The tax auditor of Boulangerie La Fournée in Bohicon asks Afiavi Hounkpatin for the journal entries of the year, then for the filed annual statements. The auditor does not have an Exowpee account. Afiavi needs to produce the files, keep a copy, and give the auditor a way to download them for a few days only. The same steps apply to any accountant who hands files to someone outside the organization.

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Who works where

Afiavi works in the organization space of her firm, on the book of her client account, if she has access to that book. A client account can also generate, download and share its own exports from the client space. Both spaces offer the same actions. The auditor works in neither space: the link Afiavi sends opens the file without signing in.

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Get the journal entries at once

When Afiavi only needs the entries for the year, she downloads them with Download journal entries file, for one fiscal year, optionally for one journal and a range of dates inside the year. The file is a CSV in the audit-file (FEC) layout. Nothing is stored.

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Generate a file to keep

When she wants a copy that stays available, she uses Generate an accounting export. There are two kinds. The audit file holds the journal entries of the year in the audit-file layout. The annual statements file is a PDF of the statements already filed for that year (see File annual statements). Afiavi sees what exists with List accounting exports, opens one with View an export and downloads it with Download an export.

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Share a file with the auditor

Afiavi shares the statements file with Share an accounting export, and writes the auditor’s name as the label for the link. She sets the link to last, for example, ten days. Exowpee shows her the secret of the link once. She copies the download address with this secret and sends it to the auditor, who opens it with Download a shared export. She checks with List export share links whether the link was used. If the auditor’s address was wrong, she cancels the link with Revoke an export share link. The link stops working immediately.

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The rules

  • Generating, downloading and sharing an export also need the permission to export its content: the one to export journal entries for an audit file, and the one to export filings for a statements file. The direct journal entries file needs the permission to export journal entries.
  • The accounting module must be part of the organization’s plan. The book must have accounting set up. In the organization space the caller needs an access grant on the book. In the client space the book is the client account’s own.
  • The list can be filtered by kind.
  • A fiscal year of the book is required for both kinds. For the audit file, the journal and the range of dates are optional and the range is clamped to the fiscal year. The end date cannot be before the start date.
  • A statements file needs a filed filing of the normal form for that fiscal year, otherwise it is refused. Optional parameters are ignored for it.
  • The audit file includes entries of every status, reversals included. The direct file is a UTF-8 CSV separated by semicolons, with cells that start like a formula prefixed so spreadsheets do not run them.
  • A generated file is kept privately. If the file has disappeared when you download it, the call is refused. There is no action to delete an export.
  • A link lasts 7 days by default. A custom duration is from 1 to 30 days. The label is at most 255 characters.
  • The secret of a link is shown only once, at its creation. Only a fingerprint of it is stored, so a lost link cannot be read again: create another one.
  • Revoking keeps the link in the list with its revocation date, and it cannot be revoked twice. When the member or agent account who created a link is deleted or deactivated, their links are revoked automatically.
  • The shared download needs no account, only the secret. It fails when the secret is unknown, when the link is revoked or expired, when its creator is no longer active, when the organization no longer has the accounting module, when the book is gone, inactive, or without accounting, or when the stored file is missing.
  • The shared download is limited to 10 attempts per minute for one caller. Each successful download adds to the link’s counter.

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All the actions of this topic