DATEV Rechnungsdatenservice 1.0 allows you to export your accounting documents (invoices, credit notes, liabilities) directly to DATEV via API, i.e. the export will automatically be transferred to DATEV from Xentral. All exports are listed in the overview table at the bottom.
Note
Xentral only supports Rechnungsdatenservice 1.0. Rechungsdatenservice 2.0 is not supported!
You can find the module via Smart Search or in the default sidebar under Accounting > DATEVconnect Online.
Before you can start the export, you need to establish a connection to DATEV in the following way:
Note
To be able to export to DATEV, you also need to enter your consultant and client number for DATEV in the Settings tab of the Financial accounting export module. If you haven't done so already, follow the link to get more information on how to set up the export: Basic settings for accounting export.
Your consultant/ tax advisor needs administration rights in DATEV for the connection to work. You can find out how to configure this in DATEV with the following article in the DATEV help center: Set up Rechnungswesen as a tax advisor in DATEV.
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Go to Accounting > DATEVconnect Online and open the Settings tab.
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Click Authenticate. A new tab opens where you have to login to DATEV.
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Select your login method. You can choose from the following methods with two-factor authentication:
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DATEV SmartCard / DATEV mIDentity: A separate card reader and card that you can buy from DATEV for more secure authentication. The card reader with the attached card must be inserted into the USB slot of your computer during login.
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DATEV SmartLogin: A free app for smartphones and tablets that lets you login by scanning a QR code.
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Click Next and login with your chosen method.
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Click I agree to grant Xentral the permission to exchange data with DATEV.
The authentication is completed and an authentication token is stored in Xentral. You are redirected to the Settings tab of the DATEV Rechnungsdatenservice 1.0 module in your Xentral instance.
Your DATEV account is now displayed as the Token owner. You can see the validity period of your token in the Token valid till field. You can disable the connection and end the session at any time by clicking Log-out.
After connecting to DATEV, you can configure the following settings in the Settings tab:
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Import user: All users that are connected to your DATEV account are listed here. If you have multiple companies or use the DATEV account of your tax advisor, please select the company you want to export the financial documents for.
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Test access: Select this option to export your documents to the DATEV sandbox, where you can test your setup before going live.
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Date filter binding: Select whether your liabilities should be imported by date of receipt or by date of invoice.
You can export invoices, credit notes, and liabilities directly to DATEV via API. This is possible for a maximum of one month.
Note
Consider that DATEV only supports customer numbers that have at least six digits and do not start with a "0".
In the user interface you can change this via Address > Payment Conditions/Taxes. After the change, the references in the documents are modified so that they can be exported successfully afterwards.
To export your documents to DATEV via API:
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Go to Accounting > DATEVconnect Online and open the Export tab.
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Select the Type of document you want to export. You can select Invoices, Credit notes, or Liabilities in the drop-down menu. You can only export one type of document at a time.
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Optional: Select a Project. Only the documents attached to this project are now exported. In most cases this field should stay empty. A use case for export by project is when you need to have separate accounting.
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Select the desired Start date and End date for the export. Start and End date must be in the same month and year. From this follows that you can only export a maximum of one month at a time.
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Optional: Select Ignore already exported documents. When using this option, Xentral recognizes documents that have already been exported and does not export them a second time.
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Click Export.
The export is now transferred to DATEV and logged with a time stamp and status (Error or Successful) in the document table beneath.
You can download a CSV file of the export by clicking Protokoll next to the entry. This file contains information on the processing status in DATEV for each document contained in the export.
Note
The Protokoll (Protocol) is only available for Xentral instances that run version 24.14.6 or higher and exports that were created after you updated to one of these versions.
If you get an error message, there are several actions you can take:
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Check the Consultant number and the Client number under Financial Accounting Export > Settings. Authenticate again and try to connect to DATEV Rechnungsservice 1.0.
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Check the settings in DATEV itself. All rights should be set correctly (e.g. tax consultant). Sometimes it also helps if you delete the rights in DATEV and assign them again.
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Shorten the export period, e.g. to 1 day. Sometimes problems can occur for large periods.
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Renew the access token. The token from the DATEV API is only valid for a few hours due to data security. Therefore the error message can be displayed that the access data is not correct (or "Error: invalid Grant")
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If you get the error message: "Error: No inventory created or business year not existent in DATEV Unternehmen Online", the employee responsible for DATEV or your tax advisor need to activate DATEV Rechnungsdatenservice 1.0 for Xentral. They can do this in DATEV in the following way:
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DATEV has a limitation of 5000 files per export with a maximum file size of 20 MB. The smallest time period you can choose for an export in Xentral is one day, i.e. you can't upload more than 5000 files a day. If you export a document to multiple file formats/ files, such as XML and PDF, this will further reduce the amount of documents you can upload, because you need more files per document.
A workaround for this problem is to download your documents, divide them into chunks smaller than 5000, and upload them manually using the Financial accounting export. You can upload the documents in the Datev Company Online section on the bottom left of the financial accounting export.