Index
What is this integration?
The Vector integration lets you pass Golfmanager invoices into your accounting without typing them by hand. Golfmanager generates a file with the invoices you select, ready to import into Vector (the accounting software). The file also includes the SII (Immediate Supply of Information) data.
Vector is an accounting program. Golfmanager generates a text file with one line per invoice (with the customer data, the VAT, the accounts and the SII fields) in the format Vector can read.
What problem does it solve?
Eliminates manual entry of invoices into the accounting.
Reduces errors when typing amounts, accounts and VAT.
Saves time at the monthly or quarterly close.
Keeps consistency between what is billed in Golfmanager and what is recorded in Vector.
Which systems does it connect and in which direction does the data flow?
The integration works in one direction only: from Golfmanager to Vector.
It is an on-demand export: you select the invoices and generate the file when you need it.
Vector does not return information to Golfmanager.
The "bridge" is the file that Golfmanager downloads and which is then imported into Vector.
What information is exported?
The file includes one line per invoice, with:
Customer data (tax number, address, postcode, city, province…) and their accounting account.
The VAT breakdown (rates 0%, 10% and 21%) and the revenue accounts (by subfamily).
The invoice total and the SII fields required by the tax authority.
Markers for credit notes (rectifying invoices) and summary invoices (recapitulative), so Vector recognizes them correctly.
The amounts are exported in euros.
Prerequisites (before activating the integration)
Have billing active in Golfmanager.
Have the Vector module installed.
Billing administration permissions to access the export.
Complete customer data (tax number, address, postcode, city and province) and their accounting account.
Products assigned to subfamilies, and subfamilies with their accounting account.
How to set it up (step by step)
Step 1 — Default customer account
Go to Settings > Billing > Vector.
Set the default customer account. It is used for customers who do not have their own account (by default,
430000001).Save the changes.
Step 2 — Customer accounts
Go to the record of each customer.
Assign their accounting account (if you leave it empty, the default account is used) and complete their tax data.
Save the changes.
Step 3 — Subfamily accounts
Go to Products > Subfamilies.
Assign each subfamily its accounting account (it is the one used for the revenue breakdown of each line).
Save the changes.
💡 Implementation tip: set up the accounts (customer and subfamilies) together with your accountant and complete the customers' tax data before starting. Afterwards, maintenance is minimal.
Explanation of each field
Below is a description of each field in the integration: where it is, what it means, its impact on the system, and a usage example (what happens when it is used and how the system behaves).
A) Settings (Settings > Billing > Vector)
1. Default customer account
Description: the accounting account used for customers who do not have their own account.
Impact on the system: it prevents the customer account from being missing in the file.
Usage example: you keep the default account
430000001(or the one your accountant indicates).What happens when it is used: customers without their own account are exported with this account.
System behavior: if the customer has their own account, theirs is used; if not, this one.
2. Reset exports (action)
Description: a button that marks all invoices as not exported again.
Impact on the system: it allows already-exported invoices to be exported again.
Usage example: you use it if you need to repeat an export.
What happens when it is used: it asks for confirmation ("Warning! This operation will mark all invoices as not exported to Vector…") and, on accepting, removes the exported mark.
System behavior: it affects all invoices, not only the ones you select; use it carefully so as not to duplicate in Vector.
B) On the customer
Field name: Accounting account.
Description: the customer's account in the Vector accounting.
Impact on the system: it is the account exported for that customer.
Usage example: you assign the account your accountant indicates.
What happens when it is used: the invoice goes out with that customer account.
System behavior: if you leave it empty, the default account is used.
Customer tax data (tax number, address, postcode, city, province and country): they are dumped into the file. If the customer is marked as foreign, it is exported with the corresponding fiscal type. Behavior: if they are missing, that data goes out empty in the file.
C) On the subfamily
Field name: Accounting account.
Description: the Vector revenue account for the products in that subfamily.
Impact on the system: it is the account of the revenue breakdown of each line.
Usage example: on the green fees subfamily you set its revenue account.
What happens when it is used: the amounts of those lines are assigned to that account.
System behavior: if a subfamily has no account, that breakdown goes out empty.
D) On the invoice
Field name: Exported to Vector.
Description: indicates whether the invoice has already been exported.
Impact on the system: it prevents the same invoice from being exported twice.
Usage example: you check it to know what is left to export.
What happens when it is used: on exporting, the invoices are marked as exported.
System behavior: a marked invoice is not exported again unless it is reset.
How to use it day to day
Go to Billing > Invoices.
Select the invoices you want to export, or select none to include all those pending export.
Click "Export to Vector" (in the "More" menu).
The file vector_invoices.txt will be downloaded, which is then imported into Vector. You will see a message with the number of exported invoices.
Exported invoices control
To avoid duplicating in Vector, the export controls which invoices have already been exported:
After exporting them, the invoices are marked as exported.
Already-exported invoices cannot be exported again: if you select one, the system warns with an error.
If you need to repeat, go to Settings > Billing > Vector and use "Reset exports" to mark them as not exported again (it affects all invoices).
Limitations to keep in mind
It is a manual, one-way export. It is not automatic or real-time.
The quality of the result depends on the data: the customer's tax data and the accounts (customer and subfamilies).
The same thing is not exported twice without first resetting the status.
The reset affects all invoices (it is not selective); avoid resetting and re-exporting without control so as not to duplicate in Vector.
Supported VAT rates: 0%, 10% and 21%. The amounts are exported in euros.
Frequently asked questions
"Export to Vector" does not appear.
The module is not installed or the permission is missing. Install the Vector module and check that you have billing administration permission.
"Select at least one invoice" appears.
There is no invoice indicated to export. Select invoices or leave the selection empty to include all those pending export.
"No invoices available or they have already been exported" appears.
The chosen invoices were already exported. If you need to repeat, use "Reset exports" in Settings > Billing > Vector.
"Cannot export already exported invoices" appears.
You have selected an already-exported invoice. Remove it from the selection, or reset the status if you really want to export it again.
The customer's tax data is missing in the file.
The customer does not have a complete tax number or address. Complete their tax data and export again.
The accounts come out empty or are not correct.
Accounts are missing on the customer or the subfamily. Configure the customer's accounting account (without it the default account is used) and each subfamily's account.
Can I export an invoice again?
Not directly: an already-exported invoice is locked. To repeat, use "Reset exports", but keep in mind that it affects all invoices, so do it carefully so as not to duplicate in Vector.
For which period does it export?
For the invoices you select; there is no date filter. The usual practice is to export by closed periods (month or quarter).
Where is the file saved?
It is downloaded to your computer with the name vector_invoices.txt. You then import it into Vector.
Are credit notes and summary invoices exported?
Yes. Rectifying invoices (credit notes) and summary invoices are marked in the file so Vector recognizes them as such.
Does Vector return anything to Golfmanager?
No. The integration is one-way (Golfmanager → Vector). The file is the bridge; Vector does not send data back.
In which currency and with which VAT does it export?
In euros, with the breakdown by the VAT rates 0%, 10% and 21%.
Recommended best practices
Agree the chart of accounts with your accountant before starting.
Complete the customers' tax data and the subfamily accounts.
Export by closed periods (month or quarter) and save each file identifying the period.
Do a first test with a few invoices and validate it in Vector before adopting the procedure.
Use "Reset exports" carefully: it affects all invoices.