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Tenant and assistant

Manual The tenant is the rulebook.

A tenant says who books, what is booked and how: advisor and client number, the sales channels and every rule from the chart of accounts to the email. It matches the client under which the tax firm keeps you.

The assistant

Five steps, each one finished before the next.

It starts under Master data › Tenants with "Set up with assistant", suggests the standard accounts of the chosen chart and says in a message what is still missing. If you know exactly what to enter, use "Add tenant" and fill in the tabs directly.

Open Master data › Tenants and click "Set up with assistant".

your-shop.com/admin

Orders › DATEV export › Tenants

Tenants

Add tenantSet up with assistant

Overview

Dashboard

Reporting

Export

History

Master data

Tenants

Cost centres

System

Settings

Name	Consultant no.	Tenant no.	Chart of accounts	Channels	Status
Muster Handels GmbH	12345	55001	SKR03	Storefront+1	Active
Muster Retail GmbH	12345	55002	SKR03	Marketplace	Active
Muster Digital UG	67890	55003	SKR04	B2B-Shop	Active

Tax advisor and assignment
Name, advisor and client number.
your-shop.com/admin
Create tenant
1Tax advisor
2Sales channels
3Bookkeeping
4Revenue accounts
5Booking
Tax advisor & assignment
These values sit in the header of every DATEV file and assign the bookings to the right tax advisor and tenant.
Tenant name *Muster Handels GmbHAn internal name for this tenant (e.g. the company name). Shown only in the admin, not in the DATEV file.
Consultant number *12345Required: the tax practice's number (1001-9999999). It is on your DATEV paperwork and every letter from the practice.
Tenant number *55001Required: your company's number at the practice (1-99999). Assigned by the tax advisor.
LaterBackNext
Sales channels
Which shops book into this tenant.
your-shop.com/admin
Create tenant
✓Tax advisor
2Sales channels
3Bookkeeping
4Revenue accounts
5Booking
Which shops belong to this tenant?
Only orders from the sales channels selected here are exported. Without a channel the export finds nothing - the most common cause of an empty export.
Assigned sales channelsStorefrontB2B-ShopA channel belongs to exactly one tenant. Channels already assigned are not offered.
LaterBackNext
Chart of accounts and fiscal year
SKR03 or SKR04, account length, start of the fiscal year, seat country.
your-shop.com/admin
Create tenant
✓Tax advisor
✓Sales channels
3Bookkeeping
4Revenue accounts
5Booking
Chart of accounts & fiscal year
The chart of accounts is the numbering system of your bookkeeping - it decides which account numbers the bookings get, and the number of digits follows from it. Plus: when your business year starts and where your company sits, which decides how the export cuts periods and what counts as domestic.
Chart of accounts *SKR03In Germany SKR03 and SKR04 are common. Both are equivalent in substance - they just arrange the same accounts differently, the bookkeeping result does not change. Best pick the one your practice uses.
Account length4How many digits your ledger accounts have. Comes from the chart of accounts - usually 4.
Fiscal year start01-01The first day of your business year as MM-DD (month first). For most it's 1 January, i.e. 01-01.
Company seat countryDEThe country your company is based in (country code, e.g. DE).
LaterBackNext
Revenue accounts per tax rate
For the rates of the shop; on request small business (§ 19) and the accounts for EU business customers and outside the EU. OSS can be switched on here; its accounts follow under "Tax & OSS".
your-shop.com/admin
Create tenant
✓Tax advisor
✓Sales channels
✓Bookkeeping
4Revenue accounts
5Booking
Revenue accounts per tax rate
Which accounts should your turnover be booked to, per VAT rate? For 19 % and 7 % we propose your chart’s standard accounts.
VAT
I am a small business (§19 UStG / Kleinunternehmer)
Domestic sales
Proposed are the standard accounts for SKR03 - you can overwrite them.
Revenue account 19 %8400The chosen sales channels do have orders carrying this tax rate, so this account is needed.
Revenue account 7 %8300The chosen sales channels do have orders carrying this tax rate, so this account is needed.
EU & third country
I also sell to businesses in the EU (with VAT ID)
I also sell outside the EU (third country)
One-Stop-Shop (OSS)
I also sell to private customers in the EU (One-Stop-Shop)
LaterBackNext
Debtor, taxation, booking method
Debtor mode and collective debtor, accrual or cash basis, freeze, handling of documents already exported, payments.
your-shop.com/admin
Create tenant
✓Tax advisor
✓Sales channels
✓Bookkeeping
✓Revenue accounts
5Booking
Debtor, taxation & booking method
Finally: which customer account do the revenues post against, when does the turnover count as earned for tax, and how are the bookings handed over? These are agreements with the tax advisor - when in doubt leave the defaults and change them later on the tenant under "Booking".
Contra account (debtor)
Debtor mode
One collective debtorOne account for every customer. Simple, and enough for a pure turnover export.
Collective debtor per payment methodA separate account per payment method (PayPal, invoice, …).
Collective debtor + Diverse AdressenOne account for everyone, customers told apart by an address number. Produces a second file.
Individual debtors (one account per customer)Every customer gets their customer number as their own account. Produces a second file.
Collective debtor (contra account) *10000A shared customer account (a personal account, e.g. 10000) the revenue books against. The tax advisor picks the actual account.
Taxation
Taxation typeAccrual taxation (by invoice)Accrual taxation books on the invoice date (default). Cash taxation books on payment - only if your tax advisor approved it.
Transfer & safeguards
Lock bookings
Behaviour for already-exported documentsSkip already exported (recommended)
Export payments as well (optional)
LaterBackSave

After that the basics are in place; cash accounts, document types and schedule follow on the tenant.

The six tabs

What is set where.

Above every tab it says whether it is ready for the export or what is missing, and whether the gap stops the export or is only a notice. A coloured dot on the tab shows the same.

your-shop.com/admin

Orders › DATEV export › Tenants

Muster Handels GmbH

CancelSave

Master dataBookingAccountsTax & OSSExportSales channels

Consultant number and tenant number are set and valid - the file header of every DATEV file can be produced from this. The remaining fields on this tab are optional: left empty, the default named in the field help applies.

Tenant

What this tenant is called inside the plugin. An inactive tenant is skipped by the scheduled export.

Name *Muster Handels GmbH

Active

Tax advisor

The firm’s numbers - they go into the header of every DATEV file.

Consultant number *12345

Tenant number *55001

DATEV file

Chart of accounts, format and time reckoning. Everything here is optional and has a default, named in the field help.

Chart of accountsSKR03

Account length4 (default)

Interface version700 (default)

Fiscal year start01-01 (default)

Booking timezoneEurope/Berlin (default)

Seat country (ISO)DE (default)

Master data
Name and active switch, advisor and client number, chart of accounts, account length, interface version, start of the fiscal year, booking time zone and seat country.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
Consultant number and tenant number are set and valid - the file header of every DATEV file can be produced from this. The remaining fields on this tab are optional: left empty, the default named in the field help applies.
Tenant
What this tenant is called inside the plugin. An inactive tenant is skipped by the scheduled export.
Name *Muster Handels GmbH
Active
Tax advisor
The firm’s numbers - they go into the header of every DATEV file.
Consultant number *12345
Tenant number *55001
DATEV file
Chart of accounts, format and time reckoning. Everything here is optional and has a default, named in the field help.
Chart of accountsSKR03
Account length4 (default)
Interface version700 (default)
Fiscal year start01-01 (default)
Booking timezoneEurope/Berlin (default)
Seat country (ISO)DE (default)
Booking
Accrual or cash basis, single or collective booking, cancellation method, performance date, locking bookings (the DATEV freeze), cost centres, order number in the file, posting texts and which of your own document types also count as invoice, credit note and cancellation.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
Everything here is ready for the export - nothing on this tab can be missing. Whether a run happens at all is decided on the "Accounts" and "Sales channels" tabs: without a revenue and a debtor account and without an assigned sales channel the export is blocked, whatever is set here.
Booking & taxation
When turnover arises for tax purposes and how the bookings are handed over.
Everything here is optional and has a default: accrual taxation (turnover arises with the invoice), one booking row per document, cancellations as a general reversal (DATEV field 118), the lock flag off, no cost centres. Only change something when your tax advisor explicitly asks for it.
Taxation typeAccrual taxation (by invoice)
Performance dateDo not export (default)
Booking modeOne booking per document (default)
Storno bookingGeneral reversal (default)
Lock bookings
Write the order number into the file
Cost centres
Whether the bookings carry the DATEV fields KOST1 and KOST2 - the rules live under Cost centres
Fill cost centres
Posting text
The description that accompanies every booking in the DATEV file (field 14, 60 characters).
Posting text (document)Beleg {belegNummer}Result: Beleg RE-10045
Posting text (payment)Zahlung Bestellung {bestellNummer}Result: Zahlung Bestellung 10045
Document types
Which Shopware document types are exported as invoice, credit note and cancellation. The usual types (invoice, credit_note, storno including their ZUGFeRD variants) are always included - here you only add ADDITIONAL custom document types. Leaving it empty is the norm.
Document types: invoiceDefault: invoice
Document types: credit noteDefault: credit note
Document types: stornoDefault: cancellation invoice
Accounts
Revenue accounts per tax rate, the debtor, cash accounts per payment method, the accounts of the foreign cases, shipping and vouchers, the tax keys, plus different accounts per sales channel.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
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 open
Where 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)
Tax & OSS
Small business, OSS on or off, the OSS method and the accounts per EU country for goods and electronic services.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
Small business scheme
Whether this tenant charges VAT
Small business under §19 UStG
OSS booking method
Two posting methods for OSS sales to EU consumers
OSS procedure active
Method
Collective account + tax key 240All OSS revenue on one account, separated per country via the tax key. Default: 8320.
Revenue account per destination country (recommended)A separate revenue account per EU country - maintained in the Tax & OSS tab.
The exported tax rate is the rate actually charged in the shop. That is only the correct destination-country rate when destination-based taxation (OSS) is active in the shop. Tax rates come from Shopware and are not maintained here.
Revenue accounts per EU destination country
Shopware keeps the tax rates per country. This table belongs to the "revenue account per destination country" method: there every EU country gets its own DATEV revenue account - one for goods, optionally a second one for electronic services (downloads).
2 countries have a revenue account. If an OSS sale has no matching account for its destination country and supply type, the entire export run is blocked. Countries with no such sales need no account. Add more countries via "…" at the end of the row.
Country ISO Tax rate DATEV revenue account Digital account
France FR 20 % 8401 no account
Netherlands NL 21 % no account no account
Austria AT 20 % 8402 no account
Export
Handling of documents already exported, "Warnings block the export", payment export, schedule and the email afterwards.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
Export behaviour
How the export behaves in special cases
Already exported documentsSkip (standard - no double export)
Warnings block the export
Payments
Also books the money side: when the money arrived or was refunded.
Export payments
BookedThe incoming payment for paid orders with the invoice number, the outgoing payment for a refund with the credit note or cancellation number - each on the actual payment date.
Money accountsEvery payment method needs a money account on the "Accounts" tab. If one is missing, the payment is not booked and is reported - nothing is ever guessed.
Scheduled export
Whether this tenant exports on its own, in which cadence and in which hour
Automatic scheduled export
Export intervalMonthly (on the 1st, for the previous month)
Export time6:00 - 6:59
Due next: 01.09.2026 - 30.09.2026.Last exported: 01.08.2026 - 31.08.2026.
Mail after the scheduled export
Whether and to whom the export mail goes. Each address gets its own mail with the same content.
Send the mail
Advisor emailpost@kanzlei.example
Second advisor addressteam@kanzlei.example
Your own addressoffice@muster.example
Sales channels
Which shops book into this tenant. Every channel belongs to exactly one tenant.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
The assignment is in place: at least one sales channel belongs to this tenant, and no channel carrying orders is left without a tenant.
Sales channels
Which sales channels belong to this tenant? A channel can belong to exactly one tenant - already assigned channels are not offered.
Assigned sales channelsStorefrontB2B-Shop
Not selectable, assigned to another tenant: Marketplace (Muster Retail GmbH)

Country	ISO	Tax rate	DATEV revenue account	Digital account
France	FR	20 %	8401	no account
Netherlands	NL	21 %	no account	no account
Austria	AT	20 %	8402	no account

Advisor number and client number
Advisor number 1001 to 9999999, client number 1 to 99999, account length 4 to 8. Both numbers are in the header of every file; without valid ones DATEV rejects the import.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
Consultant number and tenant number are set and valid - the file header of every DATEV file can be produced from this. The remaining fields on this tab are optional: left empty, the default named in the field help applies.
Tenant
What this tenant is called inside the plugin. An inactive tenant is skipped by the scheduled export.
Name *Muster Handels GmbH
Active
Tax advisor
The firm’s numbers - they go into the header of every DATEV file.
Consultant number *12345
Tenant number *55001
DATEV file
Chart of accounts, format and time reckoning. Everything here is optional and has a default, named in the field help.
Chart of accountsSKR03
Account length4 (default)
Interface version700 (default)
Fiscal year start01-01 (default)
Booking timezoneEurope/Berlin (default)
Seat country (ISO)DE (default)
Changes
Every change affects future exports. Files already created never change; every run records the settings it calculated with. Only while an export is running, change nothing: it re-reads the settings at every step.
Active or inactive
An inactive tenant keeps its settings and history but does not export: not by hand, not on schedule, not on the console.
your-shop.com/admin
Orders › DATEV export › Tenants
Muster Handels GmbH
CancelSave
Master dataBookingAccountsTax & OSSExportSales channels
Consultant number and tenant number are set and valid - the file header of every DATEV file can be produced from this. The remaining fields on this tab are optional: left empty, the default named in the field help applies.
Tenant
What this tenant is called inside the plugin. An inactive tenant is skipped by the scheduled export.
Name *Muster Handels GmbH
Active
Tax advisor
The firm’s numbers - they go into the header of every DATEV file.
Consultant number *12345
Tenant number *55001
DATEV file
Chart of accounts, format and time reckoning. Everything here is optional and has a default, named in the field help.
Chart of accountsSKR03
Account length4 (default)
Interface version700 (default)
Fiscal year start01-01 (default)
Booking timezoneEurope/Berlin (default)
Seat country (ISO)DE (default)

Questions

What gets asked about it.

Do I need a tenant for every shop?

No, one per company. Several shops of the same company belong in one tenant; different accounts per channel or cost centres make them visible separately.

When do I need several tenants?

When several companies sell through the shop: own bookkeeping, own client number, own file.

What happens when I change the chart of accounts?

All saved accounts stay as they are, including those the assistant suggested and saved. Only empty fields fall back to the standard accounts of the new chart. After a switch, go through all accounts with the tax firm.

Manual The tenant is the rulebook.

Five steps, each one finished before the next.

What is set where.

What gets asked about it.

The other chapters

Accounts and debtors

Export and history

Check report and findings

All settings

Glossary