sevDesk

sevDesk is an app for German bookkeeping. Install it from Apps, then open it with Open app: it opens inside your admin, signed in to your store as you. The app is free; sevDesk bills its own subscription. It speaks German and English, following your browser’s language, and English when your browser asks for neither.

The app books your store’s paid orders in your own sevDesk account, so your bookkeeping has each sale without typing it twice. You make the DATEV export, the VAT return and the reconciliation of your bank in sevDesk as you do now.

Connect

1. In sevDesk, open the settings for users, choose the administrator and copy their API token. It is 32 characters long and does not expire.
2. In the app, paste it into sevDesk API token and press Save.
3. The app asks sevDesk for your check accounts and checks that your account uses sevDesk Update 2.0. It says sevDesk answered: the token works, and the card shows Connected to sevDesk.

A token sevDesk refuses is not kept, and the reason is shown. The token is kept encrypted and never shown again; leave the field empty to keep it. Test connection asks sevDesk again and renews the list of your check accounts.

Choose the check account and the VAT

• Check account: the account in sevDesk the payments of your orders are booked to. Choose a cash or clearing account in euros, for example one for your payment provider. A bank-connected account, an archived one or one in another currency is not offered, because sevDesk wants a bank transaction for those.
• VAT of the items: 19 %, 7 %, 0 %, or small business (§ 19 UStG, no VAT). The app books every item, the shipping, the cash on delivery fee and the discounts of an order with this one rate, because the order does not tell the app the rate of each item. Until you choose it, nothing is booked. The app checks that the VAT the order charged is what this rate makes of its total: an order with items at another rate, or with no VAT (your store is not registered for VAT, or a reverse charge), is not booked, and you book it yourself. A store not registered for VAT chooses small business. A tip the customer added at checkout is its own position, Trinkgeld: at this rate when the order taxed it, at 0 % when it did not.
• Book new paid orders automatically: on, the app books each new paid order as it comes, test orders aside. Off, it books only the orders you enter by hand.

What is booked

For each paid order the app does this in sevDesk, once:

1. It finds the customer among your contacts by their email address, or makes a new contact with the next customer number, and keeps the link.
2. It makes the invoice with the prices as the customer paid them: one position per item with its SKU, one for the shipping, one for a cash on delivery fee and one negative position for the discounts, all at your VAT rate. It is dated the day of the order, carries the order’s number as its reference (Referenz/Bestellnummer) and goes to the shipping address. The invoice text is in German.
3. It checks that the invoice’s total is exactly the order’s total. If it is not, the invoice stays a draft in sevDesk, nothing is sent or paid, and the app shows both amounts: correct or delete the draft in sevDesk and press Book again.
4. It marks the invoice as sent. sevDesk makes every invoice a draft, and sending it opens it.
5. It books the payment on your check account, dated the day of the order (or the day it was paid, for an order that waited for its payment).

Only orders the app can book correctly are booked: delivered in Germany, in euros, with a total above 0, whose prices include the tax, whose VAT is your rate’s and whose amounts add up. Everything else stays in Orders in sevDesk as Not booked, with the reason, and nothing is sent to sevDesk: another country (the VAT depends on the destination), another currency, tax added on top of the prices, another VAT rate or none (a tip taxed at another rate too), amounts that do not add up, a cancelled order. Book these yourself in sevDesk.

An order partly paid with a gift card gets its invoice made and sent, and shows Invoice open: you book its payment yourself.

An order that is not paid yet, such as a bank transfer or cash on delivery, shows Waiting for payment and is booked once it is paid. One cancelled meanwhile is not booked. An order from before the app was installed, or placed while it was off, is not booked on its own.

An order is never booked twice. The app writes down the order before it asks sevDesk anything, keeps the invoice’s number as soon as sevDesk gives it, and looks for the invoice by the order’s number before it tries again. If sevDesk is busy, cannot be reached or does not accept the token, the app tries again on its own within ten minutes, five times at most; then it says so and you press Book again.

Book an order by hand

Enter an order’s number in Book an order and press Book. This works whether automatic booking is on or off, and books the order as the automatic booking does. An order not paid yet is not booked, and one cancelled or refunded in full before it was booked is not booked either. Book again on a row of Orders in sevDesk books that order again, for example after you chose the VAT or corrected the draft in sevDesk.

Check now looks at once at the orders waiting for their payment and at those that failed in a way that may pass.

Refunds

The app credits exactly what was refunded, each refund once. When an order is refunded in full at once, the app makes the credit note in sevDesk from the invoice, and the order’s row says so. Finish the credit note in sevDesk and book the repayment there. A refund of only a part of an order is not booked by the app: What else went wrong says so with its amount, and you make that credit note in sevDesk. When the rest of an order is refunded after a part, for example everything besides the delivery first and the delivery later, the rest is said the same way with its own amount, so the order is never credited twice.

An order refunded in part before it was booked, for example while sevDesk could not be reached, is booked as the customer paid it, and the part refunded is said. A refund that comes while the order is being booked is dealt with as soon as the booking ends.

If an order is changed after it was booked and its total goes up, What else went wrong says the new total and the difference: book it in sevDesk yourself. A lower total leaves money to refund, and that refund is said as above.

Orders in sevDesk

The list shows each order with its state: Waiting for payment, Being booked, Booked, Invoice open, Not booked (with the reason) or Cancelled, the invoice number, the amount, and Book again where it applies. What else went wrong lists what is not about one order’s booking: a part refund, an order changed after it was booked, a failure the app could not attribute to an order.

Remove the app

Remove in Apps stops it at once. Two days later the app deletes everything it kept for your store. The contacts, invoices and payments it made in sevDesk stay there, as they are yours.

What the app keeps

The app keeps your store’s address and access, your sevDesk token (encrypted), the settings you enter with the names of your check accounts, and for each order: the number, currency and total, the numbers of the invoice and the contact in sevDesk, its state with the reason when it was not booked, and the number of a credit note. It keeps no customer names, addresses or phone numbers, and of each email address only a hash, to find the contact in sevDesk again; when you delete a customer, it forgets that hash. It reads the name, address and email address from your store when it books an order and puts them in your sevDesk account, where your own retention duties apply. The App Shop links to the app’s privacy page, which says the same.