1. Configure your accounting settings in Spendesk

This is the #1 chapter of the tutorial on how to use Spendesk along with DATEV Unternehmen Online.

In this chapter, we will discover how to configure the accounting settings of your Spendesk account in order to be fully compatible with DATEV.


1.1 Fill the required accounts

In Spendesk, under the [Settings > Accounting] page, please make sure to fill the following accounts:

  • - General accounts (don't forget to fill the bank and fees accounts)
  • - Expense accounts, in SKR 03 or SKR 04 format (we can import them automatically for you in batch)
  • - VAT accounts (often called 'BU codes' in DATEV). The BU codes need to match DATEV's requirements. We recommend getting in touch with your tax consultant or taking a look at these two articles to choose the appropriate BU codes. Here are the most common BU codes used by Spendesk's german customers:
    • - 19% VAT: 9
    • - 7% VAT: 8
    • - 0% VAT: 0
    • - Reverse charge VAT: 94

If these are not filled properly or don't match your DATEV accounts, it's likely that the import process will fail. Furthermore, in order to be properly imported into DATEV Unternehmen Online, you must ensure that the 'expense account' and 'VAT account' fields are filled out on all your Spendesk expenses.

1.2 Set-up your DATEV preferences

Additionally, scroll down to the 'DATEV integration' section and make sure the DATEV settings match your requirements.

  • - You can decide whether you want the expense accounts and VAT accounts from Spendesk to be exported to DATEV by toggling on/off the 'Use expense accounts in DATEV XML files' and 'Use VAT accounts / BU codes in Datev XML files' options. By default, both options will be selected.

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  • - You can also match your Spendesk cost centers up to two DATEV cost centers. If you want to replicate your DATEV cost centers in Spendesk, we can open custom fields on your account that would match your values. You will then be able to tag your Spendesk payments with these cost center values, which will then be reported back to your DATEV exports. To map them out, simply toggle the 'Map your DATEV cost centers' setting and allocate the corresponding ones from Spendesk.

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Next Step:

Once you're done, you will need to install and set-up DATEV Belegtransfer. Learn how in this next article "Configure Datev Belegtransfer".

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