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 Exporting financial transactions

  • Updated

Goal

Xentral offers three export features to upload your financial transaction data and all needed documents to DATEV:

  • A CSV export of all transactions.
  • An export including all PDF documents and XML files as a zip file (DATEV Unternehmen Online).
  • A direct export of the relevant data via DATEV Connect.

This guide shows you how to set up your DATEV export.

Prerequisites

You can do the initial settings right away. If you want to test the export, you will need at least some invoices, payment transactions, accounts payable, or a connected bank account.

Workflow

The following procedures describe best practices for exporting financial transactions to Datev.

  1. Setting up the export
  2. Exporting your financial data

Setting up the export

Before Xentral can cover your DATEV export, you need a few basic settings. Follow these steps to configure them:

You can find the DATEV settings in Accounting > Financial accounting export.

Background settings

  1. Log into Xentral and go to Accounting > Financial accounting export.
  2. Open the Settings tab and click Create a new entry.
  3. Enter the following information in the popup window:
    • Consultant 
    • Client number
    • Project: If you need different DATEV exports for other parts of your business, you can use the project field to distinguish between them.
    • Payment method in Datev: Use this field for very special cases. Otherwise, you can ignore it.
    • Fiscal year: This is the start of your fiscal year, needed in a “ddMM” format. For example, if your fiscal year starts on January 1, enter 0101. If it begins in April, use 0104.
    • G / L account length: This is the number of digits in your chart of accounts. Usually either four or six (without a booking key)
  4. Click Save.

Export settings

  1. Log into Xentral and go to Accounting > Financial accounting export.
  2. Go to the Export tab.
  3. You can find additional options for accounting export In the Settings area. Depending on your needs, choose which option to select. Review these options together with your tax consultant.
  4. We recommend activating the New Datev format Insert test booking check box. This will add a “mock” booking at the top of your export, preventing Datev from tightening the import immediately after receiving the data. This allows you to check the exported data in Datev before finalizing the import.

Exporting your financial data

Xentral offers three ways to export your data for Datev. The first is entirely manual, creating a zip file with all needed information which you can upload to Datev or pass on to your tax consultant. The second is direct export to Datev using the corresponding Datev interface in Xentral. This interface allows you to export the needed documents for each month.

CSV export

You can do the manual export in Accounting > Financial accounting export. Xentral lets you export all invoices, credit notes, accounts payables, and bank account data as CSV files. Each export feature enables you to specify the export interval and choose a project if you need an export for a specific part of your business.

DATEV Unternehmen Online

Xentral offers an additional export feature for Datev. In the Datev Company Online section, you can choose between exporting invoices, credit notes, and accounts payables. Using this feature, you can create a zip file that contains PDFs and a corresponding XML file needed by Datev. You can upload each zip folder directly to Datev or forward these files to your tax consultant.

In the Export customers/suppliers area, you can export a list of all customers and suppliers with their corresponding identification numbers in Xentral.

DATEV Connect - Semi automated export

In addition to manual export, Xentral offers a direct interface to Datev. This connection can export the needed accounting data directly to Datev. To set up the connection, follow the steps in this article.

Hint: If you did not connect your payment provider to Xentral, you should first upload your payment transactions to DATEV from your online banking and export the documents from Xentral afterward.

Note: Before you automate the export, talk to your tax consultant about the needed settings. You can do test exports of the data manually using the method in the chapter before.

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