BMD export: send invoices to accounting as a journal batch
Download outgoing invoices as a CSV journal batch for BMD NTCS: maintain accounts on products and contacts, set defaults, check the preview, hand the file to your accounting team.
If your accounting team works with BMD NTCS, nobody has to retype invoices: Univents turns your outgoing invoices into a CSV file that your accountant imports into BMD as a journal batch.
You create and download the file yourself — there is no direct connection to BMD, so you pass the file on (by email or a shared folder, for example).
Where to find the export
Open Integrations in the main menu and pick the BMD tab at the top.
The page has two areas: the export at the top (pick a period, preview, download) and the settings below it (defaults).
Where the values in the file come from
Every line in the file is one journal entry. Univents takes the two most important fields from your master data:
| Field in BMD | Where it comes from |
|---|---|
| Contra account (GKTO) — the revenue account | From the product. If it has none, the account of its category is used. If that is empty too, your default for the VAT rate applies (see settings). |
| Account (KONTO) — the customer account | From the contact (field “Debtor number”). |
| Cost centre (KOST) | From the product. If it has none, your default cost centre applies. |
| Amount / tax / VAT rate | From the invoice lines. |
| Document number and date | From the invoice. |
A revenue account set directly on an invoice line — Univents does that automatically for deposits, for example — always wins over product and category.
Maintaining the accounts
- Revenue account on a product: Inventory menu → open the product → Revenue account field.
- Revenue account on a category: Inventory menu → Categories → edit the category.
- Customer account on a contact: Contacts menu → open the contact → Debtor number field.
Ask your accounting team for the account numbers — they depend on your chart of accounts.
Settings: your defaults
In the lower area of the BMD page you set:
- Default revenue accounts per VAT rate (20%, 13%, 10% for Austria; 19%, 7% for Germany; 0% for tax-free). They only apply when neither the product nor its category has an account.
- Default cost centre for products without one of their own.
- Collective customer account (optional). We recommend leaving this empty: invoices without a customer account are then listed by name before the export instead of being posted to a collective account without you noticing. If you do enter an account here, those invoices land on it.
Then click Save settings.
Exporting a journal batch
- Pick the period (default: last full month). The invoice date decides.
- Click Check preview. You see how many invoices and how many journal lines you get — and below that a list of invoices that still need something:
- No customer account on the contact → that invoice is skipped. Add the debtor number on the contact and check the preview again.
- Line without a revenue account → the invoice is skipped. An entry without a contra account cannot be cleaned up sensibly inside BMD. Add the revenue account on the product or its category, or set a default for that VAT rate.
- Reverse-charge invoice → skipped. The BMD tax code for reverse charge is not settled yet; your accounting team posts those by hand for now.
- Click Download BMD CSV. The file is named
BMD_Export_<from>-<to>.csvand lands in your downloads folder. - Pass the file to your accounting team, who import it into BMD NTCS as a journal batch.
What gets exported — and what does not
- Invoices that are issued, sent, paid or overdue.
- Drafts and cancelled invoices are never included. A cancellation is represented by the credit note in the books.
- Quotes and delivery notes are not part of a journal batch.
No double posting
Univents remembers which invoices have already been in a BMD export. They are left out of the next export automatically, even if the periods overlap.
If you need an invoice a second time (after a correction, for instance), tick “Re-export: include already exported invoices”. Coordinate that with your accounting team first, otherwise you create duplicate entries.
The BMD export counts separately from the DATEV export: if you use both, each destination gets every invoice.
Frequently asked questions
Why is an invoice missing from the file? Either it is still a draft, it falls outside the period, it has already been exported, or its contact has no debtor number. The preview names the last case explicitly.
The file looks odd in Excel. The file is meant for the BMD import, not for viewing in Excel. It uses a semicolon as the separator and a comma as the decimal mark. To inspect it in Excel, use the import wizard with “Semicolon” as the delimiter.
Can Univents post directly into BMD? No. BMD does not offer an open interface for that. The file your accounting team imports is the intended route.
Who is allowed to export? Viewing the page and the preview needs read access to finance. Exporting additionally needs edit access to finance: the export marks every invoice as having been in a batch, and that mark is what prevents a later double posting. Without the permission the export stops with a message instead of producing a file without the mark. Saving the defaults needs create or edit access to finance. The BMD export is available from the Growth plan.