Exports & Accounting
Excel Export + Receipts | Accounting Export | Transmission | Edit Export RetrospectivelyExcel Export + Receipts
An export option for invoice data and receipts is standard in every account. By enabling the accounting option in the settings, you can create a targeted accounting export in an additional submenu (see next chapter).
Invoice Data (Excel) and Receipts (PDFs)
MOCO offers filtered incoming invoices as Excel exports and a batch download of receipts at the top right. Access the filter in the inbox with the keyboard shortcut "F" – or click the icon at the top right.
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Once invoices in the inbox are processed, move them to "Archive." Typically, you use the export option under "Archive" (see illustration).
Further exports on expenditures – e.g., budgets
(English image not yet available)Once invoices in the inbox are processed, move them to "Archive." Typically, you use the export option under "Archive" (see illustration).
Further exports on expenditures – e.g., budgets
Accounting Export
With its accounting area, MOCO bridges the gap to your accounting. Incoming invoices can be transferred to accounting with pre-assigned accounts. This not only enables accounting and MOCO to be kept in sync, but also reduces effort and costs in accounting.
▶️ Tobias from MOCO introduces the optional accounting feature in this video
Activation & Setup
When you choose an accounting option, a new sub-item called "Accounting" appears under "Purchases" (1).
Before you run an export, you should set up the accounts.
» All information on activation and accounting accounts
Before you run an export, you should set up the accounts.
» All information on activation and accounting accounts
Prepare and Export Incoming Invoices
As a rule, a monthly export is recommended. However, you can also export individually selected incoming invoices.
Proceed as follows each month:
1. At the end of the month, check any outstanding incoming invoices for the month and mark them as done. The Smart Filters will help you with this.
2. Under "Accounting", check the accounts in the list (3)
3. Select the month’s invoices and click "Export Invoices" to create the export.
4. Exported purchases are no longer listed under "Accounting" and can no longer be selected. You can find the export you created under "Exports" (2). Click the export to see a list of the purchases included, with links.
Proceed as follows each month:
1. At the end of the month, check any outstanding incoming invoices for the month and mark them as done. The Smart Filters will help you with this.
2. Under "Accounting", check the accounts in the list (3)
3. Select the month’s invoices and click "Export Invoices" to create the export.
4. Exported purchases are no longer listed under "Accounting" and can no longer be selected. You can find the export you created under "Exports" (2). Click the export to see a list of the purchases included, with links.
Full Control Over Which Purchases Have Not Yet Been Exported to Accounting
Under "Accounting" (1), you will always see all purchases that have not yet been exported to accounting – regardless of whether they are still in the inbox or have been moved to the archive (= Done).
If you tick "Archive purchases afterwards" during export, MOCO will automatically move any incoming invoices that are still in the inbox to "Archive".
Exported purchases are automatically locked – but you have the following options for corrections
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If you tick "Archive purchases afterwards" during export, MOCO will automatically move any incoming invoices that are still in the inbox to "Archive".
Exported purchases are automatically locked – but you have the following options for corrections
(English image not yet available)Filtering and Editing in the List
In the list, you can also see straight away whether any receipts are still missing and whether payment has already been recorded. The creditor account and expense account can still be overwritten here in the list by double-clicking.
- "Creditor" refers to the creditor account. Creditors can also be managed in the "Accounts" tab (2).
» More about creditors - Under "Expense", the default expense account is shown. If needed, specific expense accounts can be predefined via purchase categories and assigned to purchase line items.
» More about expense accounts
The labels used to tag or categorise incoming invoices are also available in the accounting area (as a filter option in the side menu, and in the manual export).
Transmission
The steps leading up to the export are outlined in the previous section.
The transmission to accounting/tax consulting is carried out manually or automatically, depending on the chosen accounting option.
Manual
MOCO offers various export options, such as in DATEV format, for Abacus, or a neutral format. You can find an overview of all accounting export options here
The export you regularly create covers invoice data and receipts. It is listed under "Exports" with the specified period, and you provide these exports to your tax consultant/accounting department (or assign a person in MOCO who you grant access to expenditures and invoicing).
Custom fields on expenditures (single selection & single-line text input) are included in the generic CSV export.
Custom fields on expenditures (single selection & single-line text input) are included in the generic CSV export.
Automatic Transfer
DATEV Unternehmen online (DUO)
Invoice data, including receipts, is directly transferred to DATEV Unternehmen online during the export process with a click. After provisioning, the tax consultant can retrieve and further process the data as booking suggestions.
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Incoming invoice receipts with payment methods such as credit card, PayPal, cash, or direct debit are transmitted to DUO with the status paid. This prevents accidental creation of a payment order in DUO.
Assistance with error messages
(English image not yet available)Incoming invoice receipts with payment methods such as credit card, PayPal, cash, or direct debit are transmitted to DUO with the status paid. This prevents accidental creation of a payment order in DUO.
Assistance with error messages
Edit Export Retrospectively
Expenditures exported for accounting are locked to ensure synchronization with the accounting records.
Undo Entire Export
In certain cases, such as after tests, exports can be deleted within 24 hours (or later by the account holder). Exports to DATEV Unternehmen online can only be deleted by the account holder.
Edit or Delete Individual Expenditures Retrospectively
Supplier or Category can be adjusted at any time on the saved view of the expenditures (indicated by blue text hints).
Minimal discrepancies in the amount can be ignored since MOCO, as a business management tool, does not need to match the accounting records to the cent. For example, if an employee has entered an incorrect tax rate on a personal expenses receipt.
In such cases, make the corrections in the accounting records and record a note under the invoice in MOCO for traceability.
If you wish to adjust an expenditure retrospectively, you can do so as follows:
On the expenditure, select "Edit" (see illustration) to choose whether an adjustment should be made in parallel with the accounting or whether the expenditure should be released and re-exported (or deleted). After saving changes, these will be recorded in the change log, and a note will be created indicating who released and modified the expenditure.
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Minimal discrepancies in the amount can be ignored since MOCO, as a business management tool, does not need to match the accounting records to the cent. For example, if an employee has entered an incorrect tax rate on a personal expenses receipt.
In such cases, make the corrections in the accounting records and record a note under the invoice in MOCO for traceability.
If you wish to adjust an expenditure retrospectively, you can do so as follows:
On the expenditure, select "Edit" (see illustration) to choose whether an adjustment should be made in parallel with the accounting or whether the expenditure should be released and re-exported (or deleted). After saving changes, these will be recorded in the change log, and a note will be created indicating who released and modified the expenditure.
(English image not yet available)Notes for Re-export
If invoices are to be re-transferred to DUO: Ensure that the data is also deleted in DUO beforehand to avoid duplicate invoices. The easiest way to do this is by cancelling the import via the import log.
If expenditures are to be exported after editing but NOT transferred: Uncheck the checkbox for DUO transmission in the export dialog:
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