Management of a mixed Belgium / Luxembourg database
Mise à jour le 18 septembre 2026·
Introduction #
It is possible to manage a main database (e.g. Belgium) while maintaining separate accounting for another legal entity (e.g. Luxembourg).
Management of divisions and main legal entity #
In the main database:
- Create two divisions: BE and LU
- Define the main legal entity using the field
isMain = 1(example: Belgium)
VAT code management #
The main database can contain VAT codes for both countries:
- BE VAT codes are stored natively, without a prefix
- LU VAT codes can be imported and are automatically prefixed with
LU
Info
Both types of codes can coexist without issue in the database.
Journals separated by legal entity #
- BE and LU accounting journals must be clearly separated
- Each must have its own VAT rates
- The association of a journal with a division determines the applicable legal entity
Attention
Never change the legal entity of a journal once it has been used.
VAT regime according to third party residency #
| Customer/Supplier Residency | VAT Regime |
|---|---|
| Belgian resident | Normal |
| Luxembourg resident | Normal |
| EU resident (excluding BE & LU) | Europe (intra-community) |
| Outside the EU | Export |
Specific cases #
- If an LU third party is used in a BE journal → VAT = Europe (intra-community)
- If a BE third party is used in an LU journal → VAT = Europe (intra-community)
Exemple
This ensures that all orders, deliveries, and invoices comply with the correct VAT calculation rules for each legal entity, including purchases.
Connection between accounting entities #
An interconnection link via the API Connection must be defined between the main database and the accounting entity of the secondary legal entity.
Example:
- BE folder: https://demo-BE.ioi.online/
- LU folder: https://demo-LU.ioi.online/
The configuration must be mirrored between the two databases.
Astuce
Objective: allow the transfer of payment matching entries from the secondary folder to the main database.
Chart of accounts — inter-entity account mapping #
In the main database:
- Define equivalent posting accounts for LU.
Example:
- BE : 70001000 - Software sales
- LU : 70001010 - Software sales
Astuce
Avoid account merging (e.g. two accounts pointing to one) to prevent rounding issues.
Automatic invoice transfer #
When an invoice is created in a journal of the main database for the LU legal entity:
- It is automatically transferred to the LU folder
- The posting accounts are converted to the LU equivalents
Attention
The LU accounts must exist in the LU folder for the operation to be successful.