Documents online
As of: 01/2025
Benefits and requirements
The documents online application in DATEV Unternehmen online offers the following advantages:
- Digital recording
- Simple uploading of invoices, receipts and other documents.
- Documents can be scanned or photographed and uploaded directly to the platform.
- Automatic categorisation
- The software automatically identifies and categorises the documents.
- Documents are assigned to the corresponding posting records.
- Simplification of accounting
- Reduction in manual data entry.
- Digital access to all documents at any time.
- Optimised collaboration
- We have direct access to the uploaded documents, which makes collaboration easier.
A DATEV authentication medium and the authorisation to access Documents online. If additional users are required, the form for requesting a DATEV access medium can be completed quickly and easily.
If you have any questions or problems, please contact us by e-mail: it@jakus.tax
Introduction
We have put together some practical tips and tricks to help you make the most of these benefits. In addition, you can book an appointment at the bottom of the page for a free introduction to DATEV Unternehmen online.
Notice: Unfortunately, DATEV has not yet fully translated the programme. To make it easier to use, we write all untranslated words in the following form: German/English
To go to Documents online, please click on “Show document overview” in the overview in DATEV Unternehmen online.
Add documents
- Please click in the overview on “Add documents”.
- Select the corresponding document type to which the file is to be uploaded.
- The documents can be selected either by drag-and-drop or by clicking on “Import file”. Then click on “Upload”.
Notice: To ensure optimal processing and archiving of documents, receipts should be in PDF, TIF/TIFF, JPG or PNG file formats. Black and white or greyscale mode is recommended, with a resolution of 300 dpi. You can see whether the storage volume at DATEV has been exhausted and how much storage volume is available in the MyDATEV document storage volume programme.
Filter documents
Notice: After opening the document overview, filters are set by default, for example: Eingangsdatum/Date received (upload date in Unternehmen online) = 12 months and sometimes the folder Posteingang/Inbox. These filters may need to be changed so that all documents are visible.
There are two options for filtering documents in the document overview:
- Filter via the folder structure on the left-hand side.
Here you can choose from the following folders:
- Alle Belege/All documents.
- Posteingang/Inbox (All documents that have not yet been posted or processed).
- Belegablage/Document filing : We file the documents here after we have posted them, divided into different areas such as accounting and annual financial statements, which in turn are divided into years.
Notice: The folders in the document filing system have nothing to do with the document types, even if the names may be the same.
- Filter according to criteria above the list.
The following filter criteria are available:
- Bearbeitet-Status/Status of processing (bearbeitet/processed, nicht bearbeitet/not processed, gebucht/posted, nicht gebucht/not posted etc.).
- Bezahlt-Status/Status of payment.
- Belegtyp/Document type (Rechnungseingang/Incoming invoice, Rechnungsausgang/Outgoing invoice, etc.).
- Datum/Date (Eingangsdatum/Upload date, Belegdatum/Document date, Bezahldatum/Date of payment).
- Schnellsuche/Quick search: Here you can search specifically for an invoice number, for example.
Then please click on “Anzeigen”/”Show”.
Edit documents
To edit documents, the corresponding document must first be selected in the document overview. Then click on “Bearbeiten”/”Edit” at the bottom right.
Editing options:
Notes function
Additional information can be added to a document using the notes function. This function is helpful, for example, to indicate if something has been paid privately or to provide explanations for foreign-language receipts so that the purpose can be understood by the accounting department. The notes field is located on the right-hand side.
Notice: After editing, save the changes by clicking on “Speichern und weiter”/”Save and continue”.
Changing the document type
If an incorrect document type was selected when uploading, this can be changed using the selection in the top right-hand corner.
Notice: After editing, save the changes by clicking on “Speichern und weiter”/”Save and continue”.
Combining and separating documents
Notice: Only documents merged in Unternehmen online can be separated again in this area.
If, for example, an invoice with several pages has been uploaded in individual files, all relevant files can be marked in the document overview and merged into a single document using the staple symbol above the overview.
If too many documents have been added by mistake, the files can be detached again using the “Entheften”/”Unstaple” function.
