Codabox: The most frequently asked questions by accounting offices
CODA |
My client has a mandate for KBC. Why am I not yet receiving CODA?
In MyCodabox, go to the right mandate and check what applies:
- Does the company representative still need to sign the Codabox mandate?
➟ Click the copy icon (Copy signing link) and send the link to your client via email.
or
➟ Use the button Start signing now to launch the procedure if your client is with you at your office. - Does the account holder still need to create the link between Codabox and the bank, in the banking app?
➟ Give these instructions to the account holder: Link KBC/CBC.
Why am I suddenly not receiving CODA anymore?
- Are you no longer receiving any CODA (all companies)? 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'?
★ Ask your client 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?
➟ Open the company and check if you can find the files in the File List: you'll find a list of all available CODA files and you can immediately download them or have them delivered to your software.
A CODA file is missing, can I still get it?
In MyCodabox, go to the company and click the tab File List.
You'll find a list of all available CODA files. You can immediately download the desired file (PDF and .cod file) or have it delivered to your software.
You'll find a list of all available CODA files. You can immediately download the desired file (PDF and .cod file) or have it delivered to your software.
➟ Filter and sort the list as you wish or search by CODA number or date range. The date you see is the statement date.
★ By default, we can (re)deliver the CODAs generated by the bank since the start of the mandate (whether under your management or via a previous accountant), with a limit of up to 2 years in the past.
New: You can also request CODA files for the period prior to the activation of the mandate (no fees apply)! Read more.
CODA from the past: when should I use the button 'Delivery on demand' and when 'Request historical CODA'?
Via the CODA tab, there are two ways to retrieve CODA from the past. Both are free of charge.
 | By default, we can redeliver the CODA that the bank has already generated since the start of the bank mandate (whether it’s a mandate under your management or through a previous accountant in case of a company transfer), with a limit of up to 2 years in the past. Via this button, you'll immediately see for which dates/period CODA files are available and you can immediately retrieve them. ★ If you have requested Historical CODA (see the button below) and your client gave consent, you'll also see the available dates for these additional files once you click Delivery on demand, and you can retrieve them (again) if needed. |
 | Thanks to an open banking connection, we can in many cases retrieve the bank history from the period prior to the activation of the mandate. We create these files ourselves with matching balances and numbering '000'. You may notice a difference compared to the CODA you receive daily. The available period varies depending on the bank. Via this button, you can select the desired period per company. The account holder receives an email to give one time consent via the banking application. After that, the files are automatically delivered. ➜ Did you NOT indicate the desired period during the request, or is your software unable to support automatic delivery? In that case, the delivery is not automatic and you'll need to retrieve the files yourself via the button Delivery on demand. |
I can't manage to request CODA from the past via MyCodabox
When you click the button Delivery on demand, you'll see on the screen and in the calendar 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 dropdown tables give you more information about the options and limitations.
➟ Are you still not receiving CODA for certain dates within the requested range? This means Codabox does not have these files (perhaps there were no transactions or a temporary suspension of CODA delivery from the bank to Codabox).
You can also check the File List to see which files are available.
★ By default, we can (re)deliver the CODAs generated by the bank since the start of the mandate (whether under your management or via a previous accountant), with a limit of up to 2 years in the past.
New: You can also request CODA files for the period prior to the activation of the mandate (no fees apply)! Read more.
How do I transfer a client from another accountant?
Go to MyCodabox > Companies > +Add or transfer. Fill in the details of the company.
The system detects that a company with these details already exists with Codabox and offers you the possibility to transfer this company to your office. The client needs to sign a new mandate.
The system detects that a company with these details already exists with Codabox and offers you the possibility to transfer this company to your office. The client needs to sign a new mandate.
Track the status via MyCodabox > Company list > Company transfer list
 | CODA: You can immediately request the redelivery of CODA from the past IF there were CODA files available in the past (via a previous mandate). Transfer or cancel other services: SODA / VOILA: the screen offers you the option to request this service. VOICI / CARO cannot be transferred instantly: request the service once the company has been transferred. |
Can my client also receive their CODA themselves?
Your client can receive a copy of the available CODA & SODA files (in PDF format) via email.
➟ Go to MyCodabox > Mandates & Services > CODA > Manage. Go to 'Settings' at the bottom of the page and click Edit to toggle this option.
Check whether your client's email address is correctly registered in the tab Company.
| Does your client want to receive the files in CODA format? This is possible if the software is compatible with the Codabox API or if the company registers as a client of Codabox. |
Why is the numbering of CODA files different/not consecutive?
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. Read more.
Costs, different requirements or limitations? What do I need to know about my bank?
Some banks charge additional fees for CODA creation, some banks have different requirements for requesting CODA.
There are also certain account types for which delivery of CODA files is not allowed (e.g. private accounts not linked to company number, third party accounts, ING Lion accounts, KBC investor accounts). After refusal by the bank, the status of the mandate is then automatically 'archived'.
Read more about CODA
CARO |
My client can't manage to activate CARO, what's going wrong?
Can the cardholder not find the activation email? You can immediately help your client:
KBC account: | ➟ Give these instructions to the accountholder: Link KBC (share credit card statements) |
| Non-KBC account: | ➟ Go to Mandates & Services > CARO > Manage. Click the copy icon (Copy activation link). Sent this link via email to the cardholder. |
Did the cardholder get an error during activation?
➟ Ask the cardholder to check the details: did they use the right card? Is it a credit card? Is the card still active? Were the right details entered?
Check our overview of what the cardholder can double-check.
Did you make a mistake during the CARO request?
Perhaps you entered the wrong client reference.
➟ Cancel the CARO request and do a new request with the right details (for the right company). The cardholder automatically receives a new email.
| You can track the status and required actions via Mandates & Services > CARO > Manage. Read more |
Can my accounting package read CARO files? Can I get the files any other way?
Currently the softwares Adsolut, Expert/M, Yuki, BOB and Horus can read the CARO in XML format.
➟ Until your software implements the XML integration, you can use the PDF file.
How can I tell for which companies I can still get CARO?
Via the Service activation rate on the MyCodabox Dashboard, we automatically show you the companies that regularly make payments for a credit card to a bank that supports the CARO service.
➟ Click the orange bar for CARO or the CARO highlight at the top.
You'll see the IBAN and bank in question for each company. You can immediately click through to request CARO per company.
Do you want to activate CARO for a large number of companies? Contact helpdesk@codabox.com.
You'll see the IBAN and bank in question for each company. You can immediately click through to request CARO per company.
Do you want to activate CARO for a large number of companies? Contact helpdesk@codabox.com.
Can I get a report with the current CARO activations to double-check my invoice?
- In MyCodabox, go to the left menu Mandates & Services > CARO. In the top right corner, click CARO invoice details.
- Click the field Invoicing period and select the month.
- Click Download.
In the Excel file you'll see the enterprise name, enterprise number, client reference, IBAN, status and the invoice details, among others.
Read more about CARO
SODA |
Can I request SODA at once for all relevant companies?
Via the Service activation rate on the MyCodabox Dashboard, we automatically show you the companies that regularly make payments to a social secretariat. 
➟ Click the orange bar for SODA or the SODA highlight at the top.
For each company, you'll see the social secretariat, and in the right column the number of payments in the last 12 months.
Click the button Order SODA for selection.
We will immediately send the requests to the social secretariats in question.
For each company, you'll see the social secretariat, and in the right column the number of payments in the last 12 months.
Click the button Order SODA for selection.
We will immediately send the requests to the social secretariats in question.
I am not yet receiving SODA for my client, 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. Ask the company representative to sign the CODA mandate.
- Status 'Confirmed': Check with your client if 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
VOILA |
Can I get a redelivery of invoices?
You can download the invoices for a certain date or period via MyCodabox.
You'll receive the PDF and XML version.
You'll receive the PDF and XML version.
➟ Open the VOILA tab of the company and click Delivery on demand.
Use the calendar or select the entire available period (you'll see the date of the first available file and the last available file).
Use the calendar or select the entire available period (you'll see the date of the first available file and the last available file).
Double delivery in Clearfacts and on the server or in Exact Online? How to switch this off?
Activate the option that is available individually for each company:
In MyCodabox, go to the VOILA tab of the company in question. Next to 'Settings', click Edit and turn the switch on: 'Deliver invoices exclusively via Clearfacts'.
My client is not receiving invoices via VOILA from supplier X, why is that?
It is the supplier's responsibility to send Belgian B2B invoices via the Peppol network.
➟ Your client can contact the supplier or the Peppol Access Point flowinsupport@wolterskluwer.com to check whether something went wrong when sending the invoice.
My client is receiving the invoices in duplicate (in their client portal and via email). Can I stop the sending via email?
In MyCodabox, go to the VOILA tab of the company in question. Next to 'Settings', click Edit and select the option 'Do not deliver invoices by email to this company'.
Inform your client of this: the company will have to follow up on the invoices via the accounting software/client portal (e.g. Clearfacts) in order to pay them on time.
Read more about VOILA
General information and pricing of our services can be found via MyCodabox > Environment > Services & pricing.
Need help? Contact helpdesk@codabox.com