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Export KOST 1 and KOST 2 to DATEV UO with your DATEV codes

Beta: this feature is in beta. Ask your CSM to activate it on your account.

By default, Spendesk exports the name of a cost centre or of an analytical field value into the KOST 1 and KOST 2 columns of DATEV UO.

If your DATEV Kostenstellen use codes such as 1003 rather than names, you can give each value its DATEV code in Spendesk, and Spendesk then exports that code instead of the name.

Who this article is for: Account Owners, Admins and Controllers who configure the DATEV UO integration.

How it works

  1. Map the Spendesk field to KOST 1 or KOST 2.

  2. Import a DATEV code for each value.

  3. Turn on Use export codes.

Before you start

  • Your Spendesk account is connected to DATEV UO (native API integration).

  • The feature is activated on your account by your CSM (beta).

  • Map & Sync is activated on your account: your cost centres and analytical fields show a cog menu with Edit sync and mapping settings. If you can't see it, ask your CSM.

  • You have the DATEV codes of your Kostenstellen at hand. Each code:

Step 1 – Map the field to KOST 1 or KOST 2

Codes can only be given to a field that is mapped to a DATEV Kostenstelle.

  1. Go to Settings > Organisation > Cost centres, or to Settings > Organisation > Analytical fields for expense categories or any other analytical field. Any analytical field can be mapped to KOST 1 or KOST 2.

  2. Click the cog icon on the right of the field, then Edit sync and mapping settings.

    The cog menu of the field

    The cog menu of each field gives access to its mapping settings and to the import of codes.

  3. Choose Manually map to DATEV, then click Map existing values.

  4. In DATEV field to map to, choose Kost 1 or Kost 2, then click Finish setup.

    Cost centres mapped to Kost 1

    Once saved, the values of the field are exported to the Kostenstelle you chose — here KOST 1.

The page now shows the DATEV field the values are mapped to (for example DATEV "Kost 1") and a column with each value's code (DATEV value for cost centres, Mapped value for an analytical field), which reads Unmapped until a value has a code.

When you add new values to the field (Add a value), leave DATEV value to map to empty and give them their code with the import below.

Cost centres mapped to DATEV Kost 1, with the DATEV value column

Each value shows its DATEV code. A value marked Unmapped has no code: with export codes on, it is exported with an empty KOST field.

Each Kostenstelle can be mapped to one Spendesk field. You can see which field is mapped to which Kostenstelle under Settings > Accounting Setup > Mapping & sync.

Step 2 – Import the codes

  1. On the same page, click the cog icon, then Import external codes.

  2. Export the template: click Export values. You get a CSV file with three columns: spendesk_value_id, label and code, and one row per active value.

    Step 2 of the import: export the template

    The template lists every active value of the field, with its current code if it has one.

  3. Fill in the code column with the DATEV code of each value, and save the file as CSV.

    A filled-in template

    A filled-in template: Controlling will be exported to KOST 1 as 1003 instead of its name, and 2_Test, left empty, stays without a code.

  4. Back in the window, click Skip if you closed it in the meantime, then drag and drop your file (or select it from your computer).

  5. Check the preview. It tells you how many values will be mapped to a code, how many codes will change, how many values will be unmapped and how many won't change, and lists each change (for example Controlling: No code → 1003).

  6. Click Import codes. The result shows how many values were mapped to a code.

Preview of the changes before the import

Nothing changes until you click Import codes: the preview shows exactly which codes will be added, changed or removed.

Result of the import

The codes are saved. They are used in your next DATEV exports once Use export codes is on.

The DATEV value column now shows the code of each value.

Rules for the file

  • Keep the spendesk_value_id, label and code columns, and don't change the spendesk_value_id values. The label column is only there to help you recognise each value.

  • The file replaces the codes already in place: a new code in the file overwrites the previous one.

  • A value with an empty code, or a row removed from the file, is unmapped.

  • Archived values are not in the template and can't be given a code.

  • The same code can't be given to two values. The file is then refused with a message such as Row 3: code 1001 is assigned to more than one value (rows 2, 3). Rows are counted from the header row, which is row 1.

  • Only values that exist in Spendesk can be imported. If a row doesn't match any value, export the template again to get the current values.

To change codes later, export the template again: it contains the current codes. Edit them and import the file.

Step 3 – Turn on export codes

  1. Go to Settings > Accounting Setup > Accounting integration.

  2. Under Integration settings, turn on Use export codes (Export analytical fields using DATEV codes instead of labels).

The Use export codes setting

With this setting on, every DATEV export fills KOST 1 and KOST 2 with the codes instead of the names.

Important: turn this setting on only after importing your codes. Once it is on, a value without a code is exported with an empty KOST field (see below).

What is exported to DATEV UO

From then on, your purchase journal exports (Bookkeep > Export > Push to DATEV) and your bank journal exports fill KOST 1 and KOST 2 as follows:

Use export codes

The value has a code

KOST 1 / KOST 2 in DATEV UO

Off

–

The name of the value (for example Controlling)

On

Yes

The code (for example 1003 or P100)

On

No

Empty

To go back to names, turn off Use export codes. The codes stay in Spendesk, so you can turn it on again later without importing them again.

Troubleshooting

What you see

What to do

No Use export codes setting under Integration settings

The feature isn't activated on your account yet. It is in beta: ask your CSM to activate it.

No Import external codes in the cog menu

Map & Sync isn't activated on your account yet. Ask your CSM.

This field isn't mapped to a DATEV field when you open the import

Map the field to Kost 1 or Kost 2 first (step 1), then try again.

We couldn't find any fields to map with when you choose the DATEV field

No DATEV Kostenstelle is available for your account. Contact Spendesk support.

This file can't be imported in the preview

Follow the message: a column is missing, a row has no spendesk_value_id, or a value doesn't exist any more. Export the template again and start from it.

The file couldn't be imported after Import codes

The message gives the row at fault, for example a code used twice. Fix the file and import it again.

KOST 1 or KOST 2 is empty in DATEV UO

The value had no code when it was exported. Give it a code: your next exports will carry it.

If you need additional assistance with our DATEV UO integration, don't hesitate to contact our support team.

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