This article explains how you can automatically upload the DATEV export generated within Personio to your payroll accountant via the new Lohnimportdatenservice – in a direct process that is 100% secure.
What Is the Lohnimportdatenservice?
The Lohnimportdatenservice supports the process between you and your payroll accountant as you transmit transaction and master data from your Personio account to the DATEV payroll application. Confidential data is made available to LODAS and Lohn und Gehalt via a secure connection in the DATEV computing center. Data from Personio can be uploaded to the payroll application and used for the next payroll run at the click of a button.
Requirements for Using the Payroll Import Data Service in Personio
In order to be able to use the Lohnimportdatenservice in your account, the following requirements must be met:
Account activation and preparation
Your account must be configured for using the DATEV export function. Please get in touch with your Implementation Manager directly, or use our contact form to reach out to our Support team.
💡 If you're already using the DATEV export from Personio, you can skip this step.
Subscription to the Lohnimportdatenservice
Request that DATEV provide the required integration services for you. Please refer to this DATEV document for more information about how to do this.
Authorization of Personio's access to your accountant's payroll software
The transmission of data from Personio to your accountant's payroll software must be authorized in advance by your accountant. Please refer to this article for information about this process. The Ordnungsbegriffe must be identical to the payroll service. You can obtain these from your accountant.
Transmitting Payroll Data from Personio to DATEV
Once your account is set up and the connection between Personio and your accountant's DATEV LODAS or Lohn und Gehalt software has been confirmed, you're able to transmit data directly from the Personio Payroll section. This is done as follows:
Creating the DATEV export
At the end of the payroll period, generate your export as usual via Payroll > Generate export.
If you have configured accounting groups with different accounting periods, you don't need to create the DATEV export for each accounting group. Instead, all employees selected for the DATEV export are automatically included in the export. You therefore only need to create the DATEV export for one accounting group. If you have subcompanies, all the employees of the subcompany included in the payroll will be displayed.
Transmission of the export to your accountant's software
Once the DATEV export has been created, a Send to DATEV button is displayed next to the download button in the dialog box.
Transmission to DATEV
Transmitting the export to the DATEV software can take some time. The transmission progress status is shown and the Send to DATEV button disabled throughout the process.
Import from the DATEV data center to the payroll software
If the data has been transmitted successfully, the status changes to Uploaded to DATEV. Your accountant is now able to feed the data directly into DATEV. In LODAS, this can be done via the function Aus dem Rechenzentrum abrufen and in Lohn und gehalt via Stammdaten aus RZ importieren.
Confirmation of successful import
Once the import has been finalized by your accountant and recorded in DATEV, the status of the export in your Personio account changes to Imported to DATEV. Thus, the data transfer is considered complete for the subcompany.
Notify your accountant of the data transfer with an automated email. To do this, go to Settings > Salary & Payroll > Employer details and enter the relevant contact email address under Notification address DATEV Lohnimportdatenservice.
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