What is the DATEV Standard Export?
The DATEV Standard Export sends revenue and payment data from Clock to a DATEV-compatible CSV file. The file is prepared for the SKR 03 or SKR 04 chart of accounts and is delivered to the email address configured for the integration.
Important: Before setting up the export, ask your accountant when revenue should be recognized: when services are consumed or when the folio is closed. This determines which accounting flow you should select.
Format version: On 29 July 2026, the DATEV format version was increased to version 13.
Before you start
- Confirm with your accountant that your financial system supports SKR 03 or SKR 04.
- In Clock, go to Settings -> AppConnector, locate DATEV, and select Activate.
- If you also need an export for a Clock POS account, activate the integration from the AppConnector of that POS account.
- Ask your accountant for the account codes and, if required, the DATEV Consultant Number and Client Number.
Step 1: Choose the accounting flow
Open the integration card, select the Settings tab, and choose an option under Accounting flow. The fields below it change automatically to show only the settings relevant to the selected flow.
| Consumed accounting flow | Closed accounting flow |
|---|---|
| Revenue is exported for the date on which the service was consumed. | Revenue is exported when the folio is closed. |
| Best suited to day-by-day revenue recognition. | Best suited to invoice- and folio-based accounting. |
| Exports individual charge and payment activity. | Exports separate folio tax entries using the configured VAT accounts. |
| Supports deposit and internal-transfer settings. | Supports later payments and reversals of voided folios. |
Do not switch flows for periods that have already been imported into DATEV without consulting your accountant. Exporting the same accounting activity through both flows may create duplicate postings.
Step 2: Configure the common settings
The following settings are displayed for both accounting flows:
- Delivery Email – the email address that will receive the generated CSV file.
- Accounts Receivable (AR) Code – optional. If configured, outstanding customer balances are posted collectively to this AR control account. Leave it blank if receivables will be handled directly in DATEV.
- Balancing Account Code – the balancing account used by the export. If left blank, account 1470 is used.
- Include Header Line in the Export File– enable this if your DATEV import requires an EXTF header. Obtain the following values from your accountant or tax adviser:
- Consultant Number
- Client Number
- Chart of accounts: SKR 03 or SKR 04
When Include Header Line in the Export File is enabled, the Consultant Number, Client Number, and SKR 03/SKR 04 selection expand below the switch.
Settings at a glance
| Setting | Consumed flow | Closed flow |
|---|---|---|
| Delivery Email | Yes | Yes |
| Accounts Receivable Code | Optional | Optional |
| Balancing Account Code | Yes | Yes |
| Deposits Code | Optional | Not shown |
| Internal Transfer Clearing Account | Optional | Not shown |
| VAT Mapping | Not shown | Required |
| DATEV header settings | Optional | Optional |
Step 3: Configure your selected flow
Consumed accounting flow
Consumed accounting flow settings: the Deposits Code and Internal Transfer Clearing Account are displayed in addition to the common settings.
Deposits Code
- If no Deposits Code is configured, only deposits from deposit folios that have revenue are exported, using the account configured for the deposit charges.
- If a Deposits Code is configured, that account is used regardless of whether the deposit was received in a deposit folio or as a payment.
Note: If you use deposits instead of advanced payments in Clock PMS+, the export treats them as registered payments and does not affect the advanced-payment accounts.
Internal Transfer (Restaurant to Hotel) Clearing Account
This setting is useful when restaurant/POS revenue is accounted for separately from hotel revenue. When restaurant charges are transferred to a hotel folio, the hotel should record a settlement movement rather than recognize the restaurant revenue a second time.
- If the clearing account is configured, transferred charges are posted to it instead of the original revenue account.
- If it is not configured, transferred charges use their original POS revenue accounts.
- Recommendation: Use the same account for the Cross Account Transfer payment type and the Internal Transfer Clearing Account. This simplifies reconciliation.
Closed accounting flow
Closed accounting flow settings: VAT Mapping replaces the deposit and internal-transfer settings.
VAT Mapping
Add one mapping for every VAT rate used by the property. The export matches the VAT percentage from the folio to the corresponding DATEV account.
- Select Add VAT.
- Enter the percentage in VAT %, without the percent sign.
- Enter the corresponding DATEV account in Account.
- Repeat these steps for every VAT rate used by the property.
- Use the bin icon to remove an incorrect or unused mapping.
| Example VAT rate | Example DATEV account |
|---|---|
| 9% | XX09 |
| 20% | XX20 |
| 21% | XX21 |
Important: Every VAT rate found on an exported folio must have a VAT Mapping entry. Use the account codes supplied by your accountant; the accounts above are examples only.
When all settings are complete, select the round Save button in the upper-right corner. Wait for the success confirmation before leaving the page.
Account configuration
Revenue account codes – Consumed accounting flow only
Revenue account codes are stored in a custom field on the charge templates.
- Go to Settings -> All Settings -> Charge Custom Fields.
- Check whether a field named datev_account exists.
- If it does not exist, create it with Name: datev_account and Type: string.
- Go to Settings -> All Settings -> Charge Templates.
- Edit each charge template and enter its account in the DATEV account field.
Note: Configure datev_account before posting charges. Existing charges can be updated through the Charge Custom Field Check Report.
Cost centre – optional
- Go to Settings -> All Settings -> Charge Custom Fields.
- Create a field with Name: cost_center and Type: string, if it does not already exist.
- Open each applicable Charge Template and enter its cost centre.
Note: Configure cost_center before posting charges. Existing charges can be updated through the Charge Custom Field Check Report.
Payment account codes
- Go to Settings -> All Settings -> General Ledger Accounts.
- Review the existing rules and create the required payment account mappings.
- Use Sort order to place more specific rules before general rules.
Example: Account 123 applies to all Bank payments, while account 456 applies only to Bank / National Bank. Give the specific Bank / National Bank rule the lower sort-order value so that it is matched first.
Unlike a charge's revenue account, changing a General Ledger Account rule immediately affects the account assigned to matching payments.
How the Consumed accounting flow works
- Revenue: Every charge is exported for the revenue date it affects. For example, a night on 1 January is recognized as revenue for 1 January. Learn more about revenue in Clock PMS+.
- Advanced payments: Changes to advanced payments are exported for the affected revenue date. Learn more about deposits and advanced payments.
- Payments: Payments and payment changes are exported for the revenue date on which they were registered. Learn more about payments in Clock.
Consumed-flow examples
- A future booking is created and an advance payment is collected. Future charges are not exported on the booking creation date. The advance payment and the related payment are exported on the date they are received.
- A checked-in guest consumes accommodation and extra services. Each night and service is exported for its own revenue date.
- A past charge is corrected. The correction is exported for the affected revenue date. A negative charge is represented with H in Soll/Haben-Kennzeichen.
- An advance payment is used at checkout. Its use is exported together with the checkout-date revenue and the payment of the remaining balance.
How the Closed accounting flow works
The Closed accounting flow follows folio documents rather than daily consumed charges.
When a folio is closed
For the folio close date, the export includes:
- A separate entry for each tax record on the folio, using the account from VAT Mapping.
- Active folio payments belonging to the folio close date.
- An Accounts Receivable entry when an AR Code is configured and the folio has an outstanding balance.
- The customer name and VAT number.
- The original invoice reference when the folio refers to another client folio.
Payments received after closure
A payment received after the folio was closed is exported for its own date.
Voided folios
When a closed folio is voided, reversal entries are exported for the void date. This also applies when the folio is closed and voided on the same date.
- Soll/Haben-Kennzeichen is reversed.
- Belegfeld 1 starts with VOIDED.
- Buchungstext starts with VOIDED -.
Closed-flow timeline example
| Date | Event | What is exported |
|---|---|---|
| 12 August | The folio is closed and a payment is registered. | Folio tax entries and the close-date payment. |
| 13 August | An additional payment is received. | The additional payment, dated 13 August. |
| 15 August | The folio is voided. | Reversal entries, dated 15 August. |
Step 4: Generate an export
- Open the DATEV integration and select the Export tab.
- Select the From and To dates. A single export can cover up to 10 days.
- Select Export.
- The CSV file is sent to the configured Delivery Email.
Tip: In the Closed accounting flow, include both the close date and the void date if you expect to see the original entries and their reversals in the same file.
DATEV file specifics
Rules common to both flows
- Amounts in the file are always positive. Soll/Haben-Kennzeichen indicates the direction: S for a positive amount and H for a negative amount.
- Amounts and currencies are exported as registered in Clock.
- KOST1 - Kostenstelle contains the configured cost centre when applicable.
- Payment rows use the payment type and subtype as Buchungstext.
Revenue-entry fields: Consumed vs Closed flow
The table below compares the main revenue rows produced by each flow: individual charge rows in the Consumed flow and folio-tax rows in the Closed flow.
| DATEV field | Consumed flow — charge entry | Closed flow — folio-tax entry |
|---|---|---|
| Umsatz | Absolute gross charge value | Absolute gross tax-record value |
| Soll/Haben-Kennzeichen | S for a positive charge and H for a negative charge | S for a positive value and H for a negative value; reversed for folio voids |
| WKZ Umsatz | Charge tax currency | Folio currency |
| Konto | Charge General Ledger account; Balancing Account Code when no account is available | Balancing Account Code |
| Gegenkonto | Revenue account from datev_account; the applicable deposit, transfer, or balancing account may be used instead | Account from VAT Mapping |
| Belegdatum | Charge revenue date | Folio close date, or void date for a reversal |
| Belegfeld 1 | Folio number; folio number and invoice number when an invoice exists | Invoice number; folio number when no invoice number exists |
| Belegfeld 2 | Invoice number, when available | Folio number |
| Buchungstext | Charge name | VAT percentage, for example 9% VAT; prefixed with VOIDED for reversals |
| KOST1 - Kostenstelle | Value from the charge's cost_center, when configured | Not used for folio-tax entries |
| Zusatzinformation 1 | POS Folio ID for an applicable cross-account transfer; otherwise blank | Customer Name |
| Zusatzinformation 2 | Blank for charge entries | VAT Number |
| Zusatzinformation 3 | Blank for charge entries | Original Invoice, when applicable |
Payments and Accounts Receivable: These rows use their configured payment or AR accounts rather than the revenue-account rules shown above. AR rows include Customer Name and VAT Number in both flows. Payment rows use the payment type and subtype as Buchungstext.
Troubleshooting
A VAT rate cannot be exported
Check that the exact percentage exists under VAT Mapping and has a DATEV account.
A later payment is missing
Make sure the selected period includes the payment date and that the payment date is later than the folio close date.
A payment appears twice
Check whether overlapping export periods were imported more than once. In the Closed flow, close-date payments are exported with the folio and later payments are exported on their own dates.
A folio reversal is missing
Make sure the selected period includes the date on which the folio was voided.
Accounts Receivable entries are missing
Check that an Accounts Receivable Code is configured and that the folio has an outstanding balance.
The email did not arrive
Check the configured Delivery Email and its spam or junk folder, then generate the export again.