DATEV Accounts payable extension

The DATEV accounts payable interface allows you to transfer payable master data and payable postings from Vertec to DATEV.

The data exchange takes place via text files. The files that Vertec exports are in DATEV format.

The extension is cloud-ready and implements list-based posting. Since a file is created directly for each posting process, postings can be performed directly on entire lists instead of for all objects individually.

In Vertec, open the extensions in the settings folder. Open the DATEV accounts payable interface and press Installieren.

In order for the extension to work, various system settings have to be made in Vertec.

Some system settings are installed for all accounts payable. These are listed in the article System settings Accounting. The system settings payable collective account (no collective postings are made) have no effect, but the collective account payable must not be empty.

The following additional settings are created for the DATEV accounts payable extension:

Consultant number, client number: The consultant number and client number must be separated by commas.

PropertyName: DatenbankFibu. StringProperty.

Posting files Storage path: The directory in which Vertec writes the ZIP files. Each ZIP file consists of one accounting file and one master data file per client. These files are ready for import into DATEV.

PropertyName: AccountingFilePath. StringProperty.

Date Marketing year Start: The start of the marketing year. The date must be 1 January of a year.

PropertyName: WirtschaftsJahrBeginn. DateTimeProperty.

Date End of marketing year: The end of the marketing year. The date must be 31 December of the same year as the date of the beginning of the marketing year.

PropertyName: WirtschaftsJahrEnde. DateTimeProperty.

In principle, the marketing year must run from 1 January to 31 December of a year. The only exceptions are so-called short marketing years, which are shorter than one year, in the case of company formation, winding-up, etc. However, short marketing years may not exceed the calendar year change.

However, if a cross-calendar marketing year is entered, the following error will be thrown earlier or later when importing the posting batch: The date entered is after the end of the marketing year. Please correct the entry.

Next account payable: Next account number assigned to a newly created creditor. The length of this number must be G/L account length+1 according to DATEV convention.

This value is initialized by Vertec to 80000. Thus, the first 10000 numbers remain free for manual entry in DATEV. However, you can also enter another number here. Vertec then counts up from this number. The value is continuously adjusted.

PropertyName: KreditorenPersKonto. IntegerProperty.

G/L account length (4-8): The G/L account length set in DATEV must be entered here. The value must be in a range of 4 – 8. The default value is 4.

PropertyName: Sachkontenlaenge. IntegerProperty.

Gathering: DATEV offers two different options for dividing invoices: Gathering or clearing account. The DATEV Payable interface only supports the Gathering option.

Here you have to select whether the expense accounts are automatic accounts or whether they have to be posted with a tax code. DATEV specifies the account frame fixed. From these fixed-specified accounts, the desired accounts can be posted. DATEV also specifies which accounts are “with tax code” or “automatic accounts”. For example, the revenue accounts 8000-8099 are “with tax code” and the accounts 8400-8409 are “automatic accounts”.

Since Vertec only knows one global setting Gathering with tax code/automatic accounts, all accounts stored in Vertec must be of the same tax calculation type.

PropertyName: Raffung. SelectProperty.

Use Document field2: From Vertec 6.3 onwards, you can set whether the document field2 should be described with a Zahlungsvorschlag or the Fälligkeitsdatum.

• Payment suggestion: The value is the code of the payment term. This must be a 4-digit number composed as follows: The first two digits must correspond to the client bank in DATEV, the second two digits must correspond to the ID of the payment term in DATEV.
• Due date: Passes the due date of the invoice in the format TTMMJJ.

PropertyName: Belegfeld2. SelectProperty.

The VAT types cannot be imported. They must be created manually in Vertec. The code and the rate must correspond to the VAT types stored in DATEV.

Automatic accounts have only one VAT rate. If you post to an automatic account (see the system setting Gathering) and the VAT rate used in Vertec does not match the VAT rate of the automatic account, the VAT rate used in Vertec is ignored and the VAT rate of the automatic account is used.

For each accounting action executed in Vertec (posting, create accounts payable addresses), a ZIP file is created with one accounting file and one master data file per client.

• Desktop App: The ZIP file is stored in the path specified under Posting files storage path. It contains all data relevant for the import.
• Cloud App: The ZIP file is stored in the path specified under Posting files storage path. It contains all data relevant for the import.
• Web App: After each posting, an archive is offered for download. It contains all data relevant for the import.
  ATTENTION: If the download is aborted, all data will be lost. We recommend turning on the automatic download in the browser. Then the file will be saved securely on the client.

In order to import the files generated by Vertec into DATEV, the import variant Batch processing must be selected in DATEV.

The ZIP file is unpacked and the files are imported individually into DATEV. The root data of all clients are saved as separate files when posting. These should also be imported for each invoice import to keep the root data of Vertec and DATEV synchronized.

Root data are updated automatically with each posting process.

The DATEV user only needs a VAT ID for legal persons within the EU. Natural persons within the EU and all natural and legal persons outside the EU do not need a VAT ID. Since Vertec cannot know which country is an EU country, the VAT ID can only be entered for root data within the EU. Otherwise, the import into DATEV will cause errors.

Amounts of downpayments paid are posted with correction key 2 (inverted) and reverse side.

Cancellations are posted with correction key 2 (general reversal) and reverse side.