Set up DATEV Unternehmen Online to support Pleo Invoices

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:

  1. 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)

  2. Add an Invoice payment contra account in Pleo

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.

Step-by-step guide:

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

When you are using Pleo Invoices with our DATEV Unternehmen online integration, we recommend that you set up a Contra account for the Invoice payments.

Why do I need a new account?

  • When paying an invoice, the amount will be credited on the Pleo Wallet account and should be debited on the supplier account where you have the outstanding debt from the invoice.

  • Unless a specific supplier account has been added to an invoice, we use this account as the default account for exporting the payment.

  • We therefore recommend that you use a transitory account in our set-up.

  • If you or your accountant chose to leave this default account number empty, the payment will be exported without a contra account if the specific supplier account is missing. This can lead to an error message in DATEV Kanzlei-Rechnungswesen. Your accountant has the option of correcting the booking record manually.

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:

  1. A transitory account, e.g. within the range 1360 Geldtransit (SKR 03) or 1460 Geldtransit (SKR 04)

  2. 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.

Step-by-step guide:

  • 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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