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Set Up Data Exports for a Digital Audit (GoBD/GDPdU) in the German Version

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You must set up data export record sources to be able to export data for a digital audit according to the Grundsätze zum Datenzugriff und zur Prüfbarkeit digitaler Unterlagen (GDPdU). For each data export type, you must define one or more record sources, where each source is a table from which you want to export data.

Note

When someone opens Data Exports page for the first time, three data export records with predefined settings are created with the codes GLAcc 2022, FAAcc 2022, and Item 2022. Consider these data export records ready-made templates for exporting data from Business Central according to government requirements.

  • GLAcc 2022 can be used to export data related to G/L and personal data.
  • FAAcc 2022 can be used to export data related to fixed asset data.
  • Item 2022 can be used to export data related to item and invoice data.

To set up a data export

  1. Choose the Lightbulb that opens the Tell Me feature 1. icon, enter Data Exports, and then choose the related link.

  2. Choose the New action.

  3. On the Data Exports page, fill in the fields as described in the following table.

    Field Description
    Code Specify the unique code for the data export, such as Export-1.
    Description Specify the description for the data export.

You must add record definitions to the data export. Each record definition represents a set of data that will be exported.

To add a record definition to a digital audit definition group

  1. On the Data Exports page, choose the Record Definitions action.

  2. On the Data Export Record Definitions page, fill in the fields as described in the following table.

    Field Description
    Data Export Code Select the data export code.

    If no data export code exists, you can create a new one.
    Description Specify the description for the record definition.
    Export Path Specify the path where the exported files will be stored.

    Next, you must add the relevant .dtd file that is required according to the GDPdU, such as gdpdu-01-08-2002.dtd. If you must import a new DTD file to replace an existing file, you must first export the existing DTD file.

  3. Choose the Import action.

  4. On the Import page, navigate to the location of the relevant DTD file, and then choose the Open button.

Next, you must specify the source for the data that will be exported.

To add source tables to a data export

  1. On the Data Export Record Definitions page, choose the Record Source action.

  2. On the Data Export Record Source page, fill in the fields as described in the following table.

    Field Description
    Table No. Select the number of the main table to export data from.

    When you enter a value in the Table No. field, the Table Name field is updated.
    Export Table Name Optional. An archive file with the necessary data will be created, containing an INDEX.XML file. You can change the suggested name of the table to be used in the INDEX.XML file during the export. The default name is the name of the table without special characters due to the requirements of the auditors' tool.

    Tip: In most cases, the Export Table Name and Export File Name fields are based on the same value.

    There may be cases where you specify exporting the same table more than once. You can choose different Export Table Names for each table entry, and the Export File Name will be automatically adjusted to match. You can then change the Export File Name as long as it is unique.

    Business Central automatically names the files as follows.

    Table Name: G/L Account

    Export Table Name: GLAccount

    Export File Name: GLAccount.txt

    Table Name: G/L Account

    Export Table Name: GLAccount1

    Export File Name: GLAccount1.txt
    Period Field No. Specify a filter for which date field will be used in setting the start date and end date of the report.

    For example, if you select the G/L Entry table as your data export source, you can select one of the date fields that are available in that table.
    Table Filter Specify a field on which you want to set a filter.

    On the Table Filter page, enter filter settings in the Field Filter column.

    For example, you can specify a field that conveys information about the amount. You can also specify a date field and set a filter for it if you want to filter on a time period other than Start Date .. End Date. However, you cannot specify a date field and set a filter for it if the same field is already used in the Period Field No.
    Date Filter Field No. Specify a date filter field if the table has one.

    If the table has more than one date filter, do not specify one in this field.
    Date Filter Handing Specify how the date filter is to be handled:

    - <blank>: No filter is set.

    - Period: Use the specified Start Date and End Date.

    - End Date Only: Use the batch job's End Date.

    - Start Date Only: Use the batch job's Start Date - 1.
    Export File Name Specify the name of the file that data from this table will be exported to.

    For example, if the table is the G/L Account table, the value of the Export Table Name can be GLAccount, and the value of the Export File Name field can be GLAccount.txt.
    Key No. Optional. Specify the key field.

    Note

    The INDEX.XML file contains table and field names in English based on the names of tables and fields. The names of tables and fields are defined in <Name> tags, and captions are defined in <Description> tags in the INDEX.xml file.

    Note

    Table and field names will be written as-is, including any spaces, dots, parentheses, and so on. The only characters that are removed from the names are &, ' (single quote), " (double quote), < (less-than sign), and > (greater-than sign).

    For more information, see GDPdU Filter Examples.

    Next, you must specify the fields that data will be exported from.

  3. In the Fields pane, choose the Add action.

  4. On the Data Exp. Field List page, select one or more fields that you want to export, and then choose the OK button.

    1. To change the order of the fields, choose the Move Up or the Move Down action.
    2. To remove a field from the list of selected fields, choose the Delete action.

You have added the main table from which to export. Optionally, you can add one or more related tables.

  1. On the Data Export Record Source page, in the line below the line for the main table, add the related table.

  2. Choose the Indent action.

  3. Select the indented table, and then choose the Relationships action.

  4. On the Data Export Table Relation page, fill in the fields as described in the following table.

    Field Description
    From Field No. Contains the number of the field in the parent table. You can specify that this field is related to a field in the subordinate table.
    To Field No. Contains the number of the field in the subordinate table. You can specify that a field in the parent table is related to this field.

    Note

    The From Field Name and the To Field Name fields are populated automatically.

  5. Choose the OK button.

After you have added tables and fields, you must validate that the structure of the data export source is correct.

To validate the data export source

On the Data Exp. Record Source page, choose the Validate action.

This validates the list of fields against the keys for the tables. If you select a primary key after you select a secondary key, an error message displays, and you must change the order of the fields in the Fields pane.

See Also

Process for Digital Audits (GoBD/GDPdU)
Export Data for a Digital Audit

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