The connection to the DATEV Invoice data service makes it possible to export invoices, credit notes and payables directly to DATEV without having to save the files locally as PDFs and XMLs beforehand.
Austria: For our users in Austria, we offer the BMD accounting export as an alternative.
Xentral supports the connection to version 1.0 of the DATEV invoice data service. The newer version 2.0 is currently not compatible.
The call in Xentral is done via the App Center (or the global search bar ). Click on the Settings tab to go to Authentication. Then click on the Authentication button and a new browser window opens for Datev.
After selecting the login procedure (as recommend DATEV SmartLogin), a QR code appears. This can be photographed with the smartphone app "DATEV SmartLogin" via smartphone. If SmartLogin is selected, a QR code appears that can be scanned online with the DATEV SmartLogin app.
After the authentication has been performed, the setup of the DATEV invoice data service for online document transmission in Xentral is successfully completed.
After successful connection, the receipts (invoices, credit notes, liabilities) can be exported from Xentral directly to Datev in the app. To do this, first select the desired document type and the time period. With a click on Export the transfer is started.
As of Xentral version 22.1.x, Datev no longer performs the export directly, but prepares it in the background to conserve performance. After clicking on Export, the message Export... appears in the log. After a certain time - this depends on the number of receipts - a message appears informing about the success. The export files created in this way contain a maximum of 100 receipts. So, for example, if 150 receipts are exported, two export files (one with 100 and one with 50 receipts) and also two log entries will be created.
The export is always possible for a maximum of one month. Start and end date must have the same month of the same year. As a rule, vouchers are exported from the first to the last day of a month.
For each successful export, the time period with time stamp and status is logged in the document tables. This serves the administration in Xentral . However, this logging does not provide any information about further processing in DATEV itself.
DATEV only supports customer numbers that have at least 6 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.
DATEVConnect Online: Invoice Data Service 1.0 (previously DATEVconnect online) is required, otherwise the transfer will not work. You can find more information here.
The registered tax advisor requires administration rights on the part of Datev, otherwise after the connection the error is displayed that there is an authorization error (wrong client or tax advisor number). The documentation, how the access on the part of Datev must be set, can be found here.
Documents are now marked as exported after you have exported them. So it is possible by another export of the same period to export only the documents that have been newly added to this period since the last export.
A limitation of the DATEV API is that only PDFs of the invoices can be imported, whose size is maximum 20 MB.
If you get an error message, there are several actions you can take:
Check the Consultant number and the Client number under Financial Accounting Export > Settings. Authenticate again and try to connect to DATEV invoice data service.
Check the settings in DATEV itself. All authorizations should be set correctly (e.g. tax consultant). Sometimes it also helps if you delete the authorizations in DATEV and assign them again.
Shorten the export period, e.g. to 1 day. Sometimes problems can occur for large periods.
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")
If you get the error message: "Error: No inventory created or business year not existent in DATEV Company Online", the employee responsible for DATEV or your tax advisor need to activate DATEV invoice data service 1.0 for Xentral. They can do this in DATEV in the following way:
DATEV has a limitation of 5000 files per export. 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.