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GoBD Compliance Notes

GoBD compliance in JustOn Connector for DATEV aims to support you as a user as well as possible in complying with the GoBD (the German principles for the proper keeping and storage of books, records and documents in electronic form).

Your company is responsible for storing and processing accounting documents in a GoBD-compliant way. Important cornerstones of GoBD compliance are:

  • immutability of the accounting documents
  • timely posting of the accounting documents in accounting

If you have questions, contact your tax advisor.

Support for GoBD-Compliant Document Transfer

The following conditions support you in working GoBD-compliant in JustOn Connector for DATEV. For the rules in the connected Salesforce application, contact the respective software vendor.

  • Accounting documents that connected Salesforce applications transfer to JustOn Connector for DATEV must not be changed in JustOn Connector for DATEV. This applies to changing data as well as to adding or deleting document images and further accounting document items. On transfer, the connected Salesforce application is to set the Locked flag, which prevents any further change to the accounting document. Only an administrator can remove the Locked flag.
  • A data transfer that has been successfully transferred to DATEV can no longer be deleted. Neither can individual data of the data transfer be removed (XML files, document image).
  • After its creation, the data transfer including the transferred data (accounting document metadata and document image) cannot be changed.
  • The accounting document itself, with its accounting document items and document images, can be deleted after the successful transfer to DATEV.
  • Disabling one of these functions can result in the loss of GoBD compliance. Disabling one of these functions is logged in the system.
  • Data created manually by users is not GoBD-compliant.
  • If you transmit an accounting document record without a document image, you must have the original document and keep it available for presentation over the legally prescribed period.

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Make sure that you do not use the application and the corresponding configuration in any way other than described in this documentation.

This also applies to settings in the layouts, to whether field changes are logged, to the write protection of fields, and up to removing validation rules, which any user can do themselves.

Note

JustOn Connector for DATEV can support you in working GoBD-compliant when transferring accounting documents. However, you are responsible for complying with the GoBD guidelines yourself.

If you have further questions on GoBD compliance, contact your tax advisor.

GoBD-Compliant Work With JustOn Connector for DATEV

GoBD compliance can be divided into two different processes:

  • working GoBD-compliant
  • proving that you have worked GoBD-compliant

JustOn Connector for DATEV in Salesforce supports you in the first process – provided that you have set up the application after installation as specified (see Setting Up JustOn Connector for DATEV) and have not changed any of the specifications, for example, by disabling the logging of changes (according to the setup specifications, this should only be possible with administrator permissions).

For a period of six months into the past, Salesforce then lets you trace whether, or up to which point in time, you have transferred data to DATEV in a GoBD-compliant way. Proof reaching further back that you have worked GoBD-compliant in JustOn Connector for DATEV in Salesforce (process 2) is not possible, if only because the standard variant of Salesforce logs changes made by an administrator for six months only.

If you want to extend the logging period, contact Salesforce. (Salesforce recommends that its customers set up a data retention policy, which covers archiving data in third-party systems and aggregating legacy data in Salesforce.)

Note

JustOn Connector for DATEV can support you in working GoBD-compliant when transferring accounting documents. However, you are responsible for complying with the GoBD guidelines yourself.

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Looking at the accounting document items assigned to a data transfer, you cannot tell whether only these items or more items were transferred, because you can delete accounting documents after their successful transfer to DATEV. To see for certain what was transferred to DATEV, check the XML files attached to the data transfer.

For audits covering a period of more than six months, in which you need to prove that you have transferred data unchanged from your invoicing upstream system to DATEV, compare the data from the upstream system manually with the data in DATEV Unternehmen online.