Here you will find descriptions of the individual fields in the DATEV export and a description of typical posting records and accounts.
Description of the fields in a DATEV export
Field name | Description |
Revenue (without debit/credit indicator) | Amount of the payment |
Debit/credit indicator | S for payments, H for refunds |
Revenue currency code | We do not currently import any data into this field. |
Exchange rate | We do not currently import any data into this field. |
Base revenue | We do not currently import any data into this field. |
Base revenue currency code | We do not currently import any data into this field. |
Account | Clearing account of the payment method, or for cash deposits and withdrawals, according to the configuration |
Counter account (without tax code) | Collective debtor account of the payment method, or for cash deposits and withdrawals, according to the configuration |
Tax code | We do not currently import any data into this field. |
Document date | Payment date (format: DDMM) |
Document field 1 | Depends on the Reference in the configuration: With the Order number option, the order number is exported here. With the Document number option, this field contains the invoice number for payments and the number of the invoice correction or cancellation invoice for refunds, provided the document can be assigned unambiguously. Otherwise the field stays empty. |
Document field 2 | We do not currently import any data into this field. |
Cash discount | We do not currently import any data into this field. |
Posting text | Order number, customer number |
Item lock | We do not currently import any data into this field. |
Miscellaneous address number | We do not currently import any data into this field. |
Business partner bank | We do not currently import any data into this field. |
Circumstance | We do not currently import any data into this field. |
Interest lock | We do not currently import any data into this field. |
Document link | The document link connects posting records to document images. |
Document info - Type 1 / Content 1 | Sales Channel / Name of the Sales Channel in which the order was placed |
Document info - Type 2 / Content 2 | Export comment / The export comment of the payment stored in the order details |
Document info - Type 3 / Content 3 | Branch store / Name of the respective POS branch store. These fields are filled for all posting records created as a result of a DATEV export for a POS Sales Channel (receivables, reverse receivables, payments, refunds, and cash deposits / withdrawals). Pickware POS must be installed and activated for this. |
Document info - Type 4 / Content 4 | Transaction reference, if available |
Document info - Type 5-8 / Content 5-8 | We do not currently import any data into this field. |
KOST1 - Cost center | Depending on the configuration, the cost center of the Sales Channel or (if available) the cost center of the product is imported here. |
KOST2 - Cost center | Depending on the configuration, the cost center of the Sales Channel or (if available) the cost center of the product is imported here. |
Cost quantity | We do not currently import any data into this field. |
EU country and VAT ID (destination) | Country and VAT ID of the recipient. This field is only exported for line items with a shipping country in Europe (including Germany). |
EU tax rate (destination) | Tax rate of the posting record. This field is only exported for line items with a shipping country in Europe (not Germany). |
Deviating taxation type | We do not currently import any data into this field. |
Circumstance L+L | We do not currently import any data into this field. |
Function supplement L+L | We do not currently import any data into this field. |
Tax code 49 main function type | We do not currently import any data into this field. |
Tax code 49 main function number | We do not currently import any data into this field. |
Tax code 49 function supplement | We do not currently import any data into this field. |
Additional information - Type 1 / Content 1 | Company |
Additional information - Type 2 / Content 2 | Title |
Additional information - Type 3 / Content 3 | First name |
Additional information - Type 4 / Content 4 | Last name |
Additional information - Type 5-20 / Content 5-20 | We do not currently import any data into this field. |
Pieces | We do not currently import any data into this field. |
Weight | We do not currently import any data into this field. |
Payment method | We do not currently import any data into this field. |
Receivable type | We do not currently import any data into this field. |
Assessment year | We do not currently import any data into this field. |
Assigned due date | We do not currently import any data into this field. |
Cash discount type | We do not currently import any data into this field. |
Order number | Order number |
Posting type (down payments) | We do not currently import any data into this field. |
VAT code (down payments) | We do not currently import any data into this field. |
EU country (down payments) | We do not currently import any data into this field. |
Circumstance L+L (down payments) | We do not currently import any data into this field. |
EU tax rate (down payments) | We do not currently import any data into this field. |
Revenue account (down payments) | We do not currently import any data into this field. |
Origin indicator | We do not currently import any data into this field. |
Posting GUID | We do not currently import any data into this field. |
KOST date | We do not currently import any data into this field. |
SEPA mandate reference | We do not currently import any data into this field. |
Cash discount lock | We do not currently import any data into this field. |
Shareholder name | We do not currently import any data into this field. |
Participant number | We do not currently import any data into this field. |
Identification number | We do not currently import any data into this field. |
Subscriber number | We do not currently import any data into this field. |
Item lock until | We do not currently import any data into this field. |
Description of SoBil circumstance | We do not currently import any data into this field. |
SoBil posting indicator | We do not currently import any data into this field. |
Commitment (locking) | 0 – The posting records are not locked in DATEV after the import. Your tax advisor takes care of locking them. |
Service date | We do not currently import any data into this field. |
Date of assignment to tax period | We do not currently import any data into this field. |
Due date | We do not currently import any data into this field. |
General reversal (GU) | We do not currently import any data into this field. |
Tax rate | We do not currently import any data into this field. |
Country | We do not currently import any data into this field. |
Settlement reference | We do not currently import any data into this field. |
BVV item | We do not currently import any data into this field. |
EU country and VAT ID (origin) | We do not currently import any data into this field. |
EU tax rate (origin) | We do not currently import any data into this field. |
Configuring the "Document field 1" field
DATEV uses document field 1 to match payments to open items. If you select the Document number option for Reference in the Posting record section of the DATEV configuration, document field 1 in the payment export contains the invoice number for payments and the number of the invoice correction or cancellation invoice for refunds. This allows DATEV to clear the open items of your invoices automatically. With the Order number option, document field 1 contains the order number.
Which number appears in document field 1 is determined with every export, based on the documents that exist on the order at that point in time. Three rules apply:
For a payment, document field 1 contains the invoice number if the order has exactly one non-cancelled invoice. If it has several invoices or none yet, the field stays empty.
For a refund, document field 1 contains the number of the correction document if the order has exactly one correction document (invoice correction or cancellation invoice) and exactly one refund. If there are several correction documents or several refunds, the field stays empty.
A cancellation invoice only counts as a correction document if the order no longer has a valid invoice. If you cancelled an invoice and issued a new one, the payment gets the number of the new invoice, and document field 1 of a later refund stays empty.
If no invoice exists yet at the time of the export, for example because a paid order will only be shipped next month, document field 1 of the payment stays empty. You assign these payments manually in DATEV. If you export a time range again, document field 1 can therefore differ from the first export, for example if an invoice has been reissued in the meantime.
Tip: Use different numbers for invoices and cancellation invoices, for example with a separate prefix per number range. If both number ranges start at the same number, a cancellation invoice can carry the same number as another invoice. With a collective debtor, DATEV may then clear the wrong open item.
Configuring the "Order number" field
The order number is a custom field on the order that contains the order number by default. Depending on the configuration in Pickware, one of the following values can be exported here, in case you want to store transaction references or marketplace order numbers, for example:
Order number
External order number
External order number, if empty order number
Under Settings → Extensions → DATEV → Posting record section, you can use the Order number item to define which value is exported into this field for receivables and payments.
When using Shopify, a corresponding metafield "External order number (Pickware)" is available. It can be filled either manually or via Shopify Flow (e.g. through marketplace integrations such as magnalister or Shopify Marketplace Connect). The content of the metafield is transferred automatically to the custom field in Pickware.
DATEV allows a maximum of 30 characters for the order number. If the value is longer, the export outputs an error per row and uses the order number instead.
Automatic creation of Shopify payments
If you use Shopify as a Sales Channel, payment transactions from Shopify can be created automatically in Pickware as DATEV payments and marked for export. To do this, activate the Automatic creation of payments and refunds checkbox in the DATEV configuration.
Excluding certain payment methods
In the DATEV configuration, you can use "Excluded payment methods" to define which payment methods should not be created automatically.
Shopify POS orders are not supported in the current DATEV export and are therefore automatically excluded as a payment method. You can also recognize this in the relevant orders by this note:
Supported Shopify payment transactions
Only payment transactions of the type SALE (incoming payment), REFUND (refund), and CAPTURE (payment captured afterwards) are taken into account automatically. Only payment transactions with the state SUCCESS are imported. Exactly one DATEV payment is created for each transaction, including payment amount, payment date, and payment reference. The payment reference corresponds to the Shopify paymentId of the respective payment transaction.
Why is the DATEV payment missing for an order?
A DATEV payment is only created from a payment transaction in Shopify. Orders with a total of €0 have no payment transaction, so there is no DATEV payment for them. They also do not appear in the DATEV document export, because DATEV does not allow postings of €0.
Are fees and payouts from Shopify Payments included?
No. Pickware does not know about payouts and fees from Shopify Payments, so they are not included in the DATEV export. Shopify bills the fees separately. The payment route used for an order, such as Shopify Payments or PayPal, does not matter for the export.
Creating payments retroactively
If you had deactivated the automatic creation of payments at first, you may want to create payments for your orders retroactively. To do this, simply trigger a (re-)import of the affected orders, for example by adding a tag in Shopify or by using the Open in Pickware button in the order in Shopify. Missing DATEV payments are created automatically during the import.
Shopify POS orders
Shopify POS orders cannot be invoiced via Pickware. Receivables or payments are accordingly not part of the DATEV export. As a result, no automatic DATEV payments are created for these orders either. You can find more about handling Shopify POS orders here.
Description of typical posting records and accounts
The following two account types are used frequently:
Revenue accounts:
A revenue account can be described as a sub-account of equity and is used to determine profit. For example, when goods are sold, the incoming payment is sales revenue, which is posted via the revenue account and closed via the profit and loss account.
Debtor accounts:
Debtor accounts record receivables, invoice corrections, and open items from a company's deliveries and services. That means that as soon as a customer completes an order, a receivable arises against the company, which is represented by a debtor account. With collective debtor accounts, the accounts are kept and named depending on the payment method.
The DATEV export contains individual posting records in the DATEV format. Each posting record represents either a receivable or a payment. The following examples show which posting records the plugin creates for the respective business processes.
Business processes:
1.) A payment of €50
2.) A refund of €50
Associated posting records:
1.) Clearing account €50 to debtor account €50
2.) Debtor account €50 to clearing account €50
Account view for the business processes:
Debtor account | Debtor account |
2.) €50 | 1.) €50 |
Clearing account | Clearing account |
1.) €50 | 2.) €50 |