DATEV Rechnungsdatenservice 1.0

Package: BILLING

1. General

The integration supports two export methods:

• DATEV Export: Creates a ZIP file that must be transferred to DATEV separately using the DATEV Belegtransfer program
• DATEV Rechnungsdatenservice 1.0: Transfers data directly and online to DATEV Unternehmen online (requires an active access key/token)

2. Configuration

2.1. Global Settings

In the DATEV Rechnungsdatenservice 1.0 section of Company Information, the following settings are configured:

Field	Description
Advisor Number (Beraternummer)	DATEV advisor number of the tax advisor
Client Number (Mandantennummer)	DATEV client number
Start of Fiscal Year (Beginn Wirtschaftsjahr)	Start of the fiscal year in MMDD format (e.g., 0101 for January 1st)
General Ledger Account Length (Sachkontennummernlänge)	Length of general ledger account numbers in DATEV (standard: 4 digits)

2.2. Terms and Conditions (AGB)

The Terms and Conditions required for DATEV export must be stored in Global Settings → Company Information → Information under the Terms and Conditions section.

When creating an invoice etc., they are automatically transferred to the AGB field of the record.

2.3. User Settings

This access key can be generated under My Settings → Integrations.

After clicking the DATEV tile, the popup Access Key Management (Token) opens.

Popup Access Key Management (Token)

The popup is divided into the following sections:

• Access Keys (Tokens) for DATEV Cloud Services → Link Manage Connected Applications at DATEV for DATEV login
• Active Tokens → Display of active tokens
• Inactive Tokens → Display of inactive tokens
• Button Actions → Opens a flyout menu to request a new access key:
  • Short-term token (11 hours)
  • Long-term token (2 years)

2.3.1. Requesting a New Access Key

After clicking the Actions button, a flyout menu opens in which either a short-term token (validity: 11 hours) or a long-term token (validity: 2 years) can be requested.

Popup Access Key Management (Token) - Actions Button

To support multiple clients, the Master Data popup opens before requesting a long-term token to verify the advisor and client numbers, which are pre-filled by the system.

2.3.2. Managing Connected Applications at DATEV

After clicking the Manage Connected Applications at DATEV link, the DATEV login page opens in a new browser tab.

DATEV Login - Authentication

Two authentication methods are available:

• DATEV SmartCard / DATEV mIDentity: Smart card-based authentication using a USB stick on Windows PC (Microsoft Edge or Google Chrome required).
  Detailed information: DATEV Online Help
• DATEV SmartLogin: Authentication via smartphone app (Android or iOS) using a QR code.
  Detailed information: DATEV Online Help SmartLogin

After selecting the authentication method and clicking Next, the brainX Data Service application must be granted the required permissions.

DATEV Login - Grant Permissions

After successfully requesting a token, it is displayed in the Active Tokens block of the Access Key Management popup.

2.3.3. Display of Active/Inactive Tokens

Popup Access Key Management (Token) - Active/Inactive Tokens

2.3.3.1. Active Tokens

An active token is displayed as a tile containing:

• Person: Name of the person on whose DATEV access medium the token is registered
• Issued on: Date and time of token issuance
• Last renewed on: Date and time of last renewal (tokens are technically valid for 15 minutes and automatically renewed)
• Expires on: Date and time when the token expires
• Data stock: Advisor and client number (long-term token) or the Select Data Stock action link (short-term token)

2.3.3.2. Inactive Tokens

The overview table shows: Token type, person, data stock, data service, issued on, last renewed on, expires on, access key revoked.

2.3.3.3. Action "Select Data Stock"

After clicking the action link, the Master Data popup opens to verify advisor and client numbers (pre-filled by the system).

2.3.3.4. Revoking an Access Key

Access keys expire after a set period:

• Short-term token: 11 hours or after user logout
• Long-term token: 2 years or after requesting a short-term token

For security reasons, active tokens can also be manually revoked. In the Active Tokens tile, hover to display the Revoke Access Key icon (X).

Popup Access Key Management (Token) - Revoke Access Key

2.4. Module Settings

In addition to the standard required fields in brainX, DATEV Rechnungsdatenservice 1.0 requires additional fields depending on the module.

2.4.1. Module-Specific Required Fields

Invoices	Incoming Invoices	Credits	Cancellations
Invoice date	Receipt date	Credit note date	Invoice date
Invoice no.	Incoming invoice no.	Credit note no.	Cancellation no.
Billing address: Street*	Supplier (street, house no., ZIP, city)*	Billing address: Street*	Billing address: Street*
Billing address: City	—	Billing address: City	Billing address: City
Billing address: ZIP	—	Billing address: ZIP	Billing address: ZIP
Billing address: Country code*	—	Billing address: Country code*	Billing address: Country code*
Phone*	—	Phone*	Phone*
Fax*	—	Fax*	Fax*
Email address*	—	Email address*	Email address*
Terms & Conditions	Terms & Conditions	Terms & Conditions	Terms & Conditions
Cost center*	Cost center*	Cost center*	Cost center*
General ledger account*	General ledger account*	—	—
Original accounting document	Original accounting document	Original accounting document	Original accounting document
Organization or Contact	—	Organization or Contact	Organization or Contact
Currency	Currency	Currency	Currency
Net amount	Net amount	Net amount	Net amount
Tax amount	Tax amount	Tax amount	Tax amount
Gross amount	Gross amount	Gross amount	Gross amount
Product position(s): Name	—	Product position(s): Name	Product position(s): Name
Product position(s): Tax %	—	Product position(s): Tax %	Product position(s): Tax %
Product position(s): Net	—	Product position(s): Net	Product position(s): Net
Product position(s): Tax	—	Product position(s): Tax	Product position(s): Tax
Product position(s): Gross	—	Product position(s): Gross	Product position(s): Gross

*= optional

2.5. Usage

In the list view of the Invoices, Incoming Invoices, Cancellations, and Credits modules, selected records can be exported using the actions.

2.5.1. Actions in List View

The following two actions are available in billing module list views:

• DATEV Export
• DATEV Rechnungsdatenservice 1.0

2.5.1.1. DATEV Export

DATEV Export is the simplest form of data transfer to DATEV. The export creates a ZIP file that must be transferred to DATEV separately using the DATEV Belegtransfer program.

2.5.1.2. DATEV Rechnungsdatenservice 1.0

The DATEV Rechnungsdatenservice 1.0 action also transfers general ledger accounts and cost centers to DATEV in addition to the document files.

After selecting records (checkbox) in the list view and clicking the action, a popup is displayed to start the transfer. After clicking Transfer now, the transfer progress is displayed.

2.5.2. Accounting Documents

In the billing modules Invoices, Incoming Invoices, Cancellations, and Credits, the following accounting document fields are available:

• Original accounting document: Links the document sent to the customer. Can be set by editing the record, via PDF export, or via automation (email with PDF attachment).
• Last accounting document: Reference field for the most recently created accounting document (e.g., invoice including late fees).

2.5.3. Error Messages

Error Message	Solution
An export could not be performed due to missing or incorrect field values.	Complete the missing field values. The accounting document must be in a supported format (standard: PDF). Reduce file size to less than 20 MB.
The fiscal year YYYY is not created in DATEV Unternehmen online.	Create the fiscal year YYYY in DATEV Unternehmen online.
The account length stored in the add-on settings (number x) does not match the account length in DATEV (number y)!	Correct the account length in the settings.
A transmission error occurred during the export of records.	Perform error analysis in DATEV Unternehmen online under Documents > Logs > Import

2.5.3.1. Error Analysis in DATEV Unternehmen online

For detailed error analysis, check DATEV Unternehmen online under Documents → Logs → Import.

DATEV Unternehmen online - Document Overview

DATEV Unternehmen online - Import Logs

Common error types:

• a) "Invoice does not match invoice schema" → The XML files generated by brainX are faulty. Contact brainX support.
• b) "The sort key is not created" → An invoice was imported with a due date for which no fiscal year has been created in DATEV. Solution: Create the fiscal year in DATEV Unternehmen online.

2.5.4. Limitations

3. Practical Examples

1 - Monthly closing: Transfer invoices via DATEV Rechnungsdatenservice

Situation: A company creates several outgoing invoices in brainX monthly and wants to transfer them collectively to DATEV Unternehmen online at the end of the month so the tax advisor can process booking suggestions directly.

Approach: In the invoice list view, mark all not-yet-exported invoices of the month. Start the transfer via DATEV Rechnungsdatenservice 1.0. After successful transfer, records are available in DATEV Unternehmen online as documents with booking suggestions.

Result: The tax advisor receives all documents structured in DATEV — including general ledger accounts and cost centers. Manual effort for document handover is eliminated.

2 - Export incoming invoices from suppliers

Approach: In the Incoming Invoices list view, select the desired records and export via DATEV Rechnungsdatenservice 1.0. Prerequisite: Each supplier must have a creditor number in the valid number range (70000-99999).

3 - Automatically set accounting document via PDF export

Approach: Set up an automation in the Invoices module that automatically stores the PDF attachment as the original accounting document after sending the invoice by email.

4 - Use DATEV Export (ZIP) for handover without direct connection

Approach: Select desired records in the list view and create a ZIP file via DATEV Export. Hand this over to the tax advisor, who imports it via DATEV Belegtransfer.

4. FAQ

What is the difference between "DATEV Export" and "DATEV Rechnungsdatenservice 1.0"?

DATEV Export creates a ZIP file that must be transferred separately via DATEV Belegtransfer. DATEV Rechnungsdatenservice 1.0 transfers data directly and online to DATEV Unternehmen online — and also enables the transfer of general ledger accounts and cost centers. An active access key (token) is required for direct transfer.

Which login method is required for the DATEV connection?

One of the following is required: DATEV SmartLogin (smartphone app with QR code), DATEV SmartCard, or DATEV mIDentity (USB stick with Windows PC and Edge/Chrome).

How long is an access key (token) valid?

Short-term token: 11 hours (expires after logout). Long-term token: 2 years (becomes invalid when a short-term token is requested). Tokens are automatically renewed internally every 15 minutes.

Why is an invoice excluded from the export?

Invoices with an invoice amount of 0, adjustments, or shipping costs are excluded per DATEV guidelines. Only records where the DATEV Export performed checkbox is not yet set can be exported.

What happens if the fiscal year is not created in DATEV?

The export fails with the message "The fiscal year YYYY is not created in DATEV Unternehmen online." The fiscal year must be created in DATEV Unternehmen online before the export can be retried.

Where can I find detailed error messages after a failed export?

Detailed error information can be found in DATEV Unternehmen online under Documents → Logs → Import.