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Enabling Data Transfer to DATEV

← Accounting System Transfer

To seamlessly transfer invoice-based bookkeeping data to DATEV, JustOn integrates with JustOn Connector for DATEV. This is an add-on to JustOn that generates DATEV-specific ledger records from booking details (as created from invoices and invoice line items) and from expenses, and transfers them to DATEV Unternehmen online. For details, see JustOn Connector for DATEV DE. Once there, these accounting documents and accounting document items can be used by any DATEV application that accesses the DATEV Cloud.

DATEV.png
Directly transferring bookkeeping data to DATEV

The following table shows which data is supported by the DATEV interface Rechnungsdatenservice 1.0 and by the integration with JustOn Billing & Invoice Management.

Type of Data DATEV Interface Integration
Accounts receivable
Sales invoices
Accounts payable
Purchase invoices
Cash ledger
cash book
Attachments
Document images
Master data
Payment data

In broad strokes, the bookkeeping data transfer work as follows:

JustOn Billing & Invoice Management transfers all booking details of a specific booking period as well as expenses that are not yet exported to JustOn Connector for DATEV.

Invoices

For each related invoice, an accounting document record of the type Accounts Receivable Ledger is created. Each booking detail is exported to an accounting document item (1:1 relationship). The two objects are linked with each other. Invoice PDF and e-invoice XML attachments (maximum size per file: 3.76 MB) are copied and attached to the accounting document. It is possible to attach additional files defined as supporting documents.

On successful transfer, the Locked checkbox of the accounting document is selected, and the booking detail is marked as exported. In case of errors, neither an accounting document nor an accounting detail is created for the affected booking details, and an error message is written to the booking detail.

Expenses

For expenses of the types Approved, Paid or Canceled, an accounting document record of the type Accounts Payable Ledger is created. Each expense item is exported to an accounting document item (1:1 relationship). The two objects are linked with each other. Supporting documents and e-invoice XML attachments (maximum size per file: 3.76 MB) are copied and attached to the accounting document. In addition, an individual expense export history record is created for each expense, which is used to store details about the transfer or transfer attempt.

On successful transfer, the Locked checkbox of the accounting document is selected, and the related expense export history is marked as exported. This indicates that the related expense is excluded from further exports to the same destination. In case of errors, neither an accounting document nor an accounting detail is created for the affected expenses, and an error message is written to the expense export history or the affected expense item.

Be aware that attached files larger than 3,76 MB each prevent exporting all booking details of the given invoice.

Info

Be aware that the automatic data transfer to DATEV involves invoicing data only, since the corresponding DATEV interface supports invoice (and cashbook) data only. Invoicing data refers to actual business transactions that state, particularly, realized revenues, charged taxes or incoming payables and their corresponding G/L accounts, and that is represented on booking details created from invoice line items or, respectively, expenses.

To transfer bookkeeping data as generated from payment balances, unbilled revenue bookkeeping data or master data for accounts like, for example, debtor numbers, you must use accordingly configured CSV file exports for booking details or invoices, respectively.

Data transfer to DATEV: Procedure steps

Once the data transfer to DATEV is set up, actually transferring the data from JustOn to DATEV Unternehmen online involves the following repetitive tasks:

  1. Transferring Bookkeeping Data to DATEV

    Be aware that generating the DATEV-specific data records may take time – for 1000 booking details or expense items, allow about one hour.

  2. Checking Accounting Documents

  3. Creating and Executing Data Transfer

    Be aware that uploading the accounting documents to DATEV may take time. Depending on the amount of data you transfer, the access token may expire. In this case, restart the data transfer.

DATEV_transfer
Transferring bookkeeping data to DATEV

DATEV automatic accounts and revenue deferral

To support DATEV automatic accounts (Automatikkonten), you can configure JustOn Billing & Invoice Management to use gross values when creating bookkeeping data. To this end, you enable the global setting Enable Accounting in Gross Values as described in Enabling Gross Value Bookings.

If, in addition, you use revenue recognition rules to distribute revenues to future booking periods (deferred revenue), you must, in addition,

  • enable the global setting Accounting Gross Taxes on First Month,
  • enable the automatic tax calculation for the gross booking details – using the custom booking code field BuCode with the relevant booking details (see Additional Fields),
  • optionally, create the BuCode field as a formula that returns the required value according to your use cases, like, for example, IF(ONB2__IsGross__c, 101, null)

Enabling the data transfer to JustOn Connector for DATEV involves the following tasks:

Enabling Bookkeeping Data Generation

In order to globally enable the creation of bookkeeping data, the feature must be activated in the global settings.

  1. Click to enter Setup, then open Custom Settings.

    In Salesforce Lightning, navigate to Custom Code > Custom Settings.

    In Salesforce Classic, navigate to Develop > Custom Settings.

  2. Click Manage in the row of Global Settings.

  3. Click Edit in the Default row.
  4. Select the checkbox Create Bookkeeping Data.
  5. Click Save.

For further information, see Setting Up Bookkeeping Data Creation.

Installing JustOn Connector for DATEV

For details about installing and setting up JustOn Connector for DATEV, see JustOn Connector for DATEV installieren DE.

Configuring Lookup Relations

To facilitate the data transfer from JustOn's data structure to DATEV's data structure, you must configure lookup relations between the corresponding objects. To this end, you create new fields on the accounting document, the accounting document item (accounting detail) and the booking detail.

Accounting Document

  1. Navigate to the fields list of the Accounting Document object.

  2. Create the following new fields as necessary.

    Field Label API Name Data Type Description
    Invoice ON_Invoice Lookup (Invoice) For invoice-related booking data, links to the related invoice.
    Must be writable.
    Expense Expense Lookup (Expense) For expense-related booking data, links to the related expense.
    Must be writable.

    For help about creating fields, see Managing Object Fields.

Accounting Document Item

  1. Navigate to the fields list of the Accounting Document Item object.

  2. Create the following new field.

    Field Label API Name Data Type Description
    Booking Detail ON_BookingDetail Lookup (Booking Detail) Links to the related (source) booking detail.
    Must be writable.

    For help about creating fields, see Managing Object Fields.

Booking Detail

  1. Navigate to the fields list of the Booking Detail object.

  2. Create the following new field.

    Field Label API Name Data Type Description
    Accounting Document Item ON_AccountingDetail Lookup (Accounting Document Item) Links to the related (target) accounting document item.
    Must be writable.

    For help about creating fields, see Managing Object Fields.

Enabling Data Transfer for Booking Periods

Users select the invoice-related bookkeeping data to be transferred on a booking period base. For them to be able to start the data transfer for the generated booking periods, you must add the Prepare DATEV Export button to the booking period page layout.

  1. Navigate to the object management settings of the Booking Period object.
  2. Click Page Layouts.
  3. In the Booking Period Layout row, click Edit.

  4. Add the Prepare DATEV Export button to the page layout.

    In Salesforce Lightning, drag the button from the Mobile & Lightning Actions palette to the Salesforce Mobile and Lightning Experience Actions section.

    In Salesforce Classic, drag the button from the Buttons palette to the Custom Buttons area.

  5. Click Save.

    For help about modifying page layouts, see Managing Pages.

Enabling Data Transfer for Expenses

For users to be able to start the data transfer for expenses, you must add the Prepare DATEV Export button to the Expense list view.

  1. Navigate to the object management settings of the Expense object.
  2. Click List View Button Layout.
  3. In the List View row, click , then select Edit.

  4. Under Custom Buttons, move Prepare DATEV Export to the Selected Buttons column.

    column_select

  5. Click Save.

    This adds the button Prepare DATEV Export to the Expense list view, enabling users to transfer expenses to DATEV.

List View Button Layout not visible?

Under certain circumstances, the option List View Button Layout may not be visible. In this case, make sure that the Expense object is searchable.

  1. Navigate to the object management settings of the Expense object.
  2. Click Details > Edit.
  3. In the Search Status section, select Allow Search.
  4. Click Save.

Enabling Supporting Document Attachments

Optionally, JustOn Billing & Invoice Management can attach files that are linked to invoice records to the produced accounting document records, such as files linked from source records or files uploaded manually by users. Any type of file you potentially want to add must be defined as a content version type – that is, they must be specified in the Type field of the Content Version object. Files produced by JustOn Billing & Invoice Management are already assigned a proper type, like Invoice PDF. If required, you can define a custom content version type to attach also other files to accounting documents.

In addition, you define the files to be attached to accounting documents. To do so, you specify their content version type in the Invoice field Supporting Document Types. This field can be populated on invoice creation from other records using the following fallback mechanism:

ON_SupportingDocumentTypes from the account or invoice source record
↳ Supporting Document Types from the template
     ↳ Supporting Document Types from the business entity

Supporting document attachment specifics

When configuring the files to be attached to accounting documents, be aware of the following specifics:

  • Once the Invoice field Supporting Document Types is set, no other business process will overwrite it.

    However, users can change the value as long as the invoice is not finalized.

  • Invoice PDF and e-invoice XML (if set up accordingly) will always be attached, irrespective of the value in Supporting Document Types.

  • If Supporting Document Types contains the string ALL, all additional invoice attachments with or without a defined content version type will be attached to the accounting document.

  • If Supporting Document Types contains the string BLANK, all additional invoice attachments where the content version type is empty will be attached to the accounting document.

    Use ALL or BLANK with extreme caution to avoid disclosing confidential information by mistake.

  • The allowed file types for accounting document attachments include BMP, CSV, DOC, DOCX, GIF, JPEG, JPG, ODS, ODT, PDF (incl. ZUGFeRD), PNG, RTF, TIF, TIFF, TXT, XLS, XLSX, XML (incl. XRechnung), ZIP.

  • The maximum size per file must not exceed 3,76 MB.

If you use supporting documents for both embedding in e-invoices and attaching to accounting documents, the allowed file types are limted to PDF, PNG, JPG, JPEG, CSV, XLSX, ODS.

Defining Content Version Type

To define a custom content version type:

  1. Click to enter Setup, then navigate to the object management settings of the Content Version object.
  2. Click Fields & Relationships.
  3. Click the name of the Type field.

  4. In the Values section, click New.

    Add the required content version types, like Supporting Document or T&C, each in a new line.

    content_version_types

  5. Click Save.

    For help about editing picklists, see Modifying Picklist Values.

Defining Preselected Supporting Documents

To define the preselected supporting documents to be attached to accounting documents from the invoice sources:

  1. Click to enter Setup, then navigate to the object management settings of the Account object or the source object.
  2. Click Fields & Relationships.

  3. Create the following new field.

    Field Label API Name Data Type Value
    Supporting Document Types ON_SupportingDocumentTypes Text(255)
    Formula (Text)    		 comma-separated list of content version types

    Your business may require to automatically set the intended file types depending on certain conditions. In this case, create a formula field with the return type Text, where the formula represents the intended logic. Otherwise, create a simple text field and let users specify the value manually.

To define the preselected supporting documents to be attached to accounting documents from the template or the business entity:

  1. Open the relevant template or business entity.
  2. Click Edit.

  3. In the Supporting Document Types field, specify the content version types as necessary.

    The field can contain multiple values in a comma-separated list.

    Typical use cases for attaching files may include:

    • invoice-related source documents: Supporting Document
    • terms and conditions: T&C

  4. Click Save.

Data Fields

The bookkeeping data transfer writes the data to the following fields.

Related information:

What data is transferred to DATEV by default?
What dates are transferred to DATEV?

Accounting Document Fields

Field Data Type Source Field Notes
InvoiceId Text BookingDetail.InvoiceNo
Document Date Date BookingDetail.BookingPeriod Shows the start date of the booking period
Customer Name Text BookingDetail.AccountName
Customer City Text BookingDetail.BillingCity
IBAN Text BookingDetail.IBAN
SwiftCode Text BookingDetail.BIC
VatId Text BookingDetail.VATId
ThirdParty Checkbox - Is selected on successful transfer
Locked Checkbox - Is selected on successful transfer
ON_Invoice Lookup (Invoice) BookingDetail.Invoice Links to the related invoice

Accounting Document Item Fields

Field Data Type Source Field Notes
Amount Currency (10,2) BookingDetail.Amount
AccountNo Text BookingDetail.AccountNo
Accounting Date Date BookingDetail.BookingDate
Delivery Date Date BookingDetail.OriginalBookingDate Is ignored when empty. Can be overwritten using a custom DeliveryDate field
Tax Percent (2,2) BookingDetail.TaxRate
ON_BookingDetail Lookup (Booking Detail) - Links to the related (source) booking detail

Booking Detail Fields

Field Data Type Notes
Exported Checkbox Is selected on successful transfer
Export Destination Text Is set to DATEV on successful export
ON_AccountingDetail Lookup (Accounting Document Item) Links to the related (target) accounting document item
Last Error Text Is set during the transfer

Additional Fields

JustOn Billing & Invoice Management can copy additional fields from the booking details to the accounting documents and accounting document items. This is done for all additional fields on the booking detail if a field with the same name exists on the corresponding target.

The following table lists some examples:

Booking Detail Accounting Document Accounting Document Item Notes
BillingCountry__c BillingCountry__c
BuCode__c BuCode__c Holds booking codes to control certain DATEV features, like 40 to switch off the automatic tax calculation in automatic accounts.
ClientId__c ClientId__c Holds a client ID in the format ConsultantID-ClientID. Allows the accounting documents to be assigned to a client-specific data transfer. When a data transfer is created, a user can select the client to which they want to transfer the data if there is no predefined client ID.
CostCategoryId__c CostCategoryId__c Holds a cost center.
Usually, a Booking Detail formula field that refers to Center.
DeliveryDate__c DeliveryDate__c
Discount__c Discount__c
DueDate__c DueDate__c Holds the due date of an invoice to support "open items" management in DATEV.
Duplicate__c Duplicate__c Duplicate__c

Note

Be aware that the DATEV interface does not accept any arbitrary additional fields. For a list of possible fields see Übertragene Belegdaten DE or the Accounting Document or Accounting Document Item object references.

The DATEV interface will only accept additional custom fields on the Accounting Document or the Accounting Document Item if they are defined under the document record data file format (see DATEV XML interface online > Format specification > Record data file in the DATEV Developer Portal). Any fields other than those included in the DATEV format will be ignored, even if they have been correctly created and set.

Accounting Document Fields

Field Data Type Source Field
Currency Code Picklist Expense.CurrencyIsoCode
Document Date Date Expense.ReceiptDate
IBAN Text Expense.PayeeIBAN
Invoice Id Text Expense.ReceiptNo
Paid At Date Expense.PaymentDate
Internal Invoice Id Text Expense.Name
Supplier City Text Expense.SenderCity
Supplier Name Text Expense.PayeeName
SwiftCode Text Expense.PayeeBIC
VatId Text Expense.SenderTaxId

Accounting Document Item Fields

Field Data Type Source Field
AccountNo Text ExpenseItem.GLAccount
Amount Currency (10,2) ExpenseItem.GrossAmount
Tax Percent (2,2) ExpenseItem.TaxRate

Additional Fields

JustOn Billing & Invoice Management can copy additional fields from the booking details to the accounting documents and accounting document items. This is done for all additional fields on the booking detail if a field with the same name exists on the corresponding target.

Note

Be aware that the DATEV interface does not accept any arbitrary additional fields. For a list of possible fields see Übertragene Belegdaten DE or the Accounting Document or Accounting Document Item object references.

The DATEV interface will only accept additional custom fields on the Accounting Document or the Accounting Document Item if they are defined under the document record data file format (see DATEV XML interface online > Format specification > Record data file in the DATEV Developer Portal). Any fields other than those included in the DATEV format will be ignored, even if they have been correctly created and set.