Billing and Accounting Voucher Processing from Excel (Bill)
Converts Excel files of high-volume transactions into ready-to-post accounting vouchers using a predefined template. The column-to-account mapping is kept separate from the template itself and can be edited.
- Domain
- Accounting voucher processing from raw Excel data
- Target customers
- Companies with a high volume of external transactions (ticket sales, business partners)
- Main capabilities
- Excel mapping templates, account mapping independent of templates, bulk processing and saving, duplicate detection, voucher posting and unposting, balance monitoring dashboard
The Billing system converts large volumes of raw transaction data, usually an Excel file received from external systems, into structured accounting vouchers that are ready to post. Its main users are companies that receive large sales or purchase files daily or periodically (for example a ticket sales settlement statement, bulk invoices or a business partner's transaction report) and must convert each row into a specific accounting account with the correct debit or credit side.
The foundation of the system is the concept of a “template”. Each template specifies how the columns of an Excel file are turned into accounting voucher lines: which column holds the account code, which the amount and which the voucher date. The user defines a template once, and similar files are then processed in bulk and automatically. The mapping of raw values to the codes and titles of the organization's actual accounts is maintained separately and can be edited, so when the company changes its account coding, only the mapping needs updating and the template stays as it is.
The system also manages purchase contracts separately (for example a contract to buy tickets or services at different rates for different customer tiers). It gives the finance manager a monitoring dashboard that tracks whether vouchers are balanced, the number of posted and unposted vouchers, and the status of templates and contracts.
Key capabilities
Definable accounting templates
Mapping of Excel file columns to accounting voucher lines (account code, amount, voucher date, voucher type), with the option to copy an existing template to quickly create a similar one.
Bulk Excel file processing
Upload of an Excel file (xls or xlsx), automatic reading of all sheets, and generation of a preview of the accounting voucher lines before the final save.
Mapping raw values to real accounts
A mapping table between the raw values of the input file and the code/title of the company's real account, with bulk import of the mapping from Excel and individual corrections without redefining the template.
Duplicate record detection
Before saving, records that are exact duplicates within the same processing batch are identified and prevented from being entered again.
Fast high-volume saving
Saving of thousands of accounting voucher lines in a single operation with parallel processing, suited to large daily files.
Final posting and unposting of vouchers
After review, each final accounting voucher can be posted definitively or, if it needs correction, its posting can be canceled.
Purchase contract management
Recording and maintaining purchase contracts with different rates by customer tier or category, with bulk import from Excel.
Periodic voucher numbering
Each batch of saved vouchers receives a unique period number, which makes tracking and reporting by period possible.
Excel export and monitoring dashboard
Export of filtered vouchers to Excel format, and a management view of voucher balance, the number and value of posted and unposted vouchers, and the status of templates and contracts over any chosen time range.
Multi-company
Each template, mapping and accounting voucher belongs to a specific company, and reports are filtered on that basis.
Business value
Companies that receive a large volume of purchase or sales transactions from external systems as files usually convert this data into accounting vouchers by hand or with Excel formulas. The work is slow, prone to human error and cannot be traced. By defining a template and an account mapping once, this system automates the conversion for later files, removes the chance of a wrong account or a typing error, and makes it possible to process a high volume in a few seconds. Automatic duplicate detection prevents the same file from being entered twice, and the monitoring dashboard confirms that vouchers are always balanced.
What sets it apart
- A user-definable template and mapping engine, with no code change needed for each new file format.
- Parallel processing and bulk saving optimized for files with thousands of rows.
- Automatic detection of duplicate records within the same processing batch, before the final save.
- Account mapping is separated from the template, so a change in the company's account coding does not require redefining the template.
- A dedicated monitoring dashboard to confirm that vouchers are balanced and to show their posting status.
See this module on demo data
In a demo session we walk through your organization's scenarios on Dara's demo environment and answer your technical and finance teams' questions.