Creating DATEV Extract

The extract applies to the DATEV Kanzlei-Rechnungswesen Pro 4.3. DATEV customers are required to send ASCII files every day to the financial accounting system. The following files must be sent to the DATEV system:

  • one file with information on revenue, payment and deposit postings. This file is known as Buchungsstapel in the DATEV system.
  • one file with information on open A/R charges. This file is known as Offene Posten in the DATEV system
  • one file with information on Debtor names and address. This file is known as Debitorenstammdaten in the DATEV system.

The following are the important points to be noted:

  • The extract is created daily by the End of Day process.
  • You may create the extract manually for past dates if the file creation by End of Day process fails.
  • The extract contains the information of all revenue, payment and deposit postings, open A/R invoices or property A/R accounts for the date on which the extract is run.
  • The extract is imported by third-party system, DATEV.
Note: 
  • Occasionally, a file with transaction code information can be exported on demand (called Sachkontenbeschriftung in the DATEV system). If the hotel has transaction codes associated to new G/L Accounts that don’t match the standard chart of accounts (Standardkontenrahmen in German), you can export this file on demand.
  • The Process Details section displays the number of files created and errors if any..
  1. Select Administration > Extracts > DATEV Financial Accounting Extract.
  2. In the Extract Details section, specify the information that you require. See additional details about these fields:
    Extract Date
    Specify the date for which you want to create the extract. The default value is Hotel Date -1.
    Posting Batch
    If this check box is selected, the folio charges and advance deposits are included in the extract.
    Open A/R Invoices
    If this check box is selected, the extract file includes all payment postings like advance deposit and guest ledger posted by direct bill transfer or credit card. The tax invoice can be final, corrected or pending. If the payment is an interim payment and no tax invoice is issued on the day the extract is created, the payment is exported with Account Number. After few days when the tax invoice is issued, the original A/R payment with the Account Number is listed as a cancellation in the extract and sent again as payment received with the tax invoice ID.
    Property A/R Accounts
    If this check box is selected, the A/R accounts that are updated, and the accounts with an open A/R charge created for the given date are included in the extract.
    G/L Accounts
    If this check box is selected, the Transaction Codes field is enabled.
    Transaction Codes
    Specify the transaction codes associated to new G/L Accounts that you want to include in the extract.
  3. Click Create Extract to start the extract process.
  4. Alternatively, click Clear to set the default values.
  5. Select Administration > Daily Processing > Additional End of Day Processes.
  6. Specify the process name and description. For example, OWNREL.
  7. Specify this information:
    Process Type
    Specify Other Processes.
    Process Link
    Specify DATEVEXP.
    Status
    Specify Active.
  8. Click Submit.
  9. Test the extraction either by run EOD or launch it by Administration > Extracts > DATEV Extract.
    Note: If you use this menu path to start the extract process, you must first run an EOD to see the Additional EOD process of Owner Relations in the list on the End of Day Processing page.