Note:
This feature is only available to you if you have booked it as an add-on module. For changes to your current package, please contact your responsible contact person or customersuccess@alasco.de.
Overview of Topics
- Activating the DATEV Interface in Alasco
- Transferring an Invoice from Alasco to DATEV
- Defining a Default Client in Your Project
- Data Transferred to DATEV and Their Field Mapping
With Alasco, we offer you the possibility to digitise your financial processes in construction and real estate projects. This also includes a interface to DATEV Unternehmen online, through which you can send your digital invoices from Alasco directly 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 about the requirements that must be met for using the interface and how your tax advisor sets up the DATEV interface.
If you have problems transferring an invoice, please refer to the article Frequently Asked Questions about DATEV. There we address common known errors during the transfer. If the problem persists, please contact us by email at support@alasco.de.
Activating the Interface in Alasco
To be able to transfer a verified invoice from Alasco to DATEV Unternehmen online, it is necessary that you first activate the DATEV interface in your user profile. To do this, click on your name in the upper right corner of the screen and select the field "Integrations".
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 role "Restricted User".
Once you have activated the interface in your profile, the button "Log in" will be displayed on the right side under the point DATEV Unternehmen online in the verification step "Pay Invoice". You can now use this button to log in to DATEV Unternehmen online at any time and transfer verified invoices.
Transferring Invoices to DATEV
After successfully linking the two services and activating the interface in your profile, you can now record invoice data in Alasco using the DATEV Invoice Data Service 1.0. In the last invoice verification step "Pay Invoice", you can start the service via the button “Log in”.
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 for each invoice transfer. The login at DATEV Unternehmen online usually remains valid for 24 hours unless you actively log out yourself.
Once 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. After the transfer to DATEV, it will then appear by default in the invoice receipt of this client.
Setting a Default Client for Transfer
If you have created several 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.
To do this, select the project in Alasco. In the navigation on the left side of the screen, the menu item "Project Settings" now appears. 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 appropriate DATEV client to you when transferring invoices afterwards.
Note:
If entries are missing in Alasco when selecting clients via the classic drop-down menu, you can update the client list at any time. To do this, make sure a connection to DATEV is established, click on your name in the upper right corner of the screen and select the field "Integrations". Then click on "Update Clients" in the menu that appears. The current client list from DATEV will then be retrieved.
In DATEV Unternehmen online, your documents are collected and can subsequently be selected for further processing, for example in DATEV Kanzleirechnungswesen and for payment. 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 including all attachments already amounts to almost 20 MB before processing in Alasco, it may result in an error message during transfer to DATEV and the invoice cannot be transferred from Alasco to DATEV Unternehmen online. In this case, you must upload the invoice manually in DATEV.
Field Mapping Alasco - DATEV
In addition to the documents mentioned above, further data created in Alasco is transmitted to DATEV via the interface. This includes relevant invoice information such as the gross payment amount, payment date, discount information as well as the master data of 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 |
|---|---|
| Name of Contractor | Business Partner Name |
| City of Contractor | Business Partner Location |
| Creditor Number | Business Partner Account |
| IBAN of Contractor | IBAN |
| BIC of Contractor | BIC |
| VAT ID of Contractor | VAT ID |
| Order Number | Order Number |
| Posting Account | General Ledger Account |
| Cost Centre | Cost Centre 1 (KOST1) |
| External Invoice Number | Invoice Number |
| Amount Payable without Discount Deduction (gross) | Invoice Amount |
| Tax Rate | Tax in % |
| Currency (EUR) | Currency Code (WKZ) |
| Invoice Date | Document Date |
| Invoice Due Date | Due Date without Discount |
| Discount (Percent) | Discount in % |
| Discount Amount | Discount Amount |
| Discount Date | Due Date with Discount |
| Description "Incoming Invoice" | Goods/Services |
| Date of Transfer to DATEV | Entry Date |
Note:
The DATEV help center is available in German only.