nunia for bexio users: financial statements under the CO, closing and general meeting from the bexio trial balance
As at: · fastview ag, Suhr
Professionally responsible: Marco Zanetti and Reto Ackermann, fiduciaries and auditors, fastview ag
Many clients of fiduciaries do their own bookkeeping in bexio. For the year-end closing, nunia takes over the trial balance from bexio and turns it into financial statements under the CO, notes, closing file, GM minutes and share register; the accounts stay with the client in bexio. There is no interface; the route is via an exported file. This page shows what to consider when exporting, how nunia handles group levels and duplicate lines, and what is created afterwards.
bexio at the client, closing at the fiduciary
The typical division: the client records invoices, payments and vouchers continuously in bexio, the fiduciary takes care of closing entries, financial statements, taxes and the general meeting. nunia starts with this second part. It is not a bookkeeping system and does not replace bexio.
| Task | Where |
|---|---|
| Day-to-day bookkeeping, invoices, payments | bexio at the client |
| Closing entries | in bexio; later adjustments as an entry in nunia |
| Trial balance as at the balance sheet date | Export from bexio, import into nunia |
| Financial statements under the CO with notes and prior year | nunia |
| Closing file, four-eyes principle, approval | nunia |
| GM minutes, dividend, share register, transparency register | nunia |
| Deadlines per engagement, requesting documents from the client | nunia |
Exporting the trial balance from bexio
In bexio, the account balances can be displayed as an accounting report and saved as a file. What this is called in the current version of bexio and where it is located is described in the bexio help; nunia does not describe menu paths of third-party programs. Important for the import:
- reporting date equal to the balance sheet date, after all closing entries
- all balance sheet and income statement accounts, not just a balance sheet or income statement view
- per line: account number, name and balance, or debit and credit separately
- Excel or CSV preferred; a PDF with a text layer also works
- one file per financial year, the prior year separately
What a trial balance must contain and how to tell that it balances is explained on its own page.
Group levels and line numbers
The import rules apply equally to all files. The import test series contains real exports from bexio, and for these two rules are particularly important:
- Group levels with their own number: if an export lists group levels as separate numbers above the accounts, such as 3, 32 and 320 above the account 3200, these totals would be counted twice. nunia removes a shorter prefix number only if the sum of balances thereby moves closer to zero. Real accounts whose number happens to be a prefix of a longer account are kept.
- Running line numbers: if the file contains a column with consecutive numbering 1, 2, 3 …, nunia never chooses this column as the account number.
Duplicates and cleaning up accounts before the import
Duplicate lines in a trial balance have two causes, and nunia treats them differently:
- Repeated listing: exports that structure the balance sheet and income statement with group headings and total lines sometimes list individual accounts a second time in several views. If a line has the same account number and the same name as an earlier one, nunia counts it only once and reports how many repeated lines were skipped.
- Real duplicate accounts: in a flat trial balance, nunia adds up lines with the same account number, because there they are part of the balance. Whether this is correct professionally you can see in the mapping.
Good practice before the export: clean up duplicate or no longer used accounts in the client’s chart of accounts, transfer balances to the correct account and check that the trial balance balances. Duplicate contacts or addresses do not affect the trial balance. If the chart of accounts follows the SME chart of accounts, nunia maps by account number; otherwise tick the box for a different chart of accounts and nunia maps by name. If the trial balance does not balance, nunia shows the difference openly; rounding differences up to 50 centimes count as rounding.
Import into nunia
- Drag the file. Under “Data import and mapping” you drag the bexio trial balance into the field of the financial year; several years can be done at once.
- Confirm the columns. Under “Check columns” you see how account number, name and balance were read and switch if necessary.
- Check and approve the mapping. nunia remembers corrections per client. With the mapping approval, the basis is set.
The process is shown in the tutorial video “Importing data”.
Financial statements, closing and general meeting
From the mapping, nunia structures the balance sheet and income statement under Art. 959a and 959b CO, compiles the notes under Art. 959c CO and generates the PDF in five languages; how the steps are connected is explained under Preparing financial statements. In the closing file you store supporting documents and approve with or without the four-eyes principle. For the general meeting, the GM minutes take over the appropriation of profit from the financial statements, and the share register provides the participants. The entire framework with deadlines and retention is described in Year-end closing in Switzerland.
What nunia takes care of
- Read the bexio trial balance from Excel, CSV or PDF
- Recognise group levels and repeated lines
- Financial statements under the CO with notes and prior year
- Closing file, GM minutes, share register, deadlines
- Request documents from the client via upload link
What stays with you
- Closing entries and account clean-up in bexio
- Export at the correct status
- Checking the mapping and mapping approval
- Valuation, notes and proposals to the general meeting
This page describes the import into nunia. The operation and functions of bexio are described in the help of bexio AG.
Frequently asked questions
Can nunia prepare the financial statements from bexio?
Yes, from the exported trial balance. You import the file as Excel, CSV or PDF, check the mapping and prepare the balance sheet, income statement and notes under the CO.
Is there an interface between bexio and nunia?
Yes. bexio is connected directly: you link the bexio company via sign-in with bexio, assign it to the engagement, and nunia retrieves the trial balance, account statements and open items per financial year directly – for all engagements in one run if you wish. Adjusting entries from the closing can be written back to bexio on request. The accounts stay with the client in bexio; the file export continues to work.
What happens to duplicate lines in the bexio export?
If a structured export repeats an account with the same number and name, nunia counts it once and reports the skipped lines. In a flat trial balance, nunia adds up lines with the same account number.
Are group levels from bexio counted twice?
No. nunia removes a shorter prefix number if the sum of balances thereby moves closer to zero; real accounts are kept.
Try nunia
The system tour shows nunia with sample clients and sample figures, no registration and no login required. For questions about your firm, book an online demo.