What are automatic accounts (DATEV)?
Automatic accounts are general ledger accounts in DATEV that have a fixed tax rate assigned to them. When you select such a general ledger account during invoice coding, Candis takes the tax rate directly from the general ledger account — no manual entry is required.
Note: Automatic accounts are only available for DATEV integrations with a configured chart of accounts. Candis supports automatic accounts from SKR03, SKR04, and SKR45. Custom automatic accounts are not supported.
How does Candis determine the tax rate?
Candis uses exactly one source for the tax rate per invoice. Which source applies depends on what is configured in your organization. The priority is fixed:
Tax code › Automatic account › Standalone tax rate
This means: as long as a tax code is active, the tax rate always comes from the tax code — even if an automatic account is also selected. If no tax code is active but an automatic account is selected, the tax rate comes from the general ledger account. Candis displays the active source directly in the tax rate field.
Note: Candis does not suggest a tax code for automatic accounts in order to avoid DATEV errors. When you select an automatic account, you cannot manually set an additional tax code. The only exception is tax code 40.
How Candis calculates amounts
Candis always calculates amounts according to fixed rules:
If you change the net or gross amount, Candis recalculates all dependent amounts.
If you change the tax amount, Candis adjusts the gross amount accordingly.
If you change the tax code, Candis recalculates the tax and net amount based on the gross amount.
If Candis detects a tax rate without a tax code or automatic account being configured, Candis uses the detected tax rate for the calculation.
For invoices with multiple tax rates (e.g. 19 % and 7 %), you select the matching tax rate per split. Candis sums the amounts automatically.
Scenarios for DATEV, DATEV-adjacent, and other integrations
A fixed priority rule applies, with three possible scenarios depending on which data is configured in the organization. The scenarios apply to DATEV integrations, DATEV-adjacent integrations (e.g. ADDISON OneClick), and other integrations.
Scenario 1 — Tax code available
Condition: The organization has at least one active tax code. General ledger accounts and automatic accounts may also be configured.
The tax rate comes from the tax code or from the automatic account — the active source is visible in the invoice coding view.
The tax code as a source applies only to DATEV integrations.
The tax rate cannot be changed manually.
Candis calculates the tax amount and net amount automatically based on the tax rate and gross amount.
Extracted values for tax rate, net amount, and tax amount are ignored, but remain available — for example, for the comparison according to § 14 UStG.
Note: When an automatic account is selected, no additional tax code can be set. The only exception is tax code 40.
Scenario 2 — No tax code, no general ledger accounts
Condition: The organization has neither active tax codes nor active general ledger accounts.
You enter the tax rate manually, or Candis takes a detected value from the invoice.
Candis calculates the net and tax amount automatically based on the tax rate and gross amount.
The tax amount is not directly editable.
Scenario 3 — No tax code, but general ledger account available
Condition: The organization has no active tax code but at least one active general ledger account.
You enter the tax rate manually, or Candis takes a detected value from the invoice.
The selected general ledger account has no effect on the tax calculation — the automatic accounts feature does not apply in this scenario.
Candis calculates the net and tax amount automatically based on the tax rate and gross amount.
The tax amount is not directly editable.
Note: Scenario 3 also applies when the selected general ledger account is an automatic account. Since no tax code is active, the automatic accounts feature does not apply.
SAP Business One
For SAP integrations, exactly one scenario applies. There are no general-ledger-account-based fallbacks — tax codes are always required.
Scenario — Tax code available
Condition: The organization has at least one active tax code.
The tax rate field is currently not yet displayed for SAP customers (coming soon).
Candis calculates the tax amount automatically based on the tax rate. The tax amount can then be edited manually.
Candis calculates the gross amount automatically based on the tax rate.
The net amount remains unchanged.
Extracted values for tax rate, net amount, and tax amount are ignored.
Rounding amount (SAP)
When you select a tax code, a rounding amount field appears. You can use it to balance minor differences between the invoice amount and the tax amount calculated by SAP. The gross amount remains unchanged, since SAP allows rounding amounts.
Reverse charge (SAP)
If you select a tax code with reverse charge enabled, SAP automatically creates two offsetting tax entries on export. As a result, the tax amount in the booking is effectively €0.00. Candis displays this notice directly in the tax amount field.
Note: When reverse charge is enabled, splitting an invoice into multiple splits is not possible.
Limitations
Reimbursements and the Candis App: Automatic accounts are not yet supported in the Candis App and for reimbursement cases.
No custom automatic accounts: Candis only supports automatic accounts defined in the DATEV chart of accounts (SKR03, SKR04, SKR45).
Automatic account and tax code: Automatic accounts and tax codes cannot be selected at the same time. The only exception is tax code 40.
Tax code as a mandatory field in workflows: If a workflow has the tax code configured as a mandatory field and an automatic account is selected or suggested, the approval can continue without a tax code — since the tax rate is already stored in the automatic account.