This article lists some of the frequently asked questions (FAQ) and solutions to some corner cases related to the integration between the Payhawk system and the DATEV Unternehmen Online (DUO) accounting software.
How are employee reimbursements managed?
For refunds, Payhawk treats the employee as a supplier and, therefore, the system needs the vendor number of that employee in DATEV. The employee's vendor number in DATEV has to be entered as their External ID in Payhawk and, in this way, Payhawk is able to assign the expense or payment posting to the employee in DATEV.
Do reimbursements remain in Payhawk and get exported to DATEV when an employee leaves my organization?
When an employee leaves your company, their reimbursements are not deleted from Payhawk, though their bank details will be removed once the employee record is deleted from the system.
It’s recommended to first process and pay any remaining reimbursements owed to that employee, and only then delete the employee from the system to ensure all financial records remain intact.
Can I transfer more custom fields from Payhawk to DATEV?
The Payhawk-DATEV integration uses the XML interface of the DUO system. In it, the only available fields Payhawk can use are KOST1 and KOST2. Currently, DATEV does not have a DUO API that Payhawk can use to send more of its custom fields to DUO.
Do you plan to integrate Payhawk directly with DATEV Rechnungswesen without going through DUO?
Authorized DATEV representatives and Payhawk's tax advisors reckon that the accounting data has to go through DUO in order for it to be better managed.
If you are interested in discussing direct Payhawk-DATEV integration capabilities, contact the Sales team at Payhawk.
Why are the expense documents in DATEV of lower quality than the ones on the Payhawk portal?
When exported from Payhawk to DATEV, the images are compressed. This process can sometimes impact the quality of the document images.
Can I update an expense after it has been exported to DATEV?
You can update the expense in Payhawk, but the changes won’t affect the version already exported to DATEV. If you return the expense for review, make updates, and review it again, Payhawk will create a new expense in DATEV instead of updating the original one.
How can I define the length of the account code in DATEV?
The length of a DATEV account code typically ranges from four to eight digits, depending on your accounting setup and the specific requirements of your organization.
To configure the account code length in DATEV Unternehmen Online, follow these steps:
Go to Anwendungen > Stammdaten > Unternehmensangaben > Grunddaten Rechnungswesen.
On this screen, locate the field labeled SK‑Länge.
Enter the desired number of digits for your account codes in this field.
After saving the changes, the account code length setting will determine the format that must be used for all relevant accounts and exports within DATEV.