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For DATEV, Billpal creates import files in EXTF format and, if you want, a ZIP of the document images. You import them into DATEV; posting happens there.

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Connect DATEV

An admin connects DATEV once under Settings > Accounting, on the Integrations tab. Billpal asks for:
  • Consultant ID (Beraternummer) and client ID (Mandantennummer): both must match the Mandant in DATEV.
  • Fiscal year
  • Ledger account length: it must match the Mandant, or DATEV rejects the import. For example, 8400 has 4 digits and 44010 has 5.
  • Debtor and creditor ranges: new customers get the next free debtor number, new suppliers the next free creditor number. Numbers a contact already has stay as they are.
Click Export at the top right and choose DATEV as the format and the date range. More on the options under Exports.

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Files you get

The export is a ZIP file (datev_….zip) with two files:
  • EXTF_Buchungsstapel.csv with the Buchungsstapel
  • EXTF_DebKred_Stamm.csv with debtors and creditors
This ZIP has no document images, and the Beleglink field stays empty in it. If you turn on Include files with “Beleglink” when exporting, you also get datev_belege_….zip for Belegtransfer. If the range spans several fiscal years, the ZIP holds a separate Buchungsstapel file for each year. Import each one on its own.

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Import

1

Upload the document images (if you have them)

Upload datev_belege_….zip to Belegtransfer without unpacking it. Don’t upload the ZIP with the EXTF files (datev_….zip) there.
2

Unpack the EXTF ZIP

Unpack datev_….zip on your computer.
3

Import the CSV files with Stapelverarbeitung

Import EXTF_Buchungsstapel.csv as Buchungsstapel and EXTF_DebKred_Stamm.csv as Debitoren/Kreditoren. If there are several Buchungsstapel files, import each one on its own.
4

Hand over the booking information

If you uploaded document images, hand over the booking information afterwards (Buchungsinformationen übergeben). DATEV links booking and document through the Beleglink (BEDI).
The consultant ID, client ID and ledger account length in the file headers must match DATEV.

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Where the documents land in DATEV

After Belegtransfer, you find the documents in DATEV Unternehmen online under Buchführung / IMPORT, in the folder for the year and then the month, for example “09 September”. They’re not in the inbox. They’re marked as relevant for archiving and are festgeschrieben.

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What the file includes

Incoming invoices: intra-community acquisition (BU 42/43) and EU reverse charge (BU 94/95) are included. If the rate is missing or 0% there, Billpal books 19%. A voluntary tip goes on a second line with BU 40 and no input VAT. Outgoing invoices: intra-community supply, export and EU reverse charge go only to the DATEV automatic accounts, that is SKR03 8125, 8120 and 8336 or SKR04 4125, 4120 and 4336. Domestic reverse charge under §13b isn’t included. Standard VAT stays on the automatic account with no BU key.

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Documents left out

If Billpal can’t put a document into the file, it tells you after the export. Open the warning to see the documents. Common reasons:
  • The document is a reminder, or a receipt already linked to an invoice, so the amount isn’t booked twice.
  • The contact has no Personenkonto.
  • DATEV doesn’t accept the account, or an outgoing invoice has the wrong account.
  • There’s no exchange rate, or DATEV doesn’t take the currency.
  • DATEV doesn’t import the VAT case, for example when the VAT ID is missing or not an EU one, the rate is something other than 19% or 7%, the VAT is mixed, or the line items don’t add up to the total.
  • The invoice date or a ledger account is missing.
  • In the document ZIP: the PDF is missing or larger than DATEV accepts.