How can I import / update a flexible Abacus ERP chart of accounts?

When opening an AbaNinja account with the country Switzerland, a standardized SME chart of accounts with the 126 most important accounts is automatically created based on the official Swiss SME chart of accounts. For users who use AbaNinja together with Abacus ERP financial accounting, there is the possibility to replace this standard chart of accounts with the Abacus ERP chart of accounts. This way, you work in AbaNinja with the same chart of accounts as in the Abacus ERP software. This significantly simplifies integration and data exchange between the systems.

Benefits

• Uniform chart of accounts in AbaNinja and Abacus ERP
• Simplified collaboration with the trustee
• Automatic matching and updating of accounts
• Avoidance of media breaks and manual corrections
• More efficient accounting through consistent chart of accounts structure

Requirements

• An active connection from AbaNinja to Abacus financial accounting must exist.
• There must be no entries in the AbaNinja account, as the chart of accounts cannot be replaced otherwise.
• At least Abacus version 2023 with a patch date from 15.11.2023 is required.

Step-by-step instructions for importing the Abacus ERP chart of accounts

1. Replace standard SME chart of accounts:
   Go to Settings > Accounting > Chart of Accounts in AbaNinja. Here you will see the currently active standard SME chart of accounts. This must first be replaced to import the Abacus ERP chart of accounts.
2. Import chart of accounts:
   Click on the function Import chart of accounts (AMID). Here you can select and import the Abacus ERP chart of accounts. Alternatively, you can also select other predefined AbaNinja chart of accounts.
3. Check and re-create account suggestions:
   When importing, all previous account suggestions are deleted. These must now be generated or manually entered, as AbaNinja can only be used with fully defined account suggestions. The system tries to assign existing standard account suggestions in the new chart of accounts. Incomplete suggestions must be manually supplemented by selecting the respective account suggestion and entering the desired account.

Update chart of accounts:
If changes have been made in the Abacus ERP chart of accounts, such as adding or renaming accounts by your trustee, these can also be taken over in AbaNinja. To do this, call up the action menu in AbaNinja under Settings > Accounting > Chart of Accounts and select Update Chart of Accounts. The prerequisite is that all already booked accounts are included in the chart of accounts to be updated.

Hints and tips

• The import of the Abacus ERP chart of accounts is only possible if there are no entries in the AbaNinja account yet.
• After the import or update, all account suggestions must be fully defined before you can use AbaNinja for bookings.
• Use the synchronization with Abacus financial accounting to always ensure an up-to-date and consistent chart of accounts.