Accounting Entry File (Data Export)

This section describes the fields and actions on the Accounting Entry 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 Accounting Entry File (AEF) is a French Statutory report that contains all of the accounts of a company, and all of the company’s financial transactions throughout a fiscal period. A company may submit the AEF file to French tax authorities, for auditing purposes.

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 » France » Accounting Entry 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

Prompt Title	Description	Mandatory
Reporting Company	Only opening balance entries and finance transactions with a company equal to this prompt, are included.	Yes
Year	Only opening balance entries and finance transactions with a year equal to this prompt, are included.	Yes
Accounts Excluded from Opening Balance From	Only opening balance entries with an account number alphabetically before the answer to this prompt, are included.	No
Accounts Excluded from Opening Balance To	Only opening balance entries with an account number alphabetically after the answer to this prompt, are included.	No
Transaction Entry Date From	Only finance transactions with an entry date equal to or after the answer to this prompt, are included.	Yes
Transaction Entry Date To	Only finance transactions with an entry date equal to or before the answer to this prompt, are included.	Yes
Accounts Excluded from Transactions From	Only finance transactions with an account number alphabetically before the answer to this prompt, should be included.	No
Accounts Excluded from Transactions To	Only finance transactions with an account number alphabetically after the answer to this prompt, should be included.	No
Include Companies with the same Tax No.	Include companies that use the same company tax number. Note: The companies must use the same fiscal year and currency (base currency), otherwise, the report throws an error message.	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 » France » Accounting Entry 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 to include in the report.
   • Specify the Transaction Entry Date duration to include in the report.

     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

Not applicable for this report.

Report Description

Export Fields and Description

This report is a text file that provides opening balance entries and finance transactions for a specific reporting year.

The report displays and groups:

• Opening balance entries for the year from the Opening Balance Entries Card
• Finance transactions for the year from the Finance Entries Card

The file name created for the report consists of the 9-digit SIREN Number (Company Registration No.) + “FEC” + last date of fiscal year.txt.

File name example: 123456789FEC20161231.txt

Field	Description
JournalCode	The transaction type.
JournalLib	The description of the transaction type.
EcritureNum	The start of the fiscal year specified in the selection criteria.
EcritureDate	The finance entry date. The dates are in ascending chronological order (earliest to latest)
CompteNum	The Local Account No.
CompteLib	The Local Account Name.
CompAuxNum	The customer/vendor number.
CompAuxLib	The customer/vendor name.
PieceRef	Report A-Nouveau (RAN), which means Carry-Forward The vendor entry invoice number/finance entry transaction number. Note: If empty, it displays [NS] or Non-significatif, which means Not significant.
PieceDate	The first day of the selected year for opening balance entries.
EcritureLib	The finance entry text.
Debit	The debit value of a finance/opening balance entry.
Credit	The credit value of a finance/opening balance entry.
EcritureLet	The reconciliation number of the payment entry. The reconciliation numbers of each payment entry refer to the transaction numbers of the vendor or customer entry where the payment entries have been reconciled. Note: For vendor invoices with multiple payments, only the most recent transaction number used to reconcile the payment against the invoice will be shown.
DateLet	The vendor/customer reconciliation date.
ValidDate	The posting date.
Montantdevise	The vendor/finance original amount.
Idevise	The vendor/finance original currency, other than EUR.

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

AEF Sequence for EcritureNum Field

Add sequence numbers to finance entries, and create opening balance entries with sequence numbers. These numbers are unique, chronological (according to entry date), and unbroken within the context of a company and fiscal year (and, optionally, within a fiscal year period and transaction type). The sequence numbers for finance entries listed in the AEF report can be used to look up those finance entries in Maconomy.

To add AEF sequence, you must do the following before generating the report:

• Set Up Sequence Numbering for the Company
• Assign Sequence Numbers to Finance Entries
• Create Opening Balance with Sequence Numbers

Take note of the following prerequisites before proceeding:

• If necessary, configure a Local Chart of Accounts for the company via the General Ledger » G/L Cockpit » Companies » Company Home workspace, under the Dimensions card.
• To populate the report, the company fiscal year must have existing vendor invoices for jobs, with allocations that are submitted for approval and posted via the Accounts Payable » Vendor Invoice Journals workspace.
• The fiscal year included in the AEF report must be closed and printed via the General Ledger » Financial Operations » Year End Closing workspace.

Set Up Sequence Numbering for the Company

1. Go to General Ledger » G/L Cockpit » Companies » Sequence Numbering.
2. Use the search filter and/or the Search field to select the company.
3. Configure the following fields in the card:
   • Select the Reporting Company checkbox.
   • For Sequence Numbering, select which transaction types need to be included when Maconomy assigns sequence numbers to entries.
     Note: Finance entries with these transaction types are included when Maconomy calculates and creates opening balance entries.
   • For New Sequence per, select when a new sequence of numbers is required
   • For Length of Sequence No., provide the number of digits in the sequence numbers (maximum of 10 digits).
4. In Sequence No. Accounts table, click the + Add Sequence Number Setup Line action to add a blank line.
5. Click Save.

Assign Sequence Numbers to Finance Entries

Note: Before proceeding, make sure you have the correct fiscal year configured for the company. To check, go to General Ledger » G/L Cockpit » Companies » Company Home workspace, under the General Ledger card.

To assign sequence numbers to finance entries, complete the following steps:

1. Go to General Ledger » Financial Operations » Sequence Numbers.
2. In the Selection Criteria, select the Show Logs checkbox then click Save.
3. Click Assign Sequence Numbers to open the dialog box.
4. Select the reporting company, fiscal year, and period range you want Maconomy to consider when assigning sequence numbers.
5. Click Assign Sequence Numbers.

The Logs displays details about the assignment of sequence numbers, with the most recent assignment listed at the top.

Create Opening Balance with Sequence Numbers

Note: Close and print the fiscal year via the Year End Closing workspace before proceeding.

To create opening balance entries with sequence numbers, complete the following steps:

1. Go to General Ledger » Financial Operations » Opening Balances.
2. In the Selection Criteria, select the Show Logs checkbox then click Save.
3. Click Create Opening Balances to open the dialog box.
4. Select the reporting company and fiscal year, then click Create Opening Balances.

The Logs displays how many opening balance entries were created, information about the entries , and so on. If you select a log, the Entries sliding panel lists the opening balance entries associated with that log.

You can now generate an AEF report and it should have unique sequence numbers for finance entries.

Assign Opening Balance Split by Vendor and Customer

Use these steps to populate the CompAuxNum and CompAuxLib fields in the AEF report. These fields correspond to customer and vendor details, such as identification numbers and names.

To assign how opening balances are split:

1. Navigate to General Ledger » G/L Cockpit » Companies » Sequence Numbering.
2. Use the search filter and/or the Search field to select the company.
3. In the Sequence No. Accounts table, specify values for the From Local Account and To Local Account fields. Use the drop-down list to select the values.
4. For the Split Opening Balance by field, select a value from the drop-down list (Vendor or Customer).
   Note: You must configure how opening balances are split for the Vendor and Customer. Do steps 1 to 4 for each setup.
5. Click Save.

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.

External Setup

None needed.