BPM Country Reports

Annual CSV File (Data Export)

This section describes the fields and actions on the Annual CSV File (Data Export) workspace, as well as instructions on how to generate the report.

Quick Links: Report Workspace | Selection Criteria | Generate Report | Data Export Fields | Limitations | Admin Setup | Appendix

Overview

The Annual CSV File report workspace helps customers comply with the Danish Digital Bookkeeping Act (DBA) statutory requirement to submit an annual report that combines accounting data from companies using the same Central Company Register Number (CVR), including the Balance Sheet and Profit and Loss entries. After generating the report in CSV file format, it must be manually uploaded to the Regnskab Basis.

Under the requirements enacted in 2023, the DBA mandates that Enterprise Resource Planning (ERP) providers must be able to do the following:

  • The bookkeeping system must support the submission of the annual report and VAT returns by generating one of the following files containing bookkeeping data:
    • a CSV file, accepted for upload in Regnskab Basis
    • a XBRL / iXBRL file, accepted for upload in Regnskab Special
      Note: Regnskab Basis and Regnskab Special are tools for compiling and submitting annual reports for small enterprises.

      Regnskab Basis can only be used by enterprises in Accounting Class B.

      Enterprises in Accounting Classes C and D and enterprises subject to accounting rules for financial companies must use Regnskab Special.

  • Annual reports must be submitted before the deadline, which for non-listed enterprises is six months after the end of the accounting year.
  • When submitting an annual report to the DBA, enterprises must use self-service solution on Virk.

Report Workspace

Country reports share the same workspace layout. For information on the fields and actions available in the report workspace, refer to Workspace Layout.

Navigation

To open the report workspace, select Reporting » Country Reports » Denmark » Annual CSV File (Data Export).

Selection Criteria Dialog Box

Click the Generate Report action to open the selection criteria dialog box. This table describes the parameters you can define for the report.

Dialog Box Fields

Field Description Mandatory
Reporting Company Use this field to search for or enter a company number. Single valued. Yes
From Year/Period

To Year/Period

Only include General Ledger transactions within the specified year-period range. Yes
Chart of Accounts Type Choose to only include Global or Local accounts. Yes
Company Tax No. The tax number of the company.
Include companies with the same tax no. Select this to include companies that use the same company tax number. No
Include Zero Balances Select this to include accounts with zero balance. No
Standard Dimensions
Location Use this field to search for or enter a location to filter by. No
Entity Use this field to search for or enter an entity to filter by. No
Project Use this field to search for or enter a project name to filter by. No
Purpose Use this field to search for or enter a purpose name to filter by. No
Spec. 1 - 10 Use these fields to enter other specs as needed. No
Local Spec. 1 - 10 Use these fields to enter other local specs as needed. No

Selection Criteria Dialog Box Actions

Action Description
Next If applicable, click this for more prompts.
Back Click this to return to the previous prompts.
Cancel Click this to close the dialog box.
Ok Click this to generate the report.

If applicable, click Ok to close the dialog box.

Generate the Report

To generate the report:

  1. Go to Reporting » Country Reports » Denmark » Annual CSV File (Data Export).
  2. Click Generate Report to open the Selection Criteria dialog box.
  3. Fill in the mandatory fields for the report:
    • In the Reporting Company field, enter or search for the company you want to report on.
    • Specify the Year/Period duration to include in the report.
    • Select the Charts of Account Type.

      If needed, enter other selection criteria (optional) for the report.

  4. Click Ok to start generating the report.
  5. A notification dialog box displays to let you know that the background task for the report has been created. Click Ok.
    Note: Deltek recommends that you generate reports one at a time to avoid overwriting data. Wait for Maconomy to finish generating one report then immediately retrieve the data export to ensure you are getting the correct information.

View Background Task

To view the associated background task for your report:

  1. Select the Background Tasks tab.
  2. Click the Refresh icon to update the Execution Status.

    While running the report, the Execution Status displays as "Pending". Once complete, it changes to "Succeeded ".

Download Report

To download the data export:

  1. Select the Statutory Report Retrieval tab.
  2. Select the row of the report you want to view, then choose one of the following methods:
    • Click the icon under the Download File to download a .zip package containing the report.

      Or

    • Click the Download icon located outside the table. In the dialog box, specify the parameters for the data export (file extension, file name and number of rows), then click Ok.

    The data export is downloaded to the default download folder on your device.

Submit the Report

The CSV file generated by the Annual CSV File report can be uploaded to the Regnskab Basis.

Note: The accounting file must be based on the DBA standard chart of accounts. You can download the standard account plan via erhvervsstyrelsen.dk.

To upload the CSV file:

  1. Go to the Regnskab Basis page via the virk.dk website. The page provides further requirements for uploading the accounting file, such as a business account.
  2. Select the Start Self-Service action. This redirects you to another website.
  3. Log into your business account.
  4. Follow the on-screen instructions to upload the CSV file.

Report Description

Universes

  • Finance Universe

Export Fields and Descriptions

The Annual CSV File is in CSV format that must be exported to a third party software. The file name is DKAnnual_<taxnumber>_<timestamp>.csv. It is divided into three columns and three rows:

Columns

Header Description
KONTONUMMER_<Version Number> For example, KONTONUMMER_20230131, which is hardcoded and specifies the current version number. Under this header: REPORTSTRUCTURELINE.GROUPING1 For example, 2120
KONTONAVN_< Version Number > For example, KONTONAVN_20230131, which is hardcoded and specifies the current version number. Under this header: ACCOUNT.ACCOUNTEXT For example, "Meals"
VAEDRI_< Version Number > For example, VAEDRI_20230131, which is hardcoded and specifies the current version number. Under this header: Opening Debit - Opening Credit For example, 5000

Rows

Row 1 Headings, which consist of the designations: KONTONUMMER (Grouping Level 1), KONTONAVN (Account Name) and VAERDI (Value).
Row 2 Revenue item, which is a credit item and therefore has a negative sign.
Row 3 Cost item, which is a debit item and therefore is a positive number.

Example

KONTONUMMER_<20230131> KONTONAVN_<20230131> VAERDI_< 20230131 >
1010 Salg af varer og ydelser m/moms -8598542
1410 Varelagerregulering 657125

Additionally, the accounting file must comply with the following conditions:

  • The file must be a CSV file.
  • Data must not be specified in accounts outside of the standard account plan intervals.
  • The file must be encoded in UTF-8 with or without Byte Order Mark (BOM).
  • The file must have a maximum of three columns.
  • The file delimiter must be consistent throughout the file.
  • The separator must be either tab ”ÿ”, comma ” or semicolon ”;”.
  • Rows must be separated with a line break "ÿ".
  • The file must not contain headers.
  • The file must not contain sums.
  • The file must not contain totals.Values in the file must only be whole numbers.

Limitations

Background Task Not Cancelled

In some cases where a Background Task is canceled, the report still attempts to generate and complete the data export. This can cause performance issues especially when run on a system with a large amount of data.

Admin Setup

Maconomy Setup

Note: You must have System Administrator rights to configure some of these settings, such as the Reference Workspaces.

Email Notification Setup

Configure Maconomy to send an email notification when it successfully generates a data export or encounters an error while running the report. The email specifies the report name, other information such as the report's format (if any), as well as the date and time the export is created. The alert is sent to the email address associated with the user who initiates the report. For reports with errors, the message points to the maconomy.log file for details.

To set up the email server and sender:

  1. Open the Extension.ini file. It is located in the <Path to Maconomy installation>\CouplingService\Configuration\Settings folder.
  2. Configure the email server and sender:
    • Locate mailserver.address and change the value to smtp.deltek.com:25.
      Note: The email server can also be set via the Web Client. Go to Setup » System Setup » System Parameters » Mail Port and Server workspace and use the Server and Mail Port parameters.
    • Locate email.from.default and provide an email address for the From field of the email.
  3. Save the file.
  4. Restart the Coupling Service to apply the changes.

Adjust the Pagination Size of Data

The pagination size can be adjusted depending on memory capacity. The default pagination size is 20000, and you can set this to your preferred value up to 100000.

To adjust the default pagination:

  1. Go to the Extension.ini file (<Path to Maconomy installation>\CouplingService\Configuration\Settings\extension.ini).
  2. Add the following line:

    filepath.annualcsvoffset = <Page size>

  3. Enter the preferred page size, within a range of 20000 to 100000.
  4. Save the file.
  5. Restart the Coupling Service to apply the changes.
Note: If the page size is set to 100000 and the Annual CSV File fails to generate a report, the next threshold is 50000. Typically, the report triggers an error within the first 30 minutes if system resources cannot accommodate the page size configured.

Create a Reporting Structure

The reporting structure determines the format of account headers and subtotals of the report.

To create a reporting structure:

Part 1: Create Option List

  1. Go to Setup » System Setup » Option Lists.
  2. Click + New Option List to open the Create Option List dialog box.
  3. In the Option List No. field, enter Finance.

    (Optional) Provide a description for the option list.

  4. Click Create Option List.
  5. On the Options table, click the Add icon.
  6. In the Name and Description fields, enter how you want to identify and describe the option, for example:
    • Name — Denmark
  7. Click Save.

Part 2: Create Reporting Structure

  1. Go to Reference Workspaces » Set-Up » Reporting » Reporting Structures.
  2. Click + New Reporting Structure to open the Create Reporting Structure dialog box.
  3. Provide a Name and Description, select a Type (or dimension), and input the following settings:
    • Option List — Finance
    • Selected Value — Denmark
      Note: Select the values entered in the Create Option List section.
  4. Click Create Reporting Structure.
  5. (Optional) Insert group headers and subgroup headers to provide the desired account structure, and you can also include a small subset of accounts. The reporting structure works as a filter on accounts in addition to providing a hierarchical structure. Click Save.

External Setup

Not applicable for this report.