Answers to the questions customers ask most often when they start with the DATEV Rechnungswesen integration.
Where do I find the exported payables in DATEV?
They arrive as a batch in Buchführung › Vorbereitende Tätigkeiten › Stapelverarbeitung. Select the batch and click Verarbeiten: the entries then appear in the Primanota. Until the batch is processed, nothing is visible in the posting journal, even though Spendesk shows "Successful export". See Export expenses and payments to DATEV Rechnungswesen.
Are payables sent to DATEV Unternehmen Online (DUO) first?
No. Entries go straight into DATEV Rechnungswesen. DUO is only used for the receipt PDF, so it is only required if you chose to send receipts when connecting.
Do I have to approve the receipts in DUO?
Not because of Spendesk: the PDF is linked to the DATEV entry once the batch is processed. If your DUO asks for an approval, it comes from your own DUO settings; check them with your DATEV administrator.
Why are all my expense accounts switched off?
DATEV doesn't tell which accounts are expense accounts, so Spendesk imports all accounts switched off. Switch on the accounts you book to in Settings > Chart of accounts > Expense accounts; they stay on after later refreshes. Nothing needs to change in DATEV.
Why does a cost centre show its name and not its code?
Each Spendesk value is named after the DATEV short name (Kurzbezeichnung); the code shows in the "Mapped value" column of the field settings. Give each cost centre a unique short name in DATEV.
Where is the KOST1 / KOST2 mapping?
In Settings > Accounting Setup > Mapping & sync: link each KOST system to a Spendesk analytical field, then refresh the accounting settings.
What is the difference between the journals and the default supplier account?
The purchase journal is where invoices are booked: select BILL – Eingangsrechnung. The bank journal is the money account payments are booked against. The default supplier account is a different setting: the creditor used instead of the real supplier for card purchases or expense claims.
Can card purchases and invoices use the same default supplier account?
Card purchases (per card type) and expense claims can use a collective creditor (Sammelkreditor), and you can choose the same one for all of them. Invoices always go to the supplier's own creditor.
How are employees matched for expense claims?
Spendesk uses the DATEV creditors that are not companies and matches them to members by email first, otherwise by exact name when that name is unique. Create one creditor per employee who submits expense claims, with their email.
Does the local agent need to be configured again?
Only in two cases: the connection was deleted and created again (a new agent must be installed), or the Windows service LocalAPIService has stopped (restart it). To change the connection details, use Edit connection rather than disconnecting.
Can exports run automatically on a schedule?
Not today. Exports are started from Bookkeep > Export.