DATEV Unternehmen Online: Linking documents to payments
Guide to payment allocation in DATEV Unternehmen online. Automatic and manual allocation, ‘Verified’ status, and partial and collective payments.
Introduction
Once your documents have been uploaded and your account transactions retrieved, there is one more step: linking the document to the payment. This involves finding the correct document for each transaction in the account. DATEV Unternehmen online (DUO) handles much of this automatically using the payment reference; you can complete the rest with just a few clicks.
First, a few clarifications, as there are often misunderstandings regarding payment allocation:
Matching is not the same as posting – you link the receipt to the transaction; we take care of the posting. Furthermore, not every payment is recognised automatically; where payment references are unclear, some items will still need to be matched manually.
The ‘checked’ status is a verification aid, not a separate posting step. And even without a complete allocation, we could in principle post the entries – but the more complete the allocation, the fewer queries arise.
This article explains how automatic allocation works, how to allocate outstanding transactions manually, and what the ‘Checked’ status is for. The overview section provides a broader perspective on the entire system, whilst the article on preparatory bookkeeping explains its place in the monthly workflow.
How allocation works
Each transaction is accompanied by a payment reference. DUO compares this information with the recorded document data and suggests the appropriate document for each transaction. In many cases, the application recognises the allocation automatically – even if a discount was deducted at the time of payment and the invoice amount and payment amount do not match exactly.
The assigned document is linked to the transaction and can be accessed at any time. This link is then also available to us, so that we can post entries on the same basis.
You can find the transactions in online banking under ‘Check account transactions’. The article ‘Linking bank accounts and making payments’ explains how to link your account and retrieve the transactions.
Automatic allocation
If the payment reference matches a receipt, DUO assigns the receipt automatically without any action on your part. Such transactions are marked accordingly in the overview. You can tell from the receipt icon that a receipt has already been linked, and you can view it with a single click.
You can extend the automatic functionality using rules – for example, for recurring transactions such as rent or lease instalments, which are the same every month. Once set up, matching transactions are processed automatically.
The more specific the payment reference is, the more likely DUO is to find the relevant document automatically. For bank transfers that you set up directly from documents, the match is guaranteed anyway, as the amount and payment reference are taken from the document.
Manual allocation
You can assign transactions that aren’t automatically categorised yourself. This is quick and easy, as DUO provides suggestions here too.
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Open the transaction
In the transaction list, double-click the transaction that has not yet been assigned.
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Check the suggestions
On the left-hand side, DUO displays suitable document suggestions. If one is correct, select it.
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Search manually if necessary
If none of the suggestions are suitable, search for the document yourself. You can narrow down your search by document type, upload date and payment status.
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Assign the transaction and continue
Click ‘Execute and continue’ to assign the document, set the transaction to ‘paid’ and ‘checked’, and move on to the next transaction.
If no document is found at all, it is probably still missing from the system. In that case, upload it and then assign it.
When searching manually during the allocation step, you mainly narrow down the results using document type and date. A full-text search is not usually available here, as no further data has often been entered for the document yet.
The ‘checked’ status
Every transaction has a status: ‘checked’ or ‘unchecked’. By setting a transaction to ‘checked’ after allocation, you can keep track of what is still outstanding. This status works well as a filter to narrow down the remaining transactions.
This allows you to see at a glance whether a document exists for all payments. An ‘unchecked’ transaction without a document indicates that an invoice or receipt is still missing.
Partial and collective payments
Not every payment corresponds one-to-one with an invoice. There is a solution for the most common special cases:
- Partial payments: If an invoice is paid in several instalments, the individual transactions can be assigned to the same supporting document.
- Batch payments: Batch bank transfers and direct debits are broken down into their individual items. This makes every single payment visible and allows it to be assigned to its corresponding document.
Common sources of error
- Missing document for a transaction: If there is no document for a payment, we cannot post the transaction correctly and will need to enquire. The document should be uploaded and assigned.
- Incorrect allocation confirmed: If an unsuitable suggestion is accepted, the wrong document is linked to the transaction. A quick check of the suggestion prevents this.
- Transactions remain unchecked: If you do not set the ‘Checked’ status, you lose track of pending assignments. This status is the simplest way to check that everything is complete.
- Payments without a document reference: A bank transfer initiated outside the document list has no reference and must be allocated retrospectively. Initiating transfers directly from the document avoids this.
- Overlooking cash discounts: When a cash discount is applied, the invoice amount and the payment amount differ. Automatic allocation usually takes this into account; with manual allocation, it is worth checking the difference.
Your tasks and our tasks
Your tasks:
- Allocate outstanding transactions to the correct documents
- Upload missing documents
- Mark transactions as ‘checked’ after allocation
Our tasks:
- Post the assigned documents and sales
- Set up rules for recurring sales where appropriate
- Consult with you in the event of unclear allocations
We will agree with you on the extent of your preparation. Even a rough preliminary allocation makes the posting process noticeably easier for us.
Frequently asked questions
Is allocation the same as posting?
No. You link the document to the payment; we take care of posting it to the accounts. Allocation is the preparatory step and saves us from having to ask for clarification.
Why aren’t some payments allocated automatically?
The automated system works based on the payment reference. If this is unclear or the relevant receipt is missing, the transaction remains open and you’ll need to allocate it manually.
What should I do if there is no receipt for a payment?
In that case, the document is probably still missing from the system. Upload it and then assign it to the transaction.
How do I allocate an invoice that was paid in instalments?
You allocate the individual transactions to the same receipt. This ensures it is clear that the invoice was settled in several instalments.
What is the ‘checked’ status for?
It helps you keep track of things. Verified transactions are complete; unverified ones are still pending. You can use the status to quickly filter out what’s still outstanding.
Does the allocation also work with cash discounts?
Yes. The application usually recognises the allocation even if a cash discount was deducted at the time of payment and the amounts do not match exactly.
Can your firm see my allocations?
Yes. The links are available to us and form the basis for the book entry. That’s why every accurate allocation helps with further processing.
Legal notice
This article provides an overview and is not a substitute for individual advice. The range of functions and menu navigation in DATEV Unternehmen online may change as a result of updates; this also applies to automatic allocation and the search functions.
If you have any questions regarding payment allocation or rules for recurring transactions, please contact us directly.
As at: May 2026