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DATEV integration

  • Updated

What does the integration do

Expenses that went through the approval flow in Rydoo (approved/controlled/reported) can be exported automatically to DATEV. The integration uses the Buchungsdatenservice and is compatible with the following DATEV Accounting systems:

  • DATEV Kanzlei-Rechnungswesen;
  • DATEV Rechnungswesen;
  • DATEV Mittelstand Faktura mit Rechnungswesen.

Specifics

  • Expenses that went through the complete approval process in Rydoo, will be compiled and synced towards DATEV in the form of a ‘Buchungsstapel’.
  • Receipts that are attached to the Rydoo expense will be synced to Belege and Unternehmen Online, and will be attached to the expense lines.
  • The frequency of the export process towards DATEV can be configured to daily, weekly or monthly.
  • The integration can be set up per Rydoo branch.

What does the mapping look like?

When syncing expenses from Rydoo to DATEV, we will map Rydoo data fields to the corresponding DATEV values.

By default, the mapping table is configured as follow:

Field description Field in DATEV Field in Rydoo
Field that would match the ‘Konto’ values in your DATEV account. User Konto mapping can be stored in Rydoo user field ‘user external ID’ Konto User external ID (*configurable)
Field to store the ‘Gegenkonto’ information for DATEV. By default, this would come from the Rydoo Category code Gegenkonto (ohne BU-Schlüssel) Accounting code (*configurable)
‘Belegfeld’ field in DATEV. By default this will be the XPD reference (unique Rydoo reference per expense) Belegfeld 1 Rydoo XPD reference (*configurable)
Value(s) that will be stored in the ‘Buchungstext’ field. Buchungstext First name of the user + last name of the user + category name (*configurable)
Value to populate the ‘KOST1-Kostenstelle’ field in DATEV. By default, we recommend settung up a custom property on user level in Rydoo to store this information. Kost1 - Kostenstelle Custom user property ‘Kostenstelle’ (*configurable)

It is possible to adjust and customize the above mapping table. In case of questions about mapping possibilities, please reach out to your dedicated CSM, or reach out to connect@rydoo.com.

Set-up of the integration

  1. The integration uses the Buchungsdatenservice. It is therefore required to subscribe the entity (Mandant) you want to sync data to to the Buchungsdatenservice. More information about subscribing to this service can be found here.

  2. Provide mapping table and configuration information to your dedicated CSM or our Tech team:

    Rydoo Branch name(s) and ID:
    DATEV Beraternummer & client ID (Mandanten Nummer):
    Email address for errors    :
    Frequency of sync: 

    DATEV Field Rydoo field
    Konto  
    Gegenkonto (ohne BU-Schlüssel)  
    Belegfeld 1  
    Buchungstext  
    Kost1 - Kostenstelle  


    Please specify the exact Rydoo field names and indicate in case the field is a Rydoo custom field/user property.


  3. Once configured, our technical team will reach out to you to establish the connection between Rydoo and the DATEV entity. You will be prompted to log in via DATEV SmartCard/DATEV mIdentity or DATEV SmartLogin.

  4. Testing: DATEV does not have a Sandbox environment. If you would like to test the integration first, we recommend creating a separate testing entity (’Test Mandant’) in your DATEV Production account. Test data can then be sent to this separate entity. Please note: this entity needs to be subscribed to the Buchungsdatenservice as well.

Please note that the DATEV integration might be an add-on service. In case you have further questions or require more details, please contact your dedicated CSM, or reach out to connect@rydoo.com.