
- The ledger must be linked to a company. A filing needs a declarer, and the company record supplies it.
- The ledger must balance.
A ledger that does not balance cannot be filed. If the balance badge shows an amount rather than Balanced, the export stops and tells you that debits and credits differ.
The usual cause is an entry that was edited into an unbalanced state. Open Manual review, find the entry whose check does not pass, and correct its lines.
Two more things worth knowing about the filed file:
- Do not rename it. The file name is part of the filing, and Spyral names it correctly for you.
- Each downloaded file can be submitted once. If you need to submit again, download a fresh file rather than re-sending the old one.
The full set of eCDF options, the identifiers your firm and each client company need, and what to do about a rejection are covered in Exporting for eCDF.
Who can export
Consultants and administrators can export ledgers in either format.
Requesting and assigning reviews
Hand a whole ledger or a single entry to a colleague to review, see what is waiting on you, and read the history of who reviewed what.
How Spyral learns from your corrections
Spyral remembers the corrections your firm makes and applies them to future documents. Learn when a correction takes effect and how to manage what has been learned.