Note:
This feature is only available if you have booked it as an add-on. For changes to your current package, please contact your account manager or customersuccess@alasco.de.
Topic Overview
- Activating the DATEV interface in Alasco
- Transferring an invoice to DATEV
- Setting a default client in your project
- Data transferred to DATEV and their field mapping
Alasco allows you to digitize your financial processes in construction and real estate projects. This includes an interface to DATEV Unternehmen online, enabling you to transmit your digital invoices directly from Alasco to your tax advisor.
In this article, we explain how you can transfer invoices from Alasco to DATEV Unternehmen online. In the article Setting up the DATEV interface, you can read which prerequisites must be met to use the interface and how your tax advisor sets it up.
If you encounter any problems when transferring an invoice, please refer to the article Frequently asked questions about DATEV. There we address common errors known to us during transmission. If the problem persists, please feel free to contact us by email at support@alasco.de.
Activating the interface in Alasco
To transfer a verified invoice from Alasco to DATEV Unternehmen online, you first need to activate the DATEV interface in your user profile. Click on your name in the top right corner of the screen and select the "Integrations" field.
Here you can now log in to DATEV with your DATEV SmartCard / DATEV mIDentity or your DATEV SmartLogin and thus activate the interface.
Note:
Please note that the DATEV interface is not available to users with the account type "External user".
As soon as you have activated the interface in your profile, the "Log in" button will be displayed on the right side under DATEV Unternehmen online in the "Register payment" verification step. You can now log in to DATEV Unternehmen online at any time via this button and transfer verified invoices.
Transferring an invoice to DATEV
After successfully linking the two services and activating the interface in your profile, you can now capture invoice data in Alasco with the DATEV Rechnungsdatenservice 1.0. In the final verification step "Register payment", you can start the service using the "Log in" button.
Click the button and log in with your DATEV SmartCard / DATEV mIDentity or your DATEV SmartLogin to establish the connection.
Note:
You do not need to log in again to transfer every invoice. The login to DATEV Unternehmen online generally remains active for 24 hours if you do not actively log out yourself.
When you have successfully logged in to DATEV Unternehmen online, you have access to your clients created in DATEV via a drop-down menu. Select the client to whom the invoice should be transferred. Following the transfer to DATEV, this will appear by default in the invoice receipt of this client.
To ensure no invoices are forgotten, Alasco warns you before progressing an invoice without prior export. When you attempt to register payment for an invoice, or give final approval if the early DATEV transfer feature flag is active, without first transferring the invoice to DATEV, an additional confirmation dialog now appears. You can cancel the action and complete the transfer first.
Setting a default client in your project
If you have created multiple clients in DATEV, but only one of them should receive the invoices from the project in Alasco, you can also create a permanent link between the project and the client.
Select the project in Alasco. The menu item "Project settings" appears in the navigation on the left edge of the screen. Alternatively, you can also access the project settings via the drop-down menu at the top left of the screen. To do this, click on the gear icon of the respective project. Then click the "Edit" button and open the "Advanced settings".
Here you can now enter the client and/or tax advisor number assigned by DATEV.
Alasco uses the entered number to automatically suggest the matching DATEV client to you during the invoice transfer.
Note:
If entries are missing in Alasco during the classic selection of clients via the drop-down menu, you can update the list of clients at any time. To do this, ensure that a connection to DATEV is established, click on your name in the top right corner of the screen and select the "Integrations" field. In the menu that appears, click on "Update clients". The current client list from DATEV will now be retrieved.
In DATEV Unternehmen online, your receipts are collected and can subsequently be selected for further processing, for example in DATEV Kanzleirechnungswesen, and for transfer. During data transfer, the corresponding invoice from Alasco, including the invoice cover sheet and PDF, is sent to DATEV. This can then be accessed in the DATEV interface.
Note:
Please note that the maximum size of the transferred file is 20 MB. If your invoice with all attachments already comprises almost 20 MB before processing in Alasco, an error message may occur during the transfer to DATEV, and the invoice cannot be transferred to DATEV Unternehmen online via Alasco. In this case, you must manually load the invoice into DATEV.
Field mapping Alasco - DATEV
In addition to the aforementioned documents, further data created in Alasco is transmitted to DATEV via the interface. This involves relevant invoice information, such as the gross payment amount, the payment date, cash discount information, and the master data of the creditors (name, IBAN, VAT ID, etc.). The overview below shows you the links between the data fields in Alasco and DATEV.
| Alasco field | DATEV data field |
|---|---|
| Contractor name | Geschäftspartner Name |
| Contractor city | Geschäftspartner Ort |
| Creditor number | Geschäftspartner Konto |
| Contractor IBAN | IBAN |
| Contractor BIC | BIC |
| Contractor VAT ID | USt.-ID |
| Contract number | Auftragsnummer |
| Booking account | Sachkonto |
| Cost center | KOST1 |
| External invoice number | Rechnungsnummer |
| Amount to pay without cash discount deduction (gross) | Rechnungsbetrag |
| Tax rate | Steuer in % |
| Currency (EUR) | WKZ |
| Invoice date | Belegdatum |
| Invoice due date | Fällig ohne Skonto |
| Cash discount (percent) | Skonto in % |
| Cash discount amount | Skontobetrag |
| Cash discount date | Fällig mit Skonto |
| Designation "Incoming invoice" | Ware/Leistung |
| Date of transfer to DATEV | Eingangsdatum |