Export

With the export you can conveniently transfer your trips to your accounting department or your tax advisor.

Content 

• Requirements
• Trip status
• Changing the status
• Export formats
• Perform export

Requirements

• To be able to export a trip, the entry of the trip must be completed.
• If you use Spesenfuchs TEAM, you must have at least the role of an administrator.
• For a DATEV export your client number and your consultant number are required. Enter the numbers in the settings/export settings.
• Check for correct posting, the account for the employee and for the payment types.

Trip status

A trip can have one of the following statuses:

• In progress
• Approved
• Exported

If a new trip is created, it is In progress. As long as the trip has this status, it can be edited and will not be displayed during an export.

Once all data for the trip has been entered, the status can be set to Approved. The trip is then locked and can no longer be changed. This trip can now be exported. Changes can be made to the trip again when the status is set back to In progress.

If an export of the trip was performed, it usually receives the status Exported. Depending on the selected setting, this trip will not be offered for export again afterwards. This status means that the trip can only be released for recording again by an administrator.

Changing the status

1. You are in the dashboard, trip list, search or within a trip.
2. You can change the status of a trip by clicking on the status.
3. When you set a trip from In progress to Approved, you can set the All my trips  checkbox. This way, you do not have to convert the status individually for multiple trips.
4. If you need to edit a trip again, the status can be reset in the same way.
5. If an export is performed, the status of a trip is set to Exported if the trip was in the export period and the option Set trip to status exported after export was selected. Only an administrator can reset this status.

Export formats

There are several formats to which you can export the data from Spesenfuchs. Depending on whether you import the data into an accounting software, provide it to your tax advisor, or use it eb. in Microsoft Excel.

• Lexware Office

If you change the interface in the settings to Lexware Office this export type is available to you. If you have selected Synchronize automatically in the export settings, then you do not need to perform a manual export to Lexware Office. For manual export it is advisable not to set the option Re-export already exported trips and to activate Set trips after export to status Exported. This will ensure that you do not receive duplicate entries in Lexware Office.

Please note that statements or receipts with a total of € 0.00 will not be transferred to Lexware Office. The trip still gets the status Exported.

• sevdesk

If you have activated the interface to sevdesk in the settings, this type of export is available. If you have selected Synchronize automatically in the export settings, you do not need to perform a manual export to sevdesk. For manual export it is advisable not to set the option Re-export already exported trips and to activate Set trips after export to status Exported. This will ensure that you do not receive duplicate bookings in sevdesk.

• debitoor

If you have activated the interface to debitoor in the settings, this export type is available. If you have selected Synchronize automatically in the export settings, then you do not need to perform a manual export to debitoor. For manual export it is advisable not to set the option Re-export already exported trips and to activate Set trips after export to status Exported. This will ensure that you do not receive duplicate postings in debitoor.

• Kontolino!

If you have activated the interface to
Kontolino!
in the settings, this type of export is available. If you have selected Synchronize automatically in the export settings, then you do not need to perform a manual export to Kontolino! For manual export it is advisable not to set the option Re-export already exported trips and to activate Set trips after export to status Exported. This will ensure that you do not receive duplicate entries in Kontolino!

• DATEV - Data services (booking data service and invoice data service 1.0)

With DATEV data services, you or your tax advisor no longer have to manually export data from Spesenfuchs in order to then manually import it into DATEV. With DATEV Datenservices, this is done automatically in the background. You can find more information on using DATEV here.

• DATEV - Accounting data only

A CSV file in DATEV format is generated. This file contains the booking data for your trips. Unzip the ZIP file after downloading and then import the file into your accounting solution or give the file to your tax advisor. Document images are not exported with this export.

• DATEV - Accounting data and document screens

A CSV file in DATEV format is also generated. In addition, the document images are also exported and linked to the corresponding entries in the CSV file. This allows you to hand over the receipts digitally to your tax advisor. The created ZIP file contains the CSV file and another ZIP file. Do not unzip the included ZIP file. This must go to the tax advisor together with the CSV file.

• DATEV - Document data with document images

Only the vouchers with the voucher data such as amount, VAT, etc. are exported. A ZIP file containing the document images and XML files will be created for your tax advisor to import.

• DATEV - LODAS

Transfer of wage data to DATEV LODAS. Data will be exported according to the settings in
Settings-> Export settings
exported.

• Other - Excel format short

Overview of all trips - one line per trip with the summary of the trip data.

Perform export

1. Start the export from the main menu or from the dashboard.
2. Select the export period . Note that the area must be in the same calendar year or financial year.
3. Check the set options. If you activate re-export trips that have already been exported , please note that this may result in duplicates in your accounting. The same applies to the Set trips to exported status after export option. This setting can be useful for checking the export, but should not be disabled otherwise. Note that if the export interface to e.g. Lexware Office or sevdesk is activated, this option can only be set by this export type.
4. Select the format for your export. You can create several export formats in one go.
5. Click Preview to continue. You will get an overview of the trips that will be exported. If you do not want to export one or more trips, remove the trip with the X.
6. If everything is correct, then start the export with the corresponding button.
7. You will switch to the Download page. Here you can download all export files for 28 days. They are then automatically deleted.
8. Optionally, you can download a file for the payment of travel expenses to employees by means of a SEPA bank transfer.