For smooth data exchange with external accounting programs, you can export various file types. These include invoices and credit notes, liabilities, and account and address data. By adjusting these settings, you can make the data exchange efficient, optimize your accounting processes, and meet your operational requirements.
Export invoices and credit notes in DATEV format or XML format (Unternehmen Online).
Export liabilities in DATEV format or XML format (Unternehmen Online).
Export bank accounts – account postings with account assignments and receipt allocations (expense account, debtor, creditor) in DATEV format.
Export master data (= account labels) such as address data of debtors and creditors in DATEV format.
Tip
You can find the automatic XML transfer to Unternehmen Online with the Rechnungsdatenservice 1.0 in the article DATEV Rechnungsdatenservice 1.0 (previously DATEV connect online).
Caution
Before you start the export, you need to complete the initial setup of the master data. This includes entering the advisor number, client number, fiscal year, and setting the nominal account length. This master data is crucial, as it is included in the export files and enables correct assignment of the accounting information.
Before exporting the data, set the configuration for DATEV, or check whether the default settings work for you: Settings
Settings (DATEV export configuration)
You can find the settings for the financial accounting export in the main menu under Accounting > Accounting Export, or via Smart Search for Financial Accounting Export. For the settings (initial master data setup), click on the Settings tab. You can find the configuration and the export in the Export tab.
Settings (Initial Master Data Setup)
For the initial setup of the DATEV data exchange, you need to enter important master data such as the consultant number, client number, the fiscal year, and the nominal account length into the system. This data is then included in the export files and enables correct assignment of the accounting information. Depending on your needs, you can carry out these settings globally or on a project-specific basis to adapt the export to your company’s requirements.
In the Settings tab, click on +Create New Entry.
Enter the consultant number and client number (you receive both numbers from your tax consultant).
Enter the fiscal year in DDMM format for which you need the transfer. For example, for a fiscal year starting on 01.01.2025, use 0101 for "January 1st". Xentral automatically includes the year via the posting data and your date restriction for the export.
Specify the G / L account length, for example 4 for SKR04 or 6 for SKR03 (if you use six digits).
Field Label | Description |
Consultant Number | You receive the consultant number from your tax office. It uniquely identifies the firm or tax consultant in the DATEV system and is assigned by DATEV to tax consultants, auditors, or firms. |
Client number | You receive the client number from your tax office, or you assign it yourself in your local DATEV version (e.g., Rechnungswesen Einzelplatz). This number uniquely identifies a client within DATEV’s data management. The client number is either assigned by the firm itself within the DATEV software, or it can be set up by the tax consultant in consultation with the client. |
Project (optional) | Optional: Only use this if you want to run the export on a project basis and use a separate client and advisor number for each project. |
Payment method in Datev (optional) | Optional: You can define a custom field in the address and enter the payment method for DATEV in the customer master data. For example, enter: "freifeld1" refers to custom field 1 in the customer address under "Other Data." Only fill this in if you want to transfer the payment method, including the number of days until due and any cash discount granted, to DATEV, for example because you use DATEV’s dunning system. |
Fiscal year | The fiscal year indicates the period for which your postings and financial statements apply. DATEV reads this data and assigns it to the corresponding fiscal year. Enter the fiscal year in DDMM format, for example 0101 for January 1st or 0104 for April 1. |
G / L account length | The G / L account length determines how many digits your account numbers have. The SKR03 is usually four digits but can be extended to six digits if you need more detailed postings. For example, 4 for SKR04 or 6 for SKR03. |
Export and settings
Manual data exports offer a flexible solution for transferring business information to accounting software. They let you export invoices, credit notes, liabilities, and bank account postings in DATEV or XML format directly to DATEV Unternehmen Online. You can also export master data such as the addresses of debtors and creditors. You can customize these exports through various settings, for example by adding transaction numbers from shop systems to receipt fields in DATEV.
Exporting invoices/credit Notes (DATEV Format)
Tip
You can obtain this data in DATEV format as a manual export.
Open the menu Accounting > Accounting Export.
Open the Export tab.
Select Invoice number as the sorting order and group by Accounts.
Select a month as the date range, for example 01.10.2024 to 31.10.2024.
Click on Export to receive the CSV file in DATEV format.
Field Label | Description |
Sorted by: Date or Invoice number | Sorting of the postings in the export batch for the period you selected:
|
Grouped by: Accounts or Positions | Groups the revenue content either bundled by tax rates or at the item level:
Note You can find the settings for Accounts in the tax system settings. You can find the account settings for Positions (= product level) in the product. |
Project | Optional/Leave blank by default: Only specify the project if you want to export exclusively for one channel. |
From DD.MM.YYYY to DD.MM.YYYY | Select an export range by specifying a date from DD.MM.YYYY to DD.MM.YYYY. For example, export the period of one month for DATEV for the month-end close. |
Ignore already exported documents | Optional/special workflow: Ignores data that has already been pulled, for example if you export daily, you can exclude yesterday’s data. Note Only recommended for high-priced products with low receipt throughput. |
Exporting liabilities (DATEV format)
Tip
You can obtain this data in DATEV format as a manual export.
Select a month as the date range, for example 01.10.2024 to 31.10.2024.
Click on Export to receive the CSV file in DATEV format.
Note
DATEV only accepts postings that have pre-accounting. To check whether all liabilities have pre-accounting, you can activate the Missing Account Assignment filter in the Liabilities module.
A different billing address is also exported.
Liabilities canceled in Xentral are not exported.
Anmerkung
If no invoice and receipt date is entered when creating a liability, the fields will be automatically filled with the current date.
Field Label | Description |
Project | Optional / Leave blank by default: Only specify the project if you want to export exclusively for one channel. |
From DD.MM.YYYY to DD.MM.YYYY | Select an export range by specifying a date from DD.MM.YYYY to DD.MM.YYYY. For example, export the period of one month for DATEV for the month-end close. |
Ignore already exported documents | Optional/special workflow: Ignores data that has already been pulled, for example if you export daily, you can exclude yesterday’s data. Note Only recommended for high-priced products with low receipt throughput. |
Exporting Accounts (DATEV format)
Tip
You can obtain this data in DATEV format as a manual export.
Select all accounts.
Select a month as the date range, for example 01.10.2024 to 31.10.2024.
Click on Export to receive the CSV file in DATEV format.
Note
The sorting is by account in descending order.
Field Label | Description |
Account | Select this to receive all postings across all accounts (= bank accounts) as a batch. Alternatively, export the postings created manually in Xentral for verification, or as a separate batch. Alternatively, select a specific account for a separate batch export, e.g., Deutsche Bank.
|
From DD.MM.YYYY to DD.MM.YYYY | Select an export range by specifying a date from DD.MM.YYYY to DD.MM.YYYY. For example, export the period of one month for DATEV for the month-end close. |
Export for DATEV Unternehmen Online
Tip
You can obtain this data in DATEV XML format as a manual export.
Select the Liabilities receipt type.
Select a month as the date range, for example 01.10.2024 to 31.10.2024.
Click on Export to receive the XML file for DATEV Unternehmen Online.
Caution
The export runs in the background. After you click on Export, the Xentral loading icon is displayed — depending on the number of receipts, this can take a few minutes. The file downloads automatically as soon as it is ready.
Field Label | Description |
Receipt | Select the receipt type for the XML export for DATEV Unternehmen Online:
|
Project | (Optional/Leave blank by default) |
From DD.MM.YYYY to DD.MM.YYYY | Select an export range by specifying a date from DD.MM.YYYY to DD.MM.YYYY. |
Ignore documents that have already been exported | Optional/special workflow: Ignores data that has already been pulled, for example if you export daily, you can exclude yesterday’s data. Note Only recommended for high-priced products with low receipt throughput. |
Exporting master data
Select a date from DD.MM.YYYY to DD.MM.YYYY.
Click on Customers or Suppliers.
Tip
In the example, you can see a customer data export starting from a specific customer number, and a supplier data export for a date range.
Exporting customers (DATEV format)
Exporting customers: The Customers button returns all customer labels for a date range (newly created customer numbers and, for example, name changes). Entering a customer number limits this list. The export runs in ascending order starting from this number (= ascending by the system ID of this customer number). This requires that you leave the date fields empty.
Field Label | Description |
Export from customer no. | The export runs in ascending order starting from this number (= ascending by the system ID of this customer number). |
Customers from date DD.MM.YYYY to DD.MM.YYYY | Select an export range by specifying a date from DD.MM.YYYY to DD.MM.YYYY. This exports newly created customer numbers and, for example, name changes. |
Exporting suppliers (DATEV format)
Exporting suppliers: The Suppliers button returns all supplier labels for a date range (newly created supplier numbers and, for example, name changes). Entering a supplier number limits this list. The export runs in ascending order starting from this number (= ascending by the system ID of this supplier number). This requires that you leave the date fields empty.
Field Label | Description |
Export from supplier no. | The export runs in ascending order starting from this number (= ascending by the system ID of this supplier number). |
Suppliers from date DD.MM.YYYY to DD.MM.YYYY | Select an export range by specifying a date from DD.MM.YYYY to DD.MM.YYYY. This exports newly created supplier numbers and, for example, name changes. |
Invoices/Credit notes (Export settings)
Field Label | Description |
If possible, fill receipt field 1 with the invoice number from exporting account statements | Automatically adds the invoice number to Receipt field 1, for example if the invoice is linked to the bank payment. |
Expand receipt field 1 for invoice and credit memos to include internet and transaction numbers | Adds the internet and transaction number to Receipt field 1, provided the character limit in DATEV allows it. |
Fill receipt field 2 for invoice and credit memos with the due date | Adds the due date to Receipt field 2 automatically, for example if the invoice is linked to the bank payment. |
Fill COST1 with country of delivery instead of cost center (delivery threshold) | Uses the DATEV cost center field for the delivery threshold to control the calculation in DATEV for the delivery threshold. Caution: In this case, the KOST1 field is no longer used for the cost center, but instead controls the calculation in DATEV. |
Exclude AmaInvoice receipts | Excludes receipts from AmaInvoice so that you can use the AmaInvoice export separately. |
Liability (Export Settings)
Field Label | Description |
Select liabilites | Selects the accrual period based on either the entry date of the liability (= supplier invoice) or the invoice date of the liability (= supplier invoice). Depending on this setting, receipts are included in or excluded from the export period you selected.
|
DATEV (Export Settings)
Field label | Description |
Also export receipts with amount = 0 EUR | Includes receipts with a total amount of 0 EUR in the CSV export — for example, if you want to transfer zero-euro invoices to DATEV. In XML format (DATEV Unternehmen Online), 0 EUR receipts are generally not transferred. Note Note that 0 EUR receipts may appear as errors or be flagged in some accounting systems, for example in DATEV. |
New Datev format (insert test booking) | Inserts a marker booking so that the imported posting batch in DATEV is imported but not finalized. Finalized posting batches can, for example, only be reopened by your tax office, or incorrect imports may only be correctable through adjustment postings. |
Allow extended booking codes | Detects booking keys added to the accounts that you have placed in front of your standard nominal account length. In DATEV, the keys are displayed separately according to the DATEV standard. For example, for a 4-digit nominal account length, you could specify the following numbers in the chart of accounts: 4400 for sales revenue as a DATEV automatic account; for a cost account, e.g., office supplies with 19% tax, the account 906815; and for intra-community acquisitions at 19%, it could also be a three-digit key such as 9405900. |
Deactivate CSV Validation | Validation of the CSV for the DATEV standard, for example displaying an error message for spaces. |
Supplement in XML for Datev company online | With this option, you can add the shop order number (= internet number) or the PayPal transaction number (= transaction number), or both, to the DATEV XML.
|
FAQ
Avoid overlaps with the last exported range. Accounting programs generally don’t detect overlaps, so this leads to duplicate imports. Our recommendation: Always select fixed time ranges for the export, such as whole months.
Export for DATEV
The following needs to be done for the export to DATEV:
Enter the consultant number and client number in Xentral (this is written into the file and evaluated by DATEV).
Activate the export checkbox and download the file.
To automatically finalize some postings in DATEV in advance, you need to also import the data from DATEV Unternehmen Online as DATEV Connect Online before importing it. DATEV Connect Online contains the account transactions in DATEV. If you actively use incoming payments, you can download this data directly from Xentral and import it into DATEV Rechnungswesen.
This step is necessary despite active matching in incoming payments, because the data from Unternehmen Online or Connect Online only contains invoice data.
1. Consultant Number / Client Number
For the new DATEV export (from 2018 onward), you can assign a consultant and client number. You can also assign this at the project level. In the example shown, the consultant and client number apply globally, system-wide. Click on + Create new entry in the Settings tab.
A dialog box then opens where you can enter the necessary information. This includes:
Consultant Number: Enter the consultant number. This is then included in the export file.
Client Number: Enter the client number. This is then included in the export file.
Project: Optional. Only use this when exporting on a project basis, with a separate client and consultant number used for each project.
Payment method in DATEV: Optional. "freifeld1" refers to custom field 1 under the customer’s address → Other Data. Only use this if you want to transfer the payment method, including the number of days until due and any cash discount granted, to DATEV in the customer master data.
Fiscal year: Start of the fiscal year in DDMM format – examples: 0101 for January 1 or 0104 for April 1.
G/L account length: Enter the nominal account length you need here (check with your tax consultant if necessary). This is then included in the export file.
Then save your entry. Example of the display in DATEV (as of 02/2018):
Consultant number: 33333
Client number: 10000
Adjusting the length of number ranges
You can also post 6-digit nominal accounts, or work with 7-digit creditor or debtor numbers. To do this, you can change the customer and supplier number ranges accordingly under Settings > General settings > Number ranges > Number ranges. You can also do this per project.
You can then set the DATEV accounts during the export, so DATEV receives this information in the file header (Accounting > Financial Accounting Export > Settings).
Alternatively, you can maintain the DATEV accounts directly with 6 digits in Xentral (Settings > Accounting > General ledger accounts > Chart of Accounts).
Keep in mind that accounts are not automatically pre-assigned a tax key during export. In Xentral, you always enter the tax key directly before the account assignment.
You have the following option:
Add or type the tax key in front.
In the chart of accounts, additionally create the most important liability accounts with a tax key and give them a text description.
Assigning liabilities to accounts
When assigning accounts for liabilities, you must also specify the tax key. The tax rate field does not automatically convert to the tax key for DATEV.
In the DATEV export (CSV), the liability is then included as 2 split postings.
For Unternehmen Online, the liabilities export in the XML then includes the account assignments twice: once with the tax key and once without.
2. Setting the Export Checkbox and Downloading the File
In the Export tab, in the Settings area, you can carry out the required settings for the export on the right side.
Invoices/Credit Notes:
Fill Receipt Field 1 with the invoice number in the bank statement export, if possible (DATEV finds the matching pairs, which makes assignment easier for the tax office).
Extend Receipt Field 1 for invoices and credit notes with the internet and transaction number (only enable this if explicitly required).
Liabilities:
Select liabilities by entry date or invoice date (only liabilities with an entry or invoice date that falls within the period you entered are exported).
DATEV:
Also export receipts with an amount of 0 EUR (general setting; for mixed tax rates, the invoice amounts are exported individually, line by line).
Note
This option is only intended for the CSV export, meaning the export options on the left side. You cannot use it for DATEV Unternehmen Online at the bottom left.
Receipts are only exported if they contain line items!
Select the DATEV format: New DATEV Format (from 2018) or New DATEV Format Version 700.
New DATEV Format (Insert Test Booking) (important → otherwise everything is immediately finalized in DATEV during import).
Extended Booking Codes (lets you export 3- to 4-digit booking keys).
Selecting this option splits the accounts. Based on the nominal account length or the specification of the corresponding accounts, a new column with the split part is then added to the output. For example, account number 2250880, nominal account length → 4, "BU key" specification → 225.
Internet and transaction number in the XML for DATEV Unternehmen Online (transmits the online shop or PayPal identifiers to DATEV).
Payment methods/Tax rates:
Select this if you want to export this additional information.
DATEV Unternehmen Online
With DATEV Unternehmen Online, you can transfer invoices, credit notes, and liabilities to accounting as PDF receipts. For invoices, Xentral uses the receipts it generated. For liabilities, it uses the receipts uploaded in the Liabilities module. For the DATEV Unternehmen Online setting, you must fully complete the pre-accounting of the liabilities (in the Pre-Accounting tab) before the transfer can take place. You can also split accounts in the Pre-Accounting tab. Specifying a single nominal account/contra account (the Nominal Account field on the first tab of the liability receipt) is not sufficient for this.
You can export all receipts of this type that are in Xentral, unless they are still in draft mode. Xentral offers an extended export option for DATEV Unternehmen Online. With this, you can export the receipts for outgoing invoices, credit notes, and incoming invoices (liabilities) as a ZIP file.
Note
If certain time periods are exceeded, Xentral continues transferring the data regardless. This means the data is transferred twice, without checking for possible duplication.
Receipt: In the drop-down menu, select Invoices, Credit Notes, or Liabilities. You must upload the supplier invoice to the liability so it is available for export. You must also enter an expense account for the liabilities in the pre-accounting. The Currency field under the Liabilities module must be filled in; otherwise, the DATEV tool does not accept the data.
Project: This lets you output export reports sorted by project. You can select the project using the search field. If you leave this field empty, Xentral exports all projects.
From/To: Here you can select the date range for the export (receipt date).
You can transfer the ZIP files to the DATEV data center using DATEV Belegtransfer. (You can download the Belegtransfer software from DATEV free of charge.)
Directory type: In Belegtransfer, make sure the directory type is not set to Standard, but to DATEV XML Interface Online.
Receipt Type: For receipt type, you must select without receipt type.
Settings for export accounts
You carry out the export account settings directly in the Export tab, in the Settings area.