Interface requirements for DATEV-Format
The DATEV-Format can be used to transfer structured master and transaction data (CSV) to DATEV Accounting. The interface requirements relate to the use of the file format DATEV-Format as part of an integration of the DATEV Buchungsdatenservice.
Preparation & process
Converting the file format
The information contained in the interface descriptions of the DATEV-Format files must be taken into account by the software companies. The minimum version required is the main version 700 with the format versions Posting batch = 12 and Accounts receivable/payable = 5.
MUST: Conversion of the DATEV-Format with at least main version 700, format versions 12 for posting batches and 5 for customers/vendors.
Schema validation
The CSV files can be technically validated on the basis of an extra validation program. The DATEV Buchungsdatenservice only performs a basic validation of the header. Successful transmission via the Buchungsdatenservice therefore does not mean that the CSV file complies with the specification. The complete validation of the CSV file only takes place in the DATEV app itself. CSV files that do not comply with the specification therefore cause import problems for the customer.
MUST: The CSV files must be generated in accordance with the specification and validated using the test program before submitting sample data. Particular attention must be paid to the character set, field lengths and special characters in the specification.
Test in the DATEV app
The test program only covers technical errors based on the CSV file. However, other errors may occur that can only be detected at the time of import. For a complete validation of the files, a test import in the DATEV app is always required.
SHOULD: Import the CSV files into a test database in the production environment of the DATEV app.
Create sample files for testing
Based on the functional use cases of the 3rd party app, sample files must be created for an audit by DATEV. The requirements for the various use cases that can be implemented with DATEV-Format can be found in the "Requirements" chapter.
Appointment booking
Book an appointment via our appointment booking portal. An e-mail template is integrated into the appointment booking, which clarifies questions about the range of functions. The files to be checked must then also be attached & sent in this e-mail.
Check by DATEV
The files sent in will be checked by a consultant on the booked date. The result of the check is then communicated promptly by email.
Requirements
The 3rd party app must be able to fill in certain technical data fields in the CSV file so that the interface also offers added value compared to conventional posting, e.g. via a digital receipt, and no additional entry work is required for each data record. If one of the data fields from the requested basic data cannot be mapped in the manufacturer's 3rd party app, this must be explained in the email with the sample files. The logic used by the 3rd party app to create the CSV files must also be explained. Particularly in the area of transaction data, the files must be separated by month and business transaction type, for example. However, it is also not advisable to transfer data records individually, as this always results in an individual processing procedure in the DATEV app and therefore leads to a great deal of effort when importing the data. Depending on the use case, sample data is specified here and one or more CSV files are to be generated based on this data.
Sample data should only be generated for the use cases that are also available in the 3rd party app.
The following use cases can mainly be mapped with our DATEV-Format interface:
- Transmission of transaction data
- Transmission of outgoing invoices/incoming invoices
- Transmission of credit notes, invoice corrections, general reversal
- Transmission of cash register data
- Transmission of payment postings
- Transmission of issues that require an extended scope of data: Invoice with ePayment, posting by service date, foreign currencies, down payment & final invoices, issues in accordance with One-Stop-Shop
- Transmission of master data
- Transmission of debtors and/or creditors
- Transmission of G/L accounts
Transaction data
For the sample files to be checked, we provide several incoming invoices & outgoing invoices as PDF files and suitable CSV files for the "Posting batch" format category are to be generated on the basis of these documents. At least the following basic data must be provided within the CSV files:
- Revenue [field 001]
- Debit/credit indicator [field 002]
- VAT turnover [field 003] - only for foreign currency
- Exchange rate [field 004] - only for foreign currency
- Base turnover [field 005] - only for foreign currency
- Basic turnover [field 006] - only for foreign currency
- Account [field 007]
- Counter account [field 008]
- Date of receipt [field 010]
- Document field 1 [field 011]
- Document field 2 [field 012]
- Discount [field 013] - only for payment postings
- Posting text [field 014]
- Voucher link [field 020]
- EU member state and VAT ID (destination) [field 040] - only for OSS
- EU tax rate (destination) [field 041] - only for OSS
- Order number [field 095] - for down payment & final invoices and ePayment
- Posting type [field 096] - only for down payment & final invoices
- Service date [field 115] - only for booking by service date
- Date assign. Tax period [field 116] - only for posting by service date
- General reversal [field 118] - only for general reversal
- EU member state and VAT ID (origin) [field 122] - only for OSS
- EU tax rate (origin) [field 123] - only for OSS
Outgoing invoices/incoming invoices/credit memo/invoice correction/general reversal
MUST: Create a sample file for each applicable use case based on the sample documents provided and enter at least the basic data. Further data fields such as KOST or additional information can be specified optionally. The special cases credit note/invoice correction/general reversal should also be based on the sample data from the sample documents. If not all the necessary sample data for the special cases can be found in the sample document, you must create your own sample data for the data record in a professionally and technically correct manner. Enter the relevant use case in the "Description" field (017) of the header. Cash register data/payment entries
MUST: Create a sample file with at least 3 data records for each applicable use case and fill it with your own sample data. Enter the respective special case in the "Name" (017) field of the header.MUST: Create a sample file with at least 3 data records for each applicable special case and fill it with your own sample data. Enter the respective special case in the "Name" (017) field of the header.In the master data area, the business partners (customers/vendors) can be transmitted with their company name, address, bank details and much more, as well as individual G/L account labels. The latter is for the case that individual accounting accounts can be created and freely labeled in the 3rd party app beyond the standard chart of accounts.
Debtors/creditors
For the sample files to be checked, we provide here several incoming invoices & outgoing invoices as PDF and the sample data for the format category "Accounts receivable/payable" must be generated on the basis of these documents. At least the following basic data must be provided within the CSV files:
- Account [field 001]
- Company name [field 002]- for companies
- Name of natural persons [field 004]- for natural persons
- First name of natural persons [field 005]- for natural persons
- Addressee type [field 007]
- Short name [field 008]
- EU country [field 009] - for companies
- EU VAT ID [field 010] - for companies
- Salutation [field 011]
- Address type [field 015]
- Street [field 016]
- Post office box [field 017]
- Postcode [field 018]
- City [field 019]
- Country [field 020]
- Correspondence address code [field 026] = 1
MUST: Create a sample file for the business partners involved using the sample invoices provided. Specify the use case in the "Description" (017) field of the header.
G/L account labels
It must be possible to provide at least the following basic data within the CSV files:
- Account [field 001]
- Account label [field 002]
- LanguageId [field 003]
MUST: Create a sample file for this use case and use your own sample data. Specify the use case in the "Name" (017) field of the header.