Shopware DATEV integration: prepare order data cleanly for DATEV

A Shopware DATEV integration becomes relevant at the latest when orders, payments and accounting do not come together in one system. Shopware maps the sale in the shop, payment providers supply their own transaction data and, in the end, the tax consultant needs a reliable basis for DATEV.

Where do typical breaks occur? Which information has to be considered separately? And what can be automated so that a clean Shopware DATEV export is created? This article shows how AccountOne integrates the Shopware connection into a structured accounting process.

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From Shopware to DATEV: which data is really transferred

Via the Shopware DATEV integration, AccountOne receives the orders or sales orders from Shopware. The information they contain forms the basis for further processing and later postings.

The distinction is important here: the Shopware integration processes data from the shop, not finished accounting documents. Invoices and credit notes can play a role throughout the accounting process. However, AccountOne does not take over invoice files or document images via the Shopware integration.

The tax classification also starts at the level of the individual order. Each transaction is subjected to its own VAT assessment. Both B2B and B2C sales can be taken into account and customers' VAT IDs can be checked. This creates individual posting records based on the respective business transaction, even when different tax rates come together.

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Shopware 6 to DATEV: bringing orders and payments together

To transfer all relevant information cleanly from Shopware 6 to DATEV, orders and payments must first be considered as different data sources.

If, for example, a customer pays via an external payment service provider, the Shopware DATEV integration alone is therefore not enough for complete payment matching. In e-commerce in particular, this creates a system landscape of shop, payment provider and accounting. The key point: each channel fulfils a clear task.

In combination with the additional solutions, the Shopware DATEV integration thus creates a structured basis for accounting and further processing in DATEV.

Separating sales channels and inventory management cleanly

As a shop system, Shopware is often only one part of the entire system landscape. Marketplaces, an inventory management system or other e-commerce solutions may be added. AccountOne is multichannel-capable and can take different connected systems into account within one accounting process. It becomes problematic when the same transaction reaches AccountOne via different routes.

A typical case: a marketplace is connected directly to AccountOne. At the same time, however, orders are also managed via Shopware. Without a clear separation, data could appear in accounting more than once.

Within the Shopware DATEV integration, certain sales channels can therefore be excluded. This determines via which integration the respective orders reach accounting. Each business transaction should be assigned to one data source as clearly as possible so that no duplicates end up in accounting.

Several Shopware shops can also be taken into account within one AccountOne account.

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Configuration, revenue accounts and tax consultant: defining rules before the export

The accounting details should be agreed with the responsible tax consultant. The more clearly this configuration is defined, the more consistently orders from Shopware can be processed later.

The Shopware DATEV integration creates the basis for this. However, the accounting setup must be adapted to the respective company.

Automation begins before the handover to DATEV

The benefit of a Shopware DATEV integration does not only begin with the file export. Above all, automation means that the information from Shopware no longer has to be gathered manually from different systems month after month. As software, AccountOne processes the Shopware data based on the stored settings. Connected payment information is also taken into account.

Requirements for traceability and GoBD also concern the entire accounting process and not just a single integration. AccountOne works with an individual posting method: business transactions are processed at the level of individual transactions and prepared for automated clearing of open items.

What matters is end-to-end processing: from the sale in the shop and the supplementary payment data through to the later handover to DATEV.

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Shopware DATEV export: handing prepared data over to DATEV

The Shopware DATEV export comes at the end of the process. Before that, the Shopware orders are taken over and processed according to the stored rules. AccountOne then provides the prepared posting data in a format suitable for further DATEV processing.

This gives the tax office a structured data basis for further accounting. The export is therefore only one part of the Shopware DATEV integration. What matters is not only the format of the export, but also the quality of the data prepared beforehand.

Shopware 5 and Shopware 6: differences in the connection

AccountOne supports both Shopware 5 and Shopware 6, but the channels are set up separately. This page focuses on Shopware 6 as the current Shopware generation. Anyone still working with Shopware 5 can continue to use the corresponding AccountOne integration. However, AccountOne no longer offers services for Shopware 5.

When switching to Shopware 6, existing settings should not simply be carried over. Shop connection, payment providers, sales channels and account assignment must be checked for the new environment and set up again if necessary. This way, even during a migration it remains clear which information reaches AccountOne via which route and how the data is then prepared for DATEV.

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