Enabling Data Transfer to DATEV
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 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.
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 – which produces sales invoices relevant for the accounts receivable ledger.
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 transfers all booking details of a specific booking period that are not yet exported to JustOn Connector for DATEV. 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.
Be aware that attached files larger than 3,76 MB each prevent exporting all booking details of the given invoice.
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. An error message is written to the booking detail.
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 or charged taxes and their corresponding G/L accounts, and that is represented on booking details created from invoice line items.
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:
-
Transferring Bookkeeping Data to DATEV
Be aware that generating the DATEV-specific data records may take time – for 1000 booking details, allow about one hour.
-
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.
Transferring bookkeeping data to DATEV
DATEV automatic accounts and revenue deferral
To support automatic accounts (Automatikkonten) in DATEV, you can configure JustOn 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
- Installing JustOn Connector for DATEV
- Configuring lookup relations
- Enabling the data transfer for booking periods
Enabling Bookkeeping Data Generation
In order to enable the creation of bookkeeping data, the feature must be activated in the global settings.
-
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.
-
Click Manage in the row of Global Settings.
- Click Edit in the Default row.
- Select the checkbox
Create Bookkeeping Data
. -
Optionally, select the checkbox
Create Bookkeeping Data for Deposit
.Select this option if your accounting requires deposit invoices to be booked as soon as they are created.
-
Click Save.
For further information, see Bookkeeping Data for Finalized Invoices.
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
- Navigate to the fields list of the Accounting Document object.
-
Create the following new field.
Field Label API Name Data Type Description Invoice ON_Invoice Lookup (Invoice) Links to the related invoice.
Must be writable.For help about creating fields, see Managing Object Fields.
Accounting Document Item
- Navigate to the fields list of the Accounting Document Item object.
-
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
- Navigate to the fields list of the Booking Detail object.
-
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
For users 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.
- Navigate to the object management settings of the Booking Period object.
- Click Page Layouts.
- In the Booking Period Layout row, click Edit.
-
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.
-
Click Save.
For help about modifying page layouts, see Managing Pages.
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 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.