Contents
What is this integration?
A3 (known as a3CON, from Wolters Kluwer) is one of the most widely used accounting programs in Spain, by companies and accounting firms. This integration lets you export Golfmanager's invoices to a file that is then imported into A3, so the accounting is recorded without keying the entries by hand.
It is not a "live" connection: Golfmanager generates an export file (which you download) and you or your accounting firm import it into A3. It is a process you run when you need it (for example, at each month-end close).
What problem does it solve?
It avoids keying the accounting by hand: invoices pass into A3 via a file.
It saves time and reduces errors in the handover to the accounting firm.
It lets you choose what to export: by date, by company and by content type.
It respects your chart of accounts: it uses each customer's account (or a default one) and your subfamily accounts.
What information is exchanged, and which way?
Information | Direction | What for |
Invoices for the period (entries: customer, amount, VAT, accounts) | Golfmanager → file | To generate the accounting file |
Export file (which you download) | File → A3 | To import it into A3 (a3CON) |
It is a one-way export (from Golfmanager to A3) and manual: A3 does not send any data back to Golfmanager.
Prerequisites (before using the integration)
Have the A3 module installed (it depends on the Billing modules).
A default accounting account defined in the settings.
The A3 company code on each company of the club.
Mark which invoice types are exported to A3.
Billing permissions to configure and export.
Setup in Golfmanager (step by step)
The setup has three parts.
Part 1 — Default accounting account
Log in to Golf Manager.
Go to Settings > A3 Configuration (inside Billing).
Enter the Default accounting account.
Save the changes.
Part 2 — A3 company code
Go to Companies.
Edit each company of the club.
Fill in the Company Code A3 field (a 5-digit code).
Save.
Part 3 — Invoice types to export
Go to Invoice types.
Edit each type you want to send to A3.
Tick the Export A3 checkbox.
Save.
⚠️ If you don't set the default accounting account, the export won't run and you'll get a warning. And only invoices of types with "Export A3" ticked will be exported.
Field-by-field reference
Default accounting account
Description: the accounting account used when a customer has no account of their own.
System impact: it is mandatory to export; if it is empty, the export won't run and a warning is shown.
Behaviour: in each entry, if the customer has their own account that one is used; if not, this default account is used.
Example of use: a general customers account (for example, an account in the 430 group), according to your chart of accounts.
Company Code A3
Description: the code that identifies your company within A3 (5 digits, from 00001 to 99999). It is set on each company.
System impact: it tells A3 which company the entries belong to; it must match that company's code in A3.
Behaviour: it is included in every line of the export file.
Example of use: if your company is
00001in A3, put00001in that company's Company Code A3 field.
Export A3 (on each invoice type)
Description: a checkbox that marks whether that invoice type is included in the A3 export.
System impact: it filters which invoices are included. Only invoices whose type has this box ticked are exported.
Behaviour: when exporting, only invoices of types with "Export A3" ticked and with an amount other than 0 are collected, within the chosen date range (and company).
Example of use: tick it on the types you send to accounting (invoice, simplified invoice, credit note…) and leave it off on the ones you don't.
How to generate the export (step by step)
Go to Invoices (the invoice list).
Open the actions menu (options / "more") and click Export A3.
In the dialog, enter: Start (required), End (optional), Company (optional) and Type (required).
Click Export.
The export file is downloaded.
Import it into A3 (or hand it to your accounting firm to import).
What happens / system behaviour: Golfmanager collects the invoices in the date range, of the types marked for export and with an amount other than 0 (filtered by company if you set one), builds a text file in the format A3 expects and downloads it to your computer. The export does not change anything in Golfmanager: your invoices stay as they are. When imported into A3, accounts that don't yet exist are created automatically in the chart of accounts.
The export dialog fields in detail
Start
Description: the date from which invoices are exported.
System impact: it marks the first day of the period to export. It is required.
Behaviour: if you don't fill it in, the export won't run and warns you.
Example of use: for the June close, set 1 June.
End
Description: the date to which invoices are exported.
System impact: it marks the last day of the period. It is optional.
Behaviour: if you leave it empty, only the start day is exported. It must be later than the start date.
Example of use: for the June close, set 30 June.
Company
Description: a filter to export the invoices of a single company.
System impact: it limits the export to the chosen company.
Behaviour: if you leave it empty, the invoices of all companies are exported.
Example of use: if the club has several companies and you only want to hand over one, select it here.
Type
Description: what content the file includes. It is required and has four options.
System impact: it determines the kind of entries/data generated.
Behaviour and options:
Export to a3: the full accounting entry of the invoices.
Export with VAT: the entries with VAT.
Export without VAT: the entries without VAT.
VAT headers: the VAT headers.
Example of use: for the usual handover to the accounting firm, use Export to a3; the other options cover specific cases depending on how your accounting works.
Limitations to keep in mind
It is a manual, one-way export: you generate a file and import it into A3. It is not an automatic sync.
It requires configuring the default account, the company code and the invoice types to export.
Only invoices of types marked with "Export A3" and with an amount other than 0 are included.
Be careful not to import the same period twice into A3: it would duplicate the entries.
A correct handover depends on the accounts (customer, subfamilies) and the company code being set up properly.
Frequently asked questions
What is A3 and what exactly does this integration do?
A3 (also called a3CON, from Wolters Kluwer) is an accounting program widely used in Spain. The integration generates a file with your invoices from Golfmanager so you can import it into A3, so the accounting is recorded without keying the entries by hand.
Is it automatic, or do I have to generate it?
It is manual: you run it whenever you want (usually once a month, at the close) from the Invoices list, with the Export A3 action. Golfmanager doesn't send anything to A3 on its own.
What do I need to configure before the first export?
Three things: (1) the Default accounting account in A3 Configuration; (2) the Company Code A3 (a 5-digit company code) on each company; and (3) the Export A3 box ticked on the invoice types you want to send to accounting.
Where is the export generated?
In the Invoices list, from the actions menu (options / "more"), by clicking Export A3. A dialog opens where you choose dates, company and type.
What file is downloaded, and what do I do with it?
An export file is downloaded in the format A3 expects. You import it into A3 (a3CON), or hand it to your accounting firm to import.
I get a warning that I must set the default accounting account. What do I do?
It means that value is missing. Go to Settings > A3 Configuration, fill in the Default accounting account, save, and try the export again.
I exported a period but some invoices are missing from the file. Why?
An invoice is only included if all of these conditions are met: its type has the Export A3 box ticked, its amount is other than 0, its date is within the chosen range, and (if you filter by company) it belongs to that company. Check, above all, that the invoice type is marked for export.
What's the difference between the four "Type" options?
Export to a3 generates the full accounting entry (the usual option). Export with VAT and Export without VAT generate the entries with or without VAT, respectively. VAT headers generates the VAT headers. If you're not sure, use Export to a3; the others cover specific needs of your accounting.
Can I export just one of my companies?
Yes. In the export dialog, select the Company you want. If you leave that field empty, the invoices of all companies are exported.
What happens if I leave the "End" date empty?
Only the start day is exported. If you want a period (for example, a whole month), also fill in the end date; it must be later than the start date.
Which accounting account is used for each customer?
If the customer has their own accounting account, that one is used. If not, the default accounting account you set is used. The income accounts are taken from the products' subfamilies.
What is the "Company Code A3" for, and where do I set it?
It is the company code (5 digits) that identifies your company within A3. It is set on each company in Golfmanager and must match that company's code in A3, so the entries land in the correct company.
My customers' accounts don't exist yet in A3. Do I have to create them first?
It is not necessary: when you import the file, A3 creates automatically the accounts that don't exist in the chart of accounts. If an account already exists, A3 does not change its description.
Can I export the same period again?
Yes, you can generate the file as many times as you want. But be careful not to import it twice into A3, because it would duplicate the entries. The recommendation is to import each period only once.
Does the export change anything in my Golfmanager invoices?
No. The export only generates the file to download; it does not modify or mark your invoices in Golfmanager.
How often should I export?
The most common is once per closing period (usually monthly), to coincide with the handover to the accounting firm. You can choose whatever date range you need in each export.