In this article, you'll learn how to configure the settings of your DATEV extension for the best results.

To learn how to perform a DATEV export, see here:

Please note the following information about using our DATEV extension:

You can find the extension settings under Settings → Extensions → DATEV. Please review these together with your tax advisor after installing the extension.

You can configure this individually for each Sales Channel. Alternatively, you can use the Base Configuration entry to store settings that apply equally to all Sales Channels.

If needed, you can remove the link using this button:

The document reference setting lets you determine which information is output in document field 1 when exporting a posting record. A distinction must be made between payment export and document export:

This setting determines which value is output in the order number field of the DATEV export. The setting applies to both the document export (receivables) and the payment export.

You have three options to choose from:

The order number is an additional field on the order that you can use, for example, for transaction references or marketplace order numbers.

In Shopware, you can fill this field manually or through your own automation via the Flow Builder if you import orders from marketplaces.

The order number field can be a maximum of 30 characters long in DATEV. If the value is longer, an error is output per line during export and the order number is used instead.

Refunds with the status Partially refunded are not automatically recorded as a DATEV payment, since the full order amount is always taken into account as a DATEV payment regardless of status. In these cases, the payment must be entered manually.

Here you define revenue accounts for individual tax rates. If no country-specific revenue account is stored for a posting record, the posting record is booked to the standard revenue account for the corresponding tax rate. Additional accounts can be added using the Add standard account button.

Here you define the accounts used for taxable deliveries abroad. If no account is stored for a combination of country and tax rate, a standard revenue account for the corresponding tax rate is used. Click Add country-specific account to add accounts.

Here you define a standard account as well as country-specific accounts used for intra-community deliveries (deliveries to business customers within the EU but outside Germany). If no account is stored for a delivery country, the standard account is used. Click Add country-specific account to add accounts.

Here you define a standard account as well as accounts for deliveries to third countries (non-EU countries). If no account is stored for a delivery country, the standard account is used. Click Add country-specific account to add accounts.

In the Posting variant field, you can specify whether you want to use collective accounts receivable or individual accounts receivable. Of course, you can configure this option either across all Sales Channels (= Base Configuration) or only for individual Sales Channels.

Alternatively, you can also enter an individual accounts receivable account for a specific customer in the customer account, which will then be used independently of your general DATEV settings. You can find more information about this here.

If this option is selected, you can then store an account for each payment method in the Collective accounts section using the Add account for payment method button, to which the relevant orders will be posted. If no accounts receivable account is stored for a payment method, the posting is made to the standard accounts receivable account instead.

If this option is enabled, all orders are posted per customer, with the account number corresponding to the customer number. In this case, two additional buttons are available to you in the export detail view for both the document export and the payment export:

Both files are CSV files. Only customers for whom there is a posting record in the associated DATEV export are included.

If you use the Individual account per customer posting variant in the DATEV configuration for accounts receivable, the accounts receivable account is derived from the customer number. For this to work, the customer number must be suitable for export. Otherwise, the export uses the stored standard accounts receivable account instead.

A customer number is suitable if it consists exclusively of numeric values and is not too long. If the customer number contains other characters or does not meet the requirements for export, it cannot be used as an individual accounts receivable account. In this case, Pickware falls back on the configured standard accounts receivable account during export. So if the standard accounts receivable account keeps appearing for an order despite using Individual account per customer, you should first check the customer number of the affected customer.

Here you store the clearing account to which payments made with the corresponding payment method are posted. If no collective account is stored for a payment method, the payment is posted to the standard account.

If your company belongs to a corporate group, postings within the group must be posted specially. For this purpose, deviating company codes can be stored for individual customers or entire customer groups. Company codes are appended as the last two digits of revenue account numbers.

You can find the corresponding settings in the configuration in the Company code section. Here, the option must first be enabled, and then you can enter the standard company code. Here, too, both a cross-Sales-Channel (= Base Configuration) and an individual configuration per Sales Channel are possible.

You can find out how to set company codes for customers or customer groups here.

Here you can configure a cost center per Sales Channel as well as define the field mapping in the DATEV export. Depending on your selection, the cost center of the Sales Channel is exported to the KOST1 or KOST2 field. The product's cost center, if available, is exported to the respective other field. You can find out more about product cost centers here.

If you use our Pickware POS, you can also define accounts for cash deposits and withdrawals for your Pickware POS Sales Channels.

If you make deposits or withdrawals at the register during operation, these will be listed on the accounts specified here in the DATEV export.

Here you'll find additional settings beyond the extension settings.

In the customer account, under Additional fields → DATEV, you can store a customer-specific accounts receivable account, which will then be used for this customer instead of the account defined under Settings → Extensions → DATEV → Accounts receivable. This applies regardless of whether you use collective accounts receivable or individual accounts receivable. Please also note that customers with their own accounts receivable account are not included in the export files for general ledger account labels or accounts receivable master data.

You can define a company code specifically for a customer in the respective customer account under Additional fields → DATEV. Similarly, you can store an individual company code per customer group under Settings → Shop → Customer groups and there in the Additional fields → DATEV section.

If you have stored a company code both in your DATEV configuration and for the customer account and the customer group, these entries are prioritized as follows: customer account, customer group, DATEV configuration.

This means that when creating a posting record, the company code in the customer account is used first; if nothing is entered there, the company code for the associated customer group is used, and if nothing is entered there either, the standard company code from the general DATEV configuration is used.

In addition to the cost centers at the Sales Channel level, you can also specify a cost center for each product. To do this, go to the product properties under Specifications → Additional fields → DATEV → Product cost center. Below you'll find two examples to illustrate the effects of the product cost center on your DATEV export:

If you ship to EU countries or third countries, you should also enable the following options under Settings → Shop → Countries, in the Options section for each country. These options serve to distinguish tax-free deliveries from deliveries with a 0% tax rate.

* When this option is enabled, the tax-free from field appears, in which you can store amounts from which customers can order tax-free. Nothing needs to be entered here.

Once you export more than €10,000 to the EU, the invoice must show the VAT of the destination country in accordance with the One-Stop-Shop procedure. To do this, first create the corresponding tax rate under Settings → Shop → Taxes. You can then store an additional account with the foreign tax rate in the extension settings under Country-specific revenue accounts per country.

If you want to fundamentally account for deliveries abroad differently from deliveries within Germany before reaching the delivery threshold, you can store an account per delivery country using the German tax rates.