JustOn Connector for DATEV – Questions and Answers
Where is my data transferred to?
Your data is transferred to the DATEV data center. You can view the data using the online application "DATEV Unternehmen online". You manage purchase and sales invoices in the "Belege" section, cash documents under "Belegwesen" | "Kasse".
From there, your tax advisor transfers the data further into their DATEV accounting program.
Which accounting document data is transferred to DATEV? What arrives in which fields at DATEV?
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.
Note that the data interface of DATEV Unternehmen online supports the transfer of certain fields only. The following lists show which data is transferred by default from "JustOn Connector for DATEV" to which fields in the DATEV accounting program. The DATEV field labels are given as they appear in the German DATEV accounting program.
Additional custom fields on the accounting document or on the accounting document item are only taken over into the DATEV accounting program if they are defined in the format of the 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 are created and filled correctly.
| 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 (bzw. 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 (bzw. 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 |
Which fields are transferred from JustOn Billing & Invoice Management by default?
| 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 |
Which date is transferred to DATEV?
The DATEV interface Rechnungsdatenservice 1.0 supports only one posting-relevant date and cannot itself distinguish between document date and accounting date.
Accounting document items therefore have three relevant date fields:
| Field | Description |
|---|---|
Document Date |
The document date taken from the accounting document |
Accounting Date |
Accounting date of the accounting document item Depending on the implemented integration, this field can be filled separately, for example, with the booking date of a booking detail as the source record. |
Date |
The date to be transferred to DATEV Formula field that determines which date is transferred to the DATEV accounting program – if available, Accounting Date, otherwise Document Date |
For the transfer into the field Datum in the DATEV accounting program, the value is taken from the Date field of the accounting document item. This can be either the document date taken from the accounting document or – with a corresponding integration – the booking date of a booking detail.
The field Delivery Date plays no role in determining the date for the accounting document item.
For the integration with JustOn Billing & Invoice Management, there are the following options to determine the accounting date:
By default, the invoice date is used as the booking date. For an invoice issued on May 12, 2022, the revenue and input tax liability arise in May 2022:
| Invoice | Booking Detail | Accounting Document Item | DATEV | |||
|---|---|---|---|---|---|---|
DateInvoice.Date |
→ | Booking DateBookingDetail.BookingDate |
→ | Accounting DateAccountingDetail.AccountingDate |
→ | Datum |
2022-05-12 |
2022-05-12 |
2022-05-12 |
2022-05-12 |
Using a custom field ON_BookingDate, you can set dates other than the invoice date as the booking date. For an invoice issued on May 12, 2022 with an additional field Booking Date, which is set to April 30, 2022 by some custom logic, the revenue and input tax liability arise, by contrast, in April 2022:
| Invoice | Booking Detail | Accounting Document Item | DATEV | |||
|---|---|---|---|---|---|---|
Booking DateInvoice.ON_BookingDate |
→ | Booking DateBookingDetail.BookingDate |
→ | Accounting DateAccountingDetail.AccountingDate |
→ | Datum |
2022-04-30 |
2022-04-30 |
2022-04-30 |
2022-04-30 |
Are several booking periods possible in one accounting document?
Yes, you can create an accounting document with several accounting document items. Each accounting document item can have a different accounting month. Note that each accounting month requires a separate data transfer to DATEV.
Document images for accounting document items with different or several accounting months are already transferred in the accounting month of the first accounting document item of the accounting document that is transferred to DATEV.
Can document images be sent to DATEV on their own?
This is not possible within JustOn Connector for DATEV. If you want to transfer document images without accounting document data, contact your tax advisor.
Why can't I authenticate?
If you cannot authenticate although you use a DATEV authentication medium, contact your tax advisor.
Why can't I log in?
Errors may occur with the DATEV login:
-
When logging in using a DATEV authentication medium, the following error message appears after entering the login data and granting access:
Could not request a token: {"error":"invalid_grant","request_id":"request_id"}
The error indicates that no access key ("access token") can be requested from DATEV Unternehmen online for the user. This message suggests that no account has been enabled yet in DATEV Unternehmen online for using JustOn Connector for DATEV.
-
Using single sign-on (SSO) solutions may cause problems with the DATEV login. If you have questions about this, contact JustOn Support.
How do I recognize a successful transfer?
Refresh the status of the data transfer using the Refresh Status button on the data transfer, then confirm the data using the Confirm button.
If the transfer and the processing of the accounting documents at DATEV were successful, the DATEV status shows Finished and the Salesforce status shows Closed.
Why does JustOn Connector for DATEV not support creating and transferring accounting documents manually?
"JustOn Connector for DATEV" transfers accounting documents and accounting document data from connected Salesforce applications to DATEV in order to facilitate the collaboration with tax advisors. However, "JustOn Connector for DATEV" is not an application for writing invoices or for entering accounting documents.
How do I work with JustOn Connector for DATEV in the most GoBD-compliant way?
How JustOn Connector for DATEV supports you as well as possible in transferring accounting documents in a GoBD-compliant way is described in JustOn Connector for DATEV – GoBD Compliance Notes.
Can I recognize data from an upstream system in JustOn Connector for DATEV?
Yes, you can see this in the field From Third Party of the accounting document in JustOn Connector for DATEV. For accounting documents from the integration with JustOn Billing & Invoice Management, the checkbox is selected. For details, see Data From Upstream Systems.
Which character limits apply?
The character limits for certain fields are specified by the DATEV interface. The following limitations apply:
- Booking text: max. 30 characters (see "bookingText" under "Element base1 (xsd:extension)" in DATEV XML interface online > Format specification > Record data file)
- Cost center: max. 36 characters (see Länge der Kostenstellen/-träger in den DATEV-Programmen)
Why does the data transfer fail although accounting documents exist?
Users who want to transfer data to DATEV must make some user-specific settings for the data transfer on the Settings tab before using JustOn Connector for DATEV, or at least check whether the account length for their financial accounting is stored correctly (see Editing Client Settings).
Before the data transfer, JustOn Connector for DATEV first checks whether a fiscal year is set up in DATEV Unternehmen online, and which accounting document types are set up there. Only then are the matching accounting documents selected and retrieved for the data transfer.
If the required settings are missing, the following message can appear on data transfer despite correctly created accounting documents:
There are no accounting documents for the selected month available or the fiscal year is missing.
This can indicate two errors:
- Fiscal year not set up
-
To be able to transfer data to DATEV, the corresponding fiscal year must be set up in DATEV Unternehmen online. For purchase and sales invoices, this is partly done automatically; for cash data, it must always be set up manually.
If you want to transfer cash documents with a fiscal year that is not set up, check whether the fiscal year is set up in DATEV Unternehmen online, or contact your tax advisor.
After setting up a new fiscal year, perform the required year-end carryforward (see DATEV Unternehmen online - Jahresübernahme).
To enable data entry by fiscal year, your client data must be set up with the Bearbeitungsform (processing form)
Erweitert. For information on changing the processing form, see Bearbeitungsform ändern. - Matching accounting document type not enabled
-
In general, JustOn Connector for DATEV can create accounting documents of the types
Purchase Invoice,Sales InvoiceandCash Book. For a successful data transfer to DATEV, each document type you actually use must, in addition, be enabled in DATEV Unternehmen online and have a target folder (see Belegtypen anlegen, bearbeiten und löschen and Rechnungsordner anlegen, bearbeiten oder löschen).If you want to transfer accounting documents of the type
Sales Invoice(in DATEV:Rechnungsausgang) to DATEV, for example, first check whether- this document type is enabled (Einstellungen > Belegtypen > Verwalten)
- a folder is set up for it (Einstellungen > Rechnungsordner)
What must be considered when transferring accounting documents for the next fiscal year for the first time?
If you transfer invoice documents for which no next fiscal year is set up yet for the respective document type in the applications in "DATEV Unternehmen online", the data transfer of invoices usually sets up the next fiscal year automatically. If the automatic setup was not successful, you receive a corresponding error message on data transfer.
For accounting documents of the type Cash Book, the automatic creation of a new fiscal year is generally not possible.
To check whether fiscal year data is set up, start "DATEV Unternehmen online" (DATEV Unternehmen online > Programm starten) and navigate to Stammdaten > Mandant > Unternehmensangaben > Grunddaten Rechnungswesen.
Does JustOn Connector for DATEV work in sandbox instances?
JustOn Connector for DATEV must be installed and operated in a production organization. The data transfer from sandbox instances is not intended and is prevented programmatically – because test data from sandbox instances is assumed not to belong in your productive DATEV environment.
To make sure that the data to be transferred is correct, you can check accounting documents and accounting document items before the data transfer.
What do the error messages mean?
Errors can occur during the data transfer itself and during the processing of the accounting documents in DATEV Unternehmen online. Therefore, check the Salesforce status and the DATEV status of the data transfer. For information on possible error messages and remedies, see Programm-Meldungen in the DATEV Help Center.
Some errors can only be fixed with your tax advisor. If some accounting documents of a failed data transfer were already processed successfully, clarify the further procedure with your tax advisor. Depending on the error, you must delete the data transfer and the affected accounting documents (see Deleting Data), correct the source data and generate the accounting document data again (see Checking Accounting Documents). For details, see How to redo a DATEV transfer?.
The DATEV interface allows only UTF-8-encoded content (see DATEV XML-Schnittstelle online > Zeichensatz in the DATEV Developer Portal). If text fields of the accounting documents contain characters that are not allowed (for example, &xx or \3x) or special spaces possible in other encodings, the following warning (returned by DATEV in German) appears on transfer:
Rechnung passt nicht Rechnungsschema. Ursache: Intruder Alert
In this case, correct the source data of the affected accounting documents and repeat the generation and transfer of the accounting documents.
A typical error is, for example, a missing or incompletely configured access permission with the following error message:
HTTP-Code: 403, Request-Id:<request_id>
In this case, first check whether the consultant number and the client number are entered correctly (in DATEV Unternehmen online: Rechteverwaltung online > Benutzer > Cloud Services Rechnungswesen > Rechnungsdatenservice 1.0 > Globale Datenfreigaben > Beraternummer and Mandantennummer, see Rechteverwaltung online: DATEV-Cloud-Anwendungen freischalten in the DATEV Help Center).
Where is the booking text?
In some cases, transferred booking texts may not be displayed in the correct field in DATEV Unternehmen online. If this is the case, check the corresponding setting for the invoice folder for sales invoices:
In DATEV Unternehmen online, navigate to Stammdaten > Rechnungsordner and select Rechnungsausgang. The setting for Buchungstext must read Ware, Leistung.