DATEV Export

If you work as an accountant, tax advisor, or business owner in Germany, you’d be familiar with DATEV and might already be using it. DATEV is a software designed for managing accounting, taxes, payroll, and finances. You can use the DATEV export feature in Zoho Books to convert all your transactions to the DATEV format, which can then be downloaded to your device.

Configure DATEV Export Preferences

Before you export your data from Zoho Books, you’ll have to configure preferences for your DATEV export. Here’s how:

Go to Accountant on the left sidebar and select DATEV Export.
Click Export Data.
Enter the required details in the pop-up that appears.

Field	Description
Client Number	Enter the client number that was assigned to you when your account was created in DATEV. This number helps the DATEV system differentiate between the various clients using the system.
Consultant Number	Enter the unique identifier assigned to your tax advisor or consultant. This number helps to identify the consultant associated with a specific client.
Accounting Reason	Select the reason for accounting from the dropdown (options include tax or business laws, IFRS, calculation, reserved, or not specified).
Select Recipient	Select a user to whom the export file should be sent. The selected user and the organization admin(s) will receive an email with the download link for the exported file. You can only select one user.
Account Length	Select the length of the account. This can be 4 to 8 characters long.
Data Locking	Mark the Do not modify the exported data in DATEV option if you want to restrict changes being made to the exported data.
Recurring Transactions	Mark the Include recurring invoices and recurring bills in the export file option if you want to include the recurring bills and recurring invoices in the export.
Recurring Transaction Naming Preference	Select a naming option from the dropdown for transactions created from recurring profiles.
Tax in Export File	Mark the Export taxes and items in the same row option to display the tax and total amount in the same row.

Click Save and Next.

Now, with your export preferences configured, you can export files through DATEV.

Note: To reconfigure your preferences later, go to Accountant > DATEV Export. Click the Gear Icon on the top right corner and navigate to the General Settings tab.

Export Data

Once you’ve configured preferences for your DATEV export, you can export your transactions from Zoho Books in the DATEV format. Here’s how:

Go to Accountant on the left sidebar, and select DATEV Export.
Click Export Data.
In the Export Your data for DATEV popup, fill in the following fields:

Field	Description
Export Start Date	Choose the start date for exporting transactions.
Export End Date	Choose the end date for exporting transactions. You can only select transactions for export within a maximum date range of 6 months.
Attachments and PDF	Check Include the attachments and PDF of transactions to export PDF copies of invoices and credit notes, along with an attachment of bills and debit notes for one month. If you select Include the attachments and PDF of transactions, you can only export data and attachments for one month, and not for six months.
Tax in Export File	Check Export taxes and items in the same row if you want to include taxes with the export.

Now, you can view and download the exported files in the Export History section on the DATEV Export page. Note that You can export your data up to 15 times a day. Zoho Books exports your accounting data to DATEV in the Direct Booking format, where each transaction’s partial amount appears as a separate row.

Insight: VAT is exported as a separate row using the Suspended VAT Calculation method to avoid discrepancies.

Schedule Data

You can set up a schedule to automatically export data through DATEV eliminating the need for manual exports each time.

To schedule data exports through DATEV:

Go to Accountant on the left sidebar, and select DATEV Export.
Click the Schedule Export icon in the top-right corner.
In the popup that appears, enter the following fields:

Field	Description
Frequency	Choose how often you want to export the data, either Monthly or Quarterly. If you select Monthly, your files will be exported once a month on the date you select as the Export Start Date. Each monthly export will only include files from the previous month, regardless of the date the export occurs. If you select Quarterly, your files will be exported once every three months on the date you select as the Export Start Date. Each quarterly export will only include files from the previous quarter, regardless of the date the export occurs.
Export Start Date	Choose the date on which the monthly scheduled export should begin.
Enable this export schedule	Check this option to enable the schedule.

Click Save.

Once you’ve set up the schedule, DATEV will automatically export the data based on your configuration.

Download DATEV Transactions and Attachments

Warning:When you download your accounting data, Zoho Books will round all transactions’ values to two decimal places, as DATEV only supports two decimal places. If this rounding affects your values, you must manually adjust them to correct any discrepancies.

Once you finish exporting the files you can download DATEV transactions and attachments. Here’s how:

Go to Accountant on the left sidebar, and select DATEV Export.
Under Export History, hover over the export for which you want to download DATEV transactions and attachments, and click the Download icon.

Now, the transactions and attachments will be downloaded to your device as a ZIP file.

Insight: Depending on the number of attachments, you can download them as a single ZIP file or as multiple files.

Map Additional Columns

Your DATEV export file includes additional columns that remain empty unless mapped to fields in your Zoho Books organisation. You can map relevant fields to these columns to ensure their values are included in the export file. Here’s how:

Go to Accountant on the left sidebar, and select DATEV Export.
Click the Gear icon on the top right corner and navigate to the Additional Columns tab.
Click + Map Fields.
In the popup, select the Module for which you wish to map the additional columns in the export file.
Map the Additional Fields in Export File with the Fields in Zoho Books.
Click Save.

Once mapped, the field name will appear in the Zusatzinformation - Art n column, while its corresponding value will be shown in the Zusatzinformation - Inhalt n column.

Edit Mapped Fields

To edit mapped fields:

Go to Accountant on the left sidebar, and select DATEV Export.
Click the Gear icon on the top right corner and navigate to the Additional Columns tab.
Click the More icon next to the module for which you want to edit the mapped fields, and select Edit from the dropdown.
In the Map Fields to Additional Columns pop-up, make the necessary changes.
Click Update.

The mapped fields will be updated accordingly.

Delete Mapped Fields

To delete mapped fields:

Go to Accountant on the left sidebar, and select DATEV Export.
Click the Gear icon on the top right corner and navigate to the Additional Columns tab.
Click the More icon next to the module for which you want to delete the mapped fields, and select Delete from the dropdown.

The module along with its mapped fields will be deleted.

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