DateV Accounting Integration

DateV is secure accounting software designed for the German market. It meets all legal requirements and provides a detailed financial overview of your property.

This guide explains how to work with DateV, how to prepare your RoomRaccoon data for import, and how to upload this data correctly into DateV Unternehmen Online and DateV Rechnungswesen.

Understanding the DateV Import

The DateV import consists of two components:

1. Invoices - to be uploaded into DateV Rechnungswesen

2. Payments - to be uploaded into DateV Unternehmen Online

Using these imports without DateV Unternehmen Online is not possible.

You can download the necessary files in RoomRaccoon via: Finance Module > Financial Report tab

Important Information About DateV

• DateV is invoice-based: Revenue that is not invoiced will not be included in the import.
   If a prepayment is made but the full amount isn't paid within the same month, create a partial invoice.

• Payments not linked to an invoice won't appear in the import. A red exclamation mark signals a payment that is not linked:

To link payments: Click on the invoice icon and select the corresponding invoice.

• If an invoice is credited in the same month, you don't need to link payments. Both the invoice and credit note will cancel each other out.

• If a paid invoice from a previous month is credited, those payments are already registered in DateV. Therefore, you must credit those payments too by linking negative payments to the credit note.

Debtor Management

• Only one debtor is used for all guests.

• Every invoice without a linked payment is treated as a debtor invoice and appears in the debtor report.

• The payment method “Bank transfer” should only be selected when the payment has actually been received.

Managing Add-ons

When setting up DateV:

• Link all add-ons to a ledger to ensure the correct VAT is applied on the invoice.

• If the add-on isn't registered in RoomRaccoon, you can assign it manually in the booking.

If a ledger is missing, you'll see this error: “Missing ledger”

If you need to credit an invoiced add-on, re-register it with a negative amount and link it to the same ledger as the original add-on.

For the Accountant

• The XML file (revenue) must be uploaded to DateV Unternehmen Online via Belegtransfer.

• The CSV file (payments) must be uploaded directly into DateV Rechnungswesen.

Unternehmen Online must be set to “item level” (Positionsebene), not “summary level” (Summenebene).  This is crucial for proper distribution across ledgers.

The editor permissions in DateV must be set to “advanced”.

Preparing DateV Unternehmen Online

Before uploading data, set the following in DateV Unternehmen Online:

Step 1: Go to  Applications → Documents → Wrench icon → Processing settings → Customer invoices → Advanced

Step 2: Then configure the interface Applications → Documents → Wrench icon → Settings → Advanced settings → Configure advanced settings → Invoice data interface

Step 3: Verify the fiscal year Applications → Documents → On the right side, perform “Year transfer” to confirm the current fiscal year is correct.

Note: This step is often missed by tax advisors as it’s not part of the standard workflow.

How to Upload Data to DateV

1. Use the XML interface "DATEV Belegtransfer". No extra paid programs are required.

2. Take the ZIP file downloaded from RoomRaccoon (do not unzip it).

3. Place the file in the subfolder: “Rechnungsausgang” (Outgoing invoices) of the relevant client.

4. Upload the ZIP file - DateV automatically unpacks it.

5. To provide documents in DateV Unternehmen Online: Applications → Documents → Provide

6. To fetch the data in DateV Rechnungswesen: Add client → Receipt/Cash journal stack from cash book/documents online → Fetch data

Good to Know

• RoomRaccoon sends all data to DateV, including paid/unpaid invoices and associated payment methods.

• Following these steps ensures smooth processing and accurate accounting in compliance with German regulations.