For smooth data exchange with external accounting programs, it is possible to export various types of files. These include invoices and credit notes, liabilities, as well as account and address data. By adjusting these settings, the data exchange can be efficiently designed to optimize accounting processes and meet operational requirements.
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Export of invoices and credit notes in DATEV format or XML format (Unternehmen Online).
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Export of liabilities in DATEV format or XML format (Unternehmen Online).
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Export of bank accounts - account postings with allocations and document assignments (expense account, debtor, creditor) in DATEV format.
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Export of master data (= account labels) such as address data of debtors and creditors in DATEV format.
Tip
The automatic XML transfer to Unternehmen Online with the Invoice Data Service 1.0 can be found in the article DATEV invoice data service (previously DATEV connect online).
Caution
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Before you start the export, an initial setup of the master data is required. This includes entering the consultant number, client number, fiscal year, and setting the account length. These master data are crucial as they are included in the export files and enable correct assignment of accounting information.
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You can find the settings for financial accounting export in the main menu under Accounting & Accounting Export or via the smart search for Financial Accounting Export. For initial master data setup, click on the Settings tab. The configuration and the export can be found under the Export tab.
For the initial setup of the DATEV data exchange, you must enter important master data such as the consultant number, client number, fiscal year, and account length into the system. These data are then included in the export files, enabling correct allocation of accounting information. Depending on your needs, you can make these settings globally or project-specific to customize the export to meet your company's requirements.
Steps:
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Click on +New Entry in the Settings tab.
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Enter the consultant number and client number (you will receive both numbers from your tax advisor).
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Enter the fiscal year in the format 'DDMM' for the period you need to transfer. For example, for the start of the fiscal year on 01.01.2025, use 0101 for "first of January." The year will automatically be conveyed via the booking data and your date restriction for the export.
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Specify the account length, e.g., '4' for SKR04 or '6' for SKR03 (if you use a six-digit format).
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Field Name |
Description |
|---|---|
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Consultant Number |
You receive the consultant number from your tax office. It uniquely identifies the law firm or tax consultant in the DATEV system and is assigned by DATEV to tax consultants, auditors, or law firms. |
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Client Number |
You receive the client number from your tax office or assign it in your local DATEV version (e.g., Accounting Single User). This number uniquely assigns a client within the DATEV data management. The client number is either assigned by the law firm itself within the DATEV software or can be set up by the tax consultant in consultation with the client. |
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Project (optional) |
Optional: Only to be used if you want to carry out the export on a project basis and a separate client and consultant number should be used for each project. |
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Payment Terms in DATEV (optional) |
Optional: You can define a free field in the address and enter the payment terms for DATEV in the customer master data. For example, to be entered: "freifeld1" designates the free field 1 in the customer address under "Other Data." Only fill this in if you want to transfer the payment terms including the number of days until due and any granted discount to DATEV, e.g., because you use the DATEV dunning system. |
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Fiscal Year |
The fiscal year indicates the period for which your bookings and financial statements apply. DATEV reads these data and assigns them to the corresponding fiscal year. Enter the fiscal year in the format ‘DDMM’ e.g., '0101' for January 1st or '0104' for April 1st. |
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Account Number Length |
The account number length determines how many digits your account numbers have, where SKR03 is usually four digits but can be expanded to six digits if you need more detailed bookings. For example, '4' for SKR04 or '6' for SKR03. |
Manual data exports offer a flexible solution for transferring business information to accounting software. They enable the export of invoices, credit notes, liabilities, and bank account transactions in DATEV or XML format directly to DATEV Unternehmen Online. Additionally, master data such as addresses of debtors and creditors can be exported. These exports can be customized through various settings, such as adding transaction numbers from shop systems to document fields in DATEV.
Tip
You can obtain this data in DATEV format through a manual export.
Steps:
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Select 'Invoice Number' as the sorting criterion and group by 'Accounts'.
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Choose a date range for the month, for example from 01.10.2024 to 31.10.2024.
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Click on 'Export' to receive the CSV file in DATEV format.
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Field Name |
Description |
|---|---|
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Sorted by: 'Date' or 'Invoice Number' |
This determines the order of entries in the export batch for the selected period:
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Grouped by: 'Accounts' or 'Items' |
This groups the contents of the revenues either bundled by tax rates or at the item level:
NoteThe settings for 'Accounts' can be found in the tax system settings. Settings for 'Items' (item level) can be found in the article. |
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Project |
Optional / Typically left blank: Specify the project only if you want to export exclusively from one channel. |
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From ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’ |
Select an export range by specifying a date from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’. For DATEV, for example, export the period of a month for the monthly closing. |
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Ignore Already Exported Documents |
Optional/ Special Workflow: Ignores data already pulled, e.g., if you export daily, you can exclude yesterday's data. NoteThis is recommended only for high-priced products and low throughput in documents. |
Tip
You can obtain this data in DATEV format as a manual export.
Steps:
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Select a Date Range for one month, for example, from 01.10.2024 to 31.10.2024.
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Click on 'Export' to receive the CSV file in DATEV format.
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Field Name |
Description |
|---|---|
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Project |
Optional / Default is to leave blank: Only specify the project if you want to export exclusively from one channel. |
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From ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’ |
Select an export range by specifying a date from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’. For DATEV, for example, export the period of a month for the monthly closing. |
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Ignore Already Exported Documents |
Optional/ Special Workflow: Ignores data already pulled, e.g., if you export daily, you can exclude yesterday's data. NoteThis is only recommended for high-priced products and low throughput in documents. |
Tip
You can receive this data in DATEV format through a manual export.
Steps:
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Select 'all accounts'.
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Choose a Date Range for one month, for example, from 01.10.2024 to 31.10.2024.
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Click on 'Export' to receive the CSV file in DATEV format.
Note
The sorting of the accounts will be in descending order.
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Field Name |
Description |
|---|---|
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Account |
Option to receive all transactions across all accounts (= bank accounts) as a batch. Alternatively, export manually created entries in Xentral for verification or as a separate batch. Optionally, select a specific account for separate batch export, e.g., Deutsche Bank.
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From ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’ |
Select an export range by specifying a date from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’. For DATEV, for example, export the period of a month for the monthly close. |
Tip
You can obtain this data in DATEV-XML format through a manual export.
Steps:
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Select the document type 'Liabilities'.
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Choose a Date Range for one month, for example, from 01.10.2024 to 31.10.2024.
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Click on 'Export' to receive the XML file for 'DATEV Unternehmen Online'.
Caution
When using DATEV Unternehmen Online, data export is performed in the background to avoid overloading the system. When you click on "Export," the system will initially display "Exporting…". Depending on the number of documents, this may take some time.
Afterward, you will receive a link to download the data. The ZIP files created in the process will contain a maximum of 100 documents each. For example, if you export 150 documents, you will receive two ZIP files: one with 100 and another with 50 documents.
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Field Name |
Description |
|---|---|
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Document Type |
Select the type of document for the XML export for 'DATEV Unternehmen Online':
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Project |
(Optional / Typically leave blank) |
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From ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’ |
Select an export range by specifying a date from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’. |
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Ignore Already Exported Documents |
Optional/ Special Workflow: Ignores data already pulled, for example, if you export daily, you can exclude yesterday's data. NoteThis is recommended only for high-priced products and low throughput in documents. |
Steps:
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Select a date range from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’.
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Click on the ‘Customers’ or ‘Suppliers’ button.
Tip
In the example, you will see a customer data export starting from a specific customer number and a supplier data export for a specified date range.
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Field Name |
Description |
|---|---|
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Export from Cust. No. |
The export starts in ascending order from this number (ascending according to the system ID of this customer number). |
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Customers from Date ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’ |
Select an export range by specifying a date from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’. The export will include newly created customer numbers and, for example, name changes. |
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Field Name |
Description |
|---|---|
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Export from Supp. No. |
The export starts in ascending order from this number (ascending according to the system ID of this supplier number). |
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Suppliers from Date ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’ |
Select an export range by specifying a date from ‘DD.MM.YYYY’ to ‘DD.MM.YYYY’. The export will include newly created supplier numbers and, for example, name changes. |
x
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Field Name |
Description |
|---|---|
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Fill Document Field 1 with Invoice Number in Bank Statement Export when possible |
Automatically fills the invoice number in 'Document Field 1', e.g., if the invoice is linked to the bank payment. |
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Extend Document Field 1 in Invoice and Credit Note with Internet and Transaction Number |
Adds the Internet and Transaction Number to 'Document Field 1', provided it fits within the character limit in DATEV. |
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Fill Document Field 2 in Invoice and Credit Note with Due Date |
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Fill KOST1 with Country of Delivery instead of Cost Center (Delivery Threshold) |
Uses the DATEV cost center field to manage the delivery threshold calculation in DATEV. Note: In this case, KOST1 is no longer used for the cost center but is directed toward the delivery threshold calculation in DATEV. |
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Exclude AmaInvoice Documents |
Excludes AmaInvoice documents to allow for a separate AmaInvoice export. |
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Field Name |
Description |
|---|---|
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Liability Selection |
Selection of the accrual period based on either the entry date of the liability (= supplier invoice) or the invoice date of the liability (= supplier invoice). Depending on this setting, the documents will be included in or excluded from the export period you have selected.
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Field Name |
Description |
|---|---|
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Include Documents with Amount = 0 EUR |
Includes documents with a total of 0 EUR in the export. For example, if '0 EUR invoices' are to be transferred to DATEV. NoteNote that 0 EUR documents may appear as errors or be marked during import into accounting systems, such as DATEV. |
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New Datev Format (Insert Test Booking) |
Inserts a marker booking so that the imported batch in DATEV is imported but not posted permanently. Permanently posted batches can only be opened through your tax office or corrected with adjustment entries if incorrect imports occur. |
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Allow Extended Booking Codes |
Recognizes additional booking keys in the accounts that you have added as prefixes to your standard account length. The keys are displayed separately in DATEV according to the DATEV standard. For example, for a 4-digit account length, you could specify the following numbers in the chart of accounts: '4400' for sales revenue as a DATEV automatic account, '906815' for an expense account such as office supplies with 19% tax, and for intra-community acquisitions 19% you could use a three-digit key like '9405900'. |
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Disable CSV Validation |
Disables CSV validation for the DATEV standard, such as error messages for spaces. |
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Add to XML for Datev Unternehmen Online |
This option allows you to add the shop order number (= Internet number), the PayPal transaction number (= transaction number), or both to the DATEV XML for DATEV Unternehmen Online.
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Avoid Overlaps with the Last Exported Period!Accounting programs typically do not detect overlaps, which can lead to duplicate imports. Recommendation: Always select fixed time periods here, e.g., full months.
For the export to Datev the following must be done:
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Enter consultant number and client number in xentral (will be written into the file and evaluated by Datev)
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Set export check mark and drag the file
In order to complete some bookings in DATEV automatically in advance, it is necessary to load the data from DATEV Enterprise Online as DATEV Connect Online before importing it. DATEV Connect Online are the account transactions in DATEV. If you actively use the incoming payments, you can download this data directly from Xentral and import it to DATEV Accounting.
This step is necessary in spite of active matching in incoming payments, because the data from Unternehmen Online or Connect Online only contain invoice data.
For the new Datev export (from 2018), a consultant and client number can be assigned. The assignment can also take place on project level. In the attached example, the consultant and client number is to be considered globally system-wide. In the Financial accounting export module you can create a new entry under Settings by clicking the button +Create new entry.
A dialog box then opens in which the necessary information can be entered. These are:
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Consultant number: Enter consultant number. This is then generated within the export file
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Client number: Enter client number. This will then be generated within the export file
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Project: Optional. Only to be used when exporting by project and a separate client and consultant number is to be used for each project
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Payment method in Datev: Optional. Field 1 designates the address of the customer → Other data the free field 1. Only to be used if the payment method with number of days until due date and given discount is to be transferred to Datev in the customer master data
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Fiscal year: Start of the business year in the format TTMM - Examples: 0101 for January 1 or 0104 for April 1
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G/L account length: Enter here the length of the G/L account you need (ask your tax advisor if necessary). This will then be generated in the export file
Subsequently, the input is to be saved. Example of the display in Datev (as of 02/2018):
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Consultant number: 33333
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Client number: 10000
It is also possible to post 6-digit G/L accounts or to work with 7-digit vendor or customer numbers. For this purpose, the customer and supplier number ranges can be changed accordingly in the basic settings (Administration > Settings > System > Basic settings > Settings > Number ranges) or per project.
The Datev accounts can then be set during export, so that Datev gets this info in the file header (Accounting → Financial accounting export → Settings).
Otherwise, the Datev accounts can be directly maintained with 6 digits in xentral (Administration > Settings > Accounting > Account frame).
It should be noted that accounts are not automatically preassigned with the control field with a key during export. The control key is always entered directly before the account assignment in xentral.
Here is the possibility:
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Take the control key in the front with it/tap to it
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In the chart of accounts, additionally create and textually designate the most important liability accounts with control key
When assigning the liabilities to an account, the tax code must also be specified. The field for the tax rate does not convert to the tax key for Datev.
With the Datev export (CSV) the liability then comes along in 2 split postings.
At „Datev Unternehmen Online“, you will then receive the account assignments for the liabilities export in the XML: once with tax key, once without.
Under the Export tab in the Settings section, the required settings for the export can be made.
Invoices/Credit Memos:
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Fill document field1 at bank statement export with invoice number if possible (Datev finds the pairs and it facilitates the assignment for the tax office)
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Add Internet and transaction number to document field1 for invoice and credit memo (only check here if absolutely required)
Liabilities:
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Liability selection by date of receipt or invoice dates (for the entered period, only the liabilities with date of receipt or invoice that fall within this period will be exported)
Datev:
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Also export receipts with amount = 0 EUR (general setting, in case of mixed tax rates, the invoice amounts are exported individually line by line)
Note
This option is only intended for CSV export, i.e the export options on the left. It can't be used for DATEV Company Online on the bottom left.
Receipts are only exported if they contain items!
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New Datev format (from 2018)
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New Datev format (insert test entry) (Important → otherwise everything will be immediately fixed in Datev during import)
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Extended booking codes (allows to export 3-4 digit booking codes)
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Selecting this option causes the accounts to be split. On the basis of the G/L account length or the specification of the corresponding accounts, a new column with the split part is then created in the output. E.g. account number 2250880, G/L account length → 4, specification "BU key" → 225
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Internet, transaction number in XML for Datev Unternehmen Online (transmits the online shop or Paypal identifiers to Datev)
Payment methods/tax rates:
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Select if this additional information is to be exported
With Datev Unternehmen Online, invoices, credit notes and payables can be transferred to the accounting department as PDF documents. For invoices, the vouchers generated by xentral are used. For payables, those uploaded to the Payables module are used. For the DATEV Unternehmen Online setting, the preliminary account assignment of the payables (in the Pre-Accounting tab) must be completely finished before the transfer can take place. In the Pre-Accounting tab it is also possible to split accounts. Specifying a G/L account/counter account (field "G/L account" in the payables document, first tab) is not sufficient for this.
All documents of this type that are in xentral can be exported, unless they are still in draft mode. xentral offers an extended export option for Datev Unternehmen Online. With this, vouchers of the outgoing invoices, credit notes and incoming invoices (payables) can be exported as a ZIP file.
Note
If certain time periods are exceeded, the data will be transferred bluntly. i.e. the data is transferred twice without a check for possible duplication.
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Document: Invoices, credit notes or payables can be selected in the dropdown. The supplier invoice must be uploaded at the liability so that it can be available for export. In addition, an expense account must be entered for the payables in the case of initial account assignment. It is mandatory to fill in the "Currency" field under the "Payables" module, otherwise the Datev tool will not accept the data
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Project: This allows export reports to be output sorted by project. The project can be selected via the search field. If the field is left empty, all projects will be exported
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From/to: Here you can select the date range of the export (document date)
The ZIP files can be transferred to the Datev data center using Datev voucher transfer. (The software Belegtransfer can be downloaded from Datev free of charge).
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Directory type: Please make sure in the document transfer that the directory type is not selected to "Standard", but "DATEV XML interface online"
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Occupancy type: "Without occupancy type" must be selected for occupancy type
Note
Only pre-assigned postings are accepted in DATEV. In order to check whether all liabilities have a pre-accounting, the filter "missing account assignment" can be activated in the liabilities.
The setting of export accounts can be done directly from the Export tab in the Settings section.
On the left side you can export the documents invoices and credit notes and the corresponding revenue accounts.
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Sorted by: Date or document number
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Grouped by: Account or positions
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Project: Do not fill in (only needed for multi-client or separate accounting)
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From to: Select date range (avoid overlaps with the last exported range!). Accounting programs usually do not recognize overlaps → double import) Recommendation: always select fixed time ranges here e.g. whole months
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Export: Export the invoices or credit note
You can also export your liabilities on the left side.
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Project: Optional and is left blank by default
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From to: Select date range (avoid overlaps with the last exported range!). Accounting programs usually do not recognize overlaps → double import) Recommendation: always select fixed time ranges here e.g. whole months
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Export: Export the invoices or credit note
Label fields
The following fields are available for export: 1. date, 2. amount, 3. account/vendor no., 4. document field 1, 5. posting text, 6. country, 7. tax id, 8. contra account, 9. currency.
Note
If no invoice and receipt date is entered when creating a liability, the fields will be automatically filled with the current date.
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A different billing address will also be exported
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Liabilities cancelled in xentral are not exported