Set up the DATEV KR (Buchungsdatenservice Service) integration

Overview

Key features of the integration

• Tags
  • Import and sync Kostenstellen/cost centres (KOST1 and KOST2) with Tags in Pleo
• Vendor Tagging 
  • Book exported expenses on actual Vendors in DATEV KR
• Multi-Currency 
  • Enable multi-currency in Pleo and export expenses paid in different currencies into DATEV (card and invoice payments)

Preparation

Activate services in DATEV

1. In DATEV, access Verwaltung
2. Click on Rechteverwaltung online
3. Select Mandanten
4. Activate the following services:
   • DATEV Buchungsdatenservice 
   • DATEV Belegbilderservice Rechnungswesen  

Set up accounts

Create the following accounts in Datev (your tax consultant should provide you with the account numbers).

• Pleo Bank Account - to track transactions made with Pleo Cards and Pleo Account.
  Type: Bank Account 
• Pleo out-of-pocket Account - to track money owed to employees (or by employees).
  Type: Other liabilities account
• Pleo Reimbursement Account - to track any reimbursements of money owed to employees (or by employees).
  Type: Transition account

Connection

1. In Pleo, navigate to Settings
2. Click Accounting
3. Search for DATEV KR
4. Select the Setup DATEV KR (Buchungsdatenservice)
5. Click Continue
6. Follow the prompts

Configuration

Accounting Settings

1. In the Pleo, go to Settings
2. Click Accounting
3. Select Setup
4. Add your fiscal year-end
5. Map your reimbursement Gegenkonto and transit account
6. Select the length of your category accounts in Datev

Configure Contra Accounts 

1. In the Pleo, go to Settings
2. Click Accounting
3. Select Chart of Accounts
4. Add your Konto and Gegenkonto to this tab

Configure tags (cost centres)

1. In the Pleo, go to Settings
2. Click Accounting
3. Select Tags
4. Click Add tag group (up to three tag groups in Pleo)
5. Add a name and choose KOST1 or KOST2
6. Click Create tag group

Set up Categories

Learn how to create your categories, and once created, you can follow these steps:

1. In Pleo, go to Settings 
2. Click Accounting 
3. Select Categories 
4. For each category
   • Select the relevant Account Number
   • Choose a tax code from the dropdown

Advanced options

Vendor Tagging

If you want the ability to assign Invoices and expenses to vendors, activate Vendor Tagging - learn how to activate Vendor Tagging in Pleo.

Employee bookkeeping (reimbursement expenses)

You can enable booking of reimbursements and reimbursable expenses to employees’ accounts by following these steps:

1. In the Pleo, go to Settings
2. Click Accounting
3. Select Setup
4. Enable employee-based bookkeeping for reimbursement expenses

Export an expense

After setting up the integration, it's important to export an expense to see if the integration is configured correctly.