Before you get started with Pleo Invoices, there are two setup tasks for you to complete to ensure the correct configuration of DATEV Unternehmen Online, which will allow a seamless integration between Pleo and DATEV Online.
Those tasks are:
Changing to Bearbeitungsform Erweitert in DATEV Unternehmen online and creating a fiscal year
(Already have Erweitert and a fiscal year setup? Skip to the next task)
1. Changing to Bearbeitungsform Erweitert and Creating a Fiscal Year
For Pleo to successfully import Invoices into DATEV Unternehmen Online (DUO), including the invoice & bookkeeping information, your company’s DATEV account Bearbeitungsform, must be set to Erweitert.
Warning: If these settings are not configured correctly, you will be unable to export Invoices from Pleo.
To change from Standort to Erweitert, you must have administrator access to DATEV Unternehmen online. Alternatively, you can ask your accountant to switch the setting if you don’t have the correct DATEV permissions. There are no additional costs from DATEV if you change from Standort to Erweitert.
Click on Documents in the Applications menu.
Next, click Settings.
With the settings window now open, check if Erweitert is listed under Lieferantenrechnungen.
If not, click Bearbeitungsform ändern.
Under Lieferantenrechnungen, select Erweitert and then Weiter
In Neues Wirtschaftsjahr anlegen, select January 1 to 31st December for the current year, then press Weiter.
Finally, Fertig stellen, and you’re ready to set up your Invoice contra account!
Note: In case you and your accountant for any reason prefer you using Bearbeitungsform Standard, you/they can switch your settings back to Standard after having created the fiscal year.
Remember that you or your accountant will need to create a new fiscal year every year before you can export invoices from the new year.
2. Add an Invoice contra account in Pleo
To add your contra account, you can follow the following steps or read our dedicated article on the DATEV account for Invoice payments for more context.
Understanding what number to enter
Please ask your accountant/DATEV administrator which account number you should use and insert in Pleo for the Invoice payments account. We recommend depending on your accounting setup:
A transitory account, e.g. within the range 1360 Geldtransit (SKR 03) or 1460 Geldtransit (SKR 04)
An account for diverse creditors "Sammelkreditorn", between 70000 and 90000 (SKR 03 & SKR 04)
The account needs to be assigned/created in DATEV Kanzlei Rechnungswesen.
Once you know which number, it’s time to enter it into Pleo. Settings > Accounting
DATEV Unternehmen Online needs to be selected as integration and paired
Scroll down to the input field labeled “Account for Invoice payments”; enter here the account number you agreed on with your accountant.
Note: Alternatively, you can also leave the account number empty, then the payment will be exported without a contra account to DATEV Unternehmen online and create an Error message in DATEV Kanzlei Rechnungswesen when imported. Your accountant then needs to correct the booking entry manually.
You do not need to create a new Kassenbuch for this account in DATEV Unternehmen online! The payment will be exported in the existing Kassenbuch you use for the Pleo Wallet.
That’s it! You’re now set up and ready to use Pleo Invoices!
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