Before enabling Pleo's integration with DATEV Unternehmen online, it's important to check through the requirements in this article. Your tax consultant (German: Steuerberater) will need to be involved in some of the steps. This article explains:
The requisite DATEV packages
Access to DATEV Unternehmen online (the full version, not DATEV Unternehmen online compact) via SmartLogin or Smart Card / DATEV mIDentity.
The additional package Rechnungsdatenservice 1.0 (Pleo is not compatible with version 2.0): Either you (if you're actively using DATEV) or your tax consultant can order and set this up.
How to activate the necessary settings in DUO
In DUO, please go to:
Rechteverwaltung online (Online access management)
Activate the following permissions:
Belege online (with extended access)
Kassenbuch online (the advisor and client number are required fields)
Rechnungsdatenservice 1.0 (the advisor and client number are required fields: please see the highlighted area in the below screenshot)
How to create a dedicated Pleo contra account in DUO
Please feel free to add in these settings if you actively use DATEV Unternehmen Online. Alternatively, your tax consultant can complete these steps.
Ask your tax advisor which contra account number is available for your Pleo Wallet. The tax advisor will provide an available number by cross checking the general ledger account (German: Verrechnungskonto). Sometimes a bank account number is used (e.g., SKR04 = 1880; SKR03 = 1280).
Log into DUO and and create a contra account (Kasse) that's dedicated to Pleo card expenses. As shown in the below video, click Anwendungen - Kassenbuch - Kasse anlegen" (Applications - Accounts - Create account). When creating the account, please select the following:
Name: Pleo Wallet
Account (Konto): the account number given to you by the tax office
Date (Datum): the start date with Pleo (or the start of current financial year)
Opening balance (Anfangsbestand): 0 EUR
⚠️ Cash minus check (Kassenminusprüfung): deactivate (this is required to avoid export errors!)
How to apply settings to the Pleo contra account
In the Pleo contra account (Kassenbuch), go to settings (Einstellungen) and then "Erfassungsmaske konfigurieren." Here are the boxes to tick (as shown in the below video):
Nachricht: this one is optional; only tick this one if you want notes on Pleo expenses to be exported to DUO
How to get help
If you need help setting up DATEV, you can use this link to make an appointment with their team. It's possible to get direct help from the DATEV team if you are an active member of the "DATEV Rechnungswesen" programme.
To get help from Pleo's support team, please contact firstname.lastname@example.org.
Now that the prerequisites have been met, you can start setting up the integration. To do this, please ask your tax consultant for a list of the common tax rates and a list of the G/L accounts that are relevant for your Pleo expenses. Next, it’s time to enable Pleo’s integration with DATEV Unternehmen online (part 2).