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DATEV Rechnungsdatenservice 1.0 (Unternehmen Online)

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The DATEV Rechnungsdatenservice 1.0 enables you to transfer documents like invoices and credit notes directly and automatically from your Xentral system to DATEV Unternehmen online. Both document images and key data (e.g., amount, date, supplier) are transmitted without manual effort.

This provides you with significant time savings: all relevant invoice data is transferred in a structured and accurate manner into the DATEV system, making it immediately available for accounting purposes. This way, you save time and minimize errors in data entry.

DATEV_unternehmenonline_xml_Workflow_kurzueberblick.png

The DATEV Rechnungsdatenservice 1.0 allows you to export your accounting documents (invoices, credit notes, liabilities) directly to DATEV via API. The export is carried out automatically from Xentral to DATEV, and all exports are displayed in an overview table.

Note

Xentral supports the connection with the DATEV Rechnungsdatenservice in Version 1.0. The newer Version 2.0 is currently not supported.

Quick Start: Setup and Export with Rechnungsdatenservice 1.0

Quick Start Steps:

  1. Enter the data for the initial master data setup for transfer and save it. For example, client and advisor numbers.

  2. Connect Xentral to DATEV using SmartLogin or DATEV SmartCard / DATEV mIDentity.

  3. Export data to DATEV Unternehmen Online by selecting a document type, specifying a date range, and starting the export.

  4. Advanced Settings: Select the account, and for liabilities, choose either the entry or invoice date of the document.

Caution

Your tax advisor will need administration rights in DATEV for the connection to function smoothly. Instructions for configuration in DATEV can be found in the following article in the DATEV Help Center: ‘Setting Up Accounting 1.0 as a Tax Advisor in DATEV.’

Connection with DATEV Rechnungsdatenservice 1.0

The DATEV Rechnungsdatenservice 1.0 module can be accessed via the Smart Search by entering DATEV Rechnungsdatenservice 1.0 or through the menu under Accounting > DATEV Rechnungsdatenservice 1.0.

Connecting to DATEV using SmartLogin or DATEV SmartCard/DATEV mIDentity

Steps:

  1. In the DATEV Rechnungsdatenservice 1.0 module, click on the Settings tab.

    DATEV_rechnungsdatenservice1_0_xentral_einstellungen.png

  2. Click Authenticate. A new tab will open in your browser where you can log in to DATEV.

    DATEV_rechnungsdatenservice1_0_datev_authentifizierung.png

  3. Select your Login Method:

    1. DATEV SmartCard/DATEV mIDentity: A separate card and reader available from DATEV for secure authentication, connected to your computer's USB port during login.

    2. DATEV SmartLogin: An app for smartphones and tablets allowing login via QR code.

  4. Click Next and log in with your chosen method.

  5. Click I Agree to allow Xentral to exchange data with DATEV.

    DATEV_Rechnungsdatenservice1_0_berechtigung_erteilen.png

  6. Authentication will complete, and an authentication token will be saved in Xentral. You will return to the Settings tab in the DATEV Rechnungsdatenservice 1.0 module in Xentral.

Note

The user who logged into DATEV is displayed as the Token Creator in the Settings tab, with the token’s expiration date shown under Token Valid Until.

Data Transfer to DATEV via Rechnungsdatenservice 1.0

Configuring Data Transfer to DATEV (Settings)

Once connected to DATEV, you can configure the following settings in the Settings tab:

DATEV_rechnungsdatenservice1_0_xentral_einstellungen_erweitert.png

Field

Description

Import User

If multiple users or companies are connected to the DATEV account, select the company for which you want to export documents.

Test Access

Optionally, use this to export documents to the DATEV sandbox for testing before going live.

Liability Date Filter

Choose whether to export liabilities by entry date or invoice date.

  • By Entry Date: Entry date field in the Liabilities module (entry date in document entry)

  • By Invoice Date: Invoice date field in the Liabilities module (invoice date in document entry)

Transferring Documents to DATEV (Export)

You can export invoices, credit notes, and liabilities directly to DATEV via API for up to one month.

Steps to export documents via API to DATEV:

  1. In the DATEV Rechnungsdatenservice 1.0 module, click on the Export tab.

  2. Select the Type of document to export: choose Invoices, Credit Notes, or Liabilities from the dropdown menu. Only one document type can be exported at a time.

  3. Choose the Start Date and End Date for your export, ensuring the export period is within the same month (e.g., 01.10.2024 to 31.10.2024).

    DATEV_rechnungsdatenservice1_0_exporteinstellungen.png

  4. Click Export.

  5. The export will be transferred to DATEV, with a timestamp and status (error or success) logged in the table below.

For each successful export, the period with timestamp and status is logged in the document tables. You can also download a CSV file of the export by clicking Log in the respective entry, containing status details for each document in DATEV.

DATEV_Rechnungsdatenservice1_0_export_protokoll.png

Note

Note: The log feature is available only for Xentral instances from version 24.14.6 and for exports completed after updating to this version.

Overview of Export Options:

Field

Description

Type

Define which data categories to export, such as Invoices, Credit Notes, or Liabilities. Only one document type can be exported at a time.

Project

Optional; leave blank unless exporting a specific channel only.

Start Date

Select an export range by specifying dates (DD.MM.YYYY format), e.g., one month for monthly closing.

and End Date

Select an export range by specifying dates (DD.MM.YYYY format), e.g., one month for monthly closing.

Ignore Previously Exported Documents

Optional, useful for daily exports to exclude data from previous exports.

Troubleshooting

If an error message appears, you have several options for troubleshooting. Additional information can be found in the FAQ on Accounting Export.

Field

Description

Check advisor and client numbers: Verify the advisor and client numbers under Accounting Export & Settings. Re-authenticate and try connecting to the DATEV service again.

Review settings in DATEV: Ensure all permissions are correctly set (e.g., for your tax advisor). Sometimes, deleting and re-assigning permissions in DATEV can resolve the issue.

Shorten the export period: Try reducing the export period, such as to a single day, as issues can sometimes arise with longer periods.

Error: invalid Grant

Renew the access token. The DATEV API token is only valid for a few hours for data security reasons, which may trigger an “invalid Grant” error if the credentials have expired.

Error: No Ledger or Fiscal Year in DATEV Unternehmen online

If you see the error "No Ledger or Fiscal Year in DATEV Unternehmen online," the responsible DATEV administrator or your tax advisor should activate the DATEV Rechnungsdatenservice 1.0 for Xentral. To do this in DATEV:

  1. Deactivate DATEV Unternehmen online compact.

  2. Change the editing mode from Standard to Advanced.

  3. Enable the accounting years for the relevant year.

  4. Set up Rechnungsdatenservice 1.0 for the Xentral user.

DATEV allows up to 5,000 files per export with a maximum file size of 20 MB. The minimum export period from Xentral is one day, which means you can upload up to 5,000 files per day to DATEV. If you export documents in multiple formats (e.g., XML and PDF), this will reduce the number of documents you can upload, as each document requires multiple files.

Workaround: Download the documents, split them into groups of less than 5,000, and manually upload them via Accounting Export. You can upload the documents in the app in the DATEV Unternehmen Online section at the bottom left.

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