Overview

With the DATEV export, you hand your invoice data to your tax advisor or accounting department as a posting batch. Kyvento generates the widely used EXTF CSV format, which DATEV systems can read in directly. Generation runs in the background – so even extensive periods export reliably. This article shows you where to find the export, what it contains and how your tax advisor works with it.

Prerequisite: consultant and client number

The posting batch carries your consultant number and client number in the EXTF header – DATEV systems use them to assign the batch to the correct client. You receive both numbers from your tax advisor and store them once under Settings → Account in the "DATEV" section; that is also where you set the default chart of accounts (SKR03 or SKR04). If the numbers are missing, the export stops with a corresponding message.

Requesting the export

In the navigation, open the "Exports" section. There you'll find the "DATEV" tile with the description "Posting batches and debtors in DATEV format" – it offers two paths:

• Quick path: Clicking "Request Export" starts the export for the previous calendar month using the default chart of accounts from your account settings (SKR03 if nothing is stored there). The batch is generated in the background and appears in the "My Exports" list further down the page – that is where you download the finished ZIP file.
• Choose period & chart of accounts: The link on the tile opens the detail page whenever you need a different period or chart of accounts.

Choosing the period and chart of accounts freely

On the detail page, you pick the period via the quick select (last month, current month, current quarter, current year) or freely via the from/to fields. For the chart of accounts, SKR03 and SKR04 are available – the default from your account settings is preselected. Clicking "Generate & download export" requests the export; the page waits for it to finish and starts the download automatically. For extensive periods this can take a few minutes – if the export is not ready by then, you will find it afterwards under "My Exports" on the Exports page.

Test export for a trial import

On the detail page, you can request the batch as a test export (option "Test export (do not lock)"). The posting batch is then not locked (lock indicator 0) – your tax advisor can safely repeat or delete the trial import in their DATEV system. The enclosed info.txt clearly marks the batch as a test. For the final handover to your tax advisor, request the export without this option.

What the export contains

The ZIP archive contains the file EXTF_Buchungsstapel.csv along with an info.txt holding key facts about the export. The CSV file is semicolon-separated, UTF-8 encoded and uses the German number format; the document date appears in the format customary for DATEV (day and month). Each invoice line item produces one posting row with these fields:

• Amount and debit/credit indicator
• Account – the revenue account per the product configuration or the system default
• Contra account – the customer number as the debtor
• Document date, document field 1 (invoice number) and posting text

All finalized invoices in the period are included (by invoice date) – drafts are left out. Cancellation documents flow in as separate postings.

Working together with your tax advisor

The batch header contains your consultant and client number (see above) – your tax advisor can assign the file directly to the correct client. In addition, clarify the following with your tax advisor's office:

1. Which revenue accounts should apply per product and tax scenario – you maintain this mapping directly on the product (see "Assigning bookkeeping accounts (SKR03/SKR04)").
2. Whether the customer numbers from Kyvento can be adopted as debtor account numbers – they serve as the contra account in the batch.
3. Whether a trial import is wanted before the first handover – the test export exists for exactly that (see above).
4. The cadence for exporting – exporting at the start of the month for the completed previous month has proven effective.

Good to know

• The export changes no data in Kyvento – you can repeat it as often as you like, for example when cancellations have been added afterwards.
• Every DATEV export appears in the "My Exports" list on the Exports page and can be downloaded again from there later.
• Correct postings rely on a complete tax configuration (Settings → Tax rules) and properly maintained revenue accounts on your products.

Next steps

• Store revenue accounts per product – see "Assigning bookkeeping accounts (SKR03/SKR04)"
• Build a monthly routine around the export – see "Period closing and month-end"
• An overview of further export paths – see "Integration with accounting software (Lexoffice, sevDesk)"