General
For the DATEV export, you need the advisor number and the client number.
Please note that the client number must be between 1001 and 99999 and the advisor number between 1 and 9999999.
Accounting
Use the Posting text selection to specify which information should be included in the posting text of the DATEV export files.
If you use a fiscal year that differs from the calendar year, enter its starting month. If the fiscal year corresponds to the calendar year, select January as the starting month. This information is used in the DATEV export file and determines the basic period for the export.
Under Options for the posting export, you can configure additional settings for the DATEV export. Among other things, you can specify how debit and credit, private receipts and the fixed entry indicator are handled in the export.
If you activate the DATEV fixed entry indicator, the DATEV export includes the information that the postings are to be fixed in DATEV Kanzlei-Rechnungswesen.
The structure of the individual DATEV export files is explained in this blog post.
LODAS
For the export to DATEV LODAS, you can adjust the wage types and processing keys to match your settings in DATEV LODAS.
The standard values provided by Spesenfuchs are shown in parentheses next to the respective fields. As a rule, these values do not need to be changed. If you use different or custom wage types in DATEV, you can enter them here.
Important: If you leave a wage type or its corresponding processing key blank, the respective value will not be transferred to DATEV LODAS.
| Value | Wage type | Processing key |
|---|---|---|
| Tax-free lump sum/reduction | e.g. 9979 | e.g. 3 |
| Lump sum 25% taxable | e.g. 202 or custom wage type | e.g. 2 |
| Lump sum fully taxable | e.g. 202 or custom wage type | e.g. 2 |
| Tax-free overnight allowance | custom net payment 9000–9799 | e.g. 3 |
| Kilometers, taxable | e.g. 852 | e.g. 2 |
| Kilometers, tax-free | e.g. 9978 | e.g. 3 |
| Non-cash benefit | e.g. 235 or custom wage type | e.g. 2 |
| Payment | e.g. 200 | e.g. 2 |
| Travel expenses, deduction | e.g. 9010 | e.g. 3 |
Tax-free overnight allowance
The Tax-free overnight allowance wage type is used by Spesenfuchs to transfer the tax-free portion of a trip's overnight allowances to DATEV LODAS.
DATEV LODAS does not provide a standard wage type for the overnight allowance. Therefore, create a custom net payment between 9000 and 9799 in DATEV under Mandantendaten | Netto-Bezüge/Netto-Abzüge and enter its number in Spesenfuchs.
The reimbursement of overnight accommodation costs is exempt from tax and social security contributions and is not reported on the wage tax certificate. For further information, please refer to the DATEV help on travel expenses, meal allowances and overnight accommodation costs.
If you pay overnight allowances above the statutory rate, Spesenfuchs transfers only the statutory portion using the Tax-free overnight allowance wage type. The portion exceeding the statutory rate is taxable and is taken into account using the Lump sum fully taxable wage type.
If you leave the wage type or processing key blank, the overnight allowance will not be transferred to DATEV LODAS.
Payment via LODAS
If Payment via LODAS is activated, payment to the employee is made via LODAS and the wage types specified above are used.
The transferred overnight allowances – like meal allowances and mileage allowances – are deducted again in the Travel expenses, deduction posting to prevent them from being paid twice.
Deactivate this option if travel expenses, meal allowances and overnight allowances need to be processed for payroll purposes but should no longer be paid out. In this case, Spesenfuchs creates an additional offsetting posting with a negative amount for the affected wage types during export.
If the net deduction is to be posted to a different wage type, enter the additional wage type separated by a slash, for example 9978/99781. This notation is also available for the overnight allowance, for example 9000/9001.
Only one wage type can be entered for the Payment and Travel expenses, deduction wage types.
Once the export has been completed, you will receive a ZIP file. Download and extract the file. You can then import the included text file into DATEV LODAS according to the following DATEV instructions.
If you previously used DATEV Reisekosten classic and encounter the issue that travel expenses should not be paid out when importing into LODAS, please check whether a subsequent deduction was configured. You may need to remove it.
Further information, particularly on wage types and processing keys, can be found in the DATEV help on travel expenses, meal allowances and overnight accommodation costs and meals.
LODAS billing month
The LODAS billing month determines which date is included in the export file. The date range selected during the export determines which trips are included in the export.
The options explained using examples:
Last month
We are in August. July is specified as the month in the export file. The data is therefore included in the July payroll.
Current month
We are in August. August is specified as the month in the export file. The data is therefore included in the August payroll.
Following month
We are in August. September is specified as the month in the export file. The data is therefore included in the September payroll.
Travel month
The export file contains the month in which the trip started. Please note that LODAS accepts only one billing month within a single file. You must therefore select an appropriate single-month period for the export.
DATEV Lohn und Gehalt
The export for DATEV Lohn und Gehalt transfers the relevant travel expense data from Spesenfuchs to your payroll accounting.
Under Wage types, you can adjust the wage types used for the export to match your settings in DATEV Lohn und Gehalt. The standard wage types provided by Spesenfuchs are shown in parentheses next to the respective fields.
If you leave a wage type blank, the respective value will not be transferred to DATEV Lohn und Gehalt.
| Value | Wage type |
|---|---|
| Tax-free meal allowance/reduction | e.g. 9650 or 9660 |
| Meal allowance 25% taxable | e.g. 3230 or 3270 |
| Meal allowance fully taxable | custom wage type |
| Tax-free overnight allowance | e.g. 9680 |
| Kilometers, taxable | custom wage type |
| Kilometers, tax-free | e.g. 9600 |
| Taxable non-cash benefit | e.g. 2820 or 3260 |
| Payment | e.g. 9030 |
Tax-free overnight allowance
The Tax-free overnight allowance wage type is used by Spesenfuchs to transfer the tax-free portion of a trip's overnight allowances to DATEV Lohn und Gehalt.
In DATEV Lohn und Gehalt, the standard wage type 9680 (overnight accommodation costs) is available for this purpose. Alternatively, you can enter a custom wage type.
If you pay overnight allowances above the statutory rate, Spesenfuchs transfers the tax-free portion using the Tax-free overnight allowance wage type. The portion exceeding the statutory rate is taxable and is taken into account, as before, using the Meal allowance fully taxable wage type.
If you leave the Tax-free overnight allowance field blank, the overnight allowance will not be transferred to DATEV Lohn und Gehalt.
Lohn und Gehalt billing month
The Lohn und Gehalt billing month determines the payroll month to which the exported data is assigned. The date range selected during the export determines which trips are included in the export.
You can find detailed information about the export in the DATEV Lohn und Gehalt help article .