Codabox Business: The most frequently asked questions by our SME customers
Is your SME already a Codabox customer, but you don't have access yet to MyCodabox to manage your services?
Contact helpdesk@codabox.com.
CODA |
How do I link my account for KBC? Why am I not yet receiving CODA for KBC?
In MyCodabox, go the right mandate and check what applies:
- Has the KBC link between Codabox and the bank not yet been established?
➟ Follow these instructions or give them to the account holder:- Tap the Kate search bar at the top of your KBC mobile.
- Type 'Codabox'.
- Choose 'activate Codabox' and follow Kate's instructions.
Are you not able to do it via Kate? Then follow the instructions at the bottom of this page (link via KBC Touch or Business Dashboard).
- Has the Codabox mandate not yet been signed?
➟ Use the button Start signing now if you are the legal representative.
or
➟ Click the copy-icon (Copy signing link) to send the link to the right person via email.
Why am I not yet receiving CODA?
In MyCodabox, go to Mandates & Services > CODA and check the status.
- Is the mandate yet to be signed?
➟ Mandates with status 'Awaiting signature' are yet to be signed. Click Manage to see your options. - Is the mandate signed but not yet active?
➟ Look at the mandate on the CODA tab. The status shows more information. Click the account number for more details.
Note: the bank has to process the mandate. The waiting time for this varies from bank to bank. - Is the mandate active and are you using Exact Online?
➟ Check whether you completed the required EOL settings. - Is the mandate active, but have there not been transactions on the account so far?
If there are no transactions, there is no CODA.
Why am I suddenly not receiving CODA anymore?
- Are you no longer receiving any CODA? First check our status page. Is there no current incident, contact helpdesk@codabox.com.
- Are you no longer receiving CODA for 1 company or 1 account? Is the status of the account 'active' with 'CODA is provided'?
★ Check if there have been recent transactions on the account.
If there are no transactions, there is no CODA.
★ Have there been transactions for which you have not received CODA?
➟ Go to MyCodabox > Mandates & Services > CODA > Redeliver CODA. Click Advanced (per bank account): you'll see the date of the most recently received CODA:
- Is this a recent date? Check your accounting package.
- Is this not a recent date? Contact helpdesk@codabox.com.
A CODA file is missing, can I still get it?
In MyCodabox, go to the company and click the tab CODA. Click Redeliver CODA.
★ We can only deliver CODAs received from the bank: for a company that already had a CODA mandate in the past (under your management or via an accountant), we can deliver CODA files retroactively from the date the CODA mandate was activated (max. 2 years back in the past).
➟ Choose the date range (in the field above, or via the button 'per bank account').
You'll receive the requested CODA files via your daily delivery method.
I can't manage to request CODA from the past via MyCodabox
When you click the button Redeliver CODA, the screen indicates for which period there are available CODA files. Once you confirm, you'll see how many files (per bank account) will be delivered.
The grey drop-down tables give you more information about the options and limitations.
★ We can only deliver CODAs received from the bank: for a company that already had a CODA mandate in the past (under your management or via an accountant), we can deliver CODA files retroactively from the date the CODA mandate was activated (max. 2 years back in the past).
➟ Are you still not receiving CODA for a certain period within the requested range? This means Codabox does not have these files (due to temporary suspension of CODA delivery from the bank to Codabox).
I can't manage the digital signing. Now what?
To sign digitally, the representative of the company needs to identify via eID or itsme.
➟ In MyCodabox, go to the mandate and click Start signing now.
Something going wrong? Open the link in the Google Chrome browser and try again.
➟ Is digital signing still not working? Contact helpdesk@codabox.com.
How do I order CODA for an additional IBAN?
In MyCodabox, go to the company and click New CODA Mandate.
- You don't see an empty IBAN field or you wish to add multiple accounts? Click Add Bank Account.
Do you see a list of Orderable bank accounts? These are the archived bank accounts for this company that can be ordered. You can select these.
Is there a notification or are you having trouble with this? Read more.
★ Don't forget that after this, the mandate needs to be signed.
Can I order CODA for an additional company?
Add a new company via MyCodabox > Companies > + Add or transfer
➟ Next, you can order a CODA mandate and sign the mandate to activate the service.
Can my accountant also receive the CODA files?
As long as you have a direct contract with Codabox yourself, this is not possible.
Is an external accountant going to manage your bookkeeping? Then ask if your accountant is already a Codabox customer. Your accountant can then add your company to his files in Mycodabox. From then on, you can only receive your CODA if your software is compatible with the Codabox API. The list of these compatible softwares is available on the Codabox website, under 'Softwares for entrepreneurs'.
➟ First contact helpdesk@codabox.com so that we can safely transfer your data.
Why was the mandate refused by the bank? Status 'Problem' or 'Archived'
Is the status 'Problem'?
Possible reasons:
- The bank refused the mandate because certain details are not correct or because the signature is not allowed.
➟ Archive the refused mandate in MyCodabox.
➟ Edit the details in the 'Company' tab and order a New CODA Mandate. - The bank refused the mandate because multiple people need to sign: Codabox has already contacted the legal representative of the company to ask who are the right people. Do you have this information? Give us the contact details of the right people via email. We will follow up for you.
Is the status 'Archived'?
Certain types of accounts cannot allow the delivery of CODA files (for example private accounts not linked to a company number, third party accounts, ING Lion accounts, KBC investment accounts).
During the mandate request, Codabox cannot verify the type of account. Once the mandate is signed and sent to the bank, it will then be refused.
How does it work when 2 people need to sign the mandate?
Is the signing done via Twikey?
➟ Follow these steps (or give this information to the legal representative of the company, if this is not you):
- Start the signing process in Twikey via the received link.
- In the second step at the bottom, indicate that a 2nd person needs to sign.
- Complete your own signature by following the procedure until the end.
- You receive an email 'New document notification' confirming the signature. Send this email with the link to the 2nd person who needs to sign.
Is the signing done via Codabox-Sign?
➟ Contact helpdesk@codabox.com and give the 2 names of the mandate holders. We will provide the mandate to be signed.
Why is there an error in the numbering of the CODA files?
Is it an Argenta account?
By default, Argenta allocates a new CODA number every day. If there are no transactions on a certain day, you'll then see a "jump" in the numbering since no CODA file was created for that day (but the numbering does continue on the next day).
➟ Is this impacting the processing of your files? Contact the support service of your accounting package. They may be able to adjust certain parameters, so that the data can be booked correctly.
Is it a Crelan account?
➟ Are you receiving files with repetitive numbering that you cannot import into your accounting software? Read more (content in NL).
➟ Are you receiving files numbered 000? Ask the accountholder to contact his bank branch and request the creation of his myCrelan subscription and the activation of the account statements, which will then be sent daily in an electronic version to this online subscription.
I'm changing softwares, what should I do?
Contact helpdesk@codabox.com. We'll do what is needed.
My company registration number is changing, should I notify Codabox?
Yes! Contact helpdesk@codabox.com on time. We'll do what is needed.
Read more about CODA!
CARO |
How do I order CARO? How much does it cost?
It's easy to order CARO via MyCodabox. The service is currently available for Argenta, Bank Van Breda, BNP Paribas Fortis, Crelan (AXA), Fintro (BNP Paribas Group) and KBC/CBC (this list is regularly updated).
➟ You don't have acces yet to MyCodabox or you don't see CARO in the left menu? Contact helpdesk@codabox.com to sign a new contract, then you can request CARO.
General information and pricing can be found via MyCodabox > Environment > Services & pricing.
I can't manage to activate CARO, what's going wrong?
Check for which bank you're ordering CARO. Currently CARO is possible for: Argenta, Bank Van Breda, BNP Paribas Fortis, Crelan (AXA), Fintro (BNP Paribas Group) and KBC/CBC.
Is the client reference correct? Check it on a PDF statement.
Is the status 'invitation sent'?
★ Is it a KBC/CBC account?
The account holder needs to establish the link between Codabox and the bank in their banking app.
➟ Follow these instructions or give them to the account holder: Link KBC/CBC (share credit card statements)
★ Is is not a KBC/CBC account?
➟ Go to MyCodabox > Mandates & Services > CARO > Manage. Click Start activation (if you are the cardholder) or click the copy icon (Copy activation link) and send this link via email to the cardholder. Read more
 | You can track the status and required actions via MyCodabox > Mandates & Services > CARO > Manage. |
Can my accounting package read CARO files? Can I get the files any other way?
Currently the softwares Adsolut, Expert/M and BOB can read CARO in XML-format.
➟ Until your software implements the XML integration, you can use the PDF file.
Read more about CARO!
SODA |
How do I order SODA? How much does it cost?
It's easy to order SODA via MyCodabox.
- Check via our website whether your social secretariat is a Codabox partner.
- Check whether your accounting software is compatible with SODA (e.g. Adsolut, Exact Online, Expert/M Plus, Horus, Octopus, Odoo, Popsy, Sage BOB, Top Account, Venice, Vero Count, Winauditor, WinBooks, Wings, Yuki).
★ This list is not exhaustive. If it does not include your software, please check with them.
➟ You don't have acces yet to MyCodabox or you don't see SODA in the left menu? Contact helpdesk@codabox.com to sign a new contract, then you can request SODA.
General information and pricing can be found via MyCodabox > Environment > Services & pricing.
I am not receiving SODA, why is that?
Check the status via MyCodabox > Mandates & Services > SODA.
- Status 'Not signed': There is no signed CODA mandate. SODA can only be activated if there is a signed CODA mandate for the company, which contains the authorization for SODA. Sign it via MyCodabox or ask the company representative to sign the CODA mandate.
- Status 'Confirmed': Check wether there have in fact been payroll entries. If so, contact helpdesk@codabox.com.
Extra info: remember that the payroll booking document is only sent at the end of the month, and that the status will not instantly be active. - Status 'Archived' or 'Problem': Read more about the statuses and troubleshooting.
There are missing SODA files, can I still get them? Can I request SODA from the past?
Contact helpdesk@codabox.com. If we have the SODA files, we will deliver them again.
Read more about SODA!
General information and pricing of our services can be found via MyCodabox > Environment > Services & pricing.
Need help? Contact helpdesk@codabox.com