Create DATEV accounting batches from e-invoices automatically

Instead of typing invoices into the accounting system manually, Automatic X-Invoice Processor can automatically generate a posting from every incoming e-invoice: the DATEV export task writes DATEV accounting batches in the EXTF format (CSV, DATEV format v700), directly importable into DATEV programs such as Kanzlei-Rechnungswesen. One file EXTF_Buchungsstapel_YYYY-MM.csv is created per posting month; further invoices of the same month are appended.

Step 1: Enter the central DATEV master data

The master data applies to all DATEV export tasks and appears in the header of every generated accounting batch file. The values come from your tax consultant.

1. Open Menu → Options…, page DATEV.
2. Enter: consultant number, client number, month of the fiscal year start (for a calendar fiscal year: January) and the ledger account length of your chart of accounts.
3. Decide about finalize postings on import (“Festschreibung”) - finalized postings cannot be changed in DATEV after the import (GoBD).

Step 2: Create a profile

1. Click New profile… in the profile toolbar and enter a name (e.g. “Incoming invoices to DATEV”).
2. Under Mode, choose the file type of your invoices and add the inbox folder under Monitored folders.
3. Add a typical invoice under Example invoices.

The basic setup is described in detail in the how-to “Getting started”.

Step 3: Configure the “DATEV export” task

Click Add in the task list and choose DATEV export.

1. Choose the invoice type:

   Selection	Meaning
   Incoming invoices (vendors)	Received invoices; the personal account is the vendor, the general ledger account is expense/goods received
   Outgoing invoices (customers)	Your own outgoing invoices; the personal account is the customer, the general ledger account is a revenue account

   The captions of the account fields adapt to the selected invoice type.

2. Enter the target folder for the accounting batches - e.g. a folder your tax office receives.

3. Enter the general ledger account and the personal account - as fixed values or with placeholders (see step 4).

4. Check the option Ledger account is an automatic account (no posting key): for automatic accounts, DATEV posts the tax itself; with the option disabled, the posting key (BU) is derived from the invoice’s VAT rate.

Step 4: Assign accounts per supplier automatically

Both account fields accept placeholders. Combined with a lookup table (see chapter 70.2), the account is assigned automatically per business partner:

1. In the program options under Lookup tables, create a table “Vendor accounts”: comparison value “Invoice issuer: Company”, one row per supplier with its vendor number.
2. In the personal account field, insert the lookup table placeholder via the placeholder menu.

This way, every invoice is posted to the correct vendor account automatically - new suppliers are simply added to the table.

Step 5: Verify, save, test import

1. Check the configuration in the result preview (see chapter 8.11).
2. Click OK and process a few test invoices (e.g. via Check now).
3. Important: Before first production use, align posting keys, chart of accounts and finalization with your tax office and have them run a test import into Kanzlei-Rechnungswesen.

Good to know

• One EXTF file is created per posting month; invoices of the same month processed later are appended. Therefore hand completed monthly files over to the tax office.
• Combine the export with Move file to archive the invoice files in a structured way in parallel - the document belonging to the posting stays easy to find.
• Amounts and tax rates come directly from the structured invoice data - no more typos from manual copying.

Common issues

Further reading

• Program help chapter 14 - DATEV export in detail
• Program help chapter 40.15 - DATEV master data (program options)
• Program help chapter 70.2 - CSV mapping and lookup tables
• Program help chapter 11 - Save extract as CSV (free CSV format)