User Guide

1. How Is the Product Used in Daily Work

Once Interface DATEV for NetSuite is configured by your administrator, you can run DATEV exports directly from within NetSuite — without leaving your standard accounting workflow.

The interface automatically collects all relevant accounting data, such as posted transactions, accounts, and master data, and converts them into the DATEV-compatible CSV format required for upload to DATEV.
If API connectivity is enabled, the system can even transfer the files automatically to DATEV, eliminating the need for manual downloads or uploads.

A typical export run takes just a few minutes:

You select the period, subsidiary, and export type (e.g., transactions or master data), start the run, and review the results once the state shows Successful.
The system then generates structured export files that can be sent directly to your tax advisor or pushed to DATEV for further processing.

This means less manual effort, no risk of version errors, and full traceability for all exported data — making monthly and quarterly accounting processes faster, safer, and easier to manage.

Bottom line: 

With Interface DATEV for NetSuite, exporting accounting data becomes a simple, automated part of your daily financial workflow — transparent, efficient, and fully compliant with DATEV requirements.

2. What’s Important for Users

Interface DATEV for NetSuite makes exporting accounting data straightforward and reliable — directly within NetSuite, without additional tools or manual file handling.

DATEV Export Run

This is where you create and manage all exports. Each run shows:

• the subsidiaries and periods included,

• the selected export types (transactions, accounts, entities), and

• the current processing status (Scheduled, In Progress, Successful).

You can open, monitor, and review export runs entirely within NetSuite.

Predefined Configuration

Every export uses the DATEV Settings defined by your administrator.
These control which data is included and where export files are stored.
Users only choose the period and export type — the system automatically applies the correct mappings and structure.

Reviewing Results

After a run, the generated CSV file can be previewed or downloaded.
The History and Data Online sections show details of all exports, including timestamps and record counts, ensuring full transparency.

3. Using the DATEV Export Run

The DATEV Export Run is where users create, execute, and monitor all exports. Each run follows the same straightforward process: 

Open the Export Run

Go to:

Transactions > Management > DATEV Export Run > New

This opens the DATEV Export Run page, where you define the parameters for your export.

Set Filters and Options

In the Header section, fill in the following fields:

• Name: Use a clear naming convention (e.g., “DE Main 2024-01”).

• Settings: Select the predefined DATEV Settings record for your subsidiary.

• Tax Period:  Choose the relevant tax period, or use Date From/To to define a custom range (and do not use both options at once.)

• DATEV 2.0: Tick this box if vendor bill and sales invoice reference numbers should be exported instead of payment transaction numbers.

In the Center section, select which data types to include:

• Transactions: default export option.

• Accounts: chart of accounts data.

• Entities: customers, vendors, and employees.

For each category, you can choose Only New to export only newly created records since the last run.

Start the Export

Click Start Export to begin the process.
The State field updates automatically to reflect progress:

• Scheduled – the export is queued.

• In Progress – the system is generating the files.

• Successful – export completed.

You’ll receive a notification email once the export finishes successfully, or you can refresh the page manually.

Review Results

After completion, you can:

• Preview the generated CSV file directly in NetSuite.

• Download the file to your local system.

• Edit or reopen the export record if needed.

The History and Data Online sections provide detailed information on each export, including record counts, timestamps, and processing results.

CSV Preview and Override 

The subtab AV1 DATEV Transaction Header shows how the transaction would appear in the DATEV export file.
These records are only created when you use the DATEV Upload Document button for preview purposes or when applying the CSV Override feature — not for every record included in a standard CSV export.

Click Edit next to a header record to view the following details:

• Date Created and Last Modified

• Settings record used

• Transaction number

• AV1 DATEV Transaction - Transaction type

• JSON - The DATEV data structure for the exported transaction

• AV1 DATEV Adjusted – Indicates whether the transaction has been manually adjusted.
  When this field is enabled, any changes made in the AV1 DATEV Transaction Line record override how the transaction appears in the final CSV export.

The subtab AV1 DATEV Transaction Line provides the line-item details that would appear in the CSV structure.

These records let you preview the exported data or adjust the structure when using the CSV override functionality.

Note: The DATEV Transaction Header and Line records serve as preview and override tools — they do not represent actual export data created during a standard DATEV CSV run.

4. Documents Export

Export Single or Multiple Documents 

You can export documents individually or in bulk as follows:

• Single Export

  • Open a transaction and click the button DATEV Upload Document.
    This sends the document (PDF and metadata) to DATEV via the API connection — used mainly by customers with direct DATEV API integration.

• Mass Export

  • Go to Lists > Mass Update > Saved Mass Update and run the predefined update for invoices, vendor bills, or credits.

  • Click on Preview to generate a list of the documents that can be exported.

  • Tick the Apply box next to all transactions that you would like to export.

  • Click on Perform Update.

Blocker Screenshot Mass Update Preview results

This allows you to re-export specific documents without running a full export cycle.

Note: The DATEV Upload Document and DATEV Export Run are separate features.

• DATEV Export Run generates the CSV files with accounting data (used by all product customers).

• DATEV Upload Document transfers document files (PDFs) to DATEV via API (used by a subset of customers with API integration).

Result: 

Together, these options let users manage both transactional exports and document transfers directly within NetSuite — either through the standard CSV process or through API-based document upload.

View Details on Exported Documents 

You can view the details of an exported document under the subtab Custom. In the header of this tab, there are the following DATEV related fields are available:

• DATEV Document Link - This is the link to the document in DATEV

• DATEV Document to be sent - This is the document itself in PDf format. It can be previewed directly or downloaded

• Last Datev API response - This contains information about the last attempt to transfer the transaction document data

• DATEV UUID - The unique identifier for the transferred document

5. Troubleshooting & Tips

Even with a stable setup, export issues can occasionally occur.
Here are common situations and how to resolve them quickly:

Export stuck in Scheduled

The process may still be queued. Refresh the page or check your email for completion confirmation.
If the state doesn’t change after a few minutes, verify that the export queue is not blocked by another process or rerun the export.

→ Tip: If exports frequently remain in Scheduled, ask your administrator to check system logs for delayed background scripts.

DATEV Connection Issues

If exports or document uploads fail to start, or if the system shows an authentication error, check the DATEV connection:

Go to Setup > Integration > DATEV Login Settings and confirm that the access token is still valid.

If required, reconnect using Renew Token.

No data exported

Check that the correct subsidiary and date range are selected.
Also confirm that mappings for accounts and tax codes exist — missing mappings prevent transactions from being included in the export file.

Duplicate exports

Avoid rerunning the same tax period unless a configuration has changed.
Each DATEV export should represent a unique time frame to prevent duplicate uploads in DATEV.

Access issues

If you can’t see or open the DATEV Export Run page, request access from your administrator.
The role must allow visibility into transactions and custom records used by Interface DATEV for NetSuite.

→ Tip: Always run a short test export after configuration changes or bundle updates. It’s the fastest way to confirm that all mappings, folders, and tokens still work correctly.

File Transfer Failures (API-Based Transfers)

If document or file transfers via the DATEV API fail:

• Make sure the DATEV connection is active (see DATEV Connection Issues above).

• Check that valid values are defined in the DATEV Transaction Type Mapping section of the DATEV Buchungsdatenservice record.
  Missing or incorrect mappings prevent the system from classifying transactions for transfer.

Note: These API-related issues only apply to customers using the DATEV Buchungsdatenservice (API transfer).

Standard CSV exports are not affected.