If you are thinking about starting a webshop, or already have one, you should be aware of this point: A webshop system is not enough to keep track of finances.

A webshop is not the same as a bookkeeping system

When you buy a piece of software to manage your webshop, you basically get a website. Webshops are a system for managing a website optimized to provide a good shopping experience for your customers.

Most webshop systems give you:

• Shopping basket
• Product comparison
• Product images and descriptions
• Overview of how much you are selling
• Which products sell best

But there is still a long way to go to keep track of the company’s finances. In addition, some countries set requirements for digital bookkeeping, and expect you to use an approved accounting system.

For this reason, most people choose to have a separate system for accounting next to the webshop. The advantage of a system for bookkeeping is that it is optimized to keep track of your finances.

EG Xena is such a digital financial system that can be used together with your webshop. With EG Xena, you have everything under control:

• Article groups and articles
• VAT, tax and duty
• Stock management
• Price management
• Bank reconciliation
• Follow-up on order and delivery
• Reports, statistics and more

How to connect your webshop to your accounting system

Now we arrive at the main point. It’s fine to have a webshop system that makes it easy to manage the store and an accounting system that can keep track of the finances. But if you have to manually transfer data from one system to the other, you have gained nothing.

On the other hand, if you get the systems to talk to each other, you will achieve the full effect of digitisation and you will avoid a lot of manual work! This can help you save both time and money.

Fortunately, it’s not as difficult as it might sound. Thanks to our business partner Pairy, EG Xena can be integrated with seven popular webshop systems!

EG Xena integrates with 6 webshop systems

Pairy can connect EG Xena with all the popular webshop systems

If you have a webshop, you can connect it to EG Xena. The integration supports:

• DanDomain
• Scannet
• Shopify
• SmartWeb
• Wannafind
• WooCommerce

With an integration between the above webshops and our accounting system, data flows automatically and smoothly back and forth between the two most important systems in your company. Information about articles, prices, customers, orders, and stock status are automatically synchronized.

You can find all the integrations in our appstore and set it up in just a few minutes. If you need help, you can always contact Pairy – they provide free support via email.

Read more about the integrations between Pairy and EG Xena (Danish)

You can do a lot yourself to strengthen the security around IT and data. But it is also good that you demand a high security level from us as your supplier of the bookkeeping system used in the company.

In this article, you will find answers to five important questions about IT security in EG Xena. They are based on the Danish Agency for Digitization and the Danish Business Authority’s recommendations.

#1: What does EG Xena do to protect against unwanted access to your accounting data?

We have chosen a skilled partner for hosting EG Xena and all your data. The servers are in a Danish data center and protected behind a firewall. All data traffic is encrypted.

We provide a wide range of security settings to protect against unauthorized access to the system, for example two-factor authentication. If someone tries to log in with your account, it will be locked after five failed attempts.

#2: What does EG Xena do to ensure availability and high uptime?

It is our hosting partner who ensures daily backup of all data. They also do maintenance on the servers, so they are reliable. The hosting center has precise procedures to stay secure and, if necessary, restore data from backups if something is lost.

As part of our ISAE 3402 certification, we have a documented contingency plan that enters into force if there is a threat to our systems. The contingency plan is evaluated every year.

#3: Does EG Xena have documentation for security?

Yes, we do. To document that we live up to high safety standards, we have asked external security experts to evaluate our procedures and settings. With these auditor’s reports, we are certified to comply with high international safety standards.

• ISAE 3000 documents that we comply with GDPR legislation and maintain adequate data protection.
• ISAE 3402 documents that we have the emergency security procedures in place and good IT practice/ethics regarding our infrastructure and data storage.

The next renewal of the declarations is in 2023. You can find out more about our certificates on the "IT and data security" page.

#4: What does EG Xena do to protect personal data? (GDPR)

Our data processor agreement describes how we process data and which subcontractors also process data.

EG’s Data Protection Office is a department that prepares and implements procedures throughout EG’s organization. They help to prevent security breaches as well as direct what to do if an accident should happen.

All EG employees undergo mandatory training in the correct processing of personal data to prevent security breaches.

#5: What is the division of responsibility between you as a customer and us as a supplier?

As defined in the GDPR legislation, EG is a data processor. As a buyer and user of EG Xena, you are the data responsible because you handle which data enters the system and who gains access to your fiscal.

We recommend all our customers:

• Be careful with IT security. Follow best practices and official recommendations.
• Create a strong password that is unique to your access to EG Xena.
• Use our security settings such as two-factor authentication.
• Regularly review who has access to your fiscal.

We can help each other take good care of the financial data you store with us!

If you would like more information or a dialog with us about data security, please contact our support.

During the year, we’ve released bi-weekly updates – more than 20 valuable product updates. Some of them contain minor adjustments, while other updates have extended existing features or implemented completely new ones. In particular, the branding of our product has changed during 2022, when we have continuously renewed colors, icons and logos.

See all release notes from 2022 (Danish)

2023 will focus on legislation

In a large part of the past year we have been preparing for the new Danish Bookkeeping Act. For some time now, we have been in close dialog with the Danish Business Authority and followed their work in the preparation of the executive orders, which form the framework for the requirement specification for the future digital bookkeeping requirements in Denmark.

Our work in the coming year will largely be centered on the implementation of the new requirements so that EG Xena can be registered as an approved standard accounting system with the Danish Business Authority in the autumn of 2023.

We strive to keep you well informed about what is happening regarding the Danish Bookkeeping Act.

Happy New Year!

We wish all our users and partners a happy New Year and look forward to the coming year’s expansions to functionality and the full support of the new Danish Bookkeeping Act.

Therefore, we have decided to move everything that belongs to stock management to a new separate module. You can read exactly what this means for you and your accounts in this article.

What is stock management?

Stock management provides a number of advanced features. For example counting articles, receiving new articles, and controlling warehouses and locations. EG Xena helps you keep track of how many articles you have in stock, reserved articles, how many are sold and the value of the articles you have in stock. Everything is closely linked to the bookkeeping.

All these are very good features – if you have physical articles. It can also be a complex job to maintain and support it. So, from April 1, 2023, our built-in stock management will no longer be free.

New module for stock management

If you don't need stock management in your fiscal, it can actually just get in your way. Therefore, stock management will no longer be a standard feature in EG Xena.

As of January 10, 2023, the features associated with stock management will be moved to a separate module that can be purchased and installed via our app store.

• Info for existing users of stock management

  If you use our stock management in a fiscal today, you will continue to have access to it all, free of charge until March 31, 2023. A few buttons will be moved around, but they are still close to where they usually were. The price of the module will off cause include support and unlimited use.

  If you du not want to continue use the stock management module when it becomes a paid add-on, you can uninstall the module.
  
  

• Info for existing accounts that do not use stock management

  If you haven't activated the stock management features today, we will remove them from your fiscal. This will make the handling of your accounts and articles much simpler in the future.
  
  

• Creation of new fiscals

  All new fiscals created after January 10, 2023, will by default be without stock management. If you need it, the new module can be purchased in our app store.

More about stock management

If you have any questions about the consequences of this change or have any questions about the features, please contact us via our support.

You can also read more about the functions related to stock and articles at the following links:

• Avoiding “out of stock”
• Scan items with barcodes
• Stock management support articles

See the complete list of prices and packages (Danish)

New prices from January 1, 2023

From January 1, 2023, the price for EG Xena is DKK 189.00 per user/month. It is still very good value for your money for digital bookkeeping.

Some user roles remain free of charge. This applies, for example, to the roles of "auditor" and "bank adviser". These roles can't post anything, but they can view your accounting data and use it to audit or advise you about the company’s finances.

Some of our apps and integrations will also be price adjusted on January 1. The affected apps are listed below together with the new price.

App		Price per Jan 1, 2023
	EG Go	DKK 59,00 per user/month
	EG Log	DKK 59,00 per user/month
	Quality assurance	DKK 109,00 per company/month
	Integration with EG Visual Administration	DKK 219,00 per company/month

Value for money

We increase the price of our products so that we can cover the costs of developing and running a robust and secure system that suits both small and medium-sized companies – primarily in Denmark and Norway. What do you get in return?

• The most important thing is security – we will do everything to protect your data.
• In addition, we are facing the implementation of a number of new requirements for digital bookkeeping systems based on the new law on bookkeeping in Denmark.
• All EG Xena customers have unlimited access to large features such as order management, voucher registration and bank integration.
• Nor do we have any limitations on how much you can use EG Xena to post transactions or use our open API (for apps and integrations).

How to get an overview

It is very easy to see what your current subscription is in EG Xena. Go to Setup > Company > Subscription. Here is an overview of how many users there are in your fiscal, which apps you have selected and how much you pay for it all. This is also where you can update your payment information.

If you have any questions about your subscription, please do not hesitate to contact us via support.

One of the main points in this new law, is for companies to ensure financial records are digitalized and stored securely. No more paper trails in physical binders. Using EG Xena, you have access to unlimited digital registration of accounting records. Via our voucher registration you can register supplier invoices, and many other documents, you want to store safely and digitally.

As the owner of the company, you decide what system you want to use for bookkeeping. Another initiative from the Danish Business Authority is a list of approved digital accounting systems, that adhere to the new bookkeeping act. The work of registering systems will begin in 2023. This will make it easy for companies to choose an accounting system suitable for their needs. We will of cause be on that list.

What are the new requirements?

• Digital registration and storing of all records in a cloud-based solution.
• The accounting system must support in- and outgoing e-invoices to both public and private businesses.
• The accounting system must support bank reconciliation and bank account data exchange.
• The accounting system must support a new shared public format for ledger tags.

What about security?

The new act also states what level of security accounting systems should apply. It is mentioned that the ISO 27001 or similar, must be used. We at EG Xena already follows the ISO 27001 standard. In addition, we have ISA-3000 and ISAE-3400 certificates. This is your guarantee that we handle your data securely and in adherence to the GDPR legislation.

Now what?

If you choose a new accounting system, you should make sure that is applies the newest legal requirements. If you already use EG Xena, you can rely on us to make sure it is easy for you to fulfill the new Danish bookkeeping act.

To learn more, please visit our page about the new Danish bookkeeping act (in Danish) or go to the Danish Business Authority's website.

To give you the information and help you need – when you need it – we have restructured our website.

Better support for users of EG Xena

The website you are on right now is now optimized for existing users of EG Xena. This is where we tell you about news from the world of accounting and new features you can use to manage your finances and projects digitally.

The front page on xena.biz has been adjusted to give you a quick news overview before you log in. From the front page you can also go to the other sections, like Support. Along with updates to EG Xena, which are released every two weeks, we also publish release notes and updated support articles so you always get the best help.

Content on www.xena.biz after October 14, 2022:

• News about accounting, EG Xena and apps
• Support articles (you probably already know Xenapedia)
• Info about product updates (in Danish and Norwegian)
• Overview of apps and integrations

Information for new customers

All the content for new, potential users has been moved to EG's website. This is where you find the big overview of all primary products from EG – and now also about Xena. On the page you can read, for example, how we can help you with digital bookkeeping, information about prices and features. We have also collected comments, recommendations and customer stories from other users.

As something new, those interested can book a live demo. One of our skilled consultants will give a tour of the program and answer your questions.

Content at www.eg.dk/it/eg-xena:

• Description of Xena's features
• Prices
• Book a demo

See the new website about EG Xena (Danish)

We are excited to release these changes to our website! Our mission is, as always, to help you get more out of your digital accounting system and thus an easier everyday life.

Even though the turnover is less than 1 million DKK a year and the company has no auditing obligation, Annette Tetsche has used an auditor for all the years. It gives reassurance that someone is reviewing the numbers and approving that everything is in order and reported correctly.

Auditing was a heavy cost

But it was also an expensive cost for a small business. Annette Tetsche could easily spend 1,000 DKK at auditing services each month.

The auditor had a preferred accounting system. But it was not very digital or smart. All vouchers had to be entered manually and sent physically back and forth. The auditor took care of reporting VAT and running the payroll. It all cost money.

New auditor or a new solution?

Last year, Annette Tetsche was faced with choosing a new auditor or finding a new solution for accounting. She was recommended to EG's accounting system Xena and decided to make the switch.

"I was completely amazed at how easy it was," she says. "Now all vouchers are sent electronically to the system and stored digitally in the cloud. There is almost no manual entering."

And just in case, all the old financial information is backed up in Xena's archive, easy to be retrieved.

The integration with Digital Revisor

Shortly after the switch to Xena, there was a new integration with Digital Revisor – an online service that helps, for example, small companies to report taxes and VAT. It turned out to be the perfect combination.

Annette Tetsche and her accountant simply signed up and specified Xena as the accounting system. "Digital Revisor automatically retrieved the required numbers in a matter of seconds," relays the accountant. "It was easy to see which accounts were being mapped. And the few questions we had along the way were answered in a matter of minutes via their online chat."

The result was a complete annual report that Annette Tetsche signed with her digital signature. The report also showed which boxes at tax authorities the numbers should be entered in.

Growing and saving money

For Annette Tetsche, the switch to EG's Xena plus the integration with Digital Revisor, has meant a huge saving in time, money and effort. In the past, a lot of time was spent handling physical vouchers and typing them into an outdated system.

Now it's all done digitally in the cloud. The annual report has become one of the easiest things to do. And even after Annette Tetsche has expanded her business with online sales, it is now much easier to do accounting, payroll and reporting. In addition, she is pleased that Xena is focusing on the upcoming revised Danish accounting law, so she does not have to worry about that part herself.

First, it's about time! For a long time, have focused on delivering many new accounting features. Of cause, we also need Xena to look nice. So, now we also spend some time to make Xena shine.

Secondly, we are becoming a closer relative to EG. As reported earlier, Xena is part of the EG family. This is now more visible with a design matching the identity of EG.

Better contrast gives better reading experience

Third, our new green brand color has a very specific beneficial effect on the user experience of Xena. Because the new color is darker, the contrast is heightened in that area of our web solution. Maybe you won't even notice - but it actually improves the readability.

We have a long-term goal of improving accessibility in Xena, enabling everybody to use our system to administer their company.

Same features, just better looking

We hope you like our new design. Don't worry - all the features you are used to are still there. As always, more new is coming your way and we can't wait to share it with you.

Have you tried the newest features?

24 times we have published a new version of Xena in 2021. It's a mix of big and small features, along with improvements to the existing content. Here are a few highlights from the last six months.

Kickstart your fiscal with a ledger template. New fiscals can install a ledger template based on what fits your company type. In no time, you have all your ledger accounts in place for bookkeeping.

"Text snippets" help you quickly insert often used texts. Click the lightning icon in the text fields you see it (currently in task description and note) to insert texts you have saved. You could save texts you often use in your orders.

Budgeting in sales orders. Plan expenses for an order in the tab "Budget" and stay up-to-date in the tab "Statistics" if the expenses are within budget. If you use our project module, the budgets from orders are added together to form a project budget.

Create offers and confirmations from parts of an order. For a long time, it has been possible to create a partial invoice. Now you can do the same for offers and order confirmations.

Check if emails was delivered to customers and suppliers. In the details for a partner, you can view a log of the reports sent from Xena - like offers and invoices. Now you can see if these emails were successfully delivered or if an error occurred - just like you know it from e.g. WhatsApp.

We are just getting started

Our plans for 2022 are ambitious, and we are excited! Our dedicated staff continues to deliver. We will publish new features to our user already in the beginning of the new year. And even though we are busy making new stuff, we of cause also maintain the "engine", making sure it is stable and secure. 

Happy new year and thank you for using Xena!