From receipt to month-end closing: posting, reporting, tax advisor export files, liquidity, and bank connection.
Sections
General Ledger
Journal, trial balance, account sheet, open items, month-end closing
Fixed Asset Accounting
Fixed assets, AfA (depreciation) schedule straight-line or declining balance, annual AfA run, asset disposal
Loans
General Ledger, “Loans” tab — money lent and borrowed per person, outstanding as of the reporting date
P&L & Balance Sheet
General Ledger, tab „GuV & Bilanz“ — as-of-date preview and package for the tax advisor
UVA, ZM, Intrastat
General Ledger, tab „UVA“ — calculate tax payable, download U30 or ELSTER file
Liquidity
Monthly overview and 13-week forecast
Bank Connection
Bank Statements and Incoming Invoices → Settings → „Bankverbindung“ (Ponto, EBICS)
Personnel Costs
Post payroll run with gross amounts and employer share (not payroll accounting)
Tax Advisory
File exports, tax advisor access, history
General ledger: posting and month-end closing
Open General Ledger
Open General Ledger and select the period at the top using „von“ and „bis“.
„Jetzt buchen“
The button posts all receipts, bank transactions, cash, and travel expenses for the period as debit and credit entries.
Review
View all entries in the „Journal“, „Saldenliste“, and „Kontoblatt“ tabs. Clicking an account number opens the account sheet. „Offene Posten“ shows outstanding balances for customers and suppliers.
Lock month
In the “Monatsabschluss” tab, “Festschreiben” permanently closes a month. This cannot be undone; subsequent corrections appear as a cancellation and a new entry in the next open month.
Fixed Asset Accounting: Fixed Assets and AfA
“New Fixed Asset”
Under Fixed Assets, create a fixed asset. Description, acquisition date, acquisition cost, and useful life are mandatory; category, salvage value, supplier, and invoice reference are optional. Creation is permitted for Owner and Admin.
AfA Method and AfA Schedule
Select “Straight-line” or “Declining balance” with AfA rate, optionally with pro-rata first-year AfA based on acquisition month. The AfA schedule is calculated automatically; the detailed view displays it alongside actually posted items and the current book value.
“Annual AfA Run”
Select fiscal year (typically: the past year, cut-off date Dec 31), confirm, and click “Start AfA Run”. The run posts AfA for all active fixed assets definitively; the results list shows the amount per asset, and it appears in the general journal. Only the Owner may start the run.
“Asset Disposal”
In the detailed view, enter disposal date, reason (sale, scrapping, donation, loss / theft), and proceeds, then click “Post Disposal” — Owner only. A fixed asset can only be deleted if no AfA has been posted.
You determine the method, useful life, and AfA rate. Coordinate these with your tax advisor before starting the first annual run.
P&L & Balance Sheet and Annual Financial Statements Package
“GuV & Bilanz” tab
Shows the profit and loss statement and the balance sheet as of the reporting date from the general ledger, condensed according to UGB/HGB. The “Aktiva = Passiva” line indicates that everything is balanced.
Package for tax advisor
“Jahresabschluss-Paket für die Steuerberatung” creates a ZIP file for your tax advisor. The notification indicates whether the checklist is complete or how many items are still pending.
P&L and balance sheet in DivineMind are a preview. Your tax advisor prepares the annual financial statements; reconcile the figures with them before any submission.
Year-End: Accruals, Deferrals, and Provisions
- In the “GuV & Bilanz” tab, beneath the balance sheet, you will find the card “Year-End …: Accruals, Deferrals, and Provisions” for the year selected above under “to”.
- If an invoice extends beyond the year-end (e.g., annual license or annual subscription), DivineMind suggests a prepaid expense or deferred income entry with receipt and reason. “Post” posts it as of Dec 31 and reverses it as of Jan 01. If nothing is to be deferred, it indicates “No deferral necessary”.
- Suggestions are available for provisions (e.g., tax consulting fees for annual financial statements) and expected receivables. “Post as Provision” or “Post as Receivable” prompts for the amount — you decide it.
- Posting is permitted for Owner and Admin. The suggestions serve as a starting point for the closing; coordinate them with your tax advisor.
Loans to and from Individuals
- The “Loans” tab in the general ledger displays “Loan to Person (Receivable)” or “Loan to Company (Liability)” per person, showing disbursed, repaid, and outstanding amounts as of the reporting date — the same figures as in the general ledger.
- A bank transfer containing “Loan” in the reference line is suggested as a loan during bank statement reconciliation.
- For each loan, record whether a contract exists and the annual interest rate; the line then shows an estimate of the annual interest. Interest is not posted automatically.
For loans to shareholders or managing directors, coordinate written agreements, arm's length interest rates, and repayment terms with your tax advisor. DivineMind displays the checkpoints, but does not provide tax advice.
UVA, Recapitulative Statement and Intrastat
- “UVA” tab: VAT, input tax, and tax payable (or credit) from the journal, broken down by tax codes. Calculated solely according to the accrual basis of taxation.
- “FinanzOnline-Datei (U30)” for Austria or “ELSTER-Datei (UStVA)” for Germany downloads the file. DivineMind does not transmit anything to FinanzOnline or ELSTER — this is done by you or your tax advisor.
- “Zusammenfassende Meldung (ZM)” lists deliveries and services to EU entrepreneurs; “ZM als CSV” downloads the list. If a customer's VAT ID is missing, they are listed below as not reportable.
- “Intrastat (Versendungen)” calculates dispatches of goods to other EU countries per commodity code from the item master data (commodity code, weight, country of origin). You check the reporting threshold yourself.
Files and access for tax advisor
Booking file from general ledger
In General Ledger, “Export (CSV)”, “BMD-Import”, and “RZL-Import” provide booking lines with account, offsetting account, and tax code; “Personenkonten” provides the associated customers and suppliers. Before downloading, each account is verified against the journal.
Export settings
Under Tax Advisor in the “Konfiguration” section, select format and frequency: DATEV booking batch (CSV), ebInterface 6.1, BMD package, XRechnung, CSV, or Excel — manual or scheduled via email, with the PDFs as a ZIP file.
Invite tax advisor (optional)
In the "Access" area, "Invite" allows you to invite your tax advisor with their own login; you can then enable their access there. The firm registers via the link from the email and, after logging in, lands directly in their client overview. They can see incoming and outgoing invoices, credit notes, and reminders, and can edit incoming invoices and generate exports. No registration is required for email export.
History
“Verlauf” displays each sent export with period, format, and status; “Erneut senden” sends it again.
DATEV, BMD, and RZL receive a file, not a live transmission. Whether the BMD or RZL file imports without errors into your firm's software has not yet been verified with an actual import — send a test file first and coordinate with your tax advisor.
Liquidity: the next 13 weeks
Open cash flow
Under Cash Flow, you can see open receivables, overdue items, open payables, and the monthly overview with expected income and expenses.
“Liquidity next 13 weeks”
The card starts with the bank balance plus cash on hand and displays receipts, disbursements, and the weekend balance for each week, along with the lowest balance and the balance after 13 weeks.
Where the numbers come from
From the latest bank statement per account: open customer invoices based on due date and past payment behavior, open vendor bills, subscriptions, wages, travel expenses, and VAT payable. Overdue items are included in week 1. The conservative calculation assumes that customers pay 14 days late.
Scenario "Conservative"
Next to "Lowest level", the card shows "Conservative (customers pay 14 days later), lowest level". If this value turns red, liquidity will become tight if customers pay two weeks later than expected.
Bank connection: File, Ponto, EBICS
Bank statement file (always works)
Under Bank Statements, you can import MT940, CAMT.053, CSV, or a PDF bank statement. DivineMind suggests matching invoices; you allocate them by confirming.
Open “Bank connection”
In incoming invoices under Settings → “Bank connection”, two methods are available: “Connect bank account (Ponto)” and below it EBICS.
Ponto: “Connect bank account”
Select bank, log in with the bank, authorize accounts. DivineMind only reads transactions and account balances; payments are not possible. “Fetch now” retrieves new transactions; after about 180 days, you renew authorization via “Reconnect”.
“Bank retrieval (EBICS)”
Order EBICS from your bank. Under “Connect bank”, enter the EBICS URL, Host ID, Customer ID, and User ID, click “Send keys to bank”, sign the initialization letter, and send it to the bank. After activation by the bank: “Check activation” — bank statements will then be retrieved daily.
Reconciliation
AIRIS only posts definitive matches (amount matches, very high confidence) automatically if your company policy permits it. You confirm everything else.
Ponto has currently only been tested in sandbox mode; production access has been requested. If access is not yet set up, the card displays “Bank connection is currently being set up and will be available soon.” EBICS has also not yet been verified in production with a live bank. The bank statement file works with any bank.
Post personnel costs (payroll run)
“Create payroll run”
Under Payroll Costs, create a payroll run for a period. It contains the gross pay and employer social security contribution for each employee.
Review and “Post (final)”
In the run, you see the employee items and the postings with debit and credit. “Post (final)” transfers them to the general ledger; after that, only “Cancel” is possible, which creates a reversal run with negative amounts. “CSV export” downloads the run.
DivineMind does not calculate net wages or wage tax, nor does it generate social security notifications or payslips. Payroll is calculated by your tax advisor or payroll software; hours from time tracking serve as the basis.