Financials > Interfaces > DATEV > DATEV export 

The DATEV export module enables you to transfer accounting data to your tax adviser electronically. Review the section on DATEV Compliancy to ensure that your accounting data meets DATEV requirements for a successful export.

SEEWARNING The DATEV export interface must be licensed separately. You must request your license key from Sage Germany. In addition, you need DATEV advisor and client IDs that your tax advisor will provide you.

The functionality described here solely refers to exporting BP accounts (customers and suppliers), G/L account descriptions, and accounting entries in the DATEV ASCII format.

You need to work closely with your tax advisor who will provide critical information on the required account structure, the expected content, and data transfer date.Importing accounting data into the DATEV software solutions is subject to certain conditions and data formats such as specific account ranges for BP and G/L accounts, correct VAT codes, and adding missing counter accounts.

Note:

    • Only accounting entries of the main legal ledger will be transferred. The currency of the main legal ledger has to be EUR.
    • Only accounting entries of category Actual are taken into account in the export.
    • A valid DATEV advisor ID must be available.
    • All amounts will be transferred in Euro.

For a proper transfer of your accounting data, please take into account:

    • Avoid accounting entries on a G/L account with different VAT rates.
    • For each VAT rate used a corresponding VAT code must exist. Be aware that German accounting in Sage X3 distinguishes VAT codes for VAT on sales and VAT on purchase.

DATEV compliancy

Overall

To correctly export accounting entry data to the DATEV software used by your tax advisor, specific rules must be observed when creating master data, especially when entering invoices, payments and other accounting entries.

Important comment:

The DATEV export interface must be licensed separately. You must request your license key from Sage Germany.

Use the DATEV export interface with existing Enterprise Management versions

If you are already using Sage X3, using the DATEV export interface generally requires a change in the way you enter accounting data. Exporting data in the DATEV ASCII format is only possible for fiscal periods after this change. The transfer of data for previous financial years or periods is not recommend. In general, this financial data does not comply with the DATEV rules concerning accounting data.

DATEV automatic accounts and gross value principle

The DATEV chart of accounts contains DATEV automatic accounts. These accounts correspond to G/L accounts containing fixed tax codes and an automatic tax calculation process. For accounting lines including these automatic accounts, sales and input taxes are automatically determined when importing the data into the DATEV software of the tax advisor. DATEV automatic accounts are usually marked with the AM or AV identifiers.

Therefore, accounting lines with DATEV automatic accounts cannot contain a tax code when they are exported. Exporting a line with a tax code and an automatic account is therefore not authorized by the DATEV software. Accounting lines with DATEV automatic accounts are always exported with a gross amount.

When setting up the DATEV export interface in Sage X3, DATEV automatic accounts are clearly identified as such in the DATEV G/L account assignment function. In Sage X3, the value in the DATEV automatic account field identifies a G/L account as an automatic account for the data exchange with your tax advisor.

See the G/L account assignment function (GESDTA) for assigning DATEV automatic accounts to your existing G/L accounts.

DATEV entry controls

To avoid conflict when exporting data via the DATEV export interface, controls are in place when you enter accounting data to help you achieve maximum DATEV compliancy.

Using tax codes related to underlying tax rules

When entering accounting entries in the Journal entryfunction (GESGAS), you must ensure that the tax code of the entry lines comply with the underlying tax rule.

You can do this using the Tax code control block on the Management tab in the G/L account management function (GESGAC). If you set the Control type to Authorization, only VAT codes defined in the table in the Tax code control block are allowed for the account. This helps you select the correct VAT codes in the Journal entry function GESGAS.

VAT line generation

In Sage X3, accounting entries are entered on lines. Basically, net amounts and related tax amounts are entered on different lines. By default, tax lines and tax amounts are not created automatically. You must enter tax lines manually or, at least, manually trigger the creation of the tax lines.

The VATLINGNR - VAT lines generation parameter (CPT chapter, VAT management group) allows you to automatically generate tax lines for entries in the journal entry function (GESGAS), either systematically or on confirmation.

See the VAT code inconsistency function (CONSVCI) to identify accounting lines with VAT codes that are different from the VAT codes assigned to the G/L accounts in the G/L account assignment function (GESDTA). If you do not use the correct VAT codes, the export will fail.

Counter accounts

The DATEV data model for accounting entries expects debit and credit accounts for a business transaction on a single entry line. Therefore it is mandatory that you provide the information on counter accounts for each accounting entry line.

See the Counter account analysis function (CONSCAA) to identify missing counter accounts and add any missing accounts on the relevant entry line.

Activating DATEV compliancy control

The GERDATDIS - DATEV disable compliancy control parameter (LOC chapter, GER group) set at company level, defines whether the DATEV compliancy controls described below are active or not.

If the parameter is set to No, the following controls are carried out:

Length of entry numbers

Entry numbers can be up to 12 character long. Entry numbers longer than 12 characters are truncated by the DATEV export interface.

Note: Consider the entry number length specified by DATEV during the installation and parameterization of Sage X3. You need to review the entry number lengths supplied in the standard solution to be DATEV compliant.

Length and character type of G/L and BP accounts

The length of DATEV G/L account and BP account numbers are interdependent. DATEV G/L account numbers must be at least four-character long. The G/L account numbers must always be one character less than the BP account number. The maximum length for a G/L account number is 8 characters. In this case, the BP account number must be exactly nine-character long. DATEV account numbers (either G/L account or BP account numbers) must always be numeric.

BP account number ranges

DATEV expects fixed account number ranges for BP customers and suppliers. Depending on the length of the G/L account numbers, the BP account number ranges are defined as shown in the table below.

Note that the BP numbers contain one digit more than the corresponding G/L account number length.You can modify G/L account and BP account lengths on the Entry screen in the Account settings block.

G/L account

BP customer account

BP supplier account

4
digits

0001-9999

10000-69999

70000-99999

*5
digits

00001-99999

100000-699999

700000-999999

*6
digits

000001-999999

1000000-6999999

7000000-9999999

*7
digits

0000001-9999999

10000000-69999999

70000000-99999999

*8
digits

00000001-99999999

100000000-699999999

700000000-999999999

Payment grouping of payment entry types

To be compliant, you need to set the payment grouping setting of payment entry types to Payment. If you are using any other setup, you will not be able to recalculate the discount on intra-community transactions on the German or Austrian recapitulative statement. Neither will you be able to clearly identify submitted lines or VAT lines during the DATEV export.

    Prerequisites

    SEEREFERTTO Refer to documentation Implementation

    Screen management

    Use the DATEV export screen to export master and transaction data in the DATEV ASCII format for your tax advisor to use.
    Please note that this function is available for the German legislation only. The export function supports the new current DATEV ASCII format exclusively. Please ensure that your tax adviser is able to process this format.

    SEEINFO OBE and/or KNE export formats are not supported.

    Entry screen

    Fields

    The following fields are present on this tab :

    Company

    Enter the company for which data will be transferred to the tax advisor.

    Enter the site for which accounting data will be transferred.

    DATEV client information

    • DATEV advisor ID (field ACCNO)

    Enter a valid DATEV advisor ID, otherwise the export file is only processed.

    • DATEV client ID (field CLIENTNO)

    Enter the DATEV client ID provided by your tax advisor.

    Suppliers

    • Suppliers (field FLGBPS)

    Select this check box to export supplier accounts.

    • Active only (field FLGBPSACT)

    Select this check box to export active suppliers only based on the Active field in the Suppliermanagement function.

    • For companies only (field FLGBPSCPY)

    Select this check box to restrict the export to suppliers that are valid for the company selected. This setting refers to field Authorized entry on the BP/company tab in the BPs management function.

    Customers

    • Customers (field FLGBPC)

    Select this check box to export customer accounts.

    • Active only (field FLGBPCACT)

    Select this check box to export active customers only based on the Active field in the Customer management function.

    • For companies only (field FLGBPCCPY)

    Select this checkbox to restrict the export to customers that are valid for the company selected based on the Authorized entry field on the BP/company  tab in the BPs management function.

    Accounts

    • DATEV account descriptions (field FLGGLACC)

    Select this check box to export the DATEV account description (G/L account number, account name) of the chart of accounts that is assigned to the main legal ledger of the company. No additional G/L account settings are exported.

    • Active only (field FLGGLACCAC)

    Select this check box to export active G/L accounts only based on the Active field in the Account management function.

    Accounting entries

    • From (field DATSTR)

    Enter the start date to filter for data within a date range.

    • To (field DATEND)

    Enter the end date to filter for data within a date range.

    • Including dimensions (field FLGCOST)

    Select this check box to include analytical accounting entries in the export file. If you select this check box, you must include at least one dimension code in the Dimension 1 field.

    Enter the dimension that is assigned to the KOST1 field in the DATEV software of your tax advisor. If the Including dimensions check box is selected, at least one dimension is mandatory.

    Enter the dimension that is assigned to the KOST2 field in the DATEV software of your tax advisor. If the Including dimensions check box is selected, at least one dimension is mandatory.

    • Doc. type (field FLGDCOTYP)

    Select this check box to limit the export to accounting journals of a specific document type. If this check box is unchecked, all accounting journals are exported regardless of the document type.

    Enter the document type. This field is only available when the Doc. type check box is selected.

    • Closing journals only (field FLGONLYCLO)

    Select this check box to only export Closing accounting journal types based on the Period field in the Document types function.

    • Carry-forward entries (field FLGNOFORWA)

    Select this check box to only export Carry forward accounting journal types based on the Period field in the Document types function.

    • New journals only (field FLGNEWJOU)

    Select this check box to only export records entered since the last export and that fall within the defined date range.

    • DATEV invoice field 1 (field INVFLD1)

    Select how the Invoice field 1 in the DATEV export record is populated:

    Document no. - value taken from the NUM field for the Accounting entry (default value)
    Source document no.- value taken from the original document number if available in the Accounting entry
    Not used - no value provided

    • DATEV invoice field 2 (field INVFLD2)

    Select how the Invoice field 2 in the DATEV export record is populated:

    Document no. - value taken from the NUM field for the Accounting entry
    Source document no.- value taken from the original document number if available in the Accounting entry
    Not used - no value provided (default value)

    Account settings

    • Intermediate account (field TRANSACC)

    Enter a DATEV intermediate account. Otherwise, the default DATEV account defined in the GERIACCDAT - DATEV intermediate account parameter (LOC chapter, GER group) is used.
    DATEV only supports importing accounting journals that contain a single account and a single control account. However, accounting journals in Enterprise Management can contain numerous debit and credit accounts. By using an intermediate account, the accounting journal is restructured and exported as a DATEV compliant accounting journal.
    SEEINFO The DATEV intermediate account is a technical account only. It is used exclusively for exporting accounting journals that are DATEV compliant. Therefore, this account does not need to exist in the G/L account management.

    • Modify general accounts length (field FLGGLACCRE)

    Select this check box to modify the G/L account number according to the following next options:

    Select Shorten or Lengthen.
    Enter the number characters to modify.
    Select whether to add or remove characters from the Right or Left.

    If the character length of the G/L account is less than the number in the entry field, zeros are added to the account number.
    Modifying G/L account numbers is only effective for G/L accounts that have not been assigned to a DATEV account in the DATEV G/L account assignment function.

    The length of DATEV G/L account and BP account numbers are interdependent and must follow these rules:

    DATEV G/L account numbers must be between four and eight characters long and must always be one character less than the DATEV BP account number.
    If the G/L account number is eight characters long, the BP account number must be exactly nine characters long. 
    DATEV account numbers (G/L account or BP account numbers) must always be numeric.

    • Modify BP length (field FLGBPACCRE)

    Select this check box to modify the BP account number according to the following next options:

    Select Shorten or Lengthen.
    Select whether to add or remove characters from the Right or Left.
    Enter the number of characters to modify.

    If the character length of the BP account is less than the number in the entry field, zeros are added to the account number.

    Modifying BP account numbers is only effective for BP accounts that have not been assigned to a DATEV BP account in the DATEV BP account assignment function.

    The length of DATEV G/L account and BP account numbers are interdependent and must follow these rules:

    DATEV G/L account numbers must be between four and eight characters long and must always be one character less than the DATEV BP account number.
    If the G/L account number is eight characters long, the BP account number must be exactly nine characters long. 
    DATEV account numbers (G/L account or BP account numbers) must always be numeric.

    Directory

    • field TYPEXP

    Select Client to generate the extraction files in a folder on your computer or workstation.

    Select Server to generate the extraction files on a network or shared folder. Enter or select the server location (Access path) in the Directory field.

    • field VOLFIL

    If you selected Server to generate the extraction files on a network or shared folder, enter or select the server location or Access path.

    Click on the Selection icon in order to open the list of volumes. In this list, you can select a directory.

    Close

     

    Specific actions

    Click this action to save the current settings to a Memo code to be reused later. The memo is linked to your user profile, not to the function or the screen.

    The STD memo code is associated with the screen and is loaded immediately when you open the function.

    For more information on the advanced use of the Memo action, refer to the documentation on the General ergonomics of SAFE X3 software.

    Limitation

    This function must be licensed separately. Contact your Sage partner for further information.

    The DATEV export module must be licensed separately. It requires a DATEV license key that needs to be obtained from your local Sage Partner. To unlock the DATEV export module, enter the license key in the GERLICDAT - DATLEV license key (LOC chapter, GER group) at folder level.

    Error messages

    In addition to the generic error messages, the following messages can appear during the entry :

    Tables used

    SEEREFERTTO Refer to documentation Implementation