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Import master data using the DATEV DALY export (Implementation)

 

Note that this article is only relevant for you if your company is located in Germany. 🇩🇪

This article explains the steps that are necessary to import your employees' master data and mandatory DATEV attributes into Personio. 

Summary

In order to use the DATEV integration and monthly data reconciliation between Personio and DATEV, you need to import your employees' master data and DATEV attributes into Personio. For this, you have two options:

  • Export master data from DATEV and import it into Personio

  • Compile employee data yourself and import it into Personio

Required for the first DATEV import 

Once you have decided on using either the DATEV-LODAS or Lohn und Gehalt integration, our Customer Operations team will activate the integration for you and add additional payroll attributes to your account. These newly created payroll attributes need to be filled, as some are mandatory. 

You can fill out an import template or, if you are already using DATEV, create and convert a master data export from DATEV (DALY-Export) and import this into Personio.

Option 1: Export data from DATEV

If your payroll accountant has already done payrolls with the DATEV Comfort Package, ask them to provide you with a master data export (DALY-Export). You can forward the instructions available here in the DATEV Help Center . The master data export contains employee data that is relevant for Personio and can be converted, so that you can use the data as the basis for importing HR master data. You can then edit the master data export and import it into Personio.

Adding data to the master data export and importing it into Personio

To add data to the master data export and import it into Personio, follow these steps:

Preparation

Note
▶ Before you start importing your employee data, ensure that the import file is complete and correct. This ensures that there are no unwanted leaps in your employees’ history and that you start with clean data. This is relevant when reports are created later.
â–¶ Note that the account language must be set to German in your personal settings for the import to be successful.

As the master data export does not contain all of the attributes that are necessary for Personio and the DATEV integration, you will have to copy the data from the master data export and paste it into the DATEV-DALY-Transformation file.

  1. Download DATEV-DALY-Transformation (German only) here in the Helpcenter.
  2. Copy all values from the master data export and paste them into the Personio import file from the red marker onward.
  3. Be sure to fill out all the attributes in the file that are displayed in yellow. 

    Tip
    Learn more about mandatory Personio attributes in the section Additional Information for the Import.

  4. Save your import template.

Import into Personio

  1. Click on Imports.
  2. Select file type Employees and click Upload file.
  3. Click on Upload file here.
  4. In the Select a table window that appears, click on the worksheet that contains your import.
  5. Under Fill in header, click on Next.

Map attributes and option values

Click on Synchronize columns to assign the attributes and option values from the master data export in Personio directly to the correct format. 

Note
▶︎ Some attributes from DATEV and Personio are different. Refer to the section What needs to be considered when assigning attributes to see what is particularly important with regard to step 1, so that attributes are assigned correctly.
▶︎ If you see any notes flagged in blue, you will need to access the individual values individually and assign them manually to ensure that the data is reconciled correctly. This is particularly important in step 2, when you adjust the option values.

Proceed as follows:

  1. Assign the attributes from the master data export to the corresponding Personio attributes. You can do this directly from the drop-down menu in the Personio settings section.
  2. For all attributes that show notes, click on Edit and adjust the option values via the drop-down menu. 

    Tip
    â–¶ The option values of the social insurance group keys and social contribution keys must be correctly assigned to the Personio attributes. As a guide, you can use the key that is displayed in both the master data export and in Personio.
    ▶︎ If you use DATEV Lohn und Gehalt, the values for the nationality will be marked as adjectives. Therefore, assign the values for German to Germany.

    Example
    For example, ensure that the 101 Social insurance group key is mapped to the value 101-Sozialversicherungspflichtige in Personio. 

  3. Click on Next. 
  4. The final review of the data happens under the Personio Settings tab. This is where you can make any final adjustments, if necessary.

Complete import

If no further notes are displayed, click on Import.

What do you need to take into account when assigning the attributes?

Some attributes from DATEV and Personio differ. Make sure to assign these to the correct values by clicking on Synchronize columns . The following is a description of the attributes that differ:

DATEV LODAS

Uploaded columns (from DATEV) Personio Settings (in Personio)
Address Country Address, country
End of employment Exit date (current employment period)
Severely disabled Disability status

DATEV Lohn und Gehalt

Uploaded columns (from DATEV) Personio Settings (in Personio)
End of employment Exit date (current employment period)

Option 2: Import employee data directly into Personio

To add employees to Personio via an import, you need to start with an import template. You will find this in the navigation bar under Imports in the Download template section. Download the relevant template, depending on whether you have booked the integration with LODAS or Lohn und Gehalt. The import template contains all the relevant employee attributes and all necessary payroll attributes that you need to successfully use them with DATEV. 

Note
▶︎ Note that you can only import 60 attributes at a time. If you would like to do additional imports, we recommend that you first import all the relevant attributes that you find in our import template.
▶︎ If you have created attributes in Personio yourself, you can add and import further columns in a further import. 

  1. First, download the Excel template, depending on the integration type.
  2. Then fill out the columns with your employee data. Each line represents one employee, and employees are identified by their email addresses.
  3. Save the complete Excel file.

To add the import, follow these steps: 

  1. File upload: Click on Imports and select the file type Employees. 
  2. Configure columns: Assign the columns of the Excel file to the attributes stored in Personio.
  3. Preview import: Review the import in the preview. If you notice any errors, you can simply cancel the import and fix the relevant problems in the Excel spreadsheet. 

For more details on importing employee data, read our article Import employee data (Implementation). See our article Why Is the Import Not Working? about troubleshooting during data imports.

Best practices for imports

Before filling out your import template, keep in mind the following best practices:

▶︎ Email addresses serve as unique identifiers in the system. An email address must therefore be entered for all employees – and it is particularly important for later imports as well. If import files contain the email address and another identification feature (e.g. the Personalnummer), Personio uses, by default, the email address to import the data. We do not recommend importing multiple identifiers at the same time.

▶︎ Predefined attributes are system attributes that cannot be renamed or deleted because they are linked to other processes in Personio.

Tip
You can hide some of the predefined attributes from your employees. To do so, create new sections and move the attributes into them. Newly created sections are not visible to employees unless you give them access rights.

▶︎ Two employees cannot be recorded as being each other's supervisors. If an employee (e.g. a CEO) has no supervisor, you can leave this column blank.

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