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DATEV Export: how to setup proper booking accounts

Description:

In this article, you will learn how to configure posting accounts (revenue and expense accounts) in TYRIOS for the DATEV export. TYRIOS offers a particularly deep integration here, which ensures that your accounting and the exported data are 100% synchronised.

1. Basic functional explanation & advantages

TYRIOS saves the complete tax decision (tax rate, tax type and the associated posting account) directly on each individual invoice item (line item).

Why do we do it this way and why is it great for you?

  • Maximum precision: Unlike systems that only assign accounts globally, in TYRIOS you can decide per line. This means that a single invoice can contain items that are posted to different revenue accounts.

  • What You See Is What You Get: If you correct an invoice manually (e.g. change the posting account of an item in the editor), exactly this change is adopted in the DATEV export. The export does not "guess", but takes the exact account that is in the item.

  • Supplier-specific control: You can store different expense accounts for the same tax matter depending on the supplier without having to create countless new tax matrices.

Solution:

Store posting accounts in the tax matrix

To ensure that products and services automatically end up in the right accounts, they must be defined once:

  1. Navigate to ShopManagement → Control matrix.
  2. Select the desired matrix (e.g. "Standard 19%").
  3. In the editor, you will see input fields for posting accounts for each country/country line:

    • Bookkeeping account (receipt): Here you enter the expense account for incoming invoices (e.g. goods receipt).

    • Bookkeeping account (outgoing): (Optional) Enter the cash discount for outgoing invoices here, if this is required for your accounting.

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  4. Save the matrix. All future orders and invoices that use this matrix will now automatically use these accounts.

Specific accounts for suppliers (optional)

If you need a different expense account for a particular supplier (despite the same tax):

  1. Open the row of the country/tax rate concerned in the tax matrix.
  2. Click on Add supplier data.
  3. Select the supplier and enter the specific supplier booking account.
  4. TYRIOS now automatically applies this account as soon as an incoming invoice from this supplier is entered with this tax matrix.

Manual control & adjustment in the invoice

You can check which account is being used at any time and change it if necessary:

  1. In the invoice: Open the sidebar of the invoice item. The currently determined posting account is displayed there. You can overwrite it manually here. This change only applies to this specific item and is transferred to DATEV in exactly the same way.
  2. For products: Make sure that the correct tax matrix is assigned in the "Prices" tab of the product so that the correct account is drawn from the start.

Carry out DATEV export

The export process itself does not require any further configuration of the accounts.

  1. When exporting (both for customer invoices and supplier invoices), the system groups the sales based on the posting accounts stored in the items.
  2. Discounts and shipping costs are automatically taken into account on a pro rata basis.

Tips and Tricks:

  • Differentiation of 0% tax rates: There are often different reasons for 0% tax (e.g. "tax-free export third country" vs. "reverse charge" vs. "small business").

    • Tip: Use separate tax matrices for this. Although they all calculate 0%, you can enter a different posting account in each matrix. This way, the sales in DATEV are clearly separated into the correct accounts.

  • Reverse charge: If a customer fulfils the conditions for reverse charge (e.g. valid VAT ID in another EU country), the system automatically sets the tax to 0%. The booking account stored in the matrix is retained and exported.

  • Missing account in the export? If an item does not have an account in the export, open the invoice item, select the tax matrix again and save. This reloads the tax data and the posting account and writes them permanently to the item.

Correct missing or incorrect posting accounts

 

Has an error crept into the DATEV export? Are posting accounts missing or have sales ended up in the wrong revenue account? Don't worry - as TYRIOS saves the account assignment directly to the invoice item, you can usually correct this with just a few clicks.

Here is your self-help checklist.

1. Check basic settings (the basis)

Before you correct individual invoices, make sure that the central setting is correct.

  • Check the control matrix: Go to Product management → Tax matrix. Are the fields Booking account (incoming) and Booking account (outgoing) filled in for all countries and tax rates that you use?

  • Special supplier cases: If the wrong expense account is always used for a particular supplier: Check in the tax matrix under Supplier Data whether a special rule is stored there for this supplier.

2. Correct existing invoices

If an invoice has already been created but has the wrong account, you do not have to delete the invoice. You can update the account assignment directly on the item.

This is how you proceed:

  1. open the relevant invoice or credit note.

  2. Click on the invoice item (line) to open the sidebar.

  3. There you will see the field for the posting account.

    • Variant A (manual): You can change the account manually here.

    • Variant B (Automatic reload): Briefly select a different matrix in the "Control matrix" dropdown and then select the correct matrix again. The system will then reload the current posting account from the settings.

  4. Important: Save the position. The change is only permanently written to the data record when it is saved.

If you want to adjust a large number of invoices, please contact support. They can quickly adjust the invoices with a small script.

3. Eliminate causes of errors for products

So that the error does not occur again with the next order:

  • open the affected product and switch to the Prices tab.

  • Check whether the correct control matrix is selected.

  • Is the field empty or incorrect? Correct it and save. All new orders will then automatically use the correct account assignment.

4. Frequently asked questions & special cases (troubleshooting)

Here are solutions for more complex scenarios that often raise questions:

"I have 0% tax, but the sales end up in the wrong account."

The system needs to know why it is 0% (e.g. third country export vs. intra-community supply) in order to select the correct account.

  • Solution: Use different tax matrices for these cases (e.g. a "Third country export" matrix and an "Intra-Community supply" matrix). Enter the appropriate revenue account in each matrix. Then select the appropriate matrix in the order.

"The posting account is missing for reverse charge."

If a customer from another EU country has a valid VAT ID, TYRIOS automatically sets the tax to 0% (reverse charge). However, the booking account is still taken from your tax matrix.

  • Solution: Make sure that a posting account is stored in your standard tax matrix for the corresponding EU country, even if the VAT ID check ultimately calculates 0% tax.

"Incoming invoice has incorrect supplier account."

When creating the invoice, TYRIOS checks whether a special account is stored for the supplier in the matrix.

  • Solution: When entering the incoming invoice, make sure to select the supplier first and only then check the items/matrix. The system can only load the specific supplier account if the supplier is known.

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