After connecting DATEV UO with your Spendesk account, you can start the configuration of your chart of accounts, tax and expense accounts, bank account but also KOST 1 and KOST 2, as well as supplier and employee accounts. You can simply follow the below steps and you should be then ready to export expenses and payments to DATEV UO.
Step 1 - Configure your chart of accounts
Step 1 - Configure your chart of accounts
You should configure your chart of accounts (SKR) and account length in DATEV UO.
Those settings can be configured in DATEV UO under 'Anwendungen > Stammdaten > Unternehmensangaben > Grunddaten Rechnungswesen'.
This allows you to choose account codes' length.
This information is then visible in Spendesk under Settings > Accounting Setup > Accounting integration.
Account codes in Spendesk need to respect the formats configured in DATEV UO, otherwise export errors might occur.
Step 2 - Create a new accounting period
Step 2 - Create a new accounting period
When the last accounting period is over (at the beginning of a new calendar year for example), you can create a new accounting period in DATEV UO. This is an important manual action since missing accounting periods on DATEV lead to export errors on Spendesk. Follow the steps below to proceed:
Step 3 - Set up expense accounts
Step 3 - Set up expense accounts
Whether you're using SKR 03 or SKR 04, you will be able to use your own chart of account codes with Spendesk. You don't need to add your accounts in Accounting tab if you are not going to use our Prepare and Export tabs, but in order to use them with your own accounts, please make sure to comply with the following DATEV format requirements.
Expense accounts
You can add as many expense accounts as you need on your Spendesk account. However, their format must match the following criteria.
Type: Number, no spaces or special characters allowed
Number of digits: Expense accounts need to have a certain number of digits (length) that is specific to your DATEV set up. You can see the required length on top of the accounting settings page in Spendesk. For example, if your expense accounts must have a length of 5, all your expense accounts must be in the range of 10000 - 99999.
About asset accounts
Capital asset accounts can be used as expense accounts and some of you might use them. The difference to regular expense accounts is that they are of shorter length and therefore need to be prefixed with zeros. Thus, they are not in the range of e.g. 10000-99999 and instead can be e.g. 08765. In this case, asset accounts of shorter length need to be prefixed with zeros to match the required account length.
Step 4 - Set up a bank fees account
Step 4 - Set up a bank fees account
For bank fees account ("Nebenkosten des Geldverkehrs"), whether you're using the SKR 03 or SKR 04, you will be able to use your own chart of account codes with Spendesk. In order to use your own accounts, please make sure to comply with the following DATEV format requirements.
This account must match the same format as for expense accounts:
Values range: 1 - 99999999
Maximum length: 8 characters
Type: Number, no spaces or special characters allowed
Please note that in case you would like to make changes to your company's accounts you need to disconnect from DATEV first, make the modifications on both tools and then connect again.
Step 5 - Set up tax accounts
Step 5 - Set up tax accounts
In DATEV, VAT and reverse charge accounts are associated with 'BU codes'.
Only specific BU codes can be used with our API integration. They are listed among DATEV's list of valid BU codes.
The format of these BU codes should respect the following classification:
Values range: 0 - 9999
Maximum length: 4 characters
Type: Number, no spaces or special characters allowed
Please note that in case you would like to make changes to your company's accounts you need to disconnect from DATEV first, make the modifications on both tools and then connect again.
Step 6 - Set up supplier accounts
Step 6 - Set up supplier accounts
Whether you are using the SKR 03 or SKR 04, you will be able to use your own chart of account codes with Spendesk.
In order to use your own accounts, please make sure to comply with the following DATEV format requirements:
Values range: 10000 - 999999999
Maximum length: 9 characters
Type: Number, no spaces or special characters allowed
Please note that in case you would like to make changes to your company's accounts you need to disconnect from DATEV first, make the modifications on both tools and then connect again.
Step 7 - Set up employee accounts
Step 7 - Set up employee accounts
Whether you are using the SKR 03 or SKR 04, you will be able to use your own chart of account codes with Spendesk. In order to use your own accounts, please make sure to comply with the following DATEV format requirements.
Employee accounts must match the following format requirements:
Values range: 10000 - 999999999
Maximum length: 9 characters
Type: Number, no spaces or special characters allowed
Please note that in case you'd like to make changes to your company's accounts you need to disconnect from DATEV first, make the modifications on both tools and then connect again.
Step 8 - Set up KOST 1 and KOST 2
Step 8 - Set up KOST 1 and KOST 2
Whether you are using the SKR 03 or SKR 04, you will be able to use your own chart of account codes with Spendesk. In order to use your own accounts, please make sure to comply with the following DATEV format requirements.
Kostenstellen (either KOST 1 and KOST 2) will have to respect the following format:
Values range: Alphanumeric characters (a-z, A-Z and 0-9 ranges)
Maximum length: 36 characters, no trailing/leading spaces or any special characters allowed
Type: Text
Please note that in case you would like to make changes to your company's accounts you need to disconnect from DATEV first, make the modifications on both tools and then connect again.
If you need additional assistance with our DATEV UO integration, don't hesitate to contact our support team.