The DATEV export is split into the DATEV document export and the DATEV payment export. Here we explain how to perform a DATEV document export. The document export contains all document-related claims and cancellations of these claims, while the payment export contains all payment and refund transactions. Both exports can be created separately for each Sales Channel.
Performing the export
To perform a DATEV export, navigate to Orders → DATEV export and select one or more Sales Channels, then select the entry Claims and reclaims in the Type of export field. Next, specify the desired time range – the last completed month is preselected here – and click Create new export. Please note that exports cannot be created across the boundary 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 – that is, either multiple regular Sales Channels or multiple Pickware POS Sales Channels, since the latter are processed differently from a technical standpoint.
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 necessary.
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 using the Download button.
What is included in the DATEV document export?
The DATEV export contains all claims arising from the document types Invoice, invoice correction and cancellation invoice. If it is a POS Sales Channel, the order amount is exported. A posting is included in the export of the selected time range if the document date falls within the selected time range.
Only invoices, invoice corrections and cancellation invoices that were created in Pickware are exported. Invoices from Shopify apps or other programs are not included.
If there is no invoice correction or cancellation invoice for a refund, it is missing from the export. You can create missing invoice corrections for returns retroactively using Bulk edit in the order overview: Filter by the payment state refunded or partially refunded, select the orders and create the invoice corrections. If you have many orders, it is best to work in blocks, for example 100 orders at a time.
Orders in a foreign currency
If Shopify Customers have ordered in a currency other than the Pickware default currency, the associated posting records in the export are automatically supplemented with the DATEV foreign currency fields: the amount in the customer currency (Revenue), the amount in the Pickware default currency (Base revenue) and the resulting Exchange rate (Rate).
Orders for which neither the customer currency nor the Shopify shop currency matches the Pickware default currency are not exported. For each excluded document, a corresponding message appears in the export log.
Downloading and viewing 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.
Using the Export accounting document pictures button, you can additionally export the associated documents (invoices, etc.) for all posting records included in the export as a ZIP file.
If you have combined multiple Sales Channels into one export, posting batches, documents, account labels and debtor base data are each generated once for all selected Sales Channels together. Accordingly, the export detail view shows all participating Sales Channels separated by commas.
The Export account labels and Export debtor base data buttons are only available if you have activated the Einzeldebitorenkonten (Individual debtor accounts) option in the DATEV configuration under Debtor Accounts. You can find more information here.