Exporting Fixed Salaries With DATEV LODAS 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. 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 LODAS?

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

  • DATEV Fixed Salary ID
  • DATEV Salary Type ID

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

  DATEV Fixed Salary ID 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 LODAS. 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 DATEV Salary Type IDs falling under fixed salary that you want to transfer to the same DATEV Fixed Salary ID, and aligned on the DATEV Salary Type IDs with you. For more information on adjusting DATEV Fixed Salary IDs, contact DATEV Support directly. Introductory information can be found in info doc. 1018836 in the DATEV Help Center.

 

How are Fixed Salaries Displayed in DATEV LODAS?

In DATEV LODAS, the combination of DATEV Fixed Salary ID and DATEV Salary Type ID defines how an employee's fixed salaries are displayed in the Festbezugstabelle.

DATEV Fixed Salary ID

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

festbezugs-ID_en-us.png

Example of the DATEV Fixed Salary ID in the Festbezugstabelle of DATEV LODAS.

DATEV Salary Type ID

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

lohnart_en-us.png

Example of the DATEV Salary Type ID in the Festbezugstabelle of DATEV LODAS.

 

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 > Payroll Settings > DATEV LODAS integration, and set a check mark under Salary Settings > Fixed Salary to activate it.
  2. Select Global Mapping.
  3. Enter the DATEV Fixed Salary ID and DATEV Salary Type ID designated for fixed salaries in LODAS. settings-payroll-datev-lodas-integration-fixed-salary-global_en-us.pngExample of an option for setting up custom mapping.
  4. Click Save.

Fixed salaries are now transferred in the DATEV export with the corresponding DATEV Fixed Salary ID 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 LODAS. settings-employee-information-attribute-list-of-options_en-us.png Example of a custom attribute setup option.
  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.

 

Configure 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 > Payroll Settings > DATEV LODAS integration, and set a check mark under Salary Settings > Fixed Salary to activate it.
  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.
  4. Insert the DATEV Salary Type IDs for the respective attribute values. settings-payroll-datev-lodas-integration-fixed-salary-individual_en-us.pngExample of an option for setting up custom mapping.

    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. Salaries for assigned employees are then not transferred.

  5. Click 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 LODAS, the payroll accountant needs to maintain the relevant data directly in DATEV LODAS. The prorated salary calculation in DATEV LODAS 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 LODAS without payroll accountants making manual adjustments. Therefore, they are not included in the DATEV LODAS export:

 

Description Behavior Prorate salary calculation in DATEV LODAS? 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 LODAS
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 LODAS
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 LODAS

 

In these cases, the export file will include a relevant note with the DATEV Personalnummer of the employees concerned.

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 LODAS export. This happens because the prorated salary calculation is made in DATEV LODAS 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 LODAS? 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 in DATEV LODAS, it will not be shown in the payroll account because it is not automatically included in the DATEV LODAS export.

 

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