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 with accounts receivable details in MOCO.

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

Import MOCO account numbers to get started
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 (Billing > 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 is also sortable in ascending and 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 purchase and does not set the number for 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 however you like. For example, they can be renamed within projects or defined freely in quotes. Categories let you apply a consistent framework across all services. Using this framework, you can analyse revenue and, if needed, pass on cost centre and revenue account details to Accounting. 

Once the option is enabled, each account can decide how to use service categorisation and which of the three levels are relevant for your business.

Assign to Services
You assign the saved categories to services via the icon label on the services. You can assign them anywhere and, once set, they carry through to the invoice.  If needed, you can also overwrite the assignment at any step up to the invoice.

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Categories (1) can be defined without any additional details. This allows you to analyse revenue easily by category (via the standard invoice export, even without using the Accounting area).

Accounting: Invoice line items are grouped by category, and a separate posting is created for each group. You can see this in MOCO under "Billing" > "Accounting" via the tooltip:
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Decide whether you want to record revenue accounts (2) for pre-accounting. This is an additional level available to you, alongside categories, for accounting preparation. Saved revenue accounts are passed on to Accounting (otherwise, the default account is used). 

If you define cost centres for internal controlling, store your cost centres (3) for the categories (1). Saved cost centres can be transferred to KOST1 or KOST2 in Accounting by selecting the type "Service (Category Cost Centre)". Cost Centre Settings

You can also set the revenue account per invoice before exporting to Accounting (under Billing > Accounting).

Workaround Using Labels:
The labels used to tag/categorise invoices are also available in the Accounting area (filtering in the page 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.

You can choose which details should be transferred to accounting for KOST1 and KOST 2:
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a) Services/Invoice Line Items: The stored cost centres that you define here: Settings > Accounting > Revenue
b) Project Number: Transferred if the invoice was created directly for the project. 

c) Custom control via Custom Fields: Via a custom field (type single select or single-line text) on Project or Invoice.

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

With the activated revenue categories and stored cost centres, you can use the export of individual invoice line items under "Billing" (columns "Category", "Cost Centre", and "Revenue Account"). In Excel, you can use this to aggregate and analyse invoice line items by type.

a) Budget: Transferred if budgets with cost centres have been defined.

b) Project Number: Transferred if a purchase line item has been assigned to a project.
c) Custom control via Custom Fields: Via a custom field (type single select or single-line text) on Project or Purchase.

Settings > Accounting > Tax Rates

Here you’ll find the tax rates that MOCO has added automatically (based on the country selected when creating the account).

Default Tax Rate
A default is preselected here for incoming and outgoing invoices. You can adjust the default tax rate if needed. You can also change it at any time in the company settings or directly on the invoice.

Add Further Tax Rates
Add further tax rates if your business is also registered in another country.
Note: For purchase amounts from abroad and the EU that include tax, always record them using the gross amount with 0% (EU) or 0% (abroad) if you can no longer reclaim the tax.

If you’re a small business and therefore exempt from tax, select the 0% tax rate. You can also add a Standard Note to the tax rate (e.g. for Germany: "Gemäß § 19 UStG wird keine Umsatzsteuer berechnet"), which should be shown automatically on every invoice, and, if you prefer, hide the Tax and Gross lines completely. Check the legally correct wording for your situation with your tax adviser.

For invoice recipients (i.e. clients) abroad, the correct tax rate is usually already preselected. You can also add a Standard Note to the tax rate (e.g. "Steuerschuldnerschaft des Leistungsempfängers" or "VAT due to the recipient"), which should be shown automatically on every invoice, and, if you prefer, hide the Tax and Gross lines completely. Check the legally correct wording for your situation with your tax adviser.