DATEV export

With the DATEV export you give your tax advisor all postings of a period as a file they can import directly into DATEV (posting batch in EXTF format for DATEV Rechnungswesen or DATEV Unternehmen online). You'll find the export under Finance → DATEV export (group Export & reporting) with the tabs Posting batch, Documents, Export history and Tax audit (see Export for the tax audit).

#Before you start

• The owner, Administration and Accounting may export (permission Run DATEV export). Without this permission the menu item is hidden.
• One-time setup: Finance → Settings → DATEV & accounts (or Update next to DATEV settings in the export). You get the values from your tax advisor:

Below that you set the accounts: Bank and personal accounts (bank, collective debtor, collective creditor), Revenue (19%, 7%, 0%, intra-community supply, export, reverse charge, small business, OSS), Expense (supplier invoices), Cash discount and write-off per tax rate (cash discounts granted 19%, 7%, tax-exempt and for intra-community supplies, cash discounts received 19%, 7% and without input tax, bad debts 19%, 7% and without VAT) and Exchange differences, dunning fees and interest. Default accounts fills all accounts with the DATEV suggestions of the chart of accounts.

Under Revenue accounts by country (OSS) you define a separate revenue account per country and tax rate for sales with the VAT of another EU country (OSS, delivery threshold exceeded, warehouse abroad). Without a dedicated account, the OSS collective account applies, otherwise the DATEV default (8320 in SKR03, 4320 in SKR04). Country and rate are also stated in the EU fields of the posting batch.

#Step by step

1. Open Finance → DATEV export.
2. Under Period (document date), choose the period – the last month is preselected. If you run several companies with separate accounting, choose the Company next to it.
3. Under Transfer status, choose Not transferred if the file should only contain documents that have not been in any DATEV export yet. All takes every document of the period, Transferred only those already transferred (e.g. for a lost file).
4. Under Content, choose what goes into the file: Sales invoices, Credit notes & cancellations, Customer payments, Supplier invoices, Supplier payments, POS. The number of postings is shown next to each item.
5. Under Also export you can tick Include document images and Debtor/creditor master data (see below). You then get a ZIP instead of a CSV file.
6. Check the preview: for each content type, the number of Postings and the Balance (debit − credit). Pay attention to yellow notices below it (see below).
7. Click Download DATEV file or Download DATEV package (ZIP) and pass the file on to your tax advisor. The export then appears in the Export history, and the documents it contains count as transferred.

#Transfer status and export history

allverto remembers which documents were in every downloaded export. A document is an invoice, credit note or supplier invoice, a payment or a POS day.

• The Documents tab shows all documents of the period with the Transfer status column: Transferred on … or Not transferred. Above it you filter by period, company and transfer status, just like in the posting batch. The Document image column shows whether there is a PDF or file for the document.
• Above the content you can see how many documents of the period have already been transferred.
• The Export history tab lists every export with time, period, content, options, number of postings, documents and files, user, file name and checksum (SHA-256). This lets you prove at any time which file went to your tax advisor.

#Document images and master data

• Include document images: besides the posting batch, the ZIP contains the archived PDFs of sales invoices and credit notes, the files of supplier invoices (PDF, image or e-invoice) and a document.xml (DATEV XML interface). Each posting's document link points to its image (BEDI). Your tax advisor uploads the ZIP to DATEV Unternehmen online; postings and document images are then linked. A package may contain at most 300 MB of document images – otherwise split the period.
• Debtor/creditor master data: a second EXTF file (debtors/creditors) with name, address, contact details and VAT ID of all personal accounts that appear in the export. Bank details are not transferred. With a collective debtor or collective creditor, the respective part is omitted.

#How allverto books

• Cash discounts and write-offs on sales invoices are split proportionally per tax rate like the invoice and booked to the account of the matching rate (e.g. SKR03 8736 for 19%, 8731 for 7%, 8743 for intra-community supplies, 2406/2401 for bad debts). This way DATEV corrects the VAT correctly; tax-exempt sales stay without a tax correction. For sales with the VAT of another EU country (OSS), the revenue reduction goes to the revenue account of that country. Cash discounts received on supplier invoices are split per input tax rate in the same way.
• Supplier invoices are booked on the invoice date as soon as they are posted in allverto. If a posted invoice is cancelled or released for correction, a reversal is booked in the month of the cancellation or release. A period already exported therefore stays unchanged. A corrected invoice that is posted again appears in the current month at the earliest.
• Foreign currency: allverto converts documents and payments in foreign currency to euros at the document's rate. If a foreign-currency invoice is paid in euros, allverto books the bank with the amount actually paid and the difference to the accounts Exchange rate gains or Exchange rate losses.
• Supplier payments are booked against the cash account entered when recording the payment (e.g. PayPal, credit card), against the cash register account for cash payments, otherwise against the bank.
• G/L account postings from payment matching (dunning fees and interest paid along, free G/L accounts) are listed under Debtor payments: bank to the respective account.

#Notices in the preview

#Frequently asked questions

#Which debtor is used?

With Per customer, the debtor number from the customer window. Customers without a debtor number are posted to the Collective debtor. allverto assigns debtor numbers automatically via the "Debtors" number range (see Number ranges).

#May I export the same period twice?

Yes, the file is generated anew each time. To avoid importing postings twice, choose Not transferred under Transfer status – then only documents that have not been in any export yet are included (e.g. supplier invoices entered later). Cancellations and corrections of supplier invoices no longer change a period already exported – they are included as a reversal in the month of the cancellation.

#What exactly is the file format?

A CSV file in the DATEV "EXTF Buchungsstapel" (posting batch) format with Windows character set (Windows-1252). Invoices are posted gross to automatic accounts – DATEV calculates the tax. Don't open and save it in Excel – that can change the format. With document images or master data you get a ZIP with the posting batch, the master data file (EXTF debtors/creditors), the document.xml and the document files.