DATEV

The DATEV integration creates the files your tax advisor imports into DATEV. It exports your outgoing invoices as a Buchungsstapel in the DATEV format and your team's tracked time, absences and overtime as payroll movements for DATEV LODAS or DATEV Lohn und Gehalt. You download the files and hand them to your Kanzlei. Nothing is sent to DATEV automatically.

Business plan

The DATEV integration requires an organization on the Business plan. It cannot be installed on a personal profile. See the Plans page for the full comparison.

Before you start

• An organization in Timesheet on the Business plan, or on a Business trial.
• Admin permission in that organization. Only admins can install the integration.
• Your Beraternummer and Mandantennummer. Both are on every DATEV document your Kanzlei sends you, or ask them.
• For payroll: the Personalnummer of each employee and the Lohnarten your Kanzlei uses for hours, overtime and each absence type.

Install

In the web app, open Integrations, select Browse Marketplace and install DATEV Export for your organization. The integration has four tabs: DATEV Export, Settings, Mappings and Logs.

Set up the Mandant

On the Settings tab, fill in the Mandant section first.

• Beraternummer and Mandantennummer: exactly as your Kanzlei uses them.
• Kontenrahmen: SKR03 or SKR04. This sets the default revenue accounts.
• Sachkontenlaenge: usually 4.
• Wirtschaftsjahresbeginn: day and month, for example 01.01. or 01.04.. A period that spans two fiscal years produces one file per year.
• Zeichensatz: keep Windows-1252 unless your Kanzlei asks for UTF-8.
• Festschreibung: leave off while the Kanzlei still checks the files.

Accounting settings

The revenue accounts are preset from the Kontenrahmen: standard rate, reduced rate, tax free and reverse charge. Change them only if your Kanzlei uses other accounts. Sammeldebitor is the debtor account used for every customer you have not mapped yet.

Payroll settings

• Lohnprogramm: LODAS or LUG (Lohn und Gehalt). Ask your Kanzlei which one they run.
• Lohnart Arbeitsstunden: the wage type for tracked hours. Leave it empty if the Kanzlei does not want hours.
• Lohnart Ueberstunden and Lohnart Minderstunden: wage types for the overtime balance of the period. Optional.
• Mandantennummer Lohn: only when payroll runs under a different Mandant.
• Stichwort Taggeld and Stichwort Naechtigungsgeld: expenses whose description contains one of these words count as that allowance. Set Lohnart Taggeld and Lohnart Naechtigungsgeld to the wage types your Kanzlei uses for them, or leave the Lohnart empty if allowances are not paid through payroll.

Select Save.

Map wage types, employees and customers

On the Mappings tab, connect your Timesheet data to the numbers your Kanzlei uses. The values on the right are typed in, not selected, because they come from your Kanzlei.

• Lohnarten: one Lohnart per absence type, for example holiday or sick leave. Absence types without a Lohnart are left out of the export and listed as a warning.
• Personalnummern: one Personalnummer per employee. If an employee already has an employee ID in the team member settings, that ID is used and no mapping is needed.
• Debitorenkonten: one debtor account per customer. The customer list is built from your invoices of the last 24 months. Customers without an account go to the Sammeldebitor.

You do not have to fill the tables before the first export. Run an export, read the warnings, add the missing numbers and run again.

Create a Buchungsstapel

On the DATEV Export tab, enter the period under Buchungsstapel and select Buchungsstapel erzeugen. The period defaults to the previous month.

The result shows the number of bookings, the download link and any warnings. Download the file right away: the link stops working after ten minutes.

Each invoice becomes one booking line: gross amount, the debtor account against the revenue account for its tax rate, the invoice date, the invoice number in Belegfeld 1 and the customer name in the Buchungstext. Credit notes are booked on the credit side. Reverse charge invoices go to the reverse charge account and carry the customer's VAT ID.

Invoices the export cannot book are listed as warnings and skipped: invoices with a second tax rate, invoices in a currency other than EUR, and invoices with a tax rate that matches neither the standard nor the reduced rate.

Create payroll files

Under Lohndaten, enter the period and select Lohndaten erzeugen. The period is normally a calendar month.

• LODAS produces two files: Stammdaten with the Personalnummer and name of each employee, and Bewegungsdaten with one line per employee and wage type.
• Lohn und Gehalt produces one file with the same movements.

For each employee the export contains the tracked hours, the overtime or undertime of the period, the approved absences per wage type, and travel allowances: expenses in the period whose description contains the Taggeld or Naechtigungsgeld keyword are summed per employee and exported as an amount on the matching Lohnart. Employees without a Personalnummer are skipped and listed as a warning. Absences that start before or end after the period are counted in proportion to the days inside the period and marked in the warnings.

Monthly export

The Monatlicher Export trigger runs on the first day of each month at 06:00 and creates the files for the previous month. Turn each surface on or off in the settings under Monatlicher Lauf. The files appear in the history table on the DATEV Export tab and in the Logs tab.

Import into DATEV

Give the files to your Kanzlei. They import the Buchungsstapel in DATEV Rechnungswesen under Bestand, Importieren, ASCII-Daten and the payroll files in LODAS or Lohn und Gehalt through the import they have set up. Before the first live import, ask the Kanzlei to import one month into a test client and compare the accounts.

Warnings and how to fix them

Warning	What to do
Kunde ohne Debitorenkonto	Add the customer on the Mappings tab, or accept the Sammeldebitor.
Rechnung mit zweitem Steuersatz	Split the invoice into one invoice per tax rate.
Steuersatz entspricht keinem konfigurierten Satz	Check the invoice, or adjust the rates in the settings.
Rechnung in Fremdwaehrung	Only EUR invoices are exported.
Mitarbeiter ohne Personalnummer	Add the Personalnummer on the Mappings tab or in the team member settings.
Abwesenheitsart ohne Lohnart	Map the absence type to a Lohnart.
Keine Lohnart fuer Arbeitsstunden	Set the wage type for hours in the settings, or ignore if hours are not needed.
Keine Lohnart fuer diese Reisekosten	Expenses matched a keyword but the Lohnart for it is empty. Set the Lohnart, or clear the keyword if allowances are not needed.
Abwesenheit nur teilweise im Zeitraum	No action; the days inside the period were counted.

Remove the integration

Use the Actions menu in the header or Uninstall Integration on the integration page. This removes the settings and mappings in Timesheet. Files already downloaded stay with you.

See also

• Integrations: install integrations and manage API keys and webhooks.
• BMD: the same exports for BMD NTCS in Austria.
• Plans: compare what each plan includes.