Finance interfaces

Supported finance systems (HKR systems)

Locaboo supports connections to numerous accounting and finance systems used especially in the municipal environment (budget, cash, and accounting / HKR):

System	Description
SAP NKHR & SAP S/4HANA	Connection to SAP-based municipal budget systems. Supports the New Municipal Budget and Accounting (NKHR) and the current SAP S/4HANA generation.
AKDB (OK.FIS)	Interface to the OK.FIS system of the Anstalt für Kommunale Datenverarbeitung in Bayern (AKDB). Used by Bavarian municipalities.
Saskia IFR & H2R	Connection to Saskia finance systems (integrated finance accounting and budget/accounting). Widely used in northern German municipalities.
H&H	Interface to the H&H accounting system for municipal administrations.
CIP - KD	Connection to the CIP municipal data system.
Finanzplus	Interface to Finanzplus for municipal financial administration.
Infoma	Connection to Infoma newsystem—a widely used ERP solution for municipalities.
DATEV	Export of posting data in DATEV format. Particularly suitable for collaboration with tax advisors and private-sector accounting.

Workflow

The typical workflow with finance interfaces consists of three steps:

1. Maintain master data

Set up the mappings between Locaboo and your finance system (see the Finance master data section below).

2. Validate finance data

Before exporting finance data, validate it in Locaboo—i.e. check it for completeness and correctness. Validation ensures that:

All invoice lines are assigned to a cost centre
All required general ledger accounts are stored
Tax indicators are assigned correctly
No mandatory fields required by your finance system are missing

If errors are found, Locaboo displays them in an overview so you can correct mappings before export.

3. Export finance data

After successful validation, export the finance data in the format of your accounting system. Depending on the system, an export file is generated that you can import directly into your finance system.

You can run the export under Settings > Import / Export in the tab named after your finance system (e.g. DATEV, Ab-Data, Infoma).

Alternatively, the export can be transferred to your server automatically via SFTP. The export file is generated at regular intervals and placed on your SFTP server. To enable this, configure the host, username, password, and path of your SFTP server in the settings.

Finance master data

For correct mapping of invoice data to your finance system, maintain the following master data in Locaboo. Master data is usually configured once during setup and only adjusted when your organisation changes.

Master data	Description	Assignment
Cost centres	Organisational units to which costs are assigned.	Per resource, inventory item, or service.
General ledger account	Accounts in the chart of accounts that describe the type of income or expense.	Per tariff or invoice line.
Cost objects	Objects for which costs arise (e.g. a project or measure).	Optional, depending on the finance system.
Cost types	Classification of the cost type (e.g. rent, usage fee).	Optional, depending on the finance system.
Budget items	Positions in the municipal budget plan.	Relevant for cameral accounting.
Posting references (cash desk references)	Reference numbers for assigning incoming payments.	Per invoice or customer.
Tax indicators	Mapping of Locaboo tax rates to the tax indicators of your finance system.	Per tax rate.

Cost centres

Cost centres assign revenues and expenses to an organisational unit. Enable cost centres under Settings > Invoice > Extended settings. You can optionally provide a custom label there.

Cost centres can be defined at multiple levels:

Level	Where to configure
Resource	Edit resource > Finance settings tab
Customer	Edit customer > Finance settings tab
Customer group	Edit customer group > Finance settings tab
Tax rule	Settings > Tax management > Edit tax rule > Finance settings tab

If a booking has a cost centre assigned to both the customer/customer group and the resource, the customer’s cost centre takes precedence. A cost centre assigned to a tax rule is shown separately on the invoice.

General ledger account

General ledger accounts describe the type of income or expense in the chart of accounts. Enable them under Settings > Invoice > Extended settings. You can also set a general ledger account for resources there, under which all resource booking amounts are aggregated.

General ledger accounts can be defined per entity:

Level	Where to configure
Service	Edit service > Price box
Inventory	Edit inventory item > Price box
General (resources)	Settings > Invoice > Extended settings

Cost objects

Cost objects describe the item for which costs arise—e.g. a project, a measure, or a funding programme. Whether cost objects are required depends on your finance system. Configuration follows the same pattern as cost centres under Settings > Invoice > Extended settings and in the finance settings of the respective entities.

Cost types

Cost types classify the nature of the cost element (e.g. rent, usage fee, cleaning surcharge). They are optional and only required by certain finance systems.

Budget items

Budget items map positions in the municipal budget plan. They are particularly relevant for cameral accounting and are not needed for double-entry bookkeeping.

Posting references (cash desk references)

Posting references (also called cash desk references) are reference numbers that uniquely match incoming payments to an invoice. They can be configured globally and assembled automatically from the invoice number and customer data. Configure them under Settings > Invoice > Extended settings and per resource in the Finance settings tab.

Tax indicators

Tax indicators map the tax rates configured in Locaboo to the corresponding indicators in your finance system. The mapping is configured under Settings > Tax management per tax rate.

Setup

The finance interface is set up in close coordination with your Locaboo contact:

Select system – Tell support which finance system you use.
Provide master data – Supply your chart of accounts, cost centres, and tax indicators.
Configuration – Locaboo sets up the interface and mapping tables.
Test validation – Run validation with test data.
Go-live – After successful review, start regular exports.

Contact support at support@locaboo.com for initial configuration.

DATEV interface in detail

The DATEV interface is especially common for customers who work with a tax advisor or use private-sector accounting.

Export format

Locaboo exports posting data in the DATEV batch posting format (CSV). This format can be imported directly into DATEV Unternehmen Online or DATEV Kanzlei-Rechnungswesen.

Typical DATEV workflow

Release invoices – Ensure all invoices in the desired period have the Released status.
Run validation – Under Settings > Import/Export > Billing, check that all general ledger accounts and tax indicators are mapped correctly.
Create export – Select the period and export the posting data.
Import into DATEV – Import the export file into your DATEV system.

Resource-specific finance settings

In addition to global master data, you can store per-resource finance settings. In the Finance settings tab of a resource, you assign resource-specific cost centres, general ledger accounts, and posting references. These mappings override the global settings for bookings of that resource.

Frequently asked questions about the finance interface

Can posting references be generated automatically?
Yes. Posting references can be configured globally and assembled automatically from the invoice number and customer data.

What happens with credit notes?
Credit notes are exported like regular invoices—with a negative amount. Assignment to general ledger account and cost centre is taken from the original invoice.

Can I repeat the export?
Yes. Exports can be repeated as often as needed. Already exported invoices are not counted twice on a repeat export as long as the same period is selected.