Accounting Options Tab-delimited

The tab-delimited option allows you to used KVS with any bookkeeping system. It exports transactions in a generic format that can be read by hand or imported by spreadsheet or database programs such as Excel or Access.

The export format for a single invoice consists of

The header, containing the date, the account, the customer, the invoice number and the total.
The line items, each containing the item, the quantity, the price, the tax-code, the tax rate, the subtotal without tax, the amount of tax, and the total for the item including tax.

The transactions are exported to files stored in the subdirectory TabDelimitedExport, which is underneath the working directory that you selected on the General Options page.

Accounting package

Package: "Tab delimited" must be selected.

File: Not used.

Set of accounts: Not used.

Accounting settings

Password: Not used.

Bookings: The number of the account to book bookings against. This is normally a liability account (e.g. advance payments) or possibly an income account.

Course material: The number of the account to book course material against. This is normally an income account.

Rounding: How invoice amounts are rounded by KVS.

Name	Description	Example
No rounding	KVS does not round amounts at all	$1.37 is rounded to $1.37
Round to next 0	KVS rounds to nearest 0	$1.37 is rounded to $1.40
Round to next 5	KVS rounds to nearest 5	$1.37 is rounded to $1.35

The formatting of currency amounts is specified by the system currency settings under Regional Options on the system Control Panel.

Receivables: Not used.

Taxes

Tax system: Select the tax system you use.

Tax ID: A tax ID number that can be printed on invoices etc.

Prices include tax: Check this if your prices include tax.

Tax rates:

Enter the tax rates that are applicable for courses and course material if you select "Sales tax" or "Value-added tax" as your tax system.

Name	Enter the name of the tax rate.
Rate	Enter the percentage.
Account	This field should remain empty.

Special invoice formats

Invoice type: KVS supports a number of special invoice formats. For a general invoice format, select "--". If the invoice format you use is not listed, contact us - we may be able to help.

Bank number: Only required for invoice type ESR and ESR+ (Swiss invoice formats). This is the internal number of your account at your bank. If you are using a postal giro account, leave this field empty. Your bank should provide you with this number.

ESR: Only required for invoice type ESR and ESR+ (Swiss invoice formats). Enter the prefix of the external participant number of your bank in the first field. It is normally two digits long, e.g., "01". Your bank should provide you with this number. Enter the suffix of the external participant number of your bank in the second field. It is normally four to five digits long, e.g., "26958". Your bank should provide you with this number.

Important note: to use ESR format, you require the OCR-B font. Also, although KVS implements the official ESR standard, you should have the payment slips approved by your bank. For instance, it may be that your bank accepts only the 27 digit format for ESR. In that case, you must configure KVS accordingly.

Payment methods

Name: Enter the name you would like to give this payment method. This name is KVS-internal.

Type: Select "Cash sales" if this is a payment method where you consider the amount due as paid, e.g., on-the-spot cash, credit card or check payments. Select "Invoice" if this is a payment method where payment occurs at a later date, e.g., by electronic bank transfer.

Account: Enter the name of the account for the payment method. For payment methods of type "Cash sales", this will be your petty cash, your due from credit card or your uncleared checks account. For payment methods of type "Invoice", this will be an accounts receivable account.