Admin Guide

1. Who Is This Section For?

This section is for administrators, implementation specialists, or finance leads who are responsible for setting up and maintaining Interface BMD for NetSuite.

It covers the essential configuration steps required to prepare your system for BMD exports — including folder creation, account and tax code mapping, and the setup of BMD settings and export runs.

The goal of this section is to help you establish a reliable foundation for financial data exchange between NetSuite and BMD — accurate, auditable, and fully aligned with accounting standards.

2. Setup

Before you begin, please take a look at the General Setup Recommendations and make sure that your NetSuite environment meets the basic requirements for using Interface BMD for NetSuite. 

Administrator access is needed to create folders in the File Cabinet, import mapping files, and configure the BMD Settings records. 

The BMD interface relies on standard NetSuite permissions. As long as users have access to the relevant transactions, subsidiaries, and custom records included in the bundle, they can work with the interface.

Ensure that Interface BMD for NetSuite is installed and active, that you know which subsidiaries will be included in the BMD export and that Internal IDs are visible: 

Home > Set Preferences > General > Show Internal IDs.

→ Tip: If your organization works with multiple subsidiaries, plan the folder structure and naming convention in advance. It will make the configuration and later maintenance much easier.

Create BMD Export Folders

To ensure that export files are stored correctly, create a dedicated folder in the NetSuite File Cabinet for each subsidiary.

Go to Documents > File Cabinet > New Folder, name it clearly (e.g. BMD_DE_Main), and note the Internal ID. You’ll need this ID later when defining your BMD Settings record.

→ Tip: Activate Show Internal IDs in your user preferences (Home > Set Preferences > General > Show Internal IDs) before creating folders.

Account Mapping

Mapping NetSuite accounts to their BMD equivalents is one of the most critical setup steps.
It ensures that exported data can be interpreted correctly once uploaded to BMD.

To start, search for BMD Master in the global search field.

This will show a list of predefined Saved Searches provided with the solution – for G/L Accounts, Customers, Vendors, and Employees.

1. Open the relevant saved search.

2. In the filter area, select the subsidiary whose data you want to map.

3. Review the column BMD Account in the search results.

4. Export the list to Excel, enter the correct BMD account numbers, and save the file as CSV.

5. Import the CSV back into NetSuite to populate the BMD Account field on each record.

In some cases, vendors may also be customers in BMD.
For such records, the vendor search provides two fields — BMD Account (customer account) and BMD Account Vendor (vendor account).
Employee records can likewise be separated into personal accounts (BMD Personenkonten) when exporting expense reports.

Inventory Accounting

There is a different handling of inventory accounting between BMD and NetSuite: NetSuite uses cost-of-sales accounting, while BMD utilizes the total cost method.

It means that every time the inventory is sold, it is written off immediately with the corresponding sales transaction (posting to cost of goods sold).
In BMD, however, the inventory is written off in a monthly batch.

To align both systems, the solution automatically compiles these inventory movements into a monthly batch. Users only need to specify the related BMD Inventory Asset Account in the BMD Inventory Change Account field of the COGS account in NetSuite.

Note: Each NetSuite account must have a one-to-one mapping to a BMD account. The export process will still complete without it, but the upload to BMD will fail.

Tax Code Mapping

Mapping tax codes is essential to ensure that exported transactions are assigned the correct BMD Buchungsschlüssel when uploaded to BMD.

This mapping defines how NetSuite tax codes correspond to BMD tax keys, ensuring the correct tax rate is applied in all exports.

If your system uses SuiteTax, the mapping is handled automatically — you can skip this step. However, if you use the Tax Details Override option or if you would like to make changes to BMD VAT mapping in your SuiteTax environment - you can use AV45 BMD SuiteTax Tax Scenario records to change or add a new mapping.

To map tax codes manually:

1. Go to Setup > Accounting > Tax Codes.

2. Apply a filter for the country Austria.

3. Select one of the standard tax codes and click Edit.

4. Scroll to the right-hand section of the record and enter the BMD posting keys:

   • Purchase Tax BMD

   • Sales Tax BMD

5. Click Save.

BMD Settings

The BMD Settings record defines which data will be exported, where the export files are stored, and which subsidiary they belong to.
Each subsidiary typically has its own configuration record.

To create a new settings record, go to Transactions > Management > BMD Settings > New.

Fill in the following key fields:

Header Information

• Name — Enter a clear name that identifies the subsidiary and period, e.g. DE Main 2024 Q1.

• Subsidiary — Select the subsidiary for which you are creating the settings.

• Accounting Book — Choose the relevant accounting book (usually the primary one).

• Transactions to Export — Select the transaction types you want to include. If no selection is made, all types will be exported automatically.

• Set the Currency — usually EUR.

Accounts Tab

• Define mappings for automatic accounts (e.g. income and expense accounts).
  Automatic accounts in BMD cannot have tax codes assigned directly, so mapping them here prevents upload errors later.

System Tab

• Enter the Folder ID created earlier in step 2.1. This defines where the export files will be saved.

Once the settings are saved, the configuration connects your subsidiary, mapping, and export location. From this point, the interface knows exactly which data to extract and where to store the output files.

Test Export Run

Before going live, create a test export to confirm that your BMD Settings record works as expected.

This step verifies that account mappings, tax codes, and file storage are correctly configured.

To create a test export, go to Transactions > Management > BMD Export Run > New.

Fill in the key fields:

• Name — Enter a clear name such as Test Export 2024-01.

• Settings — Select the predefined BMD Settings record.

• Tax Period — Choose the relevant period for the export.
  You can also define a custom range under Date From/To.
  Do not use both options at the same time.

Export Options — Select what to export: Transactions, Accounts, and/or Entities (Customers, Vendors, Employees).

For a basic test, exporting Transactions only is usually sufficient. 

Once all fields are set, click Start Export.
The system will schedule the run and generate the export files as CSVs.
Refresh the page or wait for the confirmation email until the State changes to Successful.

Summary: 

Running a short test confirms that your configuration, mappings, and file storage work correctly before you begin regular exports.

3. Configuration Tips & Technical Info

Record limits

Keep export runs below 20,000 records. This reduces file size and prevents potential upload issues when transferring data to BMD.

Automatic accounts

Always map automatic accounts (e.g., income and expense accounts) separately. BMD does not allow tax keys to be assigned to these account types, so explicit mapping in the BMD Settings record is required.

Internal IDs

Enable Show Internal IDs under Home > Set Preferences > General to access the internal IDs required for folders and configuration records.

Testing changes

After any configuration update — such as new mappings or revised folders — run a quick test export to confirm that all IDs, accounts, and mappings are still aligned. 

CSV Preview and Override 

The subtab AV45 BMD Transaction Header shows how the transaction would appear in the BMD export file.
These records are only created when you use the BMD button for preview purposes.

Click Edit next to a header record to view the following details:

• Date Created and Last Modified

• Settings record used

• Transaction number

• BMD Transaction - Transaction type

• JSON - The BMD data structure for the exported transaction

• AV45 BMD Adjusted – Indicates whether the transaction has been manually adjusted.
  When this field is enabled, any changes made in the AV45 BMD Transaction Line record override how the transaction appears in the final CSV export.

The subtab AV1 BMD Transaction Line provides the line-item details that would appear in the CSV structure.

These records let you preview the exported data or adjust the structure when using the CSV override functionality.

Note: The BMD Transaction Header and Line records serve as preview and override tools — they do not represent actual export data created during a standard BMD  CSV run.