Skip to content

Enabling Data Transfer to DATEV

Concepts: Delivering data to DATEV

Basically, there are two ways to deliver invoice-related data to DATEV:

  • Transferring invoices and booking details to DATEV Unternehmen online
  • Exporting specifically formatted CSV files to be imported in a specific DATEV application

To seamlessly transfer bookkeeping data to DATEV, JustOn integrates with JustOn Connector for DATEV. This is an add-on to JustOn that generates DATEV-specific data records from invoices and booking details, and transfers them to DATEV Unternehmen online. Once there, these accounting documents and accounting document items can be used to any DATEV application that accesses the DATEV Cloud.

DATEV.png
Directly transferring bookkeeping data to DATEV

For details, see Enabling Data Transfer to DATEV.

In order to support specific DATEV applications (like, for example, DATEV Mittelstand Faktura mit Rechnungswesen or Kanzlei-Rechnungswesen), JustOn can export invoices and booking details. It writes specifically formatted CSV files, which you can then import in the corresponding applications.

DATEV_CSV.png
Exporting CSV to be imported by DATEV applications

For details, see Configuring CSV Export.

Your organization's business may require to transfer bookkeeping data to DATEV. To support this scenario, JustOn integrates with JustOn Connector for DATEV, an add-on to JustOn for transferring 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 document item (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 (for example, when using automatic accounts in DATEV), select this option to make JustOn use gross values when creating bookkeeping data.

  6. Optionally, select the checkbox Accounting Gross Taxes on First Month.

    When using gross values and the Monthly revenue recognition rule, select this option to make JustOn aggregate the complete tax amount for all invoice line items and all resulting booking details to the first booking detail. The remaining booking details will represent net values.

  7. Click Save.

For further information, see Bookkeeping Data for Finalized Invoices.

Info

If your accounting requires certain revenue to be tracked on a monthly basis, you need at least JustOn 2.49 in order to create your booking details using the Monthly recognition rule.

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.

    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

  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

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. 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.

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