The DATEV export is divided into the DATEV document export and the DATEV payment export. The document export contains all document-related receivables and cancellations of these receivables, while the payment export contains all payment and refund transactions. Both exports can be created individually for the Sales Channels. The payment export includes all payments that you can also see in the DATEV payments tab in the order details.
To perform a DATEV export, navigate to Orders → DATEV export and select one or more Sales Channels. In the Type of export field, select Payments and refunds for regular Sales Channels or Cash movements at Pickware POS for POS Sales Channels. Then specify the desired time range – the last completed month is preselected here – and click Create new export. Please note that no exports can be created that span beyond the limits of a business year.
You can select multiple Sales Channels at the same time to combine them in a single export instead of creating a separate export for each Sales Channel. Only Sales Channels of the same type can be combined, meaning either multiple regular Sales Channels or multiple Pickware POS Sales Channels. If the DATEV settings (consultant number, client number, general ledger account length, start of business year) of the selected Sales Channels differ from one another, the configuration of one of the selected Sales Channels is used for the entire export. In this case, you will be notified before the export and can cancel the process if needed.
Optionally, you can add a comment here. Finally, click Export.
In the window, you can follow the progress of the export. Once the process is complete, you can download the export.
What is included in the DATEV payment export?
The DATEV payments tab of an order lists all payments that are part of the DATEV payment export for this order. All payments from this tab whose amount differs from €0.00 are exported. Payments with a negative sign refer to refunds to the customer. A booking is included in the export for the selected time range if the payment date falls within the selected time range. Payments are entered either automatically or manually. Automatic payments are created according to the configuration. You can adjust these payments afterwards.
In addition, you also have the option to create manual payments. If you manually enter a transaction reference here, it is output in the Order number field of the export. For card payments via iZettle or ZVT at the POS, the transaction reference is filled in automatically.
For the automatic clearing of open items for PayPal payments in DATEV, a shared allocation criterion is required in the invoice and the PayPal payment. Use the order ID for this or, alternatively, the PayPal transaction number (in Order number or Document field 1). If the values differ, for example due to a prefix, the matching does not work. You can find additional information in the DATEV documentation.
Orders in foreign currency
Payments and refunds for orders that were placed in a currency other than your shop's default currency are currently not included in the DATEV payment export. The export still runs without errors. For each excluded entry, a corresponding message appears in the export log.
You therefore need to enter the payments for these orders manually in DATEV.
In versions prior to Pickware ERP Pro 3.43.0, amounts in foreign currency were exported unchanged as euros, so 200 SEK, for example, was exported as €200. Because this leads to incorrect bookings, such orders have been excluded from the export since version 3.43.0. An export with conversion to the default currency is currently not available for Shopware 6.
Download and view the export
You can open the export detail page either by clicking the link in the message or by navigating to Settings → Shop → Import/Export (Pickware). There, all created exports can be downloaded at any time.
If you have combined multiple Sales Channels into one export, posting batches, account labels, and debtor base data are each generated once for all selected Sales Channels together. Accordingly, the export detail view shows all Sales Channels involved, separated by commas.
The Export account labels and Export debtor base data buttons are only available if you have enabled the Einzeldebitorenkonten (Individual debtor accounts) option in the Debtor Accounts section of the DATEV configuration. You can find more information here.
The CSV export can then be handed over to your tax advisor. In this article, you will find a list of the exported data types. You can find tips on how to correctly open CSV files in connection with Shopware here.
Can I view DATEV payments in the order details?
The DATEV payments tab of an order lists all payments that are part of the DATEV payment export for this order. Payments are entered either automatically or manually. Automatic payments are created according to the configuration. You can adjust these payments afterwards. In addition, you also have the option to create manual payments.
If you manually enter a transaction reference here, it is output in the Order number field of the export. For card payments via iZettle or ZVT at the POS, the transaction reference is filled in automatically.