Kontierung and proposals

In detail

What the Kontierung is

The Kontierung assigns the amount of an invoice to booking lines. Each line has an account, a cost centre, a tax key, an amount and an info, the booking text of the line. The total of the lines must match the amount to be assigned to the cent. If it does not, the display states the difference.

NOVEX does not book by itself. The assigned invoice goes into your bookkeeping program through the export; see Capturing invoices and the section "Export" below.

Master data

The Kontierung uses master data that your organization maintains:

• Accounts: expense accounts with a number and a name, optionally with a default tax key. The account number has exactly the length your organization set as its general-ledger account length.
• Tax keys: the key, a name, the rate and the treatment. You can choose input VAT, no VAT and other treatment.
• Suppliers: with a creditor number and a default expense account.
• Cost centres: also with a default expense account.

An account, tax key or cost centre that already appears in bookings cannot be deleted, only closed. A closed entry is no longer offered for new bookings.

Who assigns the accounts

The Kontierung is edited by people with an open task in the step Kontierung, Abschluss (closing) or Klärung (clarification), and by people who may capture invoices. This applies while the invoice is in the process. During approval the Kontierung is locked.

Proposals

If the Kontierung is empty, NOVEX pre-fills it where the process enters the Kontierung or the closing. What no source answers stays empty. Each source is optional:

• the details of the e-invoice: the tax breakdown with the category per rate, and the references that can name a cost centre,
• the hints from OCR about cost centre or project, if you used OCR,
• the split of the supplier's last approved invoice,
• the default expense account of the supplier and of the cost centre,
• your tax keys.

These rules follow:

• One line is created per tax rate and treatment, and the lines add up to the amount to the cent.
• NOVEX proposes a cost centre only when exactly one fits best. With a tie, or when the best match is a closed cost centre, it proposes none, because the approval follows the cost centre.
• The cost centre you stated when capturing takes precedence over all hints.
• NOVEX never proposes closed accounts, tax keys or cost centres.

A pre-filled field carries a mark that names its source, for example "Read from the document by OCR" or "Proposal from the invoice of 12.09.2026". A proposal is never a decision: saving or passing on the lines confirms them, and when you change a field, only that field loses its source.

Export

The export for bookkeeping is started by a person with the permission "Export incoming invoices for bookkeeping and mark them as exported". NOVEX writes a file in the DATEV Buchungsstapel (EXTF) format, one row per Kontierung line. NOVEX is not a DATEV product. Invoices that the file cannot carry are shown with the reason and the way to fix it, for example a missing creditor account or an invoice in a currency other than euro.