Set up the DATEV UO new integration

Step 1. Preparation

Activate services in DATEV 

1. In DATEV
2. Go to Verwaltung → Rechteverwaltung online → Mandanten 
3. Activate the following services:
   • Rechnungsdatenservice 1.0
     Makes it possible to connect DATEV with other apps and transfer data securely
   • Kassenbuch online
     Allows you to manage expense records in Datev Unternehman Online

Set up accounts

Create new cash ledgers in DATEV 

1. Go to DATEV → Anwendungen → Kassenbuch → Kasse anlegen. 
2. Create a cash ledger for: 
   • Pleo expenses 
   • Out-of-pocket expenses

Apply settings 

1. In DATEV, go to Einstellungen → Erfassungsmaske konfigurieren. 
2. Check the following boxes: 

Step 2. Connection

1. In Pleo, navigate to Settings 
2. Click Accounting 
3. Search for DATEV 
4. Select the DATEV Unternehmen online and click Continue 
5. Follow the prompts

Step 3. Configuration

1. Complete the setup page

In Pleo, go to Settings → Accounting, open your DATEV Unternehmen online integration, and complete the following fields on the setup page:

1. Geldtransit account
   • Enter the account used as the transit account for external reimbursements and Wallet loads
   • The account must already exist in your DATEV chart of accounts. Ask your tax consultant for the correct account number if needed
2. Pocket Kasse
   • Select the DATEV Kassenbuch used for Pocket / out-of-pocket expenses
   • If you use reimbursements, make sure the relevant Pocket Kassenbuch is already available in DATEV Unternehmen online
3. Custom booking text (Buchungstext)
   • Select the expense information you want to appear in the booking text sent to DATEV
   • Arrange the selected fields in the order in which you want them to appear
   • This determines the information shown on each expense in DATEV, so you can align the booking text with your accounting conventions

2. Configure the Wallet Kasse

1. In the DATEV Unternehmen online integration settings, open the Contra accounts tab
2. Find Wallet Kasse and select the DATEV Kassenbuch used for Wallet expenses
3. Select the corresponding Kassenbuch that you created in DATEV Unternehmen online during preparation

3. Configure tags (cost centres) 

1. In the Pleo, go to Settings 
2. Click Accounting 
3. Select Tags 
4. Click Add tag group
   Please note that you can have up to three tag groups in Pleo. 
5. Input an easily understandable name and select the tag group as either KOST1 or KOST2. 
6. Click Create tag group 

4. Set up Categories 

1. In the Pleo, go to Settings 
2. Click Accounting 
3. Select Categories 
4. Category groups have automatically populated - edit them by clicking on the title Create categories under each category group
   For example, under a "Marketing" category group, categories could be "Facebook" and "Google." 
5. Assign a tax code to a specific category so that any future expenses under that category are automatically assigned the relevant tax percentage 

Step 4. Export an expense

1. Log into DUO and click on the relevant contra account (kassenbuch) 
2. Click on Cash movements (German: Kassenbewegungen) 
3. Select the accounting month 
4. Click on the details of the expenses 
5. Check through to make sure all of the Pleo expense info looks fine 
6. If all looks good, click on Commit & Provide (German: Festschreiben & Bereitstellen) to save the Pleo expense info in DATEV