Export Invoices

 

Executive Overview
 

Export Invoices is not just a download feature — it is a financial data extraction engine designed to convert live business documents into portable, auditable, and accountant-ready outputs.
 

This module serves as the bridge between Biz1 and the outside financial world, including:
 

  • Accountants

  • Auditors

  • Tax authorities

  • External accounting software

  • Archival systems

  • Financial analysts
     

It ensures that every exported document remains legally accurate, traceable, and compliant with accounting rules.
 


What This Feature Solves
 

In real businesses, invoice data must be:
 

  • Filtered by date, company, and document type

  • Exported in different formats for different audiences

  • Delivered securely

  • Structured correctly for accounting systems

  • Backed by official PDFs

  • Easy to audit and reconcile
     

The Export Invoices feature solves all of this in one controlled workflow.
 


Supported Export Types & Their Purpose
 

Each export format exists for a specific business use case:
 

  • XLS (Excel)

    → Financial analysis, reconciliation, reporting
     

  • CSV

    → Data migration, imports, integrations
     

  • TXT (Accounting / Rivhit)

    → Strict accounting software ingestion
     

  • PDF

    → Official document archiving & compliance
     

  • Rivhit

    → Direct integration with accounting systems
     

Each format enforces its own validation rules, ensuring correctness.
 


User Experience – Export Modal
 

The Export Invoices modal is designed to feel simple, while hiding very powerful logic behind it.
 

Core Design Principles
 

  • Minimal steps

  • Clear filtering

  • No accidental exports

  • Accountant-friendly delivery
     


Filtering & Selection Logic
 

Company Selection
 

Defines which invoice configuration is used.
 

  • “All” → Cross-company exports

  • Specific company → Required for accounting (TXT)
     

This prevents invalid accounting exports.
 


Date Range
 

Defines financial period boundaries.
 

  • Uses document creation date

  • Time ignored (day-level accuracy)

  • Required for all exports
     

This ensures period-correct financial reporting.
 


Document Type Selection
 

Controls what kind of financial records are included.
 

  • Invoices

  • Credit invoices

  • Receipts

  • Receipt tax invoices

  • Orders

  • Delivery & returns

  • GR/IR
     

This allows fine-grained accounting control.
 


External Document Control
 

Determines whether to include:
 

  • Only internally linked documents

  • Or also externally imported records
     

This is critical for clean accounting reconciliation.
 


Export Execution – What Happens Internally
 

When the user clicks Export or Send, the system executes a strict pipeline:
 

1️⃣ Permission Validation
 

  • Ensures financial data access rights

  • Blocks unauthorized exports immediately
     

2️⃣ Data Extraction
 

Documents are pulled from:
 

  • documents

  • contactus

  • documents_payments
     

With filters applied for:
 

  • Date

  • Company

  • Type

  • External/internal state

  • PDF availability (if required)
     

3️⃣ Financial Normalization
 

Before export, all records are normalized:
 

  • Credit invoices → negative values

  • VAT recalculated precisely

  • Discounts resolved (fixed / percentage)

  • Payment methods mapped correctly

  • Multi-currency preserved
     

This guarantees accounting correctness.
 

Format-Specific Intelligence
 

CSV & XLS – Analytical Exports
 

These formats are human-readable and machine-friendly.
 

They include:
 

  • Customer details

  • Invoice metadata

  • Totals, VAT, discounts

  • Payment method

  • Document references
     

They are bundled with:
 

  • Invoice summary PDF

  • Invoice count PDF
     

And delivered as a ZIP archive.
 


TXT – Accounting-Grade Export (Rivhit)
 

TXT export is strictly controlled.
 

Why?

Because accounting systems require absolute precision.
 

This export:
 

  • Requires company selection

  • Maps document types to accounting codes

  • Builds structured transaction rows

  • Separates invoice details from receipt details

  • Ensures VAT and discounts reconcile exactly
     

This is not a report — it is accounting input.
 


PDF – Official Document Archive
 

PDF export is designed for:
 

  • Legal archiving

  • Audits

  • Tax submissions
     

It:
 

  • Includes only documents with valid PDFs

  • Packages all PDFs into one ZIP

  • Adds summary and count reports

  • Preserves official document integrity
     


Email Delivery – Accountant-Ready
 

Instead of attaching large files, the system:
 

  • Uploads ZIP securely

  • Generates a short protected link

  • Sends branded HTML email

  • Supports RTL / LTR languages

  • Includes custom user message
     

This is safe, scalable, and professional.
 


File Security & Storage
 

  • Temporary local generation

  • Controlled FTP upload

  • Secure download routing

  • No public file exposure

  • Automatic cleanup
     

This ensures financial data safety.
 


Why This Feature Is Architecturally Important
 

Export Invoices is the final authority for financial data leaving the system.
 

It:
 

  • Prevents inconsistent exports

  • Centralizes accounting logic

  • Guarantees compliance

  • Supports growth & audits

  • Scales with document volume
     


Final Conceptual Definition
 

Export Invoices is a controlled financial extraction engine that transforms live business documents into compliant, portable, accountant-ready outputs—delivered securely and accurately.

 

One-Line Executive Summary
 

This feature ensures that every invoice exported from the system is correct, auditable, secure, and ready for accounting and compliance workflows.


 

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