DATEV XML Invoice data extension

With the DATEV XML interface, invoice data can be transmitted from Vertec to DATEV accounting programs for automatic posting. Corresponding receipt images can optionally be transmitted. The data exchange takes place via ZIP files, which are loaded to DATEV using the document transfer program supplied by DATEV. The files that Vertec exports are in DATEV format version 1.0.

In Vertec, open the extensions in the settings folder. Select the DATEV XML invoice data interface and press the Installieren button.

In order to operate the extension, various system settings have to be made in Vertec:

Some system settings are installed for all receivables. These are listed in the article System settings Accounting. Of these, the system setting receivable collective account (no collective postings are made) has no effect, but the receivable collective account must not be empty.

The following additional settings are required for the DATEV XML invoice data extension:

• Export directory for DATEV posting files: Path for the directory to which the ZIP files are written when the receivable posting files are completed in Vertec. These ZIP files are later transmitted to DATEV using the document transfer program provided by DATEV (see section Carrying documents to DATEV).
• Overwrite debtor address when posting: this must be set to NO, because the interface does not support the creation of debtor addresses. Otherwise the error message DATEVDebiExtension instance has no attribute 'DoUpdateDebitor’ appears.
• System settings Payment terms: The payment terms cannot be imported. They must be created manually in Vertec. The code and the payment term must correspond to the payment terms stored in DATEV.
• System settings VAT (sales tax): The VAT types cannot be imported. They must be created manually in Vertec. The code and rate must correspond to the VAT types defined in DATEV.
• System settings General > Company: The company address of your company must be stored here, as it is used in the extension. This company address must use the 2-digit ISO abbreviation as country (e.g. “DE”), otherwise the error message Country appears in invoice address and company address must be specified as 2-digit country code.

• Debtor addresses do not have to be created in advance in DATEV, but are passed along with the individual postings.
• Invoice addresses used must use the 2-digit ISO code as country (e.g. “DE”).
• The invoice address is sent together with the invoice data and cannot be created beforehand. The menu on address entry Accounting > Open new address in accounts receivable is invalid and always returns an error message DATEVDebiExtension instance has no attribute 'DoCreateDebitor’.
• Vertec supports the mode The individual lines of an invoice are used as posting suggestions – the existing posting lines in Vertec are posted. This has to be set accordingly in DATEV.

When posting receivables in Vertec, the posting data is written to temporary files. Before importing these files into your DATEV program, these files must be completed. This is done in Vertec by calling the Actions > DATEV Complete posting files.

Completing the posting file results in a ZIP file whose name begins with the current date, e.g. 130624_Posting.zip. If several posting files are posted per day, a continuous index is used, e.g. 130624_01_Posting.zip. These files are stored in the export directory for DATEV posting files (see above).

The ZIP files created in this way can then be imported to DATEV using the document transfer program.

Excerpt from the document Steps for uploading data from the invoice data interface in XML format from DATEV, April 2010:

The following chart provides an overview of the workflow for the transfer of invoice data to DATEV companies online:

1. Install the document transfer program on your computer. This program is available for free download at www.datev.de/belegtransfer.
2. Start the Document Transfer program.
3. Click the Add Directory button.
4. In the Add Directory window that opens, enter the consultant and client number of the respective inventory in DATEV Enterprise Online.
5. In the same window, select the document type “without document type” from the list for the transfer folder. The assignment to the invoice inbound ledger or the invoice outbound ledger online is made by the transfer file itself.
6. Click the Basic directory button. Select the folder stored in Vertec under Export directory for DATEV posting files as the transfer folder.
7. Activate the Directory contains documents exported from DATEV DMS, document organization or from external document suppliers check box and click Apply.
8. Send the ZIP file to DATEV company online: Start the upload with the Send Data button – or, if you want all ZIP files that you put in the transfer folder in the future to be automatically sent to DATEV company online, start the upload with the Monitor Access button.

After sending the ZIP file, check the upload in the program DATEV Unternehmens online.

1. Start document management online.
2. Select the Document Management > Tools > Import menu item. Select an upload period in the screen that appears. You will receive a list of all uploads of this period.

For more information, please refer to the corresponding Datev service information on the DATEV website.

When posting receivables in Vertec, an XML file named invoice number.xml is created for each invoice. In addition, an entry with the tag <document> is inserted in the file document.xml, which refers to the file invoice number.xml. These temporary files are written to a subdirectory DATEVInvoice Data in the export directory for DATEV posting files.

In the invoice number.xlm file (in addition to data on the debtor address) an entry <invoice_item_list> is inserted for each posting line, in which the data of the posting line are written. The <invoice_item> entries contain an attribute 'description_short’, which is fixedly described with the text 'service’, regardless of whether the posting line in Vertec actually represents services.

After the posting lines, an entry <total_amount> is inserted, which contains the total amount of the invoice and a list of entries <tax_line>, which contain the summed amounts of the different tax rates used.

If activities with linked documents are present on an invoice, further entries with the tag <extension> are inserted in the document.xml in the <document> entry of the invoice. This will refer to the file (e.g. invoice XY.pdf, service list.doc). If there are several files with the same name on the invoice activities, the file of the most recent activity (date) is used. The files thus entered in the document.xml are copied into the work path.

The cancellation tries to find the invoice to be cancelled in document.xml. If it still exists, its entry and its own file invoice number.xml are deleted. The files copied from the activities remain.

If the invoice to be cancelled is not found in the document.xml, an error message will appear.