JustOn Connector for DATEV: Key Concepts
JustOn Connector for DATEV transfers digital accounting documents (for invoice and cash data) for tax advisors from connected Salesforce applications to DATEV.
Accounting Document Data Structure
An accounting document consists of overarching information, accounting document items and document images.
| Accounting document components | Description |
|---|---|
| Accounting Document | Data on an accounting document. An accounting document can be of the following types purchase invoice, sales invoice or cash book |
| Accounting Document Item | An accounting document has at least one accounting document item |
| Document image | Salesforce attachment |
The fields of the accounting document and the accounting document item differ depending on the accounting document type (purchase invoices, sales invoices or cash data).
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Ideally, the accounting document is already linked to a client before the data transfer – the field Client (API name ClientId__c) holds the corresponding combination of consultant number and client number (following the pattern 12345-98765). This simplifies managing data transfers and helps to avoid failed transfers.
Accounting Document Items
Each accounting document can have one or more accounting document items. Each accounting document item is transferred to DATEV as a booking detail. Several accounting document items can be useful if, for example, there are amounts with different tax rates, or if different product groups or cost centers are to be shown. All accounting document items must belong to the same invoice (= accounting document).
You can tell that you have transferred all accounting document items of an accounting document to DATEV if
- in the Accounting Document Items table on the accounting document's detail page, all accounting document items have a data transfer assigned, and
- all of these data transfers to DATEV were successful.
Document Images
Document images are attachments to an accounting document.
Attachments to accounting documents are transferred to DATEV if they are of one of the following file types:
BMP, CSV, DOC, DOCX, GIF, JPEG, JPG, ODS, ODT, PDF (incl. ZUGFeRD), PNG, RTF, TIF, TIFF, TXT, XLS, XLSX, XML (incl. XRechnung), ZIP
Otherwise, they are not considered for the transfer.
For the transfer to DATEV, a single attachment must not be larger than 3.76 MB (otherwise, you receive an error message when preparing a data transfer to DATEV).
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If there are accounting document items with different or, for example, in the case of deferrals, multiple accounting months, the relevant document images are already transferred in the accounting month of the first accounting document item of the accounting document that is transferred to DATEV.
Special notes for successfully transferring document images to DATEV
- File attachments are expected as binary.
- Base64 encoding is not supported.
- File names with special characters in Unicode decomposed format are not supported.
- Document images must be linked to the accounting document as
Attachment(Salesforce Classic-specific type). Document images that exist on the accounting document asFile(Salesforce Lightning default type) are not transferred.
Notes
Notes are Salesforce-specific and are not transferred to DATEV.
For comments on accounting documents that are to be transferred to DATEV, use the field Information on the accounting document item.
Multiple Accounting Periods per Accounting Document
An accounting document can contain accounting document items with different accounting months (for example, one for January, one for February). Data can be transferred to DATEV only per accounting month and accounting document type. So if an accounting document has accounting document items with different accounting months, you must transfer them to DATEV in separate data transfers.
All document images of an accounting document are transferred to DATEV with the first accounting document item transferred to DATEV.
Data From Upstream Systems
The field From Third Party on the accounting document shows whether the data comes from an upstream system or was created manually in JustOn Connector for DATEV. This requires that you have left the field at its originally delivered settings (field not editable) and that the upstream system that transfers data to JustOn Connector for DATEV populates the field correctly.
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For accounting documents that originate from the integration with JustOn Billing & Invoice Management, the checkbox From Third Party is selected. Custom integrations must set the field themselves (see Integrating With JustOn Connector for DATEV).
Note
In DATEV Unternehmen online, you cannot see any difference between data created manually in JustOn Connector for DATEV and data transferred from upstream systems. You can see the difference only on the accounting document in JustOn Connector for DATEV, or by comparing the data in the upstream system with the data in DATEV Unternehmen online.
Authentication With DATEV
For authenticating with DATEV, the OAuth 2.0 procedure with OpenID Connect is used. This authenticates you as a user, and you grant permission to access the applications in DATEV Unternehmen online. After logging in, you can work for 11 hours without having to authenticate with DATEV again (see also Disconnecting From DATEV).
For the following actions, you must log in with your DATEV authentication medium if you have not yet done so in the current session:
- creating a data transfer
- refreshing the status and retrieving the protocol of a data transfer
- retransferring a data transfer
- deleting a data transfer with the status
Open
If you log out of Salesforce or close the browser, you must log in to DATEV again with the next action that requires authentication.
Data Transfer
In a data transfer, you transfer all not yet transferred accounting documents that belong to the same accounting month and the same accounting document type to DATEV.
A data transfer can only be created and started manually in JustOn Connector for DATEV. A connected Salesforce application can neither create nor execute a data transfer.
An accounting document can contain accounting document items for different accounting months. In this case, it takes several data transfers to transfer all accounting document items of the accounting document. The attached document images of the accounting document are transferred to DATEV with the first data transfer of accounting document items of this accounting document.
A transfer includes an XML file with the description of the data transfer (document.xml). Accounting documents and document images are transferred as separate XML files. If required, the accounting documents are additionally split into several files. The total number of files for accounting documents and document images per data transfer is limited to 4999. A data transfer includes only as many accounting documents as fit without exceeding the number of allowed files. This can also result in fewer than 4999 files being transferred if one more accounting document would exceed the limit.
If not all accounting documents could be transferred, the field Max file limitation reached of the data transfer is selected. The remaining accounting documents then require another data transfer.
You can reduce the maximum number of files per data transfer (see Defining Maximum Number of Files per Data Transfer).
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Data transfers cannot be edited manually. Successful data transfers cannot be deleted.
You can delete accounting documents that are linked to a data transfer as soon as the data transfer is completed (see Deleting Accounting Documents).
Cash Data
Note
The integration with JustOn Billing & Invoice Management cannot transfer cash data to DATEV. Cash data can only be passed to JustOn Connector for DATEV through custom integrations developed accordingly (see Integrating With JustOn Connector for DATEV).
If cash transactions are passed to JustOn Connector for DATEV and transferred to the cash book online (Kassenbuch online) in DATEV Unternehmen online, you must comply with the rules of cash bookkeeping. As the business owner, you are responsible for the correctness of the cash book. If you have questions on correct cash management, contact your tax advisor.
Note the following:
- JustOn Connector for DATEV transfers cash documents chronologically. Within an accounting month, the cash documents are transferred in the order in which they were passed to JustOn Connector for DATEV. When passing them, make sure of the exact chronological order so that no negative balance arises.
- If you pass netted values instead of individual cash transactions, you must pass the inflows first and then the outflows.
- Transfer older months before newer months. As soon as you have transferred cash documents for an accounting month, you can no longer transfer cash documents for older accounting months.
- In a cash document, all accounting document items have the same document date.
- For cash data, the fiscal year in DATEV Unternehmen online must always be created manually.
- It is recommended to transfer cash data to DATEV Unternehmen online daily.
JustOn Connector for DATEV checks the cash transactions only formally, not their content.
Transferred Accounting Document Data
Which accounting document data is transferred to DATEV? What arrives at DATEV in which fields?
From the Salesforce application upstream of JustOn Connector for DATEV, you transfer accounting documents (accounting document data and document images) to JustOn Connector for DATEV. JustOn Connector for DATEV prepares the accounting document data for processing in the applications in DATEV Unternehmen online and transfers this data – not invoices! – together with the document images to DATEV.
Fields transferred by default from JustOn Billing & Invoice Management
| Booking Detail | Accounting Document | Accounting Document Item | DATEV |
|---|---|---|---|
| InvoiceNo | InvoiceId | invoiceId | |
| BookingPeriod | DocumentDate | date | |
| AccountName | CustomerName | customerName | |
| BillingCity | CustomerCity | customerCity | |
| IBAN | IBAN | iban | |
| BIC | SwiftCode | swiftCode | |
| VATId | VatId | vatId | |
| Amount | Amount | amount | |
| AccountNo | AccountNo | accountNo | |
| BookingDate | AccountingDate | date | |
| OriginalBookingDate DeliveryDate |
DeliveryDate | deliveryDate | |
| TaxRate | Tax | tax |
| Expense | Expense Item | Accounting Document | Accounting Document Item | DATEV |
|---|---|---|---|---|
| CurrencyIsoCode | Currency Code | currencyCode | ||
| ReceiptDate | Document Date | date | ||
| PayeeIBAN | IBAN | iban | ||
| ReceiptNo | InvoiceId | invoiceId | ||
| PaymentDate | Paid At | paidAt | ||
| Name | Internal Invoice Id | internalInvoiceId | ||
| SenderCity | Supplier City | supplierCity | ||
| PayeeName | Supplier Name | supplierName | ||
| PayeeBIC | SwiftCode | swiftCode | ||
| SenderTaxId | VatId | vatId | ||
| GLAccount | AccountNo | accountNo | ||
| GrossAmount | Amount | amount | ||
| TaxRate | Tax | tax |
In the applications in DATEV Unternehmen online, your accounting documents are available to your tax advisor for further processing in the financial accounting. Your tax advisor uses the DATEV accounting program (DATEV-Rechnungswesen-Programm) for this.
You first transfer the data to DATEV Unternehmen online, where all data is available as in JustOn Connector for DATEV.
From DATEV Unternehmen online, your tax advisor imports the data into their DATEV accounting program.
Note
Be aware that the data interface of DATEV Unternehmen online supports only the transfer of certain fields.
The following list shows which data is transferred by default from JustOn Connector for DATEV to which fields in the DATEV accounting program.
Additional custom fields on the accounting document or on the accounting document item are only imported into the DATEV accounting program if they are defined in the format of the document record data file (see DATEV XML interface online > Format specification > Record data file in the DATEV Developer Portal). Other fields not provided for in the DATEV format are ignored, even if they have been correctly created and populated.
| Purchase/sales invoice data | Field label in the DATEV accounting program |
|---|---|
| sign of the amount | Betragsangaben Soll/Haben |
| Date Only one date can be transferred – either Accounting Date or Document Date (see Accounting Document Item)The field Delivery Date plays no role in determining the date for the accounting document item. |
Datum |
| Amount | Umsatz |
| BU Code | BU (or BU Konto) |
| Booking Text | Buchungstext or Zusatzinformation 2 |
| Account Number | Konto |
| Cost Category 1 | KOST1 |
| Cost Category 2 | KOST2 |
| Cost Amount | KOST-Menge |
| Business Partner Name | Buchungstext (together with city) or Zusatzinformation 2 |
| Business Partner City | Buchungstext (together with name) or Zusatzinformation 2 |
| Business Partner Account Number | Gegenkonto |
| Invoice Number | Belegfeld 1 |
| Due Date | Belegfeld 2 |
| Tax Percentage | Zusatzinformation |
| VAT ID | USt-IdNr. |
| Exchange Rate | Kurs |
| Currency | WKZ |
| Business Partner Number | Zusatzinformation |
| Payment Conditions ID | Belegfeld 2 |
| Information | Zusatzinformation with entry D_Nachricht |
| Delivery Date | Leistungsdatum |
| Cash data | Field label in the DATEV accounting program |
|---|---|
| sign of the amount | Betragsangaben Soll/Haben |
| Date | Datum |
| Amount | Umsatz |
| Discount Amount | Skonto |
| BU Code | BU (or BU Konto) |
| Cost Amount | KOST-Menge |
| Cost Category 1 | KOST1 |
| Cost Category 2 | KOST2 |
| Tax Percentage | Zusatzinformation |
| Information | Zusatzinformation with entry D_Nachricht |
| Currency | WKZ |
| Invoice Number | Belegfeld 1 |
| Booking Text | Buchungstext |
| Account Number | Konto |
| Delivery Date | Leistungsdatum |