Accounting

MOCO focuses on project business and offers simple accounting preparation that doesn't burden the daily work routine, reduces the effort of accounting, and ensures a parallel overview.

▶️ Tobias from MOCO introduces the activatable accounting in this video

Settings > Accounting > General

Neutral accounting export in CSV format, provided for import along with the collectively downloaded documents for accounting.

Custom Extension
The CSV is automatically extended to include custom fields (invoice level – type single choice and single-line text).

CSV export in DATEV format (called "booking stack"), provided to the tax advisor along with the collectively downloaded documents. The tax advisor imports the booking stack into DATEV (e.g., Kanzlei Rechnungswesen and DATEV Mittelstand Faktura mit Rechnungswesen).

Invoice data including documents are transferred directly to DATEV Unternehmen online with a click. After provision, you or your tax advisor can retrieve the data as booking proposals – depending on whether financial accounting with DATEV is done by you or your tax advisor.
 
How to set it up:

1. Your tax advisor has ordered and set up the DATEV Invoice Data Service 1.0 in DATEV for you. If you handle financial accounting yourself, you can independently activate the Invoice Data Service 1.0. More information can be found » here. Since setting up in DATEV is not straightforward, DATEV offers support for ordering the data service and setting it up in DATEV.

2. In DATEV Unternehmen online, the advanced editing form is activated (see image).
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3. After selecting and saving "Direct Transfer to DATEV Unternehmen Online," DATEV authentication is required. You need DATEV SmartLogin for this. Access to DATEV SmartLogin is granted after successfully ordering the interface. If you already have a DATEV SmartLogin, it will be equipped with the necessary rights during the activation process.
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4. Once the connection is set up, create an export. With the export, DATEV assigns a "long-term token," so you don't have to log in every time.
5. For issues and error messages visit the help page.

For companies in Austria
Export tailored to the BMD accounting software (Austria). Incoming and outgoing invoices (invoice data and documents) can be exported from MOCO and then imported into BMD by accounting/tax advisors. The structured invoice data (CSV) is prepared specifically for BMD.
More info

Tip for importing into BMD
If all documents are unzipped in the same folder as the CSV file, BMD can directly assign the documents.

For companies in Switzerland
MOCO exports invoices optimized for Abacus as a Zip file (xml + PDF documents). You can upload the Zip file directly into Abacus.
More info

For sole traders and small businesses in Switzerland
With the integration, MOCO simplifies the workflow. Through the MOCO file interface, invoice data can be exported in the appropriate format for Banana – and then transferred to Banana via copy-paste. Banana Accounting Option: Setup and Workflow

After choosing the accounting option, coordinate with your accounting department to set up accounts, etc. MOCO is then ready for accounting export.

Under "General," you enter the default accounts that should act as a fallback.

Default Debtors

If you select "Client numbers if available," the client number is set as the default. The client number can be managed automatically or manually.

Revenue Accounts / Tax Codes
Enter accounts and codes for the tax rates.

Activate the accounting section under "General". Only then will you be prompted for accounts receivable details in MOCO.

Select the default account under "General". This can always be overridden.

Importing MOCO Accounts Receivable Numbers at the Start
This can be done via the company import 

1. With the Client
Directly when creating the supplier or later via "Edit" (note the blue link "More options").
2. In the Accounting Section (Invoicing > Accounting > Accounts)
Here you have the list mirrored from the settings. By clicking on the "Default Account" filter (2), you can see which clients still have the set default account as a fallback (see above). The list can also be sorted in ascending or descending order (1). This makes it easy to quickly identify which accounts receivable might still be missing. They can be set directly here by double-clicking on "Account" (3).
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3. Directly before the accounting export 
Note: This change is only saved for the specific entry and does not update the number with the client.

Enter Default Account
Select the default account under Accounting > General, which will be automatically set when no supplier is chosen for an expenditure (= Fallback) or if no creditor number is recorded for the supplier.

Import Creditor Numbers when Starting with MOCO
This can be done via the Company Import 

MOCO assumes that creditor numbers are assigned outside of MOCO – usually through accounting. They can be entered directly when creating a supplier or set later. Creditor numbers can be manually managed in the following places:

1. At the Supplier
Directly when creating the supplier or later via "Edit" (note the blue link "More Options").
2. In the Accounting Area (Expenditures > Accounting > Accounts)
Here you have the list mirrored from the settings. By clicking on the "Default Account" filter, you can see which suppliers still have the set default account as a fallback (see above). The list can also be sorted in ascending or descending order. This allows you to quickly find out which creditor accounts may still be missing. They can be set directly here by double-clicking on "Account".
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3. Directly before Export
As a last option, you can overwrite the numbers directly in the list before export. Note: This change is only saved for the specific expenditure and does not set the number for the supplier.

Automatically Assign Creditor Numbers
Please contact us if you would prefer this option – a larger demand will directly influence further development.

You can name services as you wish. They can be renamed in projects or freely defined in proposals. Categories allow you to apply a grid across all services. This grid enables you to evaluate income and, if necessary, pass on cost centres and revenue accounts to accounting. 

Once activated, each account can decide how to use the categorisation of services and which of the three levels are relevant for their own business.

Assign to Services
You assign the stored categories to services using the icon label. The assignment can be made anywhere and, once assigned, carries through to the invoice.  It can also be overwritten at any step up to the invoice if needed.

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Categories can be defined without further details. This allows you to simply evaluate income by category (even without using the accounting area via regular invoice export).

DATEV: Invoice items are grouped by category, and a booking record is created for each. This can be tracked in MOCO under "Invoicing" > "Accounting" via the tooltip:
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Decide if you want to record revenue accounts for preparatory accounting. This is an additional level available to you through the categories for accounting preparation. 

DATEV: Stored revenue accounts are included (otherwise the standard account applies). 

If you define cost centres for internal controlling, store your cost centres for the categories.

DATEV: Stored cost centres can be transmitted to KOST1 or KOST2 by selecting the type "Service (Category Cost Centre)". Cost Centre Settings

Revenue accounts can also be set per invoice before the accounting export (under Invoicing > Accounting).

Workaround with Labels:
The labels used to mark/categorise invoices are also available in the accounting area (filtering in the side menu + in manual export).

Settings > Accounting > Expenditures

Analyse by Category
Receipts recorded under Expenditures can be categorised at the item level and analysed by category. However, the item level is generally more relevant for accounting expense accounts. For straightforward analysis at the expenditure level and cost centres, we recommend using Budgets.

The fallback is always "Standard for Expenditures"

In the settings under Accounting > General, you select the default account that is set when no expense accounts are recorded.

Activate and Record Categories
After activation (1), you record the categories (2) and, if needed, can fill in account suggestions (e.g., SKR 03 or SKR 04) via the blue link "Use suggestions for expense accounts?". The chosen standard tax rate is automatically preselected when a category is chosen.

With the activated categories for revenues and assigned cost centres, you can utilise the export of invoice line items under "Invoicing" (columns "Category", "Cost Centre" and "Revenue Account"). In Excel, you can aggregate and analyse the invoice items by type.

For KOST1 and KOST 2, you can choose which details are to be transferred to DATEV:
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a) Services/Invoice Items The assigned cost centres you define here: Settings > Accounting > Revenues
b) Project Number Is transferred if the invoice was created directly for the project. 

c) Individual Control via Custom Fields Through a custom field (type Single Selection or Single Line Entry) on Project or Invoice.

Example for c) Define individual cost centres through a custom field (1). The field can then be selected in the settings via the dropdown for mapping (2). When you select the desired cost centre at the destination (3), it will be transferred with the accounting export.

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Example image of fields automatically filled in DATEV:
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a) Budget Is transferred if budgets with cost centres are defined.

b) Project Number Is transferred if the expenditure item is assigned to a project.
c) Individual Control via Custom Fields Through a custom field (type Single Selection or Single Line Entry) on Project or Expenditure.

Settings > Accounting > Tax Rates

Here you will find the tax rates that have been automatically added by MOCO, tailored to the country selected when setting up your account.

Default Tax Rate
A default is pre-selected for incoming and outgoing invoices. You can adjust the default tax rate if needed. It can be modified at any time for the company or directly on the invoice.

Add Additional Tax Rates
Add additional tax rates if your business is also registered in another country.Note: For expenditures from abroad and the EU that include taxes, always record them with a gross amount of 0% (EU) or 0% (abroad) if you cannot reclaim the tax.

If you are a small business owner and therefore exempt from taxes, select the 0% tax rate. You can also enter a standard disclaimer (e.g., for Germany "According to § 19 UStG, no VAT is charged") that will automatically appear on each invoice – and optionally hide the lines Tax and Gross completely. Ensure the legally correct text with your tax advisor.

For your invoice recipients (i.e., clients) abroad, the tax rate is usually pre-selected correctly. You can also enter a standard disclaimer (e.g., "Reverse charge" or "VAT due to the recipient") that will automatically appear on each invoice – and optionally hide the lines Tax and Gross completely. Ensure the legally correct text with your tax advisor.