TABLE OF CONTENTS

• First steps
  • 1. Settings/ Your company - select the accounting program used for data exchange
  • 2. Settings/ Data exchange
  • 3. Additional settings - exchange program and accounts
  • 4. Data exchange
  • 5. Notification the recipient receives by email
  • 6. Downloading the file
• Setting up independent access to data exchange for your accountant
  • 1. Data exchange permissions
  • 2. Save the entry
• Questions for the accounting service
  • 1.1 Basic questions
  • 1.2 Accounts - sales
  • 1.3 Accounts - purchasing
• Wrong accounts on imported invoices
• Other
  • Possible issues when exchanging OSS invoices
    • Every month - added numbering sequences and selected taxes
    • Initial setup - enabling OSS and the date
    • OSS, an event in the home country and product sales
    • Initial setup - the correct date for the business unit
    • OSS and services charged with parcel delivery
  • No tax posting on an issued invoice
  • Minimax: Analytics is a required field
  • Exporting manufactured products under service accounts

First steps

1. Settings/ Your company - select the accounting program used for data exchange

SelectSettings/ Your company and in the middle of the page, under Exchange with program, select Adjusted.

Save the setting and log in to MetaKocka again. After you log back in, you will find an additional menu item in Settings: "Data exchange"

Some accounting programs, such as Vasco, Pantheon, Opal and Hermes, use partner codes that need to be aligned with your accountant before the exchange starts, otherwise partners will be duplicated in the accounting program after the import.(See the instructions here)

2. Settings/ Data exchange

In Settings, open Data exchange

1.Select Settings/Data exchange

2. click Settings

3. Additional settings - exchange program and accounts

In Additional settings, set the accounting program you want to exchange data with

1. click New profile

2. select the accounting program you want to exchange data with

3. select the invoices (sales or purchase) you want to set accounts for

The account settings open

1. select what you want the accounts to be exported for (only domestic invoices, or also credit notes, foreign invoices, ...)

2. set the accounts

3. adjust other settings if needed

4. save the changes

Repeat the procedure for received (purchase) invoices: click New profile and select Purchasing as the area.

4. Data exchange

When you are done, go back to MetaKocka

Go to Settings/ Data exchange and enter the data for the export

The options and fields depend on the selected program

1.Select Settings/Data exchange

2. Select the date range you want the data to be prepared for

3. Choose whether attachments are exported as well (issued - PDFs of issued invoices, received - scanned invoices)

4. Select the data type (issued or received invoices)

5. Enter the password twice; your accountant will use it to access the exchange data they receive

6. Enter the email address of your accountant, where they will receive the exchange data 

7. Here you can limit the export to a specific invoice

8.  and click "Prepare data"

Repeat this for each data type.

The bottom part of the screen shows the progress of the data preparation. When the file is ready, a notification with a link to the download form is sent to the email address you entered.

5. Notification the recipient receives by email

Clicking "Podatki MetaKocka" takes you to the download form, where you enter the password set earlier.

Note - the link is only active until the time stated in the notification. After that, the files are deleted automatically.

6. Downloading the file

Your accountant enters the agreed password in the password field and clicks Download. The files are downloaded to the accountant's computer, and the accountant imports the content (in the format required by the selected program) into the accounting program.

Questionsfor the accounting service

Before you set up the data exchange, we recommend agreeing on the exchange method and configuration parameters with your accountant. If you have answers to the questions below, it will be easier for us to advise you.

1.1 Basic questions

• Which accounting program do they use? (Vasco, Pantheon, Minimax, OpPIS, eRačuni)
  • if it is none of the above - does the program support exchange in the Vasco or VOD format?
  • if you use Pantheon - have you imported data with the VOD standard before? Our support can give you the contact of a Pantheon consultant who has carried out the implementation for several customers.
• Will you export the sales part, the purchase part or both? (for the purchase part, only invoice headers can be exported)
• do you want separate exports based on the criteria below (e.g. "all domestic and foreign invoices with credit notes in one file, retail invoices with credit notes in another" or "all SLO invoices in one file, all HR invoices in another").

  • domestic / foreign / retail / credit notes

  • profit centers

  • countries

  • payment instrument.

  • numbering

• Would you like individuals to be mapped to something like "Final customer with code 1000"? Or separately for each country, like "Final customer Austria with code 120"?
• Does the export need to include the cost center / project?
• The export always covers a date range (from - to). Should this be the invoice date or the date the service was performed?
• Do you have more than 5000 invoices per month? (for some programs this can cause import problems, so please consult us)
• Would you like payments to be exported to specific accounts? Not yet supported for Minimax.

When you send data to MetaKocka support, please include the contact of your accountant as well.

1.2 Accounts - sales

Notes:

• products and services cannot be split into two separate accounts
• even if you do not sell in a certain area (e.g. the lower tax rate or third countries), enter an account number anyway (it can be an invalid one). This way, the import will at least show an error that the account does not exist, and the solution will be quick to find.

If payments should be exported to specific accounts, please do the following:

• check with the MetaKocka customer which payment types they actually use in MetaKocka,
• prepare a "Payment - account" list,
• currently supported programs: Vasco, Pantheon

1.3 Accounts - purchasing

MetaKocka does not support detailed posting of purchase invoices. It therefore makes sense to export only the invoice headers (liability to the supplier, input VAT) and do the detailed posting in the accounting program. The advantage of this transfer is that the basic invoice data (numbers, dates, etc., and above all the supplier data) does not need to be retyped.