Some teams book certain card payments on the employee who made them rather than on the merchant, for example to settle them together with the employee's expense claims. With DATEV Rechnungswesen you can do this today: choose the supplier named after the employee on the payment, and DATEV books it on that employee's creditor (Kreditor).
What decides the creditor in DATEV
When you export a payable, DATEV receives the creditor of the DATEV vendor linked to the payable's supplier. You see this link on the supplier, as Vendor "<name>".
The supplier's Account payable code is not sent to DATEV. You don't need to find the employee's creditor number in that list: any active supplier code will do.
Before you start (once)
Go to Settings › Accounting Setup › Accounting integration › Integration settings.
For each card type you want to book on employees, switch off "Use a generic vendor for purchases with …":
- physical cards;
- single purchase cards;
- subscription cards;
- multiuse cards.
While one of these switches is on, every purchase with that card type goes to the generic creditor you chose there (for example "Diverse Kreditoren"), whatever supplier the payment has.
Go to Settings › Accounts payable and search for the employee's name. Spendesk creates a supplier for each creditor imported from DATEV, so the employee's creditor is already there. Open it and check that it shows Vendor "<employee name>".
If the employee's creditor was created in DATEV recently, click Refresh on the Accounting Setup page first.
Book a card payment on the employee
In Bookkeep › Prepare, open the card payment.
Click the supplier, choose the supplier named after the employee, and click Save. The panel now shows Vendor "<employee name>". The Account payable code can stay as it is.
Complete the other fields as usual and click Mark as ready.
Export. In DATEV, the entry is booked on the employee's creditor.
Good to know: this works for card payments. Expense claims go to the employee's creditor without any change: Spendesk matches the member to the DATEV creditor by email, then by exact name.