In this article, you’ll learn how to use the DLS export from your current payslip system for the implementation of Personio Payroll to ensure a successful system migration. 

What is the DLS import?

The Digital Payroll Interface (DLS) is a standardized German export format for payroll data. This data can then be carried over to a compatible system. In the Personio Payroll implementation, this data serves as the foundation for a smooth transition to the new system. 

Note
You cannot import carryover amounts using the DLS file. To do this, use YTD Import. 

What data is carried over during the DLS import?

The DLS import carries over historical employee data from the payroll processor's system. This is the data you need in Personio Payroll to process the payslip correctly. These include, among other things: 

• Master data for legal entities (e.g., company numbers, tax information)
• Employee data (e.g., tax bracket, social security information, and employment type)
• Pay Types and Compensation 

What is the difference between this and the year-to-date (YTD) import?

The DLS import and the YTD import serve different purposes and are intended to complement each other: 

For more information on YTD imports, please read our article on the theme.

DLS Export Request

Request the DLS export from the pre-calculator

Many payslip processors that support the DLS format offer the export feature directly within their software or upon request. This involves the following steps: 

1. Please contact your current payslip processor or tax advisor directly and request a DLS export for the relevant period.
2. Make sure the export includes all relevant data (employee master data, wage types, payroll periods)
3. Make sure you have the password on hand, if needed.

Please note:
Please note that some providers charge a fee to create the export. You should also check early on whether your pre-calculator supports the DLS file format. If this is not the case, our Payroll Implementation Team can discuss alternative ways to perform employee data imports with you.

Special feature: Preparing the DATEV DLS file

Export DLS data to DATEV

You can request a DLS export from your DATEV payroll accountant. Instructions for creating the export are provided below.

Decrypt the DLS file

DATEV DLS export files are password-protected and need to be decrypted before uploading in Personio. To do this, use the ArchivDecryptNet tool included in the DLS export package:

1. The ArchivDecryptNet file is included in DATEV's DLS export package. Access it from the home directory and make sure the file is in the folder.
   
2. Double-click ArchivDecryptNet to open the decryption tool.
   
3. Enter the following information:
   • Target directory: Select the target directory for the decrypted import files.
   • Password: Enter the password provided to you by DATEV in the DLS export. If you don't have the password, get in touch with your DATEV contact person.
4. Click OK to start the decryption process.
5. Compress all files into a .zip file to upload them to Personio.

For further information on the decryption process, visit the DATEV help center.

Resolve decryption problems

Upload a DLS file to Personio

Uploading the DLS file

Once your DLS file is ready, you can upload it to Personio as follows: 

1. Go to payroll and open the onboarding portal. Make sure you've chosen the right legal entity.
2. Under "Set up To-dos," search for the option "Import DLS file." 
3. Select the software that has been used for payslip processing so far, and click "DLS file is existing."
4. Upload the DLS file. Please make sure that the file is in .zip format.  
5. Review the extracted data for the legal entity, the business unit, and the employees, and click Next. 
6. Confirm the message and then click Import. 

Once the data is uploaded, Personio Payroll processes it automatically. Make sure that any existing values are replaced by the information from the DLS file. 

Please note:
Personio automatically detects password-protected and encrypted DLS files and, if necessary, guides you through the decryption process. 

FAQ

What happens if my pre-calculator doesn't support DLS export?

In this case, you will be provided with an Excel import template that you can use to manually enter employee data. Please contact your Implementation Specialist as soon as possible so that sufficient time can be scheduled for manual data maintenance. 

What file formats are supported for uploads?

Personio supports the CSV, TSV, XLS, and ZIP formats. For DATEV exports, we recommend uploading a ZIP file, as it contains the export's complete folder structure and is the easiest to process.

What happens if employees could not be matched?

Employees are matched by name. If the spelling in the DLS export varies from that in Personio (e.g., due to different special characters or abbreviated first names), these employees will be marked as “unassigned.”

Can I upload multiple DLS files at once?

No, only one DLS file can be uploaded at a time. If you have multiple files, upload them one at a time. Always make sure to choose the right legal entity.

What should I do if the period in the DLS file doesn't match the parallel period?

If Personio detects that the period in the uploaded DLS file does not match the period specified for the parallel phase, you will receive a notification. You can then decide for yourself whether you still want to proceed with the imports. 

I don't have the password for my DATEV export—what can I do?

DATEV provides the password for the DATEV DLS export when the export is created. If you no longer have your password, please contact your DATEV representative or tax advisor directly. Personio cannot recover the password.

What if some data is still missing after the DLS import?

After the import, Personio displays key takeaways under the "Onboarding to-do: Review and Complete Employee Data" section, showing which fields were successfully imported and which are still missing. If any values are missing, you can download a pre-filled Excel file directly from Personio and fill in the gaps manually.