The exported amount is based on the order's automatic DATEV payment or refund. So if you change the content of an order afterwards (e.g. line items, prices or shipping costs), the current total may differ from the amount that is captured as an automatic DATEV payment or automatic DATEV refund. This is because the automatic capture is tied to the payment state and the amount bases relevant at that point.
How is the amount determined for automatic DATEV payments and refunds?
DATEV payments and refunds are captured automatically for default Sales Channels. Pickware POS Sales Channels are excluded, as they take their payment data directly from the system.
For default Sales Channels, the automatic DATEV payment uses the current total of the order at the time of the state change. Returns are not taken into account.
The automatic DATEV refund still corresponds semantically to a full refund of the total amount initially paid: if an automatic DATEV payment already exists for the order, its amount is used for the refund and inverted.
If no automatic DATEV payment exists, the current total of the order excluding returns at the time of the state change is used instead. Per order, a maximum of one automatic DATEV payment and a maximum of one automatic DATEV refund is still captured automatically.
When is a DATEV payment captured automatically?
By default, an automatic DATEV payment is created when the payment state of the order changes to Paid, and an automatic DATEV refund is created when it changes to Refunded. You define which payment states trigger this in the DATEV configuration. It does not matter which payment plugin sets the state. For Partially refunded, nothing is captured automatically in the default setting.
If the state changes to Refunded, the full amount is always booked back, even if you have kept return costs, for example.
If a plugin or a marketplace connector sets the payment state directly in the database instead of via the Shopware API, Pickware does not receive the state change, and no DATEV payment is created. In that case, capture the payments via Capture previous payments in the DATEV configuration or manually. The permanent fix lies with the connector's provider. You can find more about capturing payments retroactively in How do I configure my DATEV extension?
Pickware does not take over amounts from bank reconciliation plugins; the order total is what counts. Overpayments are not captured.
Can I adjust the amount manually?
If you adjust an order afterwards, the amount that is automatically captured as a DATEV payment or DATEV refund at a payment state change may differ. What counts is the total that is valid in the order at the time of the state change, not the amount that was stored when the order was originally received.
If you want to map special cases such as partial payments, deviating payment amounts or individual corrections, you can add manual entries and edit existing ones in the DATEV payments tab.
Capture a partial refund as a DATEV payment
You capture a partial refund in the DATEV payments tab of the order via Add payment as a new payment with a negative amount equal to the actual refund, with a comment if needed. You do not change the original payment. In the form, you can enter the amount with a plus, with a minus or without a sign.