With external invoices, you and your members see in Congressus what members and groups have bought from and paid to your association, while your bookkeeping stays outside Congressus. You import invoices or ledger cards from Exact Online. Congressus does not collect these amounts.
Would you like to use external invoices? Contact us and we will switch the module on for you.
Importing
Go to Financial > External invoices > Imports and click Import. Under Type, choose what you are importing:
External invoices (Exact Online XML): a file of invoices from Exact Online. Also fill in a Source, and use the same source for every import.
Ledger card (Exact Online, Excel): every booking on one ledger account, such as a bar tab. See below.
You can also import external invoices through our API.
Importing a ledger card
In Exact Online, export the report 'Kaart: Grootboekrekening' for one ledger account and one financial year as an Excel file (.xlsx).
Under Type, choose Ledger card (Exact Online, Excel) and add the file.
Under Administration, choose the administration you exported the card from.
Click Import.
You then see the Balance per debtor. If the card does not add up, for example because the opening balance plus debit minus credit does not match the closing balance, or if it is not an .xlsx file, you see a message with the reason.
If you later import a newer card of the same administration, ledger account and financial year, it replaces the earlier one. The earlier import stays in the list, marked Superseded by a newer import. If you delete the newer import, the earlier one applies again.
Title and description
With Edit title and description you give the account a name members understand, such as 'Bar tab'. Without a title, members see the name of the ledger account. The financial year is shown beside it, so leave it out of the title. The title is kept for the next financial year.
In the description you can explain the account or link to where members can pay their balance. Members see the description above their bookings.
Linking debtors
Every invoice and booking belongs to a debtor from your bookkeeping. Members only see it once the debtor is linked to a member or a collection, such as a group.
Go to External invoices > Debtors, open a debtor and choose the member or collection.
Or choose Link debtors to link all debtors at once. Congressus matches the debtor number with your members' Member ID and shows you the links first.
On a ledger card, a debtor that is not linked yet shows Not linked: link debtor. As soon as you link it, the member sees their bookings.
What members and managers see
On the webpage with the 'profile' module, members see their balance per ledger account, as an amount due or in credit, and all their bookings with the balance after each one. We switch this page on for you; contact us to do so.
In Congressus Manager, a member's Sale invoices tab shows their external invoices of this month and this year.