Generally, importing of debtors and creditors data into CashFlowMapper™ will be done using a rolling plan.
- It is strongly recommended that you use a copy of your base plan (a plan with all your “known” transactions) as the plan to import to.
- Whenever there’s a change needed to your base plan, including tax and foreign exchange calendars, make the changes in your base plan, copy the plan, and import to the copy.
1. Select a tax calendar for your plan & your API cut-off
- Refer to this article for linking a tax calendar to your plan.
- In My Profile / Preferences select how many months you need to go back into your accounting database to source transactions. For example, if you are remitting tax on a quarterly basis, you’ll need to select at least 3 months.
2. Tax codes
- CashFlowMapper™ has designed tax calendars with all the non-zero tax codes allowed for. For example, the consumption tax in Australia is “GST”, yet MYOB uses “CAP” and Reckon uses “CAG” & “NCG” to represent GST. CashFlowMapper™ has these codes built in. As accounting packages change their codes, or tax rates change, CashFlowMapper™ will update the system tax calendars.
- Tax-free items are automatically catered for in CashFlowMapper™
3. Partially paid invoices under cash / payments-based tax.
When tax is levied on a cash / payments basis, tax remittances are calculated on the start (payment) date of invoices. In the case where an invoice has been partially paid, or is being paid in instalments, the most recent payment date is used to determine the date of tax remittance.
4. Debtors & Creditors Groups
To have the option of summarising your Debtors and Creditors transactions into a single line for reporting (strongly recommended), set up “debtors” and “creditors” groups prior to import. Refer Grouping Transactions.
5. Importing Protocols
The rules that apply to importing transactions are set out below.
- Each transaction is individually imported as a one-off transaction, so it can be edited as required.
- If the due date of the transaction in your accounting software is earlier than the start date of the plan, then the start date (date transaction expected to occur) will be the start date of the plan. It will have “overdue” appear in the transaction description. This is your cue that the transaction’s start date will need to be edited.
- If the transaction is overdue in your accounting software, it will have a start date of the start date of the plan. “Overdue” will appear in the transaction description as a flag for you to review the start date of this transaction. Given that it is overdue, the start date will probably have to be changed to a later date.
- Unallocated credit notes will have a start date equal to the start date of the plan as well. “Unallocated” will appear in the transaction description.
- Transactions with a due date later than the finish date of the plan will not be imported.
6. Importing – Types & Descriptions
These appear in the data from your accounting software before you click “import” to add them to Transaction list view.
- Bill – unpaid creditor / payable transaction
- Invoice – unpaid debtor / receivable transaction
- Tax – the tax on the unpaid bill or invoice
- (Return) – the tax on paid portion of a partially-paid bill or invoice. See next section for how this is reported.
- If you run reports after the day you import your transactions in a rolling plan, overdue transactions that default to a start date of the plan when imported will not appear on reports run on subsequent days.
7. Transaction List View
In Transaction list view, tax on transactions (including the unpaid portions of imported transactions) is shown in the shaded “tax” group as shown in in Tax Reporting. Reporting of tax, including its remittance is detailed in 8. below.
Consideration is given to tax on fully or partially paid invoices and unallocated credit notes that will be due during the life of the plan. This gives rise to two further tax groups in Transaction list view.
- [Tax Name] Items – these are the tax components of fully paid invoices where the tax will be remitted during the life of the plan.
- [Tax Name] Items (Return) - these are the tax components of the paid portion of partially-paid invoices and unallocated credit notes where the tax will be remitted during the life of the plan. The tax component of the unpaid portion appears in the [Tax Name] group, as tax on all other transactions is.
- The start dates for these items will default to the next tax occurrence (remittance) date. You can change this by editing the start date.
- The invoice date for the linked transactions (75,000) can be edited to change the tax occurrence date. This will impact the “Tax” transaction of -7,500.
- If tax was on a cash basis, then the start date is edited – the invoice date field has no effect.
- To change the tax occurrence date of the Tax Items (Return) transaction of -2,500, edit the start date to the date when it will be remitted (next tax return date for example). The same can be done with Tax Items transactions.
In reports, the [Tax Name] Items & [Tax Name] Items (Return) shown in Transaction list view are added to tax on all other transactions to give total tax to be paid / refunded shown by the Tax (Return) number.
9. Alternating between accounting software logon details
- If you need to change logons to access the same accounting software, occasionally data from your previous logon will be imported. If this happens, clear your cookie browser history and log in again to be taken to the correct database.