Tenant and assistant
What a tenant is, the five-step assistant and when you need several.
Manual Tax rates come from the shop, accounts from the tax firm.
In the "Accounts" tab you assign a revenue account to every tax rate, a cash account to every payment method and a debtor to the customers. For the revenue accounts the standard accounts of the chart are suggested.
An account for every rate that occurs.
Every tax rate that orders actually carry needs a revenue account; otherwise the export stops. The assistant suggests the standard accounts for 19% and 7%.
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Orders › DATEV export › Tenants
Muster Handels GmbH
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Master dataBookingAccountsTax & OSSExportSales channels
No revenue account for the tax rate 7 %. Documents with that rate cannot be booked - your tax advisor knows which account is right.
Revenue accounts per tax rate
1 openWhere your sales are posted - mandatory for your shop’s own rates
Your tax rates
Revenue 19 %
8400
Revenue 7 %Without an account the export blocks documents carrying this rate. Adopt standard 8300
standard 8300
Deviating accounts per sales channel
Money accounts per payment method
Where the money lands - only with the payment export on
Prepayment
1200
Invoice
1200
PayPalWithout an account the payment is not booked.
e.g. 1200 (bank) or 1000 (cash)
Open the tenant on the Accounts tab and enter a revenue account for every tax rate, or take the suggestion with "Adopt standard 8300".
Tax keys are optional. An automatic account like 8400 carries its rate itself; a key only belongs on accounts without an automatic tax function; your tax advisor says which ones. The key fields are shown with the switch in the "Tax keys (BU)" card.
Without accounts of their own, shipping and vouchers are booked proportionally to the revenue accounts; with their own account per tax rate they are shown separately (for domestic sales), and every discount counts as a voucher.
The accounts of the foreign cases may stay empty: the export then books to the standard account of the chart and says so in every run.
Four ways to the personal account.
The debtor is the personal account the revenue is booked against. A collective debtor is required whichever way you choose: a personal account like 10000, not the control account 1400 or 1200, which DATEV does not let you book directly.
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Orders › DATEV export › Tenants
Muster Handels GmbH
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Master dataBookingAccountsTax & OSSExportSales channels
Debtor account
The customer account the revenue books against - required
One collective debtorOne personal account (e.g. 10000) for all customers - enough for the export without open-item management. Recommended.
Collective debtor per payment methodOne debtor account per payment method. Careful: if an order changes its payment method later, receivable and payment book to different accounts.
Collective debtor + Diverse AdressenAll customers book to the collective debtor but are told apart inside it by an address number. The export produces a second file ("Diverse Adressen") for that. Open-item handling per customer stays possible without creating an account per customer. Prerequisite: your tax advisor has to mark the collective debtor as a "Diverses Konto" in DATEV. Customer numbers may be at most 9 characters.
Individual debtors (one account per customer)Every customer gets their own personal account - their customer number. The export produces a second file (debtor master data) for that. The number has to fall inside the debtor range (10000 to 69999 with four-digit ledger accounts); if it does not, the document books to the collective debtor and the run names the customer. Guest orders get an account too - Shopware gives guests a customer number as well.
Collective debtor
10000
Include e-mail and phone?
Debtor account rule
How the personal account is derived from the customer. Empty = the customer number.
{{ order.orderCustomer.customerNumber }}Twig as in the mail templates. Result: a number from 10000 to 69999, one per customer. The preview checks every customer of your channels. Change it before the first export only, afterwards only together with the firm.
PreviewPresets
One collective debtor: One account for all customers. Enough for a pure revenue export.
Collective debtor per payment method: An account of its own per payment method. Careful with open items if the payment method changes after the invoice.
Collective debtor with diverse addresses: One account, the customers told apart by an address number. The file EXTF_Div-Adressen is created alongside. The tax firm marks the collective debtor as "Diverses Konto" in DATEV; customer numbers at most 9 characters.
Individual debtors: Every customer gets an account of their own; a rule says which one (by default their customer number). The file EXTF_DebKred_Stamm is created alongside.
With individual debtors the number has to fit the range of personal accounts, 10000 to 69999 with four-digit accounts; anyone without a usable number books to the collective debtor and is named in the check report. The tax firm imports the master data before the booking batch.
- Cash accounts
Only needed if the tenant exports payments, one per payment method. The payment books debit cash account, credit debtor, a refund the other way round, always against the same personal account as the invoice.
- Different per channel
With two or more channels every account line can be set differently per channel. Only the debtor stays the same for all channels.
- Cost centres
Rules with a priority assign KOST1 and KOST2, by tenant, channel, payment method, delivery country and tax rate. They never change account, amount or tax.
The first matching rule wins.
All active rules are checked by priority, per booking line: a document with 19% and 7% can get two cost centres. An empty condition field means "any"; a rule without a condition at priority 0 catches everything else.
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Orders › DATEV export › Cost centres
B2B-Shop
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Cost-centre rule
Name, priority and whether the rule applies at all
Cost centre rules only take effect when the tenant has the switch "Kostenstellen befüllen" (Booking tab) turned on. Otherwise KOST1 and KOST2 stay empty in the export - whichever rule matches.
Rule name *B2B-Shop
Priority10
Active
Cost centres
What the rule writes into DATEV fields 37 and 38. An active rule needs at least one of the two.
KOST1B2B
KOST2
Conditions
When the rule applies
TenantMuster Handels GmbH
Sales channelB2B-Shop
Payment methodAll payment methods
Delivery country (ISO)All countries
Tax rateAll tax rates
Effective only with the "Fill cost centres" switch on the "Booking" tab of the tenant.
A rule with a tenant applies only to its exports, without one to all.
Letters, digits, underscore and spaces are allowed, at most 36 characters; DATEV rejects a hyphen or an umlaut.
On the money line, channel, payment method and delivery country apply; a payment has no tax rate.
What gets asked about it.
Which accounts apply for my tax firm?
The ones the tax firm specifies. The plugin suggests the standard accounts of SKR03 and SKR04; every one of them can be overridden on the tenant.
What if a customer's number does not fit the debtor range?
Then the document books to the collective debtor and the check report names it with the rejected number. The revenue is complete; only the assignment to the customer is missing at the tax firm.
Which account does the export book shipping costs to?
For domestic sales without an account of their own, shipping costs go proportionally to the revenue accounts of the tax rates Shopware calculated them with; with the standard accounts that is 8400 for 19% and 8300 for 7% in SKR03, 4400 and 4300 in SKR04. If you enter an account of its own per tax rate under "Revenue accounts for shipping and vouchers" on the "Accounts" tab, the export books shipping costs separately to it; your tax firm says which one. In the foreign cases they book with the goods to their account. Vouchers work the same way; every discount counts as a voucher. A worked example with 7% and 19% is under Shipping costs and vouchers.
How does the export book PayPal payments?
Only with the payment export switched on, and then each payment on its own: on the payment day to the cash account you assign to the PayPal payment method, against the same personal account as the invoice. That way the individual payments settle the invoices, even though the bank statement only shows PayPal's bulk payout. Fees, partial amounts and the bulk payout itself are unknown to Shopware; the bookkeeping records them from the bank statement. Agree it with your tax firm first: if it keeps booking the payments itself, they would be in the books twice. An example of how the bulk payout then adds up is under Payments and PayPal.
The other chapters
Export and history
Period, preview, test export and export, the running run and the history.
Check report and findings
Errors that stop, notices that do not, and the way to fix each one.
All settings
Every setting on the tenant and the global switches, with default and effect.
Glossary
Booking batch, general reversal, freeze and the other words from DATEV and Shopware.