The accounting export transfers all finance-related event transactions – tickets, payments, cancellations, credits – into the organizer's accounting system. This can be done via file export (DATEV, CSV) or continuous interface transfer (REST API).
Formats (DACH): DATEV, SAP, CSV
Frequency: Daily to real-time (API)
Compliance: GoBD requirements
What is an accounting export?
The accounting export is the structured transfer of all booking-related transactions from the congress system to the financial accounting department – regardless of whether it is managed internally or externally, as a DATEV client, or within an SAP system. It is the final stage of payment management and determines whether accounting spends hours or seconds processing an event.
Overview of formats
- DATEV format (CSV/EXTF): Standard in the DACH region, direct import into DATEV Kanzlei-Rechnungswesen
- SAP IDoc / Bapi: Standard in larger corporations, often connected via middleware
- Generic CSV: Easy exchange with custom column configuration
- XML: Structured data for custom importers
- REST API transfer: Live synchronization via REST API, no more files
Typical export content
- Document number (unique and sequential)
- Document date
- Transaction description (e.g., "Ticket Congress XY – Müller, Anna")
- Debit and credit account
- Amount
- Tax code / VAT rate
- Cost center / cost object
- Company code / client
- References to the original transaction in the congress system (for traceability)
GoBD-compliant transfer
In Germany, the Principles for the proper management and storage of books, records and documents in electronic form (GoBD):
- Completeness: No transaction may be lost
- Accuracy: Data must match the source system
- Timely recording: Usually within a few days
- Order: Documents must be linked in a traceable manner
- Immutability: Subsequent changes must not be untraceable
- Traceability: It must be possible to trace the path from the document to the entry and back at all times
A good accounting export meets these requirements out-of-the-box – including seamless document numbering and versioning of correction entries.
Best practices
- Configuration before the first event coordinate with your tax advisor – subsequent corrections are time-consuming
- Custom Account and cost center concept set up in the congress system, do not use the standard grid
- For multiple events per year unique event IDs must be used so that revenue remains traceable
- Cancellations and credits submitted as separate transactions, not as negative original entries
- Reverse charge bookings with the correct tax code and notes
- Test clients use for initial configuration, never export directly to production
Accounting export in Converia
Converia exports daily or live via API: DATEV-compliant format, custom account and cost center structures, automatic posting of reverse charge transactions, and complete document allocation. Multi-client capable for event agencies.
Accounting without Excel workarounds
With Converia, your financial accounting department receives daily, GoBD-compliant data – without any manual preparation.
- Payment management – Ticketing & registration
- REST API – Data / tracking / ROI
- Ticketing system – Ticketing & registration
DATEV-compliant, multi-client capable, with custom charts of accounts – updated daily or live via API.