DATEV export

DATEV compliance

General

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

Important note:

The DATEV export interface must be licensed separately and requires a DATEV license key obtained from Sage Germany.

Using the DATEV export interface with existing Sage X3 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 the data in DATEV ASCII format is only effective for fiscal periods after this change. The transferring data for past financial years or periods is not recommended. In general, this financial data does not comply with the DATEV rules for accounting data.

DATEV automatic accounts and the Gross Value Principle

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

Therefore, accounting lines with DATEV automatic accounts cannot contain a tax code when exported. Exporting a line with a tax code and an automatic account are rejected 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 your Sage X3 solution, DATEV automatic accounts clearly identified as such in the DATEV G/L account assignment function. The setting in the DATEV automatic account field identifies a G/L account in Sage X3 as an automatic tax account for the data exchange with your tax accountant.

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 journals in the Journal entry function (GESGAS), be sure that journal lines have the tax code according to the underlying tax rule.

You can do this with 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

Entering accounting journals in Sage X3 is line-oriented. Basically, net amounts and related tax amounts are entered on different lines. By default, tax lines and tax amounts are not created automatically; you need to enter tax lines manually or at least trigger the creation of the relevant tax lines manually.

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

Activating DATEV compliancy control

The GERDATDIS - DATEV disable compliancy control parameter (LOC chapter, GER group) set at the 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 document numbers

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

Note: Consider the document number length specified by DATEV during the introduction and parameterization of your Sage X3 solution. You need to revise the document 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 characters 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 characters 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 number		BP customer account number range	BP supplier account number range
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 any other setting is used, it is not possible to recalculate the discount for intra-community transactions correctly in the German and Austrian recapitulative statement and to identify subjected lines and VAT lines for the DATEV export unambiguously.

Prerequisites

SEEREFERTTO Refer to documentation Implementation

Screen management

By means of the DATEV export screen you will be able to export master and transaction data in the DATEV ASCII format to your tax adviser.
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 Export formats OBE and/or KNE are not supported

Entry screen

Fields

The following fields are present on this tab :

Company

Company (field CPY)

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

Site (field FCY)

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 Supplier management 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.

Dimension 1 (field COST1)

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.

Dimension 2 (field COST2)

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.

field TYPSTR

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 Sage X3 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.