How to Import Bookings from Bexio Journal

You want to use accrio to automate your accruals and you're using Bexio as your accounting system? In this tutorial you'll learn how to import the bookings from the Bexio Journal into Accrio.

Step 0: During the year

Accrio requires you to enter the performance period in bexio with one of the following formats:

Manually in bexio

Create a invoice, bill or manual entry and enter the period in square brackets [] in the title or in bills also in a specific bill position:

• Invoice membership fee [2023]
• Room rent [01.2024]
• Webhosting subscription 3 years [2023-2023]
• Mobile phone subscription annual [04.2023-03.2024]

Using Kontera

• Simply fill out the performance period in the field "Performance period" in kontera. Accrio will automatically recognise the performance period and import the bookings accordingly.

astuce

How to create square brackets?

On Mac:

• Opening bracket [: Alt + 5 or Alt+Shift+( or Keys between P and Enter Key
  
• Closing bracket ]: Alt + 5 or Alt+Shift+( or Keys between P and Enter Key

Windows:

• Opening bracket [: AltGr + 8 or AltGr + ( or Keys between P and Enter Key
• Closing bracket ]: AltGr + 9 or AltGr + ) or Keys between P and Enter Key

Step 1: Open Accrio

Go to Accrio > Accruals > Import Journal

Step 2: Open Accrio

We will be using the closing of the business year 2023 as an example - but the process is the same whether you want to accrue monthly, quarterly or yearly.

astuce

Whether you want to accrue monthly, quarterly or yearly - in most cases it is sufficient to create one import period for the whole year - the import period is only used to import the bookings from bexio for a specific time period.

The only reason you want to use a different period duration (e.g month or quarter) is, if your journal is very large and/or the import takes too long.

1. Create a new import period for the year 2023

In January/February 2024 (when we want to finalize our books for the year 2023), you first create a new period for the year 2023. This will search in bexio's booking journal for journal entries which

• have a booking date between 01.01.2023 - 31.12.2023
• contain a performance period (e.g. [03.2023-02.2024] or ...as delivered by kontera)

Why do I have to do this?

We need these journal entries to evaluate, if you have expenses or revenues which were paid in 2023 but their performance period goes beyond 2023.

2. Create a new import period for the year 2024

Subsequently create a new period for the year 2024.

Why do I have to do this?

We need these journal entries to evaluate, if you have expenses or revenues that were paid in 2024 but their performance period starts in 2023. For instance: you received an invoice in January 2024, but the billed period is from 01.12.2023 - 31.12.2023. This invoice should be accrued in 2023.

astuce

If you changed booking entries in bexio after you've already imported them into accrio, you can -2024 the bookings by clicking the refresh button.

Step 3: Check for completeness & errors

Completeness

First check if all bookings have been imported that you expect to be imported. If not, check if you used the correct format to describe the performance period in bexio. If you're using kontera, make sure that the performance period is filled out in kontera.

Errors

Since our whole solution is a workaround for a missing feature in bexio, it is not completely fail save from edge cases:

For instance, bexio cuts off the description text after 70 characters. In this case accrio was unable to derivate the complete performance period from the description. Those bookings will be marked red.

Step 4: Modify the bookings & fix errors

Performance period was not correctly entered in bexio - or the description got cut off by bexio? No worries, there's a solution for that. Click on the edit icon on the righthand side of every booking:

Here you can override the default behaviour of accrio - e.g. change the performance period or ignore a booking completely.

attention

Invoices with multiple positions are displayed as multiple bookings. Overwrites do not affect the original bookings in Bexio. Use the date overwrites only if you cannot edit the shortcode in Bexio.

Step 5: The next year

When you reach February 2025 and want to finalize your books for the year 2024, you can simply repeat the process starting from step 1:

2024 (new step 1)

You've already created a period for the year 2024. Just hit the refresh button for the import period 2024 (to import the remaining bookings)

2025 (new step 2)

Create a new period for the year 2025 as described in step 2 and follow the steps 3-5 as usual.

Step 6: Continue with the export

You've successfully imported the bookings from the Bexio Journal into Accrio. Continue with the export of the accruals to bexio.