🇩🇪 DATEV settings and DATEV export

  • Updated

All sales you make in enforePOS are recorded and stored electronically during operation. There is a DATEV interface in enforePOS so that you can transfer the sales data to your tax advisor. The data is exported in machine-readable format (.csv), which your tax advisor can read directly into the DATEV application.

The postings in the DATEV export are made in enforePOS according to the principle of debit taxation. 
If your accounting is subject to actual taxation, your tax advisor must take this into account accordingly. Please point out to your tax advisor that the entries are made according to the principle of debit taxation.

Open DATEV Settings

  1. In the POS menu, select Sales > Accounting > Monthly reports.
  2. Scroll down the list of reports and select the current entry (year).
    ⮕ The list of previous months is displayed on the right.
    Capture d’écran 2024-03-11 à 10.16.06.png

Prepare DATEV Settings

Consult your tax advisor for the definition of DATEV accounts for your company.

The accounts of the DATEV standard chart of accounts SKR 03 are preset in enforePOS on delivery. You can also change the accounts to the corresponding accounts from other charts of accounts. To do this, you need to change the account entry in the respective field. It is not possible to change all entries to SKR 04 at the same time.

You can use the following list for your preparation. To ensure that the DATEV export runs smoothly, we recommend that you make the DATEV settings together with a tax consultant. In the appendix you will find a table with all the fields in which DATEV accounts can be defined in enforePOS. You can use them to make a note of the accounts in advance and then enter them in enforePOS.

  1. Consultant number of the tax advisor
  2. Your client number
  3. Are your entries under Business Account > Business Info complete?
    Have you entered a bank account?
  4. How many cash registers do you have in your store?
    Should the sales be booked to the same or different DATEV accounts?
  5. Do you have a single store or several sales channels?
    If you have several sales channels, you can assign different cost centers.
  6. If you accept card payments, you can define individual clearing accounts for each type of credit card.
  7. If you need it for your business, you can create sales revenue accounts for individual sales categories or groups of sales categories.

Enter DATEV Settings

In order for the exported data to be imported correctly into your tax advisor's DATEV application, the corresponding client-relevant data must first be entered in the DATEV settings.

  1. To open the DATEV settings, tap on the FeatureTypeOther.svg icon on the right in the header.
  2. Tap on DATEV Settings.
    Capture d’écran 2024-03-11 à 10.17.49.png
  3. Complete the details in the DATEV Settings window:
    • General Tab

      • Master Data: You will receive your client number and consultant number from your tax advisor.
      • Cash Registers: Every device in your business account on which the cash register function is activated is listed as a cash register in the DATEV settings - Basic. You can define one DATEV account for all cash registers or one DATEV account for each cash register.Capture d’écran 2024-03-11 à 10.19.34.png
      • Vaults: Do you use the vault function in enforePOS? In this case, you can assign a separate booking account to each vault.
      • Cost Centers: If you have several branches, for example, you can assign a cost center account for each POS location.
        Capture d’écran 2024-03-11 à 10.22.02.png
      • Card Payments: You can define different accounts for payments with debit cards and credit cards. If you activate this option, you can create a separate account for each card type (Maestro, Visa, Master, etc.).
        Capture d’écran 2024-03-11 à 10.22.42.png Capture d’écran 2024-03-11 à 10.23.25.png
      • Online Card Payments: Here you can define your account for credit card payments with Stripe.
      • Mobile Payments: Here you can save your account for payments with PayPal.
      • Other Basic Accounts: You can define the account for trade receivables here.
        Capture d’écran 2024-03-11 à 10.24.19.png
    • Tab Inbound

      • Revenue Accounts: The sales revenue accounts for the different tax rates are stored here. This is important so that the sales revenue can be allocated to the correct tax rates for the advance sales tax return. After the assignment in the DATEV settings, the sales revenue account corresponding to the tax rate is then assigned to each sales item in the exported csv file. In addition to the sales accounts, you will also find the setting options for the various sales tax accounts.

        As part of the reduction in the tax rate for standard and reduced tax in the period from July 1 to December 31, 2020, additional sales accounts have been added to the DATEV settings. On the "Inbound" settings page, you will now find two account fields each for regular VAT (19% or 16%), reduced VAT (7% or 5%) and reduced VAT To Go (7% or 5%). In the three new fields for the respective reduced VAT rates, we have pre-assigned the corresponding account numbers according to SKR03. If you use a different chart of accounts, please contact your tax advisor so that they can provide you with the corresponding account numbers for the reduced tax rates, and you can enter them accordingly in the DATEV settings.
        Capture d’écran 2024-03-11 à 10.25.45.png
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      • In addition to the sales accounts, you will also find the setting options for the various sales tax accounts.
        Capture d’écran 2024-03-11 à 10.36.17.png
      • Sales categories with specific DATEV accounts: In addition to the general sales accounts, you can specify accounts per tax rate for each sales category in the DATEV settings. This allows you to break down food and drink sales separately, for example. If 2 or more sales categories are to be registered to the same accounts, you define the accounts accordingly for each sales category.
        If you do not define anything, the general sales accounts apply. You can find out how to do this in the How-To Create Sales Revenue Accounts for Sales Categories.
        Capture d’écran 2024-03-11 à 10.39.15.png
      • Other Inbound Accounts: Here you define, among other things, to which DATEV account tips and vouchers are registered.
        Capture d’écran 2024-03-11 à 10.40.11.png
    • Outbound tab

      • Expense Accounts: The cost accounts correspond to the entries that you can select for cash transactions and Cash Withdrawals for Expenses.
        Capture d’écran 2024-03-11 à 10.41.17.png
      • Other Outbound Accounts: Here you define the account cash deficit.
        Capture d’écran 2024-03-11 à 10.41.47.png
    • Tab Transfer

      • Use Bank Account for Money Transfers: Activate this function if you want cash deposits or cash withdrawals that are registered to your bank account to be explicitly assigned to your bank account in the DATEV export.
      • Bank account: The Bank account field is displayed if you have entered a bank account in the Business Info. In this case, the corresponding DATEV account must be specified. If you have entered several bank accounts in the Business Info, several fields will be displayed. You define the name of the bank account in the Business Info.
      • Other transfer accounts: Here you define to which DATEV account agency services and, if applicable, deposits and withdrawals by staff members are registered.
        Capture d’écran 2024-03-11 à 10.42.37.png
  4. To confirm your entries, tap on NavbarCheckmark-15.svg in the header.

Perform DATEV Export

Once you have entered and saved the DATEV settings, you can initiate the export in DATEV format.

You can also perform the DATEV export locally on your Mac or Windows client.

Please note that we have temporarily adjusted the number of transactions for individual DATEV exports. You can currently export 5,000 transactions per DATEV export. We therefore recommend that you carry out several DATEV exports and adjust the respective time periods. For example, if you perform an export for Jan. 01-15, perform another export for the data from Jan. 16 onwards. This export restriction only applies to enfore devices. The export on the Windows / Mac client is not affected by this.

  1. Tap on the FeatureTypeOther.svg icon on the right-hand side of the header and select DATEV export (Email) to export for a desired period on a daily basis or 
    select Monthly DATEV export (Email) to export for one or more months.Capture d’écran 2024-03-11 à 10.43.09.png  ⮕ The DATEV Export window opens.
  2. Select the period for which you want to export the data.Capture d’écran 2024-03-11 à 10.44.03.png
  3. Now add the recipient(s) of the data export.
    Capture d’écran 2024-03-11 à 10.46.27.pngTo do this, search for the contact you have already created using the search field and add it to the recipient list.Capture d’écran 2024-03-11 à 10.47.14.png

    To be able to select your tax advisor in the list, create the contact with email address in your customer base.

If you have not yet created the contact, follow the steps below:

  1. Enter the name of the contact in the search field.

    It is important that you always add the name first and then the email address.

  2. Tap on Create new contact.
    Capture d’écran 2024-03-11 à 10.48.17.png
  3. Confirm the recipient's first name with Return.svg.
    Capture d’écran 2024-03-11 à 10.49.10.png
  4. Confirm the recipient's surname with Return.svg.
    Capture d’écran 2024-03-11 à 10.49.56.png
  5. Add the contact's e-mail address in the Enter email field.
  6. Confirm with NavbarCheckmark-15.png.Capture d’écran 2024-03-11 à 10.50.31.png ⮕ The contact was successfully created.
  7. Select the contact from the list.Capture d’écran 2024-03-11 à 10.51.35.png
  8. To start the data export, tap on NavbarCheckmark-15.svg.
    Capture d’écran 2024-03-11 à 10.52.20.png⮕ After sending, the successful export is confirmed.
    Capture d’écran 2024-03-11 à 10.52.52.png
  9. Tap on [Confirm].
    ⮕ All data exports are logged in enforePOS and listed in the Exports tab.
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The recipient receives an email with two file attachments:

  1. A PDF file with details of the data export, e.g. by whom and for which month the data was exported.
  2. A .zip file containing the individual .csv files with the sales data in machine-readable format for import into the DATEV application.
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