Import tax books

What it's for

You've just started with Cuéntamo and you've been keeping your tax accounting for half a year in an Excel spreadsheet, in your accountant's software or somewhere else. Re-entering everything by hand is unfeasible. This tool reads that file and creates the tax records in Cuéntamo, also trying to link them with bank movements you already had. It covers the Income and Expense books (the most voluminous; capital goods and provisions are managed manually because they usually have few records).

Accepted formats

CSV, XLS, XLSX and ODS. Cuéntamo detects the format automatically. If your file has title rows before the column headers, you can indicate how many rows to skip at the beginning. You can also choose the date format (dd/mm/yyyy, mm/dd/yyyy or yyyy-mm-dd) depending on the source.

The four steps

1. Upload the file. Drag it or select it. Cuéntamo shows a preview of the first rows so you can confirm it's reading correctly. If your file contains data from multiple fiscal years, checkboxes appear to choose which ones to import.
2. Map the columns. You tell Cuéntamo which column in your file is the invoice date, which is the amount, which is the concept, which is the third party's tax ID. Available fields are: invoice date (required), total amount or taxable base, payment date, concept, invoice number, third party name, tax ID, % VAT and registration date. If you upload a previous Cuéntamo export, this step is skipped because the headers are recognised.
3. Review and match. Cuéntamo searches for each row in the file whether there's a bank movement that could correspond. More details below.
4. Apply. You confirm and the records are created. The operation is idempotent: if you import the same file again, it won't create duplicates.

Automatic matching with your movements

The interesting step. Cuéntamo tries to link each row in the file with a bank movement you already have. It searches by exact amount (with a 2-cent tolerance) and by date. If the row has a payment date, it searches within ±1 day. If it only has an invoice date, it searches within ±90 days (to cover deferred collections typical of freelancers).

Each row appears in the review with one of these statuses:

• Linked (green): a single matching movement was found. The tax record will be created linked to it.
• Review (orange): there are several candidate movements. You need to choose the correct one from a dropdown.
• No movement (grey): no matching bank movement was found. The tax record will be created unlinked. You'll see it in the books as "No tx." and you can link it manually later.
• Already registered (blue): the movement already has a tax record. You decide whether to keep what's there or replace it with the file's data.

Linking "no movement" records afterwards

Imported records that remained unmatched appear in the books table with the "No tx." label and no entry number. They don't count for Excel export or quarterly calculations (because they don't represent confirmed money).

To link them: tap the row to open the side panel. In the "Linked movement" section there's a search by concept, date and amount (with ±5% tolerance). Choose the correct movement and tap Link. From that point on, the record becomes a complete record, with its entry number and its place in the calculations.

Tips

• Before importing, make sure the bank movements for the period are already in Cuéntamo (imported from the statement). Otherwise, all rows in the file will end up as "no movement".
• If the file comes from your accountant, they usually include a total with VAT and the % separately. Map the total and the %, and Cuéntamo will calculate the base.
• If you get the mapping wrong, no worries: cancel in step 3 and start over. Until you press "Import" in step 4, nothing is created.