Bookkeeping Accounts

The Bookkeeping Accounts (Accounting Revenue Accounts) page is used to manage the chart of accounts that is used for invoicing. Bookkeeping accounts form the basis for assigning invoice line items to a specific account in the accounting system. The page is intended for administrators and is only available when the invoicing module is activated.

The displayed bookkeeping accounts are group-specific: the accounts of the currently active group are shown in each case. When the active group is changed, the list is reloaded automatically.

1. Navigation and Permissions

The bookkeeping accounts are accessible via the main menu under Commercial › Bookkeeping Income Accounts.

Note: Access to this page is restricted to administrators and requires an activated invoicing module. Users with viewer-only rights can only view the accounts but cannot edit, create or delete them.

2. Bookkeeping Accounts Overview (Table)

The overview shows all bookkeeping accounts of the currently active group in a table. Each row represents one bookkeeping account. The table can be paged, sorted and filtered.

Default Columns

Sorting

Clicking a column header sorts the list ascending or descending by that column. By default, the list is sorted descending by ID.

Display of the Label

The Name column automatically shows the account label in the currently set display language. Stored translations are resolved according to the active language (see Section 7).

3. Adding a Bookkeeping Account

A new bookkeeping account is created with the «Add» button in the toolbar.

1. Click the «Add» button in the toolbar.
2. An editing dialog opens with empty fields.
3. Enter the desired details:
   • Number (mandatory field)
   • Ref ID (optional)
   • Name per language (see Section 7)
4. Confirm with Save.

The new account is automatically assigned to the currently active group and then appears in the table.

Note: The entries are validated server-side when saving. Missing or invalid mandatory details are shown in the dialog and must be corrected before saving.

4. Editing a Bookkeeping Account

Existing bookkeeping accounts can be adjusted afterwards.

1. Mark exactly one account in the table.
2. Click the «Edit» button in the toolbar.
3. The editing dialog opens with the existing data of the account.
4. Adjust the desired fields (Number, Ref ID, Name).
5. Confirm with Save.

Note: The «Edit» button is only active when exactly one row is marked. The Number field is also a mandatory field when editing. Editing is locked for users with viewer rights.

5. Deleting Bookkeeping Accounts

Bookkeeping accounts that are no longer needed can be deleted from the overview.

1. Mark one or more accounts in the table.
2. Click the «Delete» button in the toolbar.
3. Confirm the security prompt.

The marked accounts are removed and the table is updated. Deleting several accounts at the same time (bulk operation) is supported.

Note: The «Delete» button only becomes active once at least one account is marked.

6. Importing Accounts via CSV

Bookkeeping accounts can be imported in larger numbers via a CSV file. This facilitates the initial setup of the chart of accounts as well as the transfer of accounts from an accounting system.

1. Click the Import button in the toolbar.
2. The Import dialog opens with a note on the file format and a file selection.
3. Select a CSV file.
4. Confirm with Save or discard the operation with Cancel.
5. The file is processed. The imported accounts then appear in the table of the currently active group.

If saving individual rows fails, the number of rows saved and the number of rows that failed are displayed.

Structure of the CSV File

The values are separated by semicolons (;). The first row (header row) is skipped. The following columns are expected per row:

Column 3 is only used for the currently set display language, and only if the column for that language is empty.

The Number must be specified in every row and must be unique within the file (not case-sensitive). If a number is missing or occurs more than once, the file is not imported and the affected row is reported as an error.

The imported accounts are assigned to the currently active group. If an account with the same Ref ID already exists in this group, that account is updated with the values from the file instead of a new account being created.

Note: Only files with the .csv extension can be selected.

7. Multilingual Label

The label of a bookkeeping account can be stored per language. For this purpose, the editing dialog provides an input option at the Name field through which the label can be entered in the languages German (DE), French (FR), Italian (IT) and English (EN).

In the table, the label is automatically shown in the currently set display language. If the display language is changed, the Name column shows the matching translation in each case.

Note: When editing an existing account, already stored translations are retained as long as they are not changed.

8. Searching, Filtering and Table Tools

The toolbar of the overview provides various tools for adjusting the display of the bookkeeping accounts.

• Quick search: A search field searches the displayed list across all columns.
• Column filter: A filter can be set per column to specifically narrow down the list.
• Clear filters: Removes all active filters and shows the full list again.
• Column selection: Columns can be shown and hidden via the settings icon.
• Templates (layout): The current column and view configuration can be saved as a template and restored later.
• Reset view: Restores the default arrangement of the table.
• Export: Exports the currently displayed list.

Automatic Refresh on Group Change

Since the bookkeeping accounts are group-specific, the table reloads automatically as soon as the active group is changed via the global group switcher. The accounts of the newly selected group are then displayed. Newly created or imported accounts are always assigned to the group active at the time of entry.

9. Summary: Available Actions