OSS
An account per destination country or a collective account with a tax key; plus the delivery threshold.
Tax case PayPal pays out in bulk; the export books every payment on its own.
Mehmet sells bike parts, and most customers pay with PayPal. What reaches the business account is a bulk payout minus fees, and every month his tax firm hunted for the invoices inside it. Since he exports payments, the DATEV file brings every PayPal payment along with its invoice number, and every payment settles its own invoice.
Booking PayPal: three payments, one bulk payout.
On 13 October three customers pay their invoices with PayPal, €416.50 in total. Two days later €402.88 from PayPal reaches the bank account. Only the shop knows which invoices are inside that sum and what each of them was.
In the shop
| Invoice | Paid on | Payment method | Amount |
|---|---|---|---|
| RE-10531 | 13.10. | PayPal | €119.00 |
| RE-10534 | 13.10. | PayPal | €59.50 |
| RE-10538 | 13.10. | PayPal | €238.00 |
| Total | €416.50 |
Three payments, each with its invoice.
These are exactly the three rows the export writes: money account 1201 against debtor 10000, dated 13 October, with RE-10531, RE-10534 and RE-10538 in document field 1.
At PayPal
| Item | Amount |
|---|---|
| Three payments | €416.50 |
| Fees | − €13.62 |
| Payout to the bank account | − €402.88 |
| Remaining | €0.00 |
Only PayPal knows the fees and the payout.
Shopware holds none of it. The source for these two amounts is the PayPal statement.
At the bank
| Date | Sender | Amount |
|---|---|---|
| 15.10. | PayPal | €402.88 |
One credit for three invoices.
From the statements the tax firm records only this payout and the fees. The three invoices are already settled through the export, and nothing is left on 1201: 416.50 − 13.62 − 402.88 = €0.00.
Booking a bulk payment: what comes from the file and what from the statement.
Before the payment export goes on, agree with the tax firm which payments it takes from the file from then on. If it keeps booking the same payments from the bank statement as well, they end up in the books twice.
| What | Source | At Mehmet's |
|---|---|---|
| Three PayPal payments, each against its invoice | DATEV file from the shop | €416.50 |
| PayPal fees | PayPal statement, booked by the tax firm | €13.62 |
| Payout from PayPal to the bank account | Bank and PayPal statement, booked by the tax firm | €402.88 |
| Left on the PayPal money account (1201) | €0.00 |
The advisor handout tells the tax firm the same: incoming payments carry the number of the invoice they settle in document field 1, and provider fees with their bulk payouts are listed under what the export does not contain.
Booking PayPal payments in three steps.
The payment export is off by default. It applies to the whole tenant, and every payment method then needs a money account. The card says itself what it is meant for: payment providers that pay out in bulk.
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Also books the money side: when the money arrived or was refunded.
Most tax firms book payments themselves from the bank statement, and DATEV recommends that too. The export is useful mainly with payment providers that pay out in bulk, such as PayPal: the bank statement then shows only the bulk payout, and only the individual payments from the shop settle the invoices.
Export payments
Agree on it with the tax firm first. If they keep booking payments from the bank statement, every payment is in the books twice - and that shows up late.
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.
Not includedProvider fees, early-payment discounts, bulk payouts, chargebacks and partial amounts are unknown to Shopware. The export does not book such orders, it names them in the report for manual booking.
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.
Open the tenant on the Export tab and switch on "Export payments" in the Payments card once the tax firm has agreed.
On the Accounts tab, in the Money accounts per payment method card, enter at PayPal the account on which the tax firm keeps PayPal, 1201 at Mehmet's. Paid in advance goes to 1200 there.
Run a preview over one day on the export page. Below the invoices are the payments: money account 1201 against debtor 10000, with the same number in document field 1 as the invoice.
What the payment row holds.
The payment for RE-10531 in the file, field by field. Through document field 1 DATEV finds the open invoice and settles it.
| Field | Content | For RE-10531 |
|---|---|---|
| Field 1 · Amount | the amount of the order | 119,00 |
| Field 2 · Debit/credit | S for the receipt, H for a refund | S |
| Field 7 · Account | the money account of the payment method | 1201 |
| Field 8 · Contra account | the same debtor as on the invoice | 10000 |
| Field 9 · Tax key | empty under accrual taxation, under cash basis the key of the sale | empty |
| Field 10 · Document date | the day the payment switched to "Paid" in Shopware | 1310 |
| Field 11 · Document field 1 | the number of the invoice it settles; without an invoice "Z-" and the order number | RE-10531 |
| Field 14 · Posting text | "Zahlung Bestellung {bestellNummer}" or a pattern of your own | Zahlung Bestellung 10531 |
A refund books the opposite way: credit on the money account, with the number of the credit note or cancellation in document field 1 and the text "Erstattung Beleg …", dated on the refund day. Which key a payment carries under cash-basis taxation is explained under Cash-basis taxation.
The month per money account, next to the PayPal statement.
Overview › Reporting shows for each period what the export booked to the money accounts, per money account and payment method, with a CSV. The tax firm puts the total on 1201 next to the incoming payments on the PayPal statement for the same month.
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Orders › DATEV export
DATEV report
01.10.2026 - 31.10.2026 · figures from the binding run of 01.11.2026 Frozen and exported: the same accounts, keys and sums as in the file.
Payments per money account
What the export books on the money accounts, to reconcile against the bank and PayPal statements.
| Money account | Payment method | Bookings | Amount |
|---|---|---|---|
| 1201 | PayPal | 186 | €14,872.60 |
| 1200 | Paid in advance | 41 | €3,208.90 |
Payments after the end of the period belong to the period they arrived in. Refunds reduce the money account.
CSV
- Per money account
186 PayPal payments for €14,872.60 on 1201. Payments after the end of the period belong to the period they arrived in, refunds reduce the money account.
- Where the figures come from
The figures come from the binding run of the month: the same accounts and totals as in the file the tax firm imported. For a month without a binding run it takes the latest preview or test export, or you compute one with "Compute preview".
Shopware does not know fees, partial amounts or bulk payouts.
The export books what the order holds. Fees, early-payment discounts, bulk payouts and chargebacks only arise at PayPal or the bank, and a status like "partially paid" carries no amount in Shopware. The tax firm records such items from the statement; the check report names partial payments and partial refunds so they do not get lost.
If a payment does not add up, the report says so.
All three are notices: as long as "Warnings block the export" is off, the file is created, and the report names the order with the way out.
- Money account for the payment method missing
If a payment method has no money account, the export does not book its payments. The revenue stands, the money side is missing.
- Kind
- Notice
- What to do
- Enter the money account the tax firm names on the Accounts tab and export the period again.
- Payment differs from the invoice amount
The payment books the current amount of the order. If the order was changed after the invoice, the difference would stay open on the debtor; the notice names both amounts.
- Kind
- Notice
- What to do
- Settle which amount is right; if the invoice is wrong, the correction goes into the export as a credit note or cancellation.
- Payment without a document
A payment without an invoice books with "Z-" and the order number in document field 1, so the money is not missing. Without an invoice number DATEV cannot settle the item by itself.
- Kind
- Notice
- What to do
- Create the invoice on the order and export the period again.
One switch, one account per payment method, plus posting text and debtor.
| Setting | Where | Default |
|---|---|---|
| "Export payments" | Tenant › Export › Payments | off |
| Money account per payment method | Tenant › Accounts › Money accounts per payment method | empty: "Without an account the payment is not booked." |
| "Posting text (payment)" | Tenant › Booking › Posting text | "Zahlung Bestellung {bestellNummer}" |
| Debtor mode | Tenant › Accounts › Debtor account | collective debtor; also "Collective debtor per payment method" |
The manual describes money accounts, debtor modes and cost centres on the money row in the chapter Accounts and debtors.
What gets asked about it.
Does the export book the PayPal fees too?
No. Shopware does not know the fees; they are on the PayPal statement, and the tax firm records them from there. The export books the full amount of every payment to the money account; what PayPal keeps of it is the difference from the payout.
How does the bulk payout get into the books?
From the bank and PayPal statements, through the tax firm. Because the individual payments are already on the PayPal money account with their invoice numbers, it no longer has to spread the sum across invoices.
Which money account does PayPal get?
The one on which your tax firm keeps PayPal. The row on the Accounts tab suggests "e.g. 1200 (bank) or 1000 (cash)"; the plugin does not fix an account for PayPal.
Does every payment method need a money account?
The switch applies to the whole tenant, and every active payment method of its channels has a row. If one stays empty, the export does not book its payments and names them in every run as the notice "Money account for the payment method missing".
Which month does a payment belong to?
The month in which it switched to "Paid" in Shopware, read from the status history. Under accrual taxation an invoice of 31 October paid on 2 November is in the October export, its payment in the November export, still with the invoice number.
What if the order changes after the invoice?
The payment books the current amount of the order, so the debtor would stay open by the difference. The check report names both amounts; the clean fix is a credit note or a cancellation for the invoice.
Do I need a debtor of its own for PayPal?
No. With the collective debtor, invoice and payment book against the same personal account. "Collective debtor per payment method" gives PayPal a debtor of its own; if an order changes its payment method after the invoice, receivable and payment then book to different accounts and the item stays open.
The other tax cases
Cash-basis taxation
Booked on the real payment date, with payments and refunds; OSS and EU business customers on the invoice date.
Small businesses
Revenue under § 19 UStG without tax and without a tax key.
EU business customers
Intra-community supply and reverse charge to companies with a VAT ID.
Outside the EU
Tax-free export, taxed deliveries outside the EU and the special case of Northern Ireland.
Credit notes and cancellations
General reversal or side switch, credit note, cancellation and the real refund.
Foreign currency
Amount in the document currency, rate and base amount in euros.
Shipping costs and vouchers
Shipping and discounts split across 7% and 19%, or onto accounts of their own if the tax firm wants that.