Beamcore offers two exports for your accounts. Per invoice you download a UBL file, and from the overview you download the invoice ledger as a CSV. You find both under Offertes & facturen → Facturen (Quotes & invoices → Invoices). The Beamcore interface is in Dutch, so button and menu names are shown in Dutch with a translation.
Exporting UBL per invoice
- Open the invoice.
- Click Meer acties (More actions) and choose UBL exporteren (Export UBL).
The option is there as soon as the invoice has a number, so after it has been sent. It is missing on a draft. You get an XML file in the UBL 2.1 format with the invoice number as the file name.
The file contains:
- the invoice number, the invoice date and the due date;
- whether it is an invoice or a credit note;
- the currency, always euro;
- the name and VAT number of your company;
- the name, address and VAT number of the customer;
- the VAT amount, broken down per VAT percentage;
- the subtotal, the amount excluding VAT after discount and the total including VAT;
- per invoice line the quantity, the line amount, the description and the unit price.
Note lines are not in the UBL file, only lines that count towards the total. Whether your accounting software can read the file depends on that software. Try it with one invoice first.
Invoice ledger (CSV)
In the invoice overview, click Factuurboek (CSV) (Invoice ledger (CSV)). You download a file with the name factuurboek and today's date.
The invoice ledger always contains all invoices of your company, sorted by invoice date. You do not choose a period and the tab you are on has no effect. If you want one month or quarter, filter in your spreadsheet on the column datum.
The file is separated by semicolons and amounts have a comma as the decimal separator. Each invoice is one row with these columns:
- nummer: the invoice number. For a draft this says "concept".
- type: invoice for an invoice, credit_note for a credit note.
- datum: the invoice date.
- vervaldatum: the due date, empty for a draft.
- klant: the name of the customer.
- btw_nummer: the VAT number of the customer, if it has been filled in.
- subtotaal, btw and totaal: the subtotal, VAT and total amounts in euro.
- betaald: the amount you have recorded so far.
- status: for example Verstuurd (sent), Deels betaald (partly paid) or Betaald (paid).
- betaaldatum: the payment date, filled in as soon as the invoice has been paid in full.
What to watch out for
- Drafts, cancelled invoices and credited invoices are also in the invoice ledger. Use the column status to recognise them or filter them out.
- A credit note is a separate row in the file with type credit_note. The amounts have not been made negative. Bear that in mind when you add up totals.
- The column betaald follows what you have recorded in Beamcore. So record payments before you export. See Creating and sending an invoice and recording a payment.
- Dates are in the order year, month, day.
You get the PDF of a single invoice with Meer acties → PDF downloaden (More actions → Download PDF) on the invoice itself.