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Accounting & Payroll allows you to generate files to import your accounting & payroll data into your accounting tool (Sage Ligne 100, Sage Coala, CEGID) and HRIS (Sage Ligne 100, Sage Coala, and Silae):
Display and extraction of accounting entries for invoices, expenses & purchases
Display and extraction of time spent, salaries & expenses of your resources
Thanks to this App, you can now easily interface BoondManager with your accounting and payroll management tool.
Prerequisites
This app is available starting from our Advances offer.
Installation
Install the Accounting & Payroll app on BoondManager
Administration > Apps / Marketplace > Marketplace tab
For this step, simply:
Search for and open the Accounting & Payroll app
Click on Install
Authorize a manager to use it
Administration > Managers / Roles > relevant Manager/role record
To do this, you need to:
Check the box in front of the Accounting & Payroll app
Configuration
Part 1: Accounting
In this section, we will see how to configure suspense, revenue, expense, and VAT accounts.
Note: This step requires administrator rights.
Administration > Apps / Marketplace > Apps tab > Accounting & Payroll > click on Configuration (cogwheel)
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Basic configuration
First, you can choose the export format (Sage Ligne 100, Sage Coala, or CEGID) and the suspense third-party account to use.
If you have another accounting software, you can use the Coala format, which provides a classic flat file with semicolon separator, compatible with most software on the market.
We recommend indicating "MISSING" in the suspense account rather than a 471 to clearly identify missing third-party accounts in the accounting export.
You will then find 3 main sections to configure (see Part 2 for payroll configuration):
Supplier invoices (corresponds to payments in purchases)
Customer invoices
Employee expenses
Configure accounts related to Customer Invoices
The Account field must contain the revenue account you want to use for sales (e.g., 706000).
Note that only one account is specified here, which will therefore be common to all sales recorded in BoondManager.
Also specify the journal code to use for sales entries (default VTE)
Then specify the VAT accounting accounts for each rate.
Tip: For 0% VAT (outside the EU), we recommend entering "445XXX" since there will never be 0 entries. This account will therefore never be used.
You can now customize how the Document number and Description columns are populated, using the available variables. The following values are provided as examples:
Document number: [BILL_REF]
Description: Client [CRMCOMPANY_NAME] - [ITEM_TYPE]
We recommend differentiating accounts by invoice line type: to do this, enable account and journal management for each invoice item
You can then specify the different accounts by invoice type:
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Configure accounts related to Supplier Invoices (Payments)
The Account field must contain the expense account you want to use for purchases (e.g., 604000).
Note that only one account is specified here, which will therefore be common to all purchases recorded in BoondManager.
Specify the journal code to use for purchase entries (default ACH)
Then specify the VAT accounting accounts for each rate.
Tip: For 0% VAT (outside the EU), we recommend entering "445XXX" since there will never be 0 entries. This account will therefore never be used.
You can now customize how the Document number and Description columns are populated, using the available variables. The following values are provided as examples:
Document number: [PURCHASE_REF]
Description: Supplier [CRMCOMPANY_NAME] - [PURCHASE_TITLE]
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Configure accounts related to Employee Expenses
The Account field must contain the expense account you want to use for employee expenses (e.g., 625100).
Note that only one account is specified here, which will therefore be common to all expenses recorded in BoondManager. To specify different expense accounts, see the section below "Manage accounts and journals by expense type".
Also specify the journal code to use for expense entries (default ACH)
You can now customize how the Document number and Description columns are populated, using the variables provided. The following values are provided as examples:
Document number: [EXPENSES_REFERENCE]
Description: [RESOURCE_FIRSTNAME] [RESOURCE_LASTNAME] - [FEE_TYPE]
As the available fields only allow for one expense account and one VAT account, we also recommend differentiating accounts by expense and VAT type: to do this, Enable account and journal management for each expense type
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Configure third-party accounts (clients, resources, and suppliers)
This step should be followed as soon as you have auxiliary accounts by client, supplier, and/or employee.
Apps > Accounting & Payroll > Configure company third-party accounts
Then use the selector:
If you have extracted an entries file but some third-party accounts were missing, choose the option "Company without third-party account"
If you have extracted an entries file and want to edit the third-party account of one of the CRM records, use the option "Company with third-party account"
To search for a specific CRM record and enter its accounting account, choose "Indifferent" and enter the desired company name in the search bar
Finally, to get the full list of CRM records and enter all accounting accounts, choose "Indifferent" and then filter by State "Client"
Then enter the desired accounting accounts.
Note: accounts will be saved continuously, you do not need to click a "Save" button on this screen.
Employee accounting accounts are entered in the Expense reports tab
Part 2: Payroll
In this section, we will see how to configure the Sage or Silae payroll item codes in line with BoondManager payroll items.
Note: This step requires administrator rights.
Go to Administration
Then go to Apps / Marketplace > Apps tab > Accounting & Payroll and click on Configuration (cogwheel) > then go to the Payroll tab
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Configuration of item codes
First, you can choose the export format (Sage Ligne 100, Sage Coala, or Silae) and whether you want to group items together (expenses, absences) to avoid having as many lines as individual expenses declared, or as many absence lines as days of leave taken.
It is generally recommended to group expenses and absences for easier payslip preparation.
Then the configuration simply consists of entering the correct Sage / Silae item codes, and specifying which value you want to extract (calculation base, quantity, total amount, etc.). Each line corresponds to a payroll item that can be extracted from BoondManager. You will find:
The types of expenses that employees can declare
The types of work units (employee activity)
The types of exceptional activity if applicable (on-call duty, interventions)
The salary
The contractual benefits
The bonuses and other non-contractual benefits
The default types delivered in BoondManager are preconfigured with Sage standard codes, but you will need to enter the item codes for lines that are specific to your BoondManager configuration, or if you use Silae.
For Silae, do not enter the AB-, EV- or HS- type prefixes. Only enter the item code, the export will automatically add the prefixes.
Usage
Part 1: Accounting Exports
To extract the accounting entries file, go to Apps (as a user) / Accounting & Payroll > Invoices, Payments, and Expense Reports tab.
Choose the items to extract using the available filters.
Some tips for extracting from the Invoices tab:
Filter State: Make sure not to extract invoices in Proforma and Creation state as they can still be edited in BoondManager. Same for payments and expense reports
Filter Extracted items: You can choose to display everything, display only items already previously extracted, or exclude these already extracted items. This will prevent duplicate extractions
The minimum period is the month, so it is recommended to perform your accounting extractions monthly once all invoices are sent to clients
You can then click on the Extract icon to generate the file containing the accounting entries.
You will be asked to choose the type of extraction between excluding VAT and including VAT: if VAT applies to your company, always select including VAT.
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Part 2: Payroll Exports
To extract the payroll items file, go to Apps (as a user) / Accounting & Payroll > Contracts tab
Choose the items to extract using the available filters.
The resources found will then be displayed in the table, with all the information you need to check if all payroll items are ready to be exported:
Production, Internal, Absences: reflects the time and absences entered by employees
Salary: Shows the employee's normal monthly salary (no prorata)
Benefits, expenses, advances: Reflects the benefits paid to the employee, the expense reports entered by them, and any possible expense advances to be recovered
Time Validation / Expense Validation: Allows you to view the validation status of employees' time and expenses, and access the documents with a single click
Once you have performed the necessary checks, you can then click on the Extract icon to generate the file containing the payroll items.
Note: You can choose between extracting only activity (time), only absences, only variable items, or everything. To extract everything, choose the option "Activity, absences, and variable"