Under Export for Accounting > Checked Cost Accounting Reports you hand over approved receipts, daily allowance and mileage entries to accounting. The prerequisite is a checked cost accounting report for the employees in the chosen period. With the function Freelancers and credits active, the menu item is called Checked Costs and Credit Notes, because freelancer credit notes are included as well.
Setting filters
The filter form determines which checked cost accounting reports are included in the export.
Department
Use Department to limit the export to employees of a specific department. The default Any exports across all departments.
Period
In the End date of the cost accounting report within period block, you enter the From and To dates. ZEP filters based on the end date of the respective cost accounting report. Quick links for previous months, quarters and years speed up the selection.
Employees
Use the Employee selection to limit the export to individual employees. The selection is coupled with the department and category filters – only employees who were employed within the selected period appear.
Including previously exported
With the including previously exported cost accounting reports checkbox you also include reports that were exported in an earlier run. By default the checkbox is inactive and ZEP shows only reports not yet exported.
Test mode and Upload to DATEV
With a DATEV Online connection active, the two checkboxes Test mode and Upload to DATEV appear. Test mode produces the batch without marking the cost accounting reports as exported. With Upload to DATEV the batch is sent directly into the DATEV cloud; a status label shows whether the connection is connected or disconnected.
Running the export
Once the filters are set, you trigger the export from the action bar. The result depends on the format and the ZIP options:
Plain CSV file: The booking batch in the chosen format as a download.
ZIP archive with receipts: With Cost export as ZIP archive with receipts (basic settings) active, the archive additionally contains the PDF and image files of the receipts.
DATEV EXTF package: With DATEV and the EXTF header, a complete batch according to the DATEV specification.
DATEV cloud upload: With Upload to DATEV active, the batch is uploaded directly into DATEV Unternehmen online; ZEP displays the result as an info message.
Outside of test mode, ZEP automatically marks exported cost accounting reports as exported.
Reports not yet exported
Below the filter form, ZEP shows a card Checked cost accounting reports not yet exported. It lists all reports that have not yet been exported, regardless of period, along with employee and date.
Content of the export
Per cost accounting report, ZEP exports the following components:
Receipts: Each checked receipt is exported as a booking record with the expense account and tax code of the receipt type and the account of the payment type.
Daily allowance (VMA): Per day and employee as its own line with the account and tax code for VMA from the basic settings.
Mileage (km): Per day and employee as its own line with the account and tax code for mileage from the basic settings.
Lines with an amount of 0.00 (e.g. a tax-free day) do not appear in the export. The ZIP archive contains the original uploaded file per receipt.
Note: With the function Freelancers and credits active, bookings of freelancers are handled automatically via the separate accounts and tax codes from the Accounts & tax codes tab of the basic settings.
Repeated export
Checked cost accounting reports can also be re-exported. Activate the including previously exported cost accounting reports checkbox and adjust the period accordingly. ZEP shows the date of the last export per report, so you can trace what has already arrived in accounting.