First, select the entry “zistemo Datev” from the “File Format” dropdown list.

In the second drop-down list, you can choose to export expense, invoice or Customers/Vendors records. If you need to export all three types, you’ll have to repeat these steps as you can’t opt for all three at the same time.

The “Filter By” list will allow you to filter a specific date range or all records from the current year. You can also choose from our preconfigured date ranges (like the previous month, the previous quarter, etc.) by clicking the arrow in the “Date Range” field.

Finally, add your client number,  your tax consultant’s Datev number and the type of account numbers to the last three fields. For more information or in case you don’t have these numbers, please contact your tax consultant.

After pressing the “Export”, button zistemo will create the related Datev CSV file and you will be able to provide it to your tax consultant for further processing.

Please use “UFT-8” for encoding.

If you import timesheets for a staff member that doesn’t exist in your staff list member will be added automatically after timesheets importing. The same goes for a project/task that doesn’t exist – it will be created automatically.

Very important:
When uploading timesheets it won’t add those hours to your attendance time automatically. You could retroactively sync project and attendance time once project timesheet were uploaded.

Just go to the “Import” link in the header menu:

choose “Import Timesheets” and click “Import”:

Next, you can click on the “sample file” link and download an example of the .csv file. Now you will know how it would look like and it will help you to prevent mistakes.

Choose your file and click “Upload File”:

On the next page, you can easily preview changes or see which timesheets cannot be imported because of errors.

After clicking “Import”, the imported timesheets will appear in the calendar:

About the .CSV file

Very important:
If you import timesheets for a staff member that doesn’t exist in your staff list – this member will be added automatically after timesheets importing. The same goes for a project/task that doesn’t exist – it will be created automatically.

Your .CSV file should include some mandatory data, such as Project Name, Task Name, Staff Email and Hours, otherwise, you will not be able to import this file and will see the following error:

The date isn’t required, but if its column is empty, the current date will be considered.

Please note that only the first line of your .CSV should include the date. If it’s not there, the file cannot be imported:

The Staff’s E-mail Address is required and should be unique. Therefore, if your .CSV file includes an email address which already exists in your zistemo account, the hours on these timesheets will be identified as hours attributed to the team member who owns this email.

In case the timesheet line only has:
– Start Time and Total Hours, the End Time will be calculated automatically by zistemo;
– End Time and Total Hours, the Start Time will be generated automatically by zistemo;
– Start Time and End Time, the Total Hours will be filled automatically by zistemo.

If some specific timesheet records have already been imported into the zistemo system, you cannot import them again:

Note: For timesheets that have more than 9000 records (lines) the importing process of the .CSV file can take 1-3 mins.

Note: You can also import items through My Menu -> Import -> choose ‘Import Items’ from the drop-down menu.

Here, you can download an example of how this file should look like:

Next, click “Browse files” and choose the CSV file with the items from your computer.

On the next step, you will see a preview of the items which will be imported. The good news is that if some rows in the.CSV have errors, you will be able to download the “error file”, correct them and then import again.

Click on the “Import Items” and you’ll see how new rows will appear in your items list:

Note: Please use “UFT-8” for encoding

• Import Timesheets
• Import Vendors
• Import Mileages
• Import Expenses
• Import Items
• Bank Account
• DATEV Stammdaten Import (GER only)