Exporting fixed salaries with the DATEV integration

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

This article explains how you can include fixed salaries in your DATEV export with LODAS and Lohn und Gehalt. In addition, we will show you special cases in which the transfer must be carried out manually for the time being.

 

How are Fixed Salaries Transferred to DATEV?

In order for fixed salaries to be successfully imported into DATEV via the DATEV export, two designated values must be assigned to each employee in Personio:

  • DATEV Fixed salary ID (LODAS)/ DATEV Salary/Deduction No. (Lohn und Gehalt)
  • DATEV Salary Type ID

These values ensure that a fixed salary is correctly assigned in DATEV and displayed in the Festbezugstabelle in LODAS or in the Be-/Abzugstabelle in Lohn und Gehalt. In Personio, you have the option of setting this up by global or custom mapping as follows:

 

DATEV Fixed Salary ID (LODAS)/

DATEV Salary/Deduction No. (Lohn und Gehalt)

DATEV Salary Type ID
Global mapping Universal for all fixed salaries Universal for all fixed salaries
Custom mapping Universal for all fixed salaries Custom mapping based on a custom attribute in Personio

Global mapping allows the transfer of a fixed salary for all employees assigned in Personio. Accordingly, with global mapping, all fixed salaries of employees are assigned to one Salary Type ID in DATEV.

Custom mapping based on a custom attribute in Personio allows you to assign fixed salaries from Personio to multiple Salary Type IDs in DATEV. For example, it is possible to distinguish between a fixed salary for management and a trainee.

Note:
The prerequisite for both transfer options is that your payroll accountant has harmonized all salary types falling under fixed salary that you want to transfer to the same DATEV Fixed Salary ID or DATEV Salary/Deduction No., and agreed the DATEV Salary Type IDs with you. For more information about adjusting DATEV Fixed Salary IDs and DATEV Salary/Deduction No.s, please contact DATEV Support directly. Introductory information can be found in the in the DATEV Help Center, in the info document for LODAS and Lohn und Gehalt .

 

How are Fixed Salaries Displayed in DATEV?

In DATEV, the combination of DATEV Fixed Salary ID and DATEV Salary Type ID defines how an employee's fixed salaries are displayed in the Festbezugstabelle (LODAS) and the Be-/Abzugstabelle (Lohn und Gehalt).

Fixed Salaries in LODAS 
The DATEV Fixed Salary ID to be completed in Personio is displayed as a No. (Nr.) in DATEV LODAS. It is used to assign salary types to a line in the Festbezugstabelle. 

The DATEV Salary Type ID to be completed in Personio is referred to as Salary Type (Lohnart) in DATEV LODAS. The value transferred from Personio is displayed depending on the line defined by the DATEV Fixed Salary ID.

Fixed Salaries in Lohn und Gehalt
The DATEV Salary/Deduction No. to be completed in Personio is displayed as a No. (Nr.) in DATEV Lohn und Gehalt. It is used to assign salary types to a line in the Be-/Abzugstabelle. 

The DATEV Salary Type ID to be completed in Personio is referred to as Salary Type (Lohnart) in DATEV Lohn und Gehalt. The value transferred from Personio is displayed depending on the line defined by the DATEV Salary/Deduction No..

 

Set up Fixed Salaries With Global Mapping

To map fixed salaries globally to a salary type in DATEV via the DATEV export, follow these steps:

  1. Navigate to Settings > Salary & Payroll > DATEV LODAS/ Lohn & Gehalt integration and set a check mark under Salary Settings > Fixed Salary.
  2. Select Global Mapping.
  3. Enter the DATEV Fixed Salary ID defined in LODAS for fixed salaries and the DATEV Salary/Deduction No. and DATEV Salary Type ID designated for Lohn und Gehalt.

  4. Click on Save.

Fixed salaries are now transferred in the DATEV export with the corresponding DATEV Fixed Salary ID and DATEV Salary/Deduction No. and DATEV Salary Type ID.

 

Set up Fixed Salaries With Custom Mapping

To set up fixed salaries with custom mapping , you must complete two steps:

  • Set up a custom attribute of the type List of Options for the mapping of Salary Type IDs and assign it to employees.
  • Include fixed salaries in the DATEV export and define custom mapping based on the added attribute.

 

Set Up and Assign a DATEV Salary Type Attribute

To set up and assign a custom attribute for the salary type, follow these steps:

  1. Create a custom attribute. Follow the instructions in our article on how to set up custom attributes. Make sure that you create an attribute of the type List of options and set an option for each salary type in DATEV.

  2. Assign employees the correct value for the attribute. You can do this either using bulk editing in the employee list, via an employee data import or manually in the employee profile.

If all employees have been assigned the correct salary type, you can continue with the mapping for the DATEV export.

 

Set up Fixed Salaries With Custom Mapping

To assign fixed salaries to individual salary types in DATEV via the DATEV export, proceed as follows:

  1. Navigate to Settings > Salary & Payroll > DATEV LODAS/Lohn und Gehalt integration and set a check mark under Salary Settings > Fixed Salary .
  2. Select the Custom mapping option.
  3. Under Attribute for custom mapping, select the attribute intended to assign DATEV Salary Type IDs and insert the DATEV Fixed Salary ID or DATEV Bezug/Abzug-Nr. respectively.
  4. Insert the DATEV Salary Type IDs for the respective attribute values.


    Tip:
    If you do not want to send fixed salaries for certain employees to DATEV, leave the corresponding field under DATEV Salary Type ID empty for the attribute value.The salaries for assigned employees are then not transferred.

  5. Click on Save.

Fixed salaries are now transferred in the DATEV export with the corresponding DATEV Fixed Salary ID and DATEV Salary Type ID.

 

Prorate Salary Calculation

As any prorated salary calculation (e.g. due to absences or periods of suspended employment) takes place directly in DATEV, the payroll accountant needs to maintain the relevant data directly in DATEV LODAS or Lohn und Gehalt. The prorated salary calculation in DATEV can be based on either one-thirtieth of the monthly remuneration ("Dreißigstel-Methode") or on the actual number of days in the month (Kalendertägliche-Methode).

The following special cases cannot be reflected in DATEV without payroll accountants making manual adjustments. These are therefore not included in the DATEV export:

Note:
If you use the DATEV LODAS integration, the export file will include a relevant note with the DATEV employee IDs (Personalnummer) of the employees concerned in these cases. No such note is transferred for Lohn und Gehalt.

Description Behavior Prorate salary calculation in DATEV? Example Export content Payroll content
Salary adjustment and separation date during the month Not included in the export no

Fixed salary to 14.10.2020: €1,000

Fixed salary from 15.10.2020: €2,000

Leaving date: 20.10.2020

Not included in the export Based on manual input in DATEV
Salary adjustment and start date during the month Not included in the export no

Start date: 15.10.2020

Fixed salary to 19.10.2020: €1,000

Fixed salary from 20.10.2020: €2,000

Not included in the export Based on manual input in DATEV
Salary adjustment and start/end of a period of suspended employment during the month Not included in the export no

Fixed salary to 14.10.2020: €1,000

Fixed salary from 15.10.2020: €2,000

Parental leave (= suspended employment): 20.10.2020

Not included in the export Based on manual input in DATEV

 

In some cases, there will be a difference between the amount shown in the employee's salary overview or payslip in Personio and the amount shown in the DATEV export. This happens because the prorated salary calculation is made in DATEV and the total amount is therefore transmitted from Personio – otherwise the prorated salary would be prorated again.

The following table shows some examples of these cases:

Description Behavior Prorate salary calculation in DATEV? Method Example Export content Payroll content Personio employee profile content
Start date during the month The full monthly salary is transferred yes One-thirtieth method

Employee hire date:
15.10.2020

Fixed salary (from 15.10.2020):
€1,000

€1,000 € 566.67 € 566.67
Separation date during the month The full monthly salary is transferred yes One-thirtieth method

Employee hire date:
01.10.2014

Separation date:
15.10.2020

Fixed salary (from 15.10.2018):
€4,000

€4,000 €2,000 €2,000
Entered absence at the beginning of the month The full monthly salary is transferred Yes, if the absence has been entered in DATEV One-thirtieth method

Fixed salary to 01.09.2020:
€1,000

Absence start date:
01.10.2020

€1,000 €0 €0
Entered absence in the middle of the month The full monthly salary is transferred Yes, if the absence has been entered in DATEV One-thirtieth method

Fixed salary to 01.09.2020:
€1,000

Absence start date:
15.10.2020

€1,000 €467.67 €467.67
Change from an hourly salary to a fixed salary during the month The prorated monthly salary is transmitted no One-thirtieth method

Hourly salary to 14.10.2020:
€10

Hours worked:
10

Fixed salary from 15.10.2020:
€1,000

€566.67* €566.67* €666.67
Start date during the month The full monthly salary is transferred yes Calendar day method

Employee hire date:
15.10.2020

Fixed salary (from 15.10.2020):
€1,000

€1,000 €548.39 €548.39
Separation date during the month The full monthly salary is transferred yes Calendar day method

Employee hire date:
01.10.2014

Separation date:
15.10.2020

Fixed salary (from 15.10.2018):
€4,000

€4,000 €1,935.48 €1,935.48
Entered absence at the beginning of the month The full monthly salary is transferred Yes, if the absence has been entered in DATEV Calendar day method

Fixed salary to 01.09.2020:
€1,000

Absence start date:
01.10.2020

€1,000 €0 €0
Entered absence in the middle of the month The full monthly salary is transferred Yes, if the absence has been entered in DATEV Calendar day method

Fixed salary to 01.09.2020:
€1,000

Absence start date:
15.10.2020

€1,000 €451.61 €451.61
Change from an hourly salary to a fixed salary during the month The prorated monthly salary is transmitted no

Calendar day method

Hourly salary to 14.10.2020:
€10

Hours worked:
10

Fixed salary from 15.10.2020:
€1,000

€548.39 €548.39* €648.39

* If the hourly salary is not maintained manually within DATEV, it will not be shown in the payroll account, as the hourly salary is not automatically included in the export.

 

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