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Enabling Data Transfer to DATEV

Your organization's business may require to export bookkeeping data to DATEV. To support this scenario, JustOn integrates with JustOn Connector for DATEV, an add-on to JustOn for exporting accounting documents to DATEV.

Note

The bookkeeping data transfer requires JustOn Connector for DATEV to be set up. For details, see JustOn Connector for DATEV DE.

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 detail (1:1 relationship). The two objects are linked with each other. Invoice PDF attachments are copied and attached to the accounting document.

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.

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

Enabling Bookkeeping Data Generation

In order to enable the creation of bookkeeping data upon invoice finalization, the feature has to be activated in the global settings.

  1. In Setup, 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. Optionally, select the checkbox Enable Accounting in Gross Values.
    Depending on the requirements of your accounting system, select this option to make JustOn use gross values when creating bookkeeping data.
  6. 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

  1. Navigate to the fields list of the Accounting Document object.
  2. Create the following new field.
    For help about creating fields, see Managing Object Fields.
Field Label API Name Data Type Description
Invoice ON_Invoice Lookup (Invoice) Links to the related invoice.
Must be writable.

Accounting Document Item

  1. Navigate to the fields list of the Accounting Document Item object.
  2. Create the following new field.
    For help about creating fields, see Managing Object Fields.
Field Label API Name Data Type Description
Booking Detail ON_BookingDetail Lookup (Booking Detail) Links to the related (source) booking detail).
Must be writable.

Booking Detail

  1. Navigate to the fields list of the Booking Detail object.
  2. Create the following new field.
    For help about creating fields, see Managing Object Fields.
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.

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.

  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. Select the Buttons palette.
  5. Drag the Prepare DATEV Export button to the Custom Buttons area.
  6. Click Save.
    For help about modifying page layouts, see Managing Page Layouts.

Data Fields

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

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
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.

■ Additional fields examples

Booking Detail Field Accounting Document Field Accounting Document Item Field Result
BillingCountry__c BillingCountry__c n/a copy from booking detail to accounting document
Discount__c n/a Discount__c copy from booking detail to accounting document item
Duplicate__c Duplicate__c Duplicate__c copy from booking detail to accounting document and accounting document item