Overview of shared data with DUO

Learn what data is pulled and pushed between Payhawk and DATEV Unternehmen Online (DUO).

Ralica Petrova avatar
Written by Ralica Petrova
Updated over a week ago

Payhawk provides direct integration to DATEV Cloud Services by using the Rechnungsdatenservice 1.0, thus allowing for effortless expense export to DATEV Unternehmen Online (DUO).

The integration between Payhawk and DUO enables you to have full control over the data that is exchanged between the two systems.

The following diagram shows all the data that DUO and Payhawk are sharing.

For more information, see the following articles about:

Pushing payments to DUO

For accounting reasons, Payhawk exports only settled transactions. This means that if a payment has been authorized, but not settled yet, Payhawk will not export it to DUO.

Once a transaction is settled, its settlement date and amount will be automatically exported to the Payhawk bank account in DUO as a bank statement line.

For more information, see the article about exporting expenses and payments to DUO.

Pushing deposits to DUO

When exporting deposits to DUO, Payhawk creates two ledger imports with opposite signs:

  • Positive sign transaction (+)

    • [Debit] Account number corresponding to the Balance account code.

    • [Credit] Business partner account number corresponding to the Default supplier account code.

  • Negative sign transaction (-)

    • [Credit] Account number corresponding to the Cash in transit account code.

    • [Debit] Business partner account number corresponding to the Default supplier account code.

In both transactions, the Business partner account number (Gegenkonto) is the Default Supplier Account Code, which you have not set up in the Payhawk-DATEV connection wizard. To have an account number in the Gegenkonto column, disconnect and connect again your DATEV integration, and provide a Default Supplier Account Code.

Pushing expenses to DUO

Once an expense is marked as reviewed with the Mark as reviewed option, Payhawk will export that expense to DUO.

These conventions will apply to the following specific expenses:

  • Expense postings credit the supplier collective account and debit the general ledger account, while payment postings credit the Payhawk bank account and debit the supplier collective account.

  • Therefore, expense postings appear as a positive amount and payment postings as a negative amount in DUO.

  • The expense document will be attached to the expense posting only.

  • The expense and payment postings are mapped based on the expense document reference number.

When unpaid bills are marked as paid or paid directly through Payhawk, they will automatically be updated as Paid Bills if Payhawk succeeds in matching them to a payment on DUO.

For more information, see the article about exporting expenses and payments to DUO.

Linking invoices to payments

When a purchase invoice is exported from Payhawk to DUO and if the expense has been paid through Payhawk, Payhawk will automatically create and export the payment journal entry and will link it to the expense through the expense's number and the supplier's name.

Exported expense types to DUO

Currently, Payhawk supports the export of the following expense types to DUO:

  • Card expenses

  • Bank transfers

  • Company cash

  • Reimbursable expenses

  • Per Diem

  • Mileage

The card and the bank transfer expenses will be exported against the name of the supplier from the invoice. However, if the expense is uploaded in Payhawk as a reimbursable expense (reimbursement, per diem, mileage), the system will try to find the employee's name and export it against the employee who has submitted it into Payhawk.

  • If Payhawk cannot find this employee's name, the system will try to export the reimbursable expense against the supplier's name.

  • If again the supplier's name is missing, the system will finally export the reimbursable expense against the default Business partner account in DUO.

Exported data fields to DUO

Payhawk exports the following data fields to DUO:

  • Category - Mapped to the DUO chart of accounts.

  • Document number

  • Document number prefix - This optional field allows you to provide a prefix to all expenses made through Payhawk and easily visualize them for their export to DUO.

  • Document date

  • Service period - Once the Administrator changes the Service period date in Payhawk, it will overwrite the Document date of the expense posted in the ERP system.

  • Due date - For all bank expenses, Payhawk exports the due date. If there is no due date entered, the date of the expense is used as the due date.

  • Note - The cardholder's explanatory note for the expense is shown in the Description field of the expense in DUO.

  • Document image

  • Amount - The total amount minus the tax rate for the expense.

  • Currency

  • VAT Rate - The tax rate provided by DUO.

  • Tracking Categories - Payhawk imports DUO dimensions and allows them to be used as expense fields.

  • Fees - When there is a fee to the transaction, that fee will create a separate payment journal entry in the dedicated account during the connection to the ERP system.

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