Contents
What is this integration?
The Conta3 integration lets you pass Golfmanager's invoices into accounting without keying them in one by one. Golfmanager generates a link file with the accounting entries (journal entries) for the invoices you select, and that file is imported into Conta3 to automate recording your sales.
The file is generated in Conta3's VER013 format (a text file the accounting software knows how to read).
⚠️ Don't confuse it with "a3". Golfmanager also has a module called a3 (a different accounting program, by Wolters Kluwer). This article is only about Conta3. If your accountant works with a3, you need the other module.
What problem does it solve?
Removes manual entry of invoices into accounting.
Reduces typing errors in amounts, accounts and VAT.
Saves time on the monthly or quarterly close.
Keeps consistency between what's invoiced in Golfmanager and what's recorded in Conta3.
Which systems does it connect, and which way does the data flow?
The integration works in one direction only: from Golfmanager to Conta3.
It's an on-demand export: you select the invoices and generate the file when you need it. It's not automatic, and there are no scheduled processes.
Conta3 doesn't send any information back to Golfmanager. It's not a real-time or two-way sync.
The "bridge" between the two systems is a text file (
conta3_YYYYMMDD_HHMMSS.txt) that Golfmanager downloads and that is then loaded into Conta3.
What information is exported?
For each invoice, the file generates its journal entry with two blocks of lines:
Sales lines (the invoice entry): the customer account on the Debit side for the total; the sales accounts per subfamily on the Credit side (one line per subfamily account, summing all lines for that account); and the VAT accounts per rate on the Credit side (one line per VAT rate).
Payment lines: the customer account on the Credit side for the total, and the treasury line on the Debit side. This treasury line comes out with the account as "0" (a placeholder): you assign the final cash/bank account in Conta3 on import.
Each invoice also includes the customer details (name, tax ID, address, town, country, phone, email) and the amounts and date (taxable base, VAT and total). Amounts come out with two decimals (period separator) and dates in YYYYMMDD format.
Prerequisites (before turning the integration on)
Have billing active in Golfmanager. The integration works on already-issued invoices.
Have the Conta3 module installed from the App Market. If the export option doesn't appear, contact your manager or support.
The right permissions: the user must have the manage billing permission to see the export option and the settings.
Know how the accounting is set up in Conta3: the accounting accounts and VAT codes must match the ones your accountant uses. It's best to agree this with whoever handles the accounting.
How to set it up in Golfmanager (step by step)
For the file to come out with the right accounts, fill in these details before exporting. The accounts are set on different screens (Conta3's own settings only have the default account; the rest are accounts on each customer, subfamily and tax).
Step 1 — Default accounting account
Log in to Golfmanager with the billing permission.
Go to Billing > Conta3.
Set the Default accounting account. It's used for customers that don't have their own accounting account assigned.
Save your changes.
Step 2 — Each customer's accounting account
Go to CRM > Customers.
Edit each customer.
Assign their accounting account (for example,
430000001).Save. If a customer doesn't have one, the default account from Step 1 is used.
Step 3 — Each subfamily's sales account
Go to Products > Subfamilies.
Edit each subfamily.
Assign its accounting account for sales (for example,
700000001). It's the account where the revenue from each product type is recorded.Save.
Step 4 — Taxes (VAT)
Go to Billing > Taxes.
Edit each tax.
Fill in the Code (the VAT code for Conta3, for example
Ofor standard VAT).Fill in the VAT accounting account (for example,
4770000XX).Save.
ℹ️ About the payment line: you don't need to configure an account per payment method. In the file, the treasury line comes out with the account "0", and the final cash/bank account is assigned in Conta3 on import.
💡 Implementation tip: the first time, sit down with your accountant and fill in the accounts together (customer, sales per subfamily, and VAT with its code). After that, maintenance is minimal: you only add the account to new customers or subfamilies.
Each configuration field explained
Below, each field involved in the export is explained: what it is, how it affects the system, how it behaves, and an example of use showing what happens when you use it.
Default accounting account
Field name: Default accounting account, in Billing > Conta3. It's the only field in Conta3's own settings.
Description: the customer account used when an invoice is for a customer without their own accounting account.
System impact: it prevents invoices for customers with no account from coming out without a customer account in the entry. If this account is also empty, the customer account comes out as
0in the file (invalid in Conta3).System behavior: on export, for each invoice the system takes the customer's account; if it's empty, it uses this default account.
Example of use / what happens: you set a generic customers account (for example,
430000000). Invoices for customers without their own account are recorded against that account.
Customer accounting account
Field name: Accounting account, on the customer record (CRM > Customers).
Description: that customer's own accounting account.
System impact: it's the account that appears in their invoices' entry (Debit on the sale, Credit on the payment). If it's empty, the default account is used.
System behavior: it's read at export time; it doesn't need to be set before invoicing, only before generating the file.
Example of use / what happens: you set
430000001on a customer; their invoices are recorded against that specific account.
Subfamily accounting account (sales account)
Field name: Accounting account, on the subfamily record (Products > Subfamilies).
Description: the revenue account where sales of that subfamily's products are recorded.
System impact: it determines the sales account (on the Credit side) in the entry. The file generates one line per subfamily account, summing all the invoice lines for that account.
System behavior: it groups amounts by subfamily account. If a subfamily has no account, that part of the entry comes out with an empty account.
Example of use / what happens: you set
700000001on the "Green fees" subfamily; green-fee revenue is recorded in that sales account.
Tax code (VAT code)
Field name: Code, on the tax record (Billing > Taxes).
Description: the VAT code Conta3 expects to classify the tax (for example,
Ofor standard VAT).System impact: it's included in the entry's VAT lines so Conta3 classifies the tax correctly.
System behavior: it's written on the VAT line for that rate. If it's missing, that line comes out without a VAT code.
Example of use / what happens: you set
Oon the 21% VAT; the lines for that VAT come out with the code Conta3 recognizes.
Tax accounting account (VAT account)
Field name: Accounting account, on the tax record (Billing > Taxes).
Description: the output-VAT account for that tax rate.
System impact: it's the account (on the Credit side) of the entry's VAT line. The file generates one line per VAT rate on the invoice.
System behavior: it groups VAT by rate and posts it to its account. If it's missing, the VAT line comes out with an empty account.
Example of use / what happens: you set
4770000XXon the 21% VAT; the output VAT for that rate is recorded in that account.
Exported to Conta3 (invoice flag)
Field name: Exported to Conta3, on the invoice record (it's a read-only flag).
Description: it indicates whether that invoice has already been included in a Conta3 export.
System impact: it prevents exporting the same invoice twice. If you try to export an already-flagged invoice, the system prevents it.
System behavior: it's set automatically on export. It can be cleared in bulk with the "Reset exports" action.
Example of use / what happens: after exporting the month's close, those invoices are flagged and won't be included again by mistake in the next export.
Reset exports (action)
Field name: it's an action (a button), not a field: "Reset exports", in Billing > Conta3.
Description: it clears the "exported" flag from invoices so they can be exported again.
System impact: it affects all invoices at once (not just a selection). It asks for confirmation before running.
System behavior: on confirmation, it marks all invoices as "not exported" and shows a notice that the operation was carried out.
Example of use / what happens: if you need to regenerate a period's file, you use it and export again; be careful not to import the same period twice in Conta3.
How it works day to day
Exporting invoices
Go to Billing > Invoices.
Select the invoices you want to export (with the checkboxes).
Click the "Export to Conta3" button.
You'll see the notice "Exported N invoices successfully" and a file named
conta3_YYYYMMDD_HHMMSS.txtwill download automatically.Hand over or import that file into Conta3 (usually the accountant does this).
Control of already-exported invoices
To avoid duplicates, Golfmanager marks invoices as exported. If you try to export an invoice that was already exported, the system shows the error "Cannot export already exported invoices" and doesn't generate the file. If you select none, you'll see "No invoices selected".
Resetting the export status
Go to Billing > Conta3.
In the actions section, click "Reset exports".
Confirm the prompt ("This operation will mark all invoices as not exported to Conta3. Are you sure?").
You'll see the message that the export status has been reset, and you'll be able to export again.
⚠️ Caution: "Reset exports" affects all invoices, not just a selection. After resetting, be careful not to import the same period twice into Conta3, so you don't duplicate entries.
What gets exported, in summary
Data in Golfmanager | Where it goes in the Conta3 entry |
Customer (name, tax ID, address, town, country, phone, email…) | Customer account details |
Customer accounting account (or the default) | Customer account (Debit on sale, Credit on payment) |
Product subfamily (its account) | Sales / revenue account (Credit) |
Tax / VAT (code and account) | VAT account and breakdown (Credit) |
Payment line | Treasury account "0" (assigned in Conta3) |
Invoice number, date and total | Entry header |
Limitations to keep in mind
It's a manual, one-way export. It's not automatic or real-time, and there are no scheduled processes. Conta3 sends nothing back to Golfmanager.
It exports the invoices you select, with no date or status filter: check carefully which invoices you tick (avoid including drafts or cancelled ones if not appropriate).
Already-exported invoices can't be exported again: if you need to repeat, use "Reset exports".
The payment line comes out with the treasury account "0": the final cash/bank account is assigned in Conta3.
The quality of the result depends on the configuration: wrong or empty accounts or VAT codes produce incomplete entries in Conta3. There's no warning before exporting: it's your responsibility to have the accounts right.
Avoid special characters (like
;or quotes) in names and addresses: they can break the file, which uses the semicolon as a separator.After a reset, avoid importing the same period twice into Conta3 so you don't duplicate entries.
Frequently asked questions
Is it an automatic sync or a manual export?
It's a manual, on-demand export: you select the invoices and generate the file when you need it. There's no automatic sync and no scheduled processes.
Does Conta3 send anything back to Golfmanager?
No. The integration goes in one direction only, from Golfmanager to Conta3. Conta3 sends nothing back; the only "bridge" is the text file you download.
What format is the file in?
It's a text file in Conta3's VER013 format (conta3_YYYYMMDD_HHMMSS.txt). Golfmanager downloads it and it's imported into Conta3.
I don't want to confuse it with "a3". Which is which?
Conta3 (which this article is about) and a3 (by Wolters Kluwer) are two different accounting programs, with different modules in Golfmanager. If your accountant uses a3, you need the other module; this one is only for Conta3.
What exactly is exported from each invoice?
The journal entry: the sales lines (customer account, sales accounts per subfamily, and VAT accounts per rate) and the payment lines (customer account and the treasury line). Also the customer details and the amounts and date.
Which invoices are included in the export?
Only the ones you select with the checkboxes. The system doesn't filter by date or status, so check your selection carefully and avoid including, for example, drafts or cancelled invoices if not appropriate.
Can I export by period (month or quarter)?
There's no date filter in the export: you select the specific invoices. The usual approach is to filter the invoice list by date and then select all those of the period before exporting.
How is the customer's accounting account decided in the file?
The customer's account is used if they have one assigned; if not, the default account from the Conta3 settings. If there's no default account either, the account comes out as 0 (invalid in Conta3).
Do I have to configure accounts for each payment method?
No. The payment line comes out with the treasury account "0" (a placeholder), and the final cash/bank account is assigned in Conta3 on import. You don't need to configure anything per payment method in Golfmanager.
What is the subfamily's "sales account"?
It's the revenue account where sales of that subfamily's products are recorded. The file generates one sales line per subfamily account, summing all the invoice lines for that account.
What is the tax "code"?
It's the VAT code Conta3 expects to classify the tax (for example, O for standard VAT). It's configured on each tax, along with its VAT account.
The "Export to Conta3" button doesn't appear. What do I do?
The most common cause is that the Conta3 module isn't installed or the billing permission is missing. Install it from the App Market, check the user's permissions and reload the page.
I get "No invoices selected". What does it mean?
You haven't ticked any invoice. Select at least one with the checkboxes before clicking "Export to Conta3".
I get "Cannot export already exported invoices". What does it mean?
One of the selected invoices was already exported before (it's marked as "Exported to Conta3"). To avoid duplicates, the system won't include it again. If you need to repeat, use "Reset exports".
How do I re-export an invoice that was already exported?
Go to Billing > Conta3 and click "Reset exports". This clears the exported flag from all invoices and lets you export them again.
What does "Reset exports" affect?
All invoices, not just a selection. That's why, after resetting, you should be careful not to import the same period twice into Conta3, so you don't duplicate entries.
Where do I see whether an invoice has already been exported?
On the invoice record (and list) there's an "Exported to Conta3" flag that shows whether that invoice has already been included in an export.
The file comes out with empty fields. Why?
Usually because accounts are missing on some customer, subfamily or tax. Check that all the accounting accounts and VAT codes are configured before exporting.
The dates come out empty in the file. What should I check?
That the invoices have a date. The export uses the invoice date; if it doesn't have one, it comes out empty.
How many decimals and what separator do the amounts use?
Two decimals and a period separator (for example, 123.45). Dates are in YYYYMMDD format (no separators).
Does the system warn me if I'm missing an account before exporting?
No. There's no prior validation: the file is generated with whatever's there. That's why it's worth reviewing the account and VAT-code configuration before exporting, and doing a first test with a few invoices.
A customer name has a semicolon or quotes. Does it matter?
It can: the file uses the semicolon as a field separator, so a ; or quotes in a name or address can throw the line off. It's best to avoid these characters in customer data.
Does it work with several companies?
The export doesn't filter by company: it includes the invoices you selected, each with its own data. If you invoice with several companies, select and export in an orderly way as suits your accountant.
Who imports the file into Conta3?
Usually the accountant or whoever handles the accounting. Golfmanager generates and downloads the file; the import is done inside Conta3.
What permissions do I need?
The manage billing permission. With it, you can see the export button, access the Conta3 settings and use "Reset exports".
Recommended best practices
Agree the chart of accounts and VAT codes with your accountant before you start.
Export by closed periods (month or quarter): filter the invoice list by date, select the whole period, and save each file with a name that identifies it.
Do a first test with a few invoices and validate it in Conta3 before adopting the procedure.
Keep records up to date: every new customer or subfamily should carry its accounting account from the start.
Use "Reset exports" carefully and only when you need to regenerate: remember it affects all invoices and that you must not re-import the same period twice into Conta3.