Before you go through the below steps, we want to let you know that Pleo has an integration with DATEV Unternehmen online. If it's feasible on your side, we highly recommend setting up the integration rather than the CSV export. The integration lets you automatically send more types of expense data to DATEV from Pleo.
If you want to learn more about the integration with DATEV Unternehmen online, skip this article and jump to this one instead. But if you prefer the CSV file option, please keep reading. This article covers:
How to turn on the DATEV CSV option
How to input necessary account numbers and more
How to set up your tax codes
How to export the CSV file from Pleo and import into DATEV Kanzlei Rechnungswesen
Turn on the DATEV CSV option
In the Pleo web app, go to the Accounting (Setup) page.
Select the DATEV CSV option.
Input account numbers, your DATEV client number, and more
Once connected, you will need to input a contra account number. Ask your tax consultant which account number is available for Pleo expenses. Sometimes a bank account number is used (e.g., SKR04 = 1880; SKR03 = 1280).
Input your tax consultant number.
Input your DATEV client number.
Input the starting month of your fiscal year (e.g., 1 for January, 12 for December).
If you plan to use the Pleo Pocket feature, input a contra account number for Pocket expenses. It is optional to fill out an additional account number. The additional Pocket account number is only applicable if you plan on reimbursing employees outside of Pleo (e.g., via bank transfer).
Set up your tax codes
Scroll down to where it says Tax Codes (German: Steuer-Codes).
Click on +New (German: +Neu) button to create a new row.
Give your tax code a name that is easy for you to identify. The "code" column should reflect the related BU key. If the BU key starts with zero though, please remove that in Pleo (e.g., 09 becomes 9 in Pleo). Make sure to add in the tax percentage rate as well (e.g. 19%).
A list of the most commonly used BU tax keys and percentages for DATEV can be found here. Your tax consultant can verify which are appropriate.
Exporting the CSV file from Pleo
In the Pleo web app, go to the Export page.
Click on Export to export all selected expenses.
The CSV file will be ready.
Importing the CSV file to DATEV Kanzlei Rechnungswesen
In DATEV Kanzlei Rechnungswesen, go to Accounting (Buchführung).
Click on Preparatory Activities (Vorbereitende Tätigkeiten).
Click on Batch Processing (Stapelverarbeitung).
Click on the Import link (Importieren) in the Batch Processing window (Fenster Stapelverarbeitung).
In the Import window, in the Source Directory field (Quellverzeichnis), select the directory in which the Pleo export file is located from the list or via the folder selection.
Click Import (Importieren).
Click Process (Verarbeiten).
Now it's time to set up your categories! Follow the instructions in this article.