Clear numbers, free mind: Your back office for SAP Business One

Versino Accounting Service takes over your accounting directly in your SAP Business One system. In this case, Versino acts as an external service provider where your data already resides. Therefore, you do not switch systems and do not export data to a third-party software. Furthermore, you retain full control over your system.

Thus, you receive a clean, DATEV-compatible accounting system that your tax office can process without any unnecessary steps. On this page, you will first find all the services in detail, then the technical basis and the division of tasks with your tax office, and finally answers to the most frequently asked questions.

The most important information at a glance

Four performance areas in the standard:
Credit ledger accounting, asset ledger accounting, VAT pre-registration via ELSTER, and preliminary accounting for the annual financial statements.
Expandable upon request:
Accounts receivable management, debt collection and claim management, as well as an interface function between you and your tax office.
Right in your SAP Business One:
no system change, no data export; instead, access remotely via VPN or RDP.
DATEV-compatible:
Export and import via the Versino Financial Suite, accounting according to SKR03 or SKR04.
Clear division of roles:
Versino books the services of your tax advisor; Versino does not provide tax advisory services.
Fixed contact person:
Versino provides an employee for your accounting, and the representation is also secured.

The services in detail

1. Accounting for creditors

The credit management is the most extensive part of the service. Versino accompanies each incoming invoice from the moment of receipt to payment and subsequently until the supplier account is reconciled.

Review, collection and booking of incoming invoices

Digital capture and automatic label recognition with CKS.DMS or candis
Categorization and classification according to SKR03 or SKR04
Monitoring recurring bills, such as rent or leasing

Invoice review and approval workflows

Matching invoices with orders, incoming goods and contracts
Additionally, multi-stage approval processes with automatic notifications, if your company needs them

Payments to suppliers

Automatic payment proposal lists
Transmission of SEPA payments, taking into account the discount periods

Voting on the creditors' accounts

Regular monitoring of open positions
Also, coordinate the payments with the bank accounts

2. Plant accounting

In addition, Versino manages your entire asset accounting: from the entry of an asset into the system to the ongoing depreciation and the asset balance.

Administration and booking of investment properties

Recording and managing all assets in accordance with legal requirements and your individual specifications
Complete documentation of access points, exits and rebookings
Connection to the credit ledger, so that asset purchases are directly attributed
Automatic determination of the correct accounts for asset entries (account discovery)
Retroactive access and value adjustments, with the depreciation calculated automatically anew
Recording of investments and changes in inventory
Finally, creating an investment dashboard for clarity

Calculation and booking of depreciation

In this process, depreciation based on the AfA tables is calculated and booked automatically in accordance with tax and accounting requirements. In particular, these methods are supported:

Linear depreciation
Degressive depreciation
Special depreciation allowances
Manual write-offs for one-time value adjustments

Thus, all investment transactions are documented according to the German Commercial Code and are directly included in financial accounting and tax administration.

3. VAT pre-registration via ELSTER

Monthly creation and electronic transmission via ELSTER
Prior to this, the data was checked for plausibility and correctness
Transparent documentation so that your tax advisor can understand everything
In addition, monitoring of updates and installation of the current ELSTER version for SAP Business One

4. Pre-accounting for the annual financial statements

Preparation of the sum and balance sheets
Voting on the balance sheet and GuV accounts
DATEV export and DATEV import via the Versino Financial Suite

Their tax office thus receives an accounting system that they can process directly themselves, and no data mountain that they have to sort out first.

Additional modules available on request

The four areas above form the standard. In addition, Versino extends the scope of these modules as required by agreement:

Accounts receivable: Creating and managing customer invoices and payment entries
Memorials and claims management
Interface function between you and your tax office

We will discuss together which modules are suitable for your company. Afterwards, we will document the exact scope of services in a service voucher.

This is how we work together

Access: Versino works remotely via VPN or RDP directly in your SAP Business One system.
Exchange of beliefs: For this, we will certainly exchange documents via email or through a customer portal.
Personnel: Versino provides an employee for your accounting department. In addition, representation is provided.
Billing: Versino calculates this based on actual effort at the end of each month.
Current systems: Versino ensures that SAP Business One and the Versino Financial Suite are up to date and that accounting data remains secure.

Your contribution: They provide evidence, documents, and information in a timely manner. They check the booked data and immediately report any errors so that they can be corrected. However, the legal obligations regarding retention and cooperation remain with you.

The technical basis

The service is based on four components that interlock with each other.

SAP Business One

The subscription is made in your existing SAP Business One system. However, to work in the system, Versino requires its own SAP Business One license. For the standard scope, at least one Limited Financial User license is sufficient. If Versino later undertakes additional tasks, a Professional license may be required. If you do not have a license available, an additional license must be purchased.

CKS.DMS for SAP Business One

CKS.DMS is a document management system that is fully integrated into SAP Business One.

Data capture via drag and drop, scanner or email import, with automatic assignment to invoices, business partners or projects
Audit-proof archiving according to GoBD, GDPR and HGB, protected by versioning and logging
In addition, full-text search and OCR text recognition
Workflow for the approval and automatic processing of incoming invoices with data extraction
Also creation and processing of incoming X invoices

candis for incoming invoices

candis is a cloud-based software for the digital processing of incoming invoices, from receipt, through review and approval, to payment.

Invoice entry via a custom email address or by drag and drop, with automatic duplicate check
AI-based collection of invoice number, amount, IBAN, payment destination and cost center
Support for ZUGFeRD, XRechnung, PDF and scanned documents
Multi-stage approvals with email reminders and comments directly on the document
In addition, overview of due dates and discount periods
GoBD-compliant archiving on servers in Germany
Direct transfer to DATEV companies online and DATEV accounting

Versino Financial Suite

the Versino Financial Suite It extends the finance capabilities of SAP Business One. Together with the Financial Cockpit, it is therefore the control center for the accounting service.

DATEV and tax advisor interface: Export and import of booking data, payroll and salary records in the DATEV format
Extended reporting: monthly BWA, summary and balance list in the DATEV system and further analyses
Automatic invoice separation for costs from incoming invoices and revenues from outgoing invoices
Financial Cockpit with Launchpad, expanded account sheets, integrated analytics, and enhanced search

Clear division of duties with your tax office

Versino works exclusively as an external accounting service provider and does not perform any tax advisory activities under the Tax Advisory Act (StBerG). As a result, there is a clear division of roles: Versino provides clean, DATEV-compliant accounting. Your tax office then takes over and assesses it from a tax perspective. In this way, each party does what they do best.

Confidentiality and data protection

Versino processes your data in accordance with the GDPR and BDSG.
Versino processes personal data only in accordance with your instructions. For this purpose, we enter into a contract for the processing of orders.
All employees who handle your accounting have signed a confidentiality declaration.
In addition, data is only shared with third parties with your prior consent, or when required by law.

Who the service is suitable for

The Versino accounting service is suitable for companies that use SAP Business One and want to outsource credit and asset accounting, VAT declaration and the preparation of the annual financial statements to a specialized service provider, without relinquishing control over their system. In particular, it relieves them of tasks that would otherwise remain within the scope of daily operations.

Read more background information in the article Versino accounting service.

Frequently asked questions about the Versino accounting service

What is the Versino accounting service?

Versino, as an external service provider, takes over parts of your accounting directly in your SAP Business One system. The standard includes accounts payable, asset accounting, VAT pre-registration via ELSTER, and preliminary accounting for the annual financial statements.

Do I have to change my system or export data for this?

No. Versino works directly in your existing SAP Business One system. There is no system change and no data export to a third-party software.

Can I expand the scope of services?

Yes. Upon agreement, we also include debtor accounting, debt collection and claim management, as well as an interface function between you and your tax advisor. We specify the exact scope in a service voucher.

Does the service replace my tax advisor?

No. Versino works exclusively as an external accounting service provider and does not perform any tax advisory activities under the Tax Advisory Act. Versino provides a DATEV-compatible accounting system, and your tax office evaluates it for tax purposes.

What does my tax office receive at the end of the year?

Summary and balance sheets, reconciled balance sheet and GVC accounts, and booking data in the DATEV format via the Versino Financial Suite. The law firm can then continue working directly on them.

How does Versino access my system?

Access your SAP Business One system remotely via VPN or RDP directly. We securely exchange documents via email or a customer portal.

Does Versino need its own SAP Business One license?

Yes. For the standard scope, at least one Limited Financial User license is sufficient. If Versino undertakes additional tasks, a Professional license may be required. If no license is available, an additional one must be purchased.

Which accounting framework is used?

After SKR03 or SKR04, depending on which account framework your company uses.

How does the VAT registration process work?

Versino creates them monthly, checks the data for plausibility and transmits them electronically via ELSTER. The documents are documented in such a way that your tax advisor can follow them. Versino also keeps the ELSTER version of SAP Business One up to date.

Who handles my accounting?

Versino provides an employee for your accounting department. Representation is provided.

How is the billing done?

Based on actual effort, monthly at the end of the month. We discuss the terms and conditions in a personal conversation.

How are my data protected?

Versino processes your data in accordance with the GDPR and BDSG and concludes a contract with you regarding the processing of orders. All involved employees have signed a confidentiality declaration. Data is only shared with third parties with your consent or if required by law.

What do I have to contribute myself?

You provide evidence, documents, and information in a timely manner, check the booked data, and immediately report any errors. You remain responsible for the legal retention and reporting obligations.

How do I get started?

Book an appointment using the form below. During the conversation, we will discuss the scope, license requirements, and the appropriate modules for your company.