Admin Guide

1. Who is this section for?

This section is for administrators, implementation specialists, or finance leads who are responsible for setting up and maintaining Interface DATEV for NetSuite.

It covers the essential configuration steps required to prepare your system for DATEV exports — including folder creation, account and tax code mapping, and the setup of DATEV settings and export runs.

You’ll also find details on connecting NetSuite to DATEV Unternehmen Online through the secure API interface. 

The goal of this section is to help you establish a reliable foundation for financial data exchange between NetSuite and DATEV — accurate, auditable, and fully aligned with accounting standards.

2. Setup

Before you begin, please take a look at the General Setup Recommendations and make sure that your NetSuite environment meets the basic requirements for using Interface DATEV for NetSuite. 

Administrator access is needed to create folders in the File Cabinet, import mapping files, and configure the DATEV Settings records. 

The DATEV interface relies on standard NetSuite permissions. As long as users have access to the relevant transactions, subsidiaries, and custom records included in the bundle, they can work with the interface.

Ensure that Interface DATEV for NetSuite is installed and active, that you know which subsidiaries will be included in the DATEV export and that Internal IDs are visible: 

Home > Set Preferences > General > Show Internal IDs.

If you plan to connect NetSuite directly to DATEV Unternehmen Online, make sure that your company has DATEV Online access and valid SmartLogin or SmartCard credentials.

→ Tip: If your organization works with multiple subsidiaries, plan the folder structure and naming convention in advance. It will make the configuration and later maintenance much easier.

Create DATEV Export Folders

To ensure that export files are stored correctly, create a dedicated folder in the NetSuite File Cabinet for each subsidiary.

Go to Documents > File Cabinet > New Folder, name it clearly (e.g., DATEV_DE_Main), and note the Internal ID. You’ll need this ID later when defining your DATEV Settings record.

→ Tip: Activate Show Internal IDs in your user preferences (Home > Set Preferences > General > Show Internal IDs) before creating folders.

Account Mapping

Mapping NetSuite accounts to their DATEV equivalents is one of the most critical setup steps.
It ensures that exported data can be interpreted correctly once uploaded to DATEV.

To start, search for DATEV Master in the global search field.

This will show a list of predefined Saved Searches provided with the solution – for G/L Accounts, Customers, Vendors, and Employees.

1. Open the relevant saved search.

2. In the filter area, select the subsidiary whose data you want to map.

3. Review the column DATEV Account in the search results.

4. Export the list to Excel, enter the correct DATEV account numbers, and save the file as CSV.

5. Import the CSV back into NetSuite to populate the DATEV Account field on each record.

In some cases, vendors may also be customers in DATEV.
For such records, the vendor search provides two fields — DATEV Account (customer account) and DATEV Account Vendor (vendor account).
Employee records can likewise be separated into personal accounts (DATEV Personenkonten) when exporting expense reports.

Inventory Accounting

There is a different handling of inventory accounting between DATEV and NetSuite: NetSuite uses cost-of-sales accounting, while DATEV utilizes the total cost method.

It means that, every time the inventory is sold, it is written off immediately with the corresponding sales transaction (posting to cost of goods sold).
In DATEV, however, the inventory is written off in a monthly batch.

To align both systems, the solution automatically compiles these inventory movements into a monthly batch. Users only need to specify the related DATEV Inventory Asset Account in the DATEV Inventory Change Account field of the COGS account in NetSuite.

Note: Each NetSuite account must have a one-to-one mapping to a DATEV account.The export process will still complete without it, but the upload to DATEV will fail.

Tax Code Mapping

Mapping tax codes is essential to ensure that exported transactions are assigned the correct DATEV Buchungsschlüssel when uploaded to DATEV.

This mapping defines how NetSuite tax codes correspond to DATEV tax keys, ensuring the correct tax rate is applied in all exports.

If your system uses SuiteTax, the mapping is handled automatically — you can skip this step. However, if you use the Tax Details Override option or if you would like to make changes to DATEV VAT mapping in your SuiteTax environment - you can use AV1 DATEV SuiteTax Tax Scenario records to change or add a new mapping.

To map tax codes manually:

1. Go to Setup > Accounting > Tax Codes.

2. Apply a filter for the country Germany.

3. Select one of the standard tax codes, for example S-DE, and click Edit.

4. Scroll to the right-hand section of the record and enter the DATEV posting keys:

   • Posting key DATEV Purchase: 9

   • Posting key DATEV Sales: 3

5. Click Save.

If you use custom tax codes, repeat the process and assign the appropriate keys manually.

Note: The table below provides an overview of the standard DATEV tax codes and their corresponding posting keys.

If your organization uses additional or country-specific tax codes, confirm the correct mapping with your DATEV tax consultant before running the export.

DATEV Settings

The DATEV Settings record defines which data will be exported, where the export files are stored, and which subsidiary they belong to.
Each subsidiary typically has its own configuration record.

To create a new settings record, go to Transactions > Management > DATEV Settings > New.

Fill in the following key fields:

Header Information

• Name — Enter a clear name that identifies the subsidiary and period, e.g. DE Main 2024 Q1.

• Subsidiary — Select the subsidiary for which you are creating the settings.

• Accounting Book — Choose the relevant accounting book (usually the primary one).

• Transactions to Export — Select the transaction types you want to include. If no selection is made, all types will be exported automatically.

Access Tab

This tab holds optional information about your DATEV advisor (DATEV Beraternummer, Client ID, Settlement Number, etc.).
DATEV Beraternummer and Client ID are necessary for the file upload to DATEV to succeed. Including them ensures that the exported EXTF file can be matched and reconciled more easily in DATEV.

Accounts Tab

• Set the Currency — usually EUR.

• Define mappings for automatic accounts (e.g. income and expense accounts).
  Automatic accounts in DATEV cannot have tax codes assigned directly, so mapping them here prevents upload errors later.

System Tab

• Enter the Folder ID created earlier in step 2.1. This defines where the export files will be saved.

Note: Keep the Runs tab empty for new installations — it will automatically populate after the first export.

Once the settings are saved, the configuration connects your subsidiary, mapping, and export location. From this point, the interface knows exactly which data to extract and where to store the output files.

Test Export Run

Before going live, create a test export to confirm that your DATEV Settings record works as expected.

This step verifies that account mappings, tax codes, and file storage are correctly configured.

To create a test export, go to Transactions > Management > DATEV Export Run > New.

Fill in the key fields:

• Name — Enter a clear name such as Test Export 2024-01.

• Settings — Select the predefined DATEV Settings record.

• Tax Period — Choose the relevant period for the export.
  You can also define a custom range under Date From/To.
  Do not use both options at the same time.

• DATEV 2.0 — Tick this box if vendor bill reference numbers should be included instead of payment transaction numbers.

• Export Options — Select what to export: Transactions, Accounts, and/or Entities (Customers, Vendors, Employees).
  For a basic test, exporting Transactions only is usually sufficient.

Once all fields are set, click Start Export.
The system will schedule the run and generate the export files as CSVs.
Refresh the page or wait for the confirmation email until the State changes to Successful.

Summary: 

Running a short test confirms that your configuration, mappings, and file storage work correctly before you begin regular exports.

3. DATEV Online API Connectivity

Once the export configuration has been tested and verified, you can connect NetSuite directly to DATEV Unternehmen Online.

The API connectivity feature allows you to transfer export files and documents securely — without manual download or upload steps.

It supports the standard DATEV authentication methods and ensures compliance with DATEV’s access and data-transfer protocols.

API Login Settings

To enable direct file transfer between NetSuite and DATEV Unternehmen Online, you first need to authenticate your DATEV account within NetSuite.

This establishes a secure connection that allows you to push export files and documents directly to DATEV.

To configure the connection:

1. Go to Setup > Integration > DATEV Login Settings.

2. Select the configuration record and click Login DATEV.

3. Choose your authentication method:

   • DATEV SmartLogin (recommended)

   • DATEV SmartCard / mIDentity

→ Tip: Only one active login configuration is required per account. Once connected, the same credentials can be reused for future exports.

Managing Tokens & Authorization

After successful authentication, DATEV grants access tokens that allow NetSuite to send export files and documents directly to DATEV Unternehmen Online.

These tokens are stored securely within the DATEV Login Settings record.

If you use DATEV SmartLogin, a QR code is displayed on screen during the login process.
Scan it with the SmartLogin mobile app to complete the connection.

For SmartCard or mIDentity authentication, follow the DATEV on-screen prompts.

Once authorized, the interface can automatically transmit:

• Full export runs (CSV files created via DATEV Export Run)

• Documents, such as invoices or vendor bills

• Attachments (only the first attachment per record is sent)

To review the connection status or refresh tokens, open the relevant DATEV Login Settings record.
The current token state (active or expired) is displayed in the record header.

Note: DATEV access must be activated for your company in DATEV Unternehmen Online before API connectivity can be used.
Activation is free of charge but must be requested from DATEV Support.

4. Import from DATEV to NetSuite

It is also possible to import transaction data from DATEV into NetSuite using this solution.

The file from DATEV must be provided in DATEV DTVF format.

To start the import:

1. Create a new AV1 DATEV Inbound Mapping record.

2. Select the subsidiary and click Save.

3. Click the Map button to generate the field mapping.

Once the mapping is complete:

1. Open the AV1 DATEV Inbound Run record.

2. Select the subsidiary.

3. Upload the DTVF file from DATEV.

4. Click Save, then Process File to create the corresponding NetSuite transactions.

The supported NetSuite transaction types are Journal Entry, Vendor Bill, and Bill Credit.
If only one summarized journal entry should be created from the entire file, enable the Create a single JE parameter.

Note: Ensure that the DATEV file structure matches the predefined mapping; otherwise, some records may not be imported correctly.

5. Configuration Tips & Best Practices

When configuring and maintaining the DATEV Interface, a few best practices help ensure smooth exports and stable performance:

Record limits

Keep export runs below 20,000 records. This reduces file size and prevents potential upload issues when transferring data to DATEV.

Automatic accounts

Always map automatic accounts (e.g., income and expense accounts) separately. DATEV does not allow tax keys to be assigned to these account types, so explicit mapping in the DATEV Settings record is required.

SuiteTax compatibility

Starting with version 3.0, the interface is fully compatible with SuiteTax. When SuiteTax is enabled, tax key mapping is handled automatically — no manual configuration is needed if Tax Detail Override option is not utilized.

Internal IDs

Enable Show Internal IDs under Home > Set Preferences > General to access the internal IDs required for folders and configuration records.

Testing changes

After any configuration update — such as new mappings or revised folders — run a quick test export to confirm that all IDs, accounts, and mappings are still aligned.