Export of financial accounting data

Search filters and list types

This list shows all entries, i.e. purchase invoices (supplier documents), invoices (including interim, partial and final invoices, cancellation invoices) as well as credit invoices together.

The list can be limited to a time period - e.g. the last month.

The list can be generated according to three criteria:

All entries with payment activity by payment date

This setting only shows documents that have been paid and whose payment date falls within the selected time window. This makes sense, for example, if taxation is based on actual receipt (cash basis), i.e. taxed by payment date.

All entries by invoice date

This setting shows all documents regardless of whether they have been paid or not. Invoices and credit invoices must have the status "sent" to be included here.

All entries whose service period begins or ends within the selected time window

In this view it is also irrelevant whether an invoice has been paid or not. What matters is that its service period falls at least partially within the selected time window. Invoices and credit invoices must have the status "sent" to be included here.

https://share.vidyard.com/watch/b48DC5yxCihNmCnAWrBkwK?share.vidyard.com

Preview of booking lines and errors in the list view

Export all pages of this list

Below the list two options for the DATEV export of all entries in the list - including the invisible entries on multi-page lists - can be selected.

Import entries and documents with DATEV Beleg2Buchung

This type of export creates a zip archive that contains two folders:

These folders can be read with the DATEV module Beleg2Buchung imported. In the process DATEV recognizes for each booking line from the system the matching document file.

How your tax advisor imports the booking data and documents into their system with Beleg2Buchung is explained in this video by Andreas Hausmann from the tax firm Juhn Partner very well explained:

Importing the data into DATEV Kanzleirechnungswesen

The CSV file from the above-mentioned export.zip can (unzipped) be imported into DATEV Kanzleirechnungswesen.

To do this, the export.zip file is unpacked and the CSV file taken from the "Buchungsstapel" directory and uploaded to DATEV.

In the next step you compress the contents of the "Belege" directory together with the document.xml file contained therein and then upload this newly created zip file to Unternehmen Online in the document transfer. Important: Do not compress the "Belege" directory itself, but mark and compress all files in this directory.

The archive format must be a .zip file (not .rar, .7s etc.), otherwise DATEV will not recognize it.

The document.xml file in the "Belege" directory contains an index of so-called BEDI identification strings, which are also contained in the "Beleglink" column of the CSV file. DATEV can thus recognize the assignment of document to booking line.

Further information about this procedure can be found here:

https://apps.datev.de/help-center/documents/1005516

CSV export without job assignments

This generates a CSV file readable by most accounting programs with the booking data for the selected period, sorted and filtered as in the view. The file can also be opened with a spreadsheet program such as Excel.

CSV export with job assignments

This option produces an equally importable file. For purchase invoices that have been booked to multiple jobs, multiple booking lines are also created. Invoices and credit invoices can only be assigned to one job number and are therefore represented by only one booking line, which then also contains the job number.

Example:

The proofreading invoice with the number 12345 and the amount EUR 500 is booked to job A with EUR 300 and to job B with EUR 100. The remaining EUR 100 are not assigned to any job.

Three booking lines are created:

Subject	Invoice number	Job	Amount
Proofreading invoice	12345	Job A	300,00
Proofreading invoice	12345	Job B	100,00
Proofreading invoice	12345		100,00

The last line is omitted if the purchase invoice was fully, i.e. 100%, booked to jobs.

Batch processing: Edit multiple entries at once

Using the batch processing function, multiple entries from the currently displayed list can be edited in one step.

A dialog opens in which I can select documents in the list view of the left column and decide in the form in the right column which properties of the document should be changed.

Use case In this way, for example, all entries that are transferred to the tax advisory office at the end of the month can be changed to the status "booked" in one step so that they can no longer be changed by other users later on.