Accounting & Audit

Set up your organization's chart of accounts, export your entries to your accountant's software, enable electronic invoicing in the Factur-X format, and find the documents the tax authorities may ask you for: certificate, event log, closings and archives.

Setting up your chart of accounts

The chart of accounts determines which accounts and which journals your sales are posted to in the exports. It is set up per billing account: two entities that invoice separately each have their own.

1. Go to Administration›Settings›Billing›Billing Accounts and open the account concerned.
2. Open the Chart of Accounts tab.
3. Adjust the account numbers and the names, then click Save.

The screen is organised into three blocks:

• Sales, VAT, and customers: the accounts for services, output VAT, customers and discounts granted.
• Treasury: the bank, cash and cheques-for-collection accounts, used by the payment collection entries.
• Journals: the codes of the sales, bank and cash journals.

Breaking down your sales by category or by rate

By default, all your sales are posted to a single revenue account. Two optional breakdowns let you go further, in the same tab.

• Sales breakdown by category: a separate account per product category — subscriptions, credits, equipment, lessons, etc. Click Add a category, choose the category and enter its account.
• VAT breakdown by rate: a separate output VAT account per rate. Click Add a rate, enter the rate and its account.

This is useful when your accounts have to distinguish between activities — for example separating coaching income from court rentals. Without a breakdown, everything goes to the general accounts defined above.

Exporting your sales and your entries

1. Go to Administration›Dashboard›Billing›Invoices & Transactions.
2. Filter the list on the period and the criteria you want: the export uses exactly the filters displayed on screen.
3. Click Download export and choose a format.

Tracking business activity

• Excel (.xlsx): one line per order, with the date, the user, the amounts excluding VAT, the VAT and the total including VAT, the status and the payment method. This is the format to prefer for analysing your sales in a spreadsheet.
• CSV (.csv): the same report, in a format any spreadsheet can read.
• Download PDF invoices: an archive containing the PDF of every invoice in the current filter. Only issued invoices appear in it.

Sending to your accountant

• Accounting entries (.csv): the debit/credit entries per invoice, in a readable format intended for a manual import.
• FEC (France): the French statutory accounting entries file, which can be imported by Sage, EBP, Ciel, Cegid, Pennylane or QuickBooks. One balanced entry per invoice.
• FAIA (Luxembourg) and DATEV (Germany): the statutory formats of these two countries, offered to organizations established there.

The Include the regulations (treasury) option adds the payment collection entries (bank, cash, cheque) to the sales entries. Uncheck it to export the sales journal only.

Issuing invoices in the Factur-X format

Electronic invoicing is becoming mandatory in France. Factur-X is the format chosen: a perfectly ordinary PDF invoice, inside which a data file is embedded that accounting software can read automatically.

For the person receiving the invoice, nothing changes: they open a PDF, identical to the one they used to get. It is their accounting software that also finds the amounts and the identifiers in it, without them having to re-enter anything.

Checking whether your organization is concerned

This is the first question to settle, and the answer is far from the same for every organization.

• Sports associations exempt from VAT under article 261-7-1° of the French general tax code are concerned neither by electronic invoicing nor by e-reporting. Many organizations are in this situation.
• Organizations subject to VAT will have to issue their business-to-business invoices in electronic format. For micro-businesses and SMEs, which is to say almost every organization, the issuing deadline is set at 1 September 2027.
• Invoices to private individuals (your members) fall outside the scope of electronic invoicing, whatever your tax regime.

Enabling the format

1. Go to Administration›Settings›Billing›Billing Accounts and edit the account concerned.
2. In the Billing tab, find the Electronic Invoice option located in the Billing Information section.
3. Choose the format:
   • Factur-X (France) for a French organization: it adds the French legal wording expected on business-to-business invoices;
   • Factur-X / ZUGFeRD (EN 16931) for the European standard without the French specifics;
   • Disabled to produce classic PDF invoices.

The setting belongs to each billing account: an organization that invoices from several accounts enables them independently.

Filling in the mandatory information

An electronic invoice must identify its issuer with certainty. This information is entered in the same tab, in the Billing Information section.

1. Your organization's SIREN / SIRET: this is the essential field. Without it, the invoice cannot be compliant, and a warning message appears under the option.
2. The VAT Number, if your organization is subject to VAT. If it is empty, the SIRET acts as the tax identifier.
3. The full address: company name, street, postcode, town and country. An incomplete address produces an invoice that is rejected by your customer's platform.
4. The billing e-mail address, used as a point of contact when no other identifier is available.

Collecting your business customers' SIREN

A business-to-business invoice must also identify the buyer. The customer's SIREN is entered in their billing address, in the Company Address block, along with the Company Name and the Organization ID. The same entry is offered during a counter sale.

None of this is required for an invoice to a private individual: name, address and country are enough.

Finding your audit documents

Software that collects payments must be able to prove that its entries have not been altered. Four documents meet this requirement, gathered in the same place: go to Administration›Settings›Billing›Billing Accounts, open the billing account concerned, then the Accounting & Audit tab.

This tab only appears on an account that has already been saved: the documents relate to activity, and there is nothing to show on an account that is being created. Each billing account has its own — if your organization invoices from several entities, examine them separately.

Downloading your certificate

In the event of an inspection, the tax authorities may ask you to prove that your payment collection software complies with the conditions of inalterability, security, retention and archiving of data. The Cash register software certificate card produces this supporting document on request, through Download (PDF).

The document has two parts. The publisher's part is already signed. The second is to be completed and signed by your legal representative: the certificate is only complete once both are together, and they must be presented together.

The card only appears for a French billing account: the obligation applies to taxable persons established in France.

Consulting the event log

The Event log card leads, through Consult, to the evidential record of what has happened to your billing. You will not find sales there — they are in your orders — but the technical facts surrounding them.

It includes in particular successful and failed logins, configuration changes, changes to billing rights, closings recorded, documents sealed and duplicates issued, archives generated, accounting exports, switches to test mode, as well as the anomalies detected: chain break, closing discrepancy, clock anomaly.

Each line carries its date, its event type, the account concerned, the operator and the details. A filter by type and by period helps you find your way, and the Export button produces a file from it.

Understanding closings

A closing seals a period: it freezes the payments collected, the invoices and the credit notes it contains, and it can no longer be modified or regenerated. The Closings card shows your account's daily, monthly and annual closings.

They are recorded automatically, without any action on your part. So there is nothing for you to "do" every evening: the table fills in by itself.

Each line shows the period, the number of transactions, the Net Collected, the Breakdown per payment method — online, on site, cash, cheque, transfer, terminal — as well as the number of invoices and credit notes issued.

Two points are worth understanding, because they often come as a surprise:

• The grand total never goes back to zero. It is a perpetual cumulative figure since the account was created, not a balance for the period. A total that keeps rising is the expected behaviour.
• The Opening balance (zero point) shows the date and the amount from which this cumulative figure starts. For an account that existed before closings were introduced, that is the starting point used, and not zero.

Retrieving your tax archives

Each closed month gives rise to a frozen archive, gathered in a time-stamped ZIP file: transactions, invoices, credit notes, closings and technical log for the period. The Archives card lists them under Monthly archives, with their period, their size, their creation date and their Fingerprint (SHA-256).

This fingerprint is what makes the archive verifiable: it changes if a single byte is modified. Two buttons accompany the card, Verification tool and Verification manual — enough to let a third party, an inspector or an accountant, check the integrity of an archive themselves without going through you.

The archives are produced automatically. If a closed period does not yet have its own, it appears under Closed periods not archived and a Generate button lets you produce it immediately.