DATEV guide. Stand 04/2015

Size: px

Start display at page:

Download "DATEV guide. Stand 04/2015"

Hope Lawson
8 years ago
Views:

1 DATEV guide Stand 04/2015

2 EXACT ONLINE 2 SAFETY INSTRUCTIONS Please do not open ever the original file you want to import with excel in order to see what data is inside. This might cause that the file is re-formatted by excel and therefore cannot be imported anymore. If you have look into the data, please make sure to create a copy of the original file and only open the copy with excel. If you have to do changes in the file also only do them on the copy and you a text editor to apply them, else your file might be formatted in an unwanted way. DATEV-interfaces for importing and exporting data In order to facilitate cooperation with your accountant, we offer in addition to the standard CSV and XML interfaces the possibility of data exchange with DATEVsystems. For this purpose, Exact Online offers different import and export interfaces for master and transactional data based on the DATEV 3.0 format. Your German accountant knows this format and how to handle it. Import: Transfer of accounts receivable and vendor master data Transfer of individual bookings from current accounts Transfer of bookings for the opening balance sheet accounts to start with Exact Online Export: Transfer of accounts receivable and vendor master data Transfer of individual bookings from current accounts to DATEV Or alternatively transfer of account balances to DATEV

If you have look into the data, please make sure to create a copy of the original file and only open the copy with excel.

3 EXACT ONLINE 3 In order to be able to export the data to DATEV additional information is required. Enter the additional data in the account maintenance: Via the menu path [COMPANY NAME / MAINTENANCE] you can enter these required information.

Enter the additional data in the account maintenance: Via

4 EXACT ONLINE 4 Requirements for the success of export and import Please note that the data integrity of both systems is essential for a successful data exchange. Bookings can only be exchanged successfully if ledger accounts, tax codes and personal accounts etc. are equivalent set up in both systems. For this reason, we recommend that before exporting booking first the current creditors and debtors are exported from the source to the target system. The chart of accounts in Exact Online must be identical to the chart of accounts in the DATEV system. For a successful import of bookings in DATEV format, it is also necessary to set up the master data identical beforehand. For the personal accounts, this can be done also via a DATEV interface. The number ranges for suppliers and customers must be identical to the number ranges in the DATEV system.

For this reason, we recommend that before exporting booking first the current creditors and debtors are exported from the source to the target system.

5 EXACT ONLINE 5 Tax codes according to DATEV: The following tax codes are predefined by DATEV - the highlighted code numbers must be used as a code in Exact Online. 1 VAT-exempt (with input tax deduction) 2 VAT 7% 3 VAT 19% 5 VAT 16% 7 Input tax16% 8 Input tax7% 9 Input tax 19% 11 tax-free intra-community supply ( with deduction ) 12 taxable intra-community supply with reduced VAT 7 % 13 taxable intra-community supply with full tax 19% 18 taxable intra-community acquisition with a reduced rate (VAT 7%, input tax 7%) 19 taxable intra-community acquisition to the full tax rate (VAT19%, input tax 19%) 40 Abolition of automatic tax calculation 46 Services provided according to 13b 47 Non-taxable other services 49 Other tax rates ( If you enter the code into your accounting software (DATEV) you get the options to choose the tax relevant facts) Individual VAT Keys 91 received services, 13b, input tax 7%, sales tax 7% 92 received services, 13b, input tax 0%, sales tax 7% 94 received services, 13b, input tax 19%, sales tax 19% 95 received services, 13b, input tax 0%, sales tax 19% 97 input tax to be split 16% 98 input tax to be split 7% 99 input tax to be split 19%

supply with reduced VAT 7 % 13 taxable intra-community supply with full tax 19% 18 taxable intra-community acquisition with a reduced rate (VAT 7%, input tax 7%) 19 taxable intra-community

EXACT ONLINE 6 Alternative import options As an alternative to the DATEV interface you can also use the Exact Online standard import interfaces (XML, CSV) or you can manually enter master data and

6 EXACT ONLINE 6 Alternative import options As an alternative to the DATEV interface you can also use the Exact Online standard import interfaces (XML, CSV) or you can manually enter master data and booking. For some journals Exact offers import template which you can find within the import wizard. If you want to import the data step by step please keep in mind that there is an order you have to keep, as some data is depending from others. For examples you cannot import tax codes before you haven t imported the GL-accounts and the tax codes refer to them. The GETTING STARTED FINANCIAL page can give you an overview of the steps and the right order. In the menu My Exact Online you can set up the GETTING STARTED FINANCIAL PAGE as your home page: A click on the Exact logo will then bring it up and you can see the steps you need to perform to import all your data manually.

If you want to import the data step by step please keep in mind that there is an order you have to keep, as some data is depending from others.

EXACT ONLINE 7 Automatic - ledger accounts Please note that in some ledger accounts DATEV uses an automatic functionality to calculate the tax amount.

7 EXACT ONLINE 7 Automatic - ledger accounts Please note that in some ledger accounts DATEV uses an automatic functionality to calculate the tax amount. In order to support this feature, Exact Online offers the possibility to mark general ledger accounts as automatic ledger accounts. Please check if your ledger accounts are correctly labeled. Once the checkbox for AUTOMATIC VAT GL ACCOUNT is ticked, the VAT code becomes a required field and must be entered. When exporting individual bookings, tax amounts are not transferred from Exact Online, if such an automatic account is part of the booking. The tax calculation is performed in this case in DATEV. When importing individual bookings to an automatic ledger account, the tax is determined based on the VAT code in the automatic ledger account. If you use the DATEV interface for the import of transactions the consideration of automatic GL accounts can be switched off.

Once the checkbox for AUTOMATIC VAT GL ACCOUNT is ticked, the VAT code becomes a required field and must be entered.

8 EXACT ONLINE 8 Personal Accounts Unlike Exact Online DATEV works with fixed number range for the codes for customers and suppliers. The code numbers for customers and suppliers must have one digit more than the GL account code numbers. For four-digit ledger accounts in the range , this means: debtors (customers) have to be in the range creditors ( suppliers) have to be in the range Opposite to this system Exact Online prospects, customers, suppliers, partners and other business contacts are generally maintained in the same number range. Due to this it is it is important that you keep the DATEV system in mind when to enter customer or supplier data into Exact Online. Troubleshooting In the event that an error occurs when you import your data from DATEV we list here some error messages you might receive and how to solve them. Code is out of range The imported file contains general ledger accounts that are not set up in Exact Online. Please check via the menu [FINANCIAL / GL ACCOUNTS / MAINTENANCE] if a ledger account is missing.

For four-digit ledger accounts in the range 0001-9999, this means: debtors (customers) have to be in the range 10000-69999 creditors ( suppliers) have to be in the range 70000-99999 Opposite to this

EXACT ONLINE 9 Invalid: The file has been opened with Excel and data has been automatically formatted, so that it does not match a numeric format anymore, i.e. 20150831 become 2015+E16.

9 EXACT ONLINE 9 Invalid: The file has been opened with Excel and data has been automatically formatted, so that it does not match a numeric format anymore, i.e become 2015+E16. Please use an untouched file from DATEV. Mandatory: Journal: The file you tried to import contains a Journal that does either not exist in Exact Online or has another code number. Please check in the master data in the section financial the journals.

Please use an untouched file from DATEV.

ADDING OPENING BALANCES

ADDING OPENING BALANCES This document outlines how to enter Opening Balances when you are starting with GlobalBake s native accounting features. In order to bring on the opening balances you will need