Contents
What is this integration?
The Contawin integration lets you pass Golfmanager's invoices and payments into accounting without keying them in by hand. Golfmanager generates CSV files with a period's accounting information, and those files are imported into Contawin.
It offers three different exports depending on what your accounting needs: the VAT book, the journal (entries) and payments.
A CSV is a text file with the data separated by a character (in this case, a semicolon). It's the format Contawin knows how to read to bring in the entries automatically.
What problem does it solve?
Removes manual entry of invoices and payments 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 Contawin.
Which systems does it connect, and which way does the data flow?
The integration works in one direction only: from Golfmanager to Contawin.
It's an on-demand export: you choose the period and generate the file when you need it. It's not automatic, and there are no scheduled processes.
Contawin 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 the CSV files that Golfmanager downloads and that are then loaded into Contawin.
What information is exported?
Depending on the export you choose, the file includes:
VAT book: one line per VAT rate per invoice (customer, taxable base, percentage and VAT amount, sales account).
Journal: each invoice's journal entry, with its Debit and Credit lines (customer, sales accounts per subfamily, and VAT accounts).
Payments: the invoices' payment entries (with the description "Cobro factura n …").
In all cases the file includes the customer details (name, tax ID), the invoice number and date, and the amounts with two decimals (dates in dd/MM/yyyy format). Credit notes (refunds) reverse the Debit and Credit and the sign of the amounts.
Prerequisites (before turning the integration on)
Have billing active in Golfmanager. Only confirmed invoices are exported.
Have the Contawin module installed from the App Market. After installing it, the Contawin section appears in settings.
The right permissions: the user must have the manage billing permission.
Know how the accounting is set up in Contawin: the accounting accounts 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 files to come out with the right accounts, fill in these details before exporting.
Step 1 — Default accounting account
Log in to Golfmanager with the billing permission.
Go to Billing > Contawin (Settings).
Set the Default accounting account. It's used for customers that don't have their own accounting account assigned.
Save your changes.
⚠️ The default account is required for the VAT book and payments exports. Without it, those exports will error. The journal doesn't need it (it uses each customer's account).
Step 2 — Each customer's accounting account
Go to CRM > Customers.
Edit each customer.
Assign their accounting account. If they don't have one, the default account is used.
Save.
Step 3 — Each subfamily's sales account
Go to Products > Subfamilies.
Edit each subfamily.
Assign its accounting account for sales (revenue). It determines the account of each invoice line.
Save.
Step 4 — VAT accounts
Go to Billing > Taxes.
Edit each tax.
Assign its VAT accounting account.
Save.
Contawin's VAT type code is not configured by hand: Golfmanager derives it automatically from the tax percentage, per this table:
VAT in Golfmanager | Code in Contawin |
0% | 130 |
4% | 104 |
10% | 170 |
21% | 171 |
Any other percentage | 9999999 (unknown) |
If a product uses a VAT other than 0%, 4%, 10% or 21%, it comes out as an "unknown" type. Try to use the standard percentages.
💡 Implementation tip: the first time, set up the customer, sales and VAT accounts together with your accountant. 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 (both the account-configuration fields and the export-window fields): what it is, how it affects the system, how it behaves, and an example of use.
Default accounting account
Field name: Default accounting account, in Billing > Contawin. It's the only field in Contawin's own settings.
Description: the customer account used when an invoice is for a customer without their own accounting account.
System impact: it's required for the VAT book and payments exports (without it they error). The journal doesn't need it.
System behavior: on export, for each invoice the customer's account is taken; if it's empty, this default account is used.
Example of use / what happens: you set a generic customers account (for example,
430000000); invoices for customers without their own account are recorded against it.
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 customer account in their entries and movements. If it's empty, the default account is used.
System behavior: it's read at export time; you just need it set before generating the file.
Example of use / what happens: you set
430000001on a customer; their invoices are recorded against that specific account.
Subfamily 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 of each invoice line in all three files.
System behavior: it's taken from the product via its subfamily. If a subfamily has no account, that line comes out with an empty account.
Example of use / what happens: you set
700000001on the "Green fees" subfamily; its revenue is recorded in that sales account.
Tax 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 of the VAT lines in the journal and the VAT book.
System behavior: VAT is grouped by rate and posted to its account. Contawin's VAT type code is derived by the system from the percentage (see the table in Step 4).
Example of use / what happens: you set
4770000XXon the 21% VAT; that VAT is recorded in that account and comes out with code171.
Start (period start date)
Field name: Start, in the Export to Contawin window.
Description: the first date of the period you're going to export.
System impact: it's required; without it the export won't run and shows a warning.
System behavior: it includes confirmed invoices from that date (up to the end date, or just that day if you don't set an end).
Example of use / what happens: you set the 1st of the month; invoices from that day are exported.
End (period end date)
Field name: End, in the Export to Contawin window.
Description: the last date of the period you're going to export.
System impact: it's optional. If you leave it empty, only the start day is exported.
System behavior: it bounds the period together with the start date.
Example of use / what happens: you set the last day of the month; the whole month is exported.
Issuing company
Field name: Issuing company, in the Export to Contawin window.
Description: it lets you limit the export to the invoices of a specific company.
System impact: it's optional. If you manage several companies, filter by one; if you leave it empty, all are included.
System behavior: it filters the period's invoices by the chosen company.
Example of use / what happens: you select one of your companies to generate its file separately.
Exported to ContaWin (invoice flag)
Field name: Exported to ContaWin, on the invoice record (it's a read-only flag).
Description: it indicates whether that invoice has already been included in a Contawin export.
System impact: it's informational, so you know which invoices you've already sent. Unlike other integrations, it doesn't prevent re-exporting them.
System behavior: it's set automatically on export (in any of the three exports).
Example of use / what happens: after exporting the month's close, those invoices are flagged; it serves as a control, but the system would still let you re-export them if you need to.
How it works day to day
Go to Billing > Invoices.
In the action bar, click "Export to ContaWin".
In the window, set the period: Start (required), End (optional; if you leave it empty, only the start day is exported) and, if applicable, the Issuing company.
Click the button for the export you need (VAT book, journal or payments). You'll see the notice "N invoices were exported" and the corresponding file will download.
Import that file into Contawin (usually the accountant does this).
The three exports
Button | What it generates | File |
Export VAT book | The VAT book (one line per VAT rate per invoice) |
|
Export journal | Each invoice's journal entry (Debit/Credit) |
|
Export payments | The payment entries for invoices with payments |
|
Which to use (one, several or all) depends on how your accounting works in Contawin; it's best to confirm with your accountant. On export, the included invoices are marked as exported (as an informational control).
What gets exported, in summary
Data in Golfmanager | Where it goes in Contawin |
Customer (name, tax ID) | Customer account details |
Customer accounting account (or the default) | Customer account in the entry |
Product subfamily (its account) | Sales account (revenue) |
Tax / VAT (account and percentage) | VAT account and VAT type code |
Invoice payments | Payment entries (payments export) |
Invoice total, date and number | Journal entry / VAT book |
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. Contawin sends nothing back to Golfmanager.
Only confirmed invoices are exported, with non-cancelled lines that have a non-zero amount.
The default account is required for the VAT book and payments (the journal doesn't need it).
VAT rates must be the standard ones (0%, 4%, 10%, 21%); other percentages come out as an unknown type (
9999999).There's no re-export block and no "reset" button: the system lets you re-export the same invoices, so it's up to you not to import the same period twice into Contawin and avoid duplicates.
The quality of the result depends on the configuration: wrong or empty accounts produce incomplete entries in Contawin. There's no warning beforehand about missing accounts.
Frequently asked questions
Is it an automatic sync or a manual export?
It's a manual, on-demand export: you choose the period and generate the file when you need it. There's no automatic sync and no scheduled processes.
Does Contawin send anything back to Golfmanager?
No. The integration goes in one direction only, from Golfmanager to Contawin. The only "bridge" is the CSV files you download.
What format are the files in?
They're CSV files (text with fields separated by a semicolon). Amounts come out with two decimals and dates in dd/MM/yyyy format.
What are the three exports, and which do I use?
VAT book (iva0101.csv): one line per VAT rate per invoice. Journal (EXTRA01.csv): each invoice's journal entry (Debit/Credit). Payments (PAYMENTS01.csv): the payment entries. Which you need (one, several or all) depends on how your accountant works; it's best to confirm with them.
Do I have to use all three exports?
Not necessarily. Use the ones your accounting requires. Each button generates its file independently; you can generate just the VAT book, just the journal, etc.
Which invoices are exported?
Only the confirmed invoices of the period, with their non-cancelled lines that have a non-zero amount. Drafts and cancelled invoices are not included.
How do I choose the period? What happens if I leave "End" empty?
In the export window you set the start date (required) and, optionally, the end date. If you leave the end date empty, only the start day is exported.
Can I export only the invoices of one of my companies?
Yes. In the export window, use the Issuing company field to filter by a company. If you leave it empty, all are included.
I get "Specify the start date". What do I do?
You haven't set the start date, which is required. Select a start date before clicking the export button.
I get "Configure the default account". What does it mean?
The default accounting account is missing, and it's required for the VAT book and payments. Go to Billing > Contawin and fill it in. (The journal doesn't need it.)
The downloaded file is empty. Why?
Because there are no confirmed invoices in the selected period (or, in the payments export, no payments). You'll see a warning that the file is empty. Check the dates and that there are invoices/payments in that range.
How is the customer's account decided in the file?
The customer's account is used if they have one assigned; if not, the default account (in the VAT book and payments). In the journal, if the customer has no account, that line comes out with an empty account.
How is the VAT type code decided?
Golfmanager derives it automatically from the tax percentage: 0% → 130, 4% → 104, 10% → 170, 21% → 171. It's not configured by hand.
The VAT type comes out as 9999999. Why?
Because the tax percentage is not 0%, 4%, 10% or 21%, so it comes out as an "unknown" type. Check that the products use the standard VAT rates.
How are credit notes (refunds) handled?
Credit notes reverse the Debit and Credit and the sign of the amounts in the entry, so they're recorded correctly as refunds.
Can I re-export the same invoices?
Yes. Contawin doesn't block re-exporting: even though the invoices are flagged as exported, the system lets you generate them again. Be careful not to import the same period twice into Contawin so you don't duplicate entries.
Is there a "reset exports" button?
No. Unlike other accounting integrations, Contawin has no reset button, because it doesn't prevent re-exporting either. The "Exported to ContaWin" flag is informational only.
Where do I see whether an invoice has already been exported?
On the invoice record there's an "Exported to ContaWin" flag. Remember it's informational: it doesn't prevent re-exporting it.
The accounts come out wrong or empty in the lines. What should I check?
Usually accounts are missing on some customer, subfamily or tax. Check that all the accounting accounts are configured before exporting; there's no prior validation.
How many decimals and what date format does the data use?
Amounts with two decimals; dates in dd/MM/yyyy format (for example, 15/01/2025).
Does the system warn me if I'm missing an account before exporting?
There's no validation of the customer, subfamily or VAT accounts: the file is generated with whatever's there. Only the start date and the default account (for VAT and payments) are validated. That's why it's worth reviewing the configuration and doing a test with a few invoices.
Does it work with several companies?
Yes. You can filter by issuing company in the export window, or leave it blank to include all.
Is there a scheduled automatic export?
No. All exports are manual; you launch them from the invoice list when you need them.
Who imports the files into Contawin?
Usually the accountant or whoever handles the accounting. Golfmanager generates and downloads the CSVs; the import is done inside Contawin.
What permissions do I need?
The manage billing permission. With it, you can see the export button, access the Contawin settings and generate the files.
Recommended best practices
Agree the chart of accounts with your accountant and which exports they need (VAT book, journal, payments) before you start.
Export by closed periods (month or quarter) and save each file identifying the period.
Use the standard VAT rates to avoid them coming out as unknown.
Keep your own record of what's already been exported: since there's no re-export block, note which periods you've sent and don't re-import them into Contawin.
Do a first test with a few invoices and validate it in Contawin before adopting the procedure.