Onboarding

This path walks you through the whole flow once: from first login to a finished DATEV export. Allow about 20 minutes.

1. Sign in

Sign in with your credentials (see Signing in). You land on the Today dashboard.

2. Select a client (Mandant)

KanzleiSynchron is multi-client: each Mandant has separate data, roles, and export history. Pick the client you are working on at the top. If none is configured yet, the Firm Admin (role merchant_admin) sets up the client with a chart of accounts — either SKR03 or SKR04 (see Client settings).

3. Connect a source — upload your first file

Go to Uploads (/uploads).

1. Click Upload file or drag the CSV onto the drop zone.
2. The source is auto-detected from the column headers (Shopify, Stripe, PayPal, Klarna, Amazon, Bank CSV, plus e-Rechnung and DATEV-EXTF). Silverflow is Beta; a direct bank API connection is still in development — represent bank data via Bank CSV today.
3. Click Upload. The file is parsed immediately; you see the number of imported rows.

Try it first

Every source has a Try sample button. It loads a ready-made sample CSV so you can see what a valid file looks like — before uploading your own data.

For a first reconciliation, upload at least one sales source (e.g. Shopify) and the matching payment/bank source.

4. First reconciliation — resolve exceptions

After the upload the reconciliation runs automatically. Every order-payment pair that cannot be matched cleanly becomes an exception.

1. Go to Resolve (/exceptions).
2. Open an exception. Read Evidence (what the system found) and Suggested resolution.
3. Choose an action per row:
   • Accept corrected — enter the correct amount and accept.
   • Accept as-is — take the exception as found.
   • Postpone — with a remind date, an optional counterparty email, and a note. Postponed items move to the Postponed tab; overdue ones are flagged and can be chased with a reminder email (DE/EN draft).
4. Several at once: select via checkboxes and use a bulk action (Accept corrected / Accept as-is / Postpone 24h) — a confirmation previews three examples first.

A full description is on Resolve exceptions.

Foreign-currency orders are flagged FX_UNCONVERTED: look up the EUR rate for the transaction date, convert, and enter it via Accept corrected (see FX handling).

5. Verify & close the period

1. Verify (/reports): cross-check totals per source (revenue, fees, refunds, net), matched vs. unmatched.

2. Close (/periods): close the period. The period-close wizard checks three gates before it lets the close through:

   • no open exception,
   • match coverage ≥ 95%,
   • four-eyes principle (creator ≠ closer).

   Once all gates are green, you type the period label to confirm — the close is irreversible. Details on Close the period.

6. First DATEV export — handoff pack

Go to Handoff (/handoff). The page walks you through the full dispatch path — not just two clicks:

1. Readiness — a status banner shows ready / blocked / exported / sent; the checklist links straight to fixing open items.
2. DATEV preview — check totals, pick the chart of accounts (SKR03/SKR04), download the DATEV CSV or EXTF v7.0. Draft variants (KS_DATEV_Entwurf_*.csv, KS_EXTF_Entwurf_*.csv) are available for proofreading.
3. Build pack — use the HandoffPackCard to assemble the 6-file pack.
4. Send to the tax advisor — on closed periods the AuditPackCard and SendStbCard appear. Sending requires a configured tax-advisor channel.
5. Dispatch history — the configured channel and recent dispatches are shown.

Live vs. sandbox

Without a configured Postmark token the confirmation shows delivery: "sandbox" — the email was not actually sent. Contact your administrator for live delivery.

The full description is on Handoff to the tax advisor.

Done. Every following month follows the same 6-step ritual.