This article explains how you can include fixed salaries in your DATEV export with LODAS and Lohn und Gehalt. We'll also explain special situations where you will still need to transmit data manually for the time being.

Before you get started

In order to use the DATEV integration, you or your payroll accountant need the appropriate access rights.

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:

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
For both transfers, it is necessary that your payroll accountant has harmonized all salary types that fall under fixed salary that you want to transfer to the same DATEV Fixed Salary ID or DATEV Salary/Deduction No., and that they agreed the DATEV Salary Type ID with you. For further information about adjusting DATEV fixed salary IDs and Salary/Deduction Nos., please contact the DATEV support directly. Introductory information can be found in the DATEV Help Center or in the information document for LODAS and for 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).

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 Payroll Accounting > Manage > DATEV LODAS/Wage and Salary Integrationand check the box under Salary Settings > Fixed Salaries.
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, or DATEV payment/deduction number and DATEV wage type number.

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 Payroll Accounting > Manage > DATEV LODAS/Wage and Salary Integrationand check the box 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 wage type numbers for the respective attribute values.

   Tip:
   If there are any fixed salaries for certain employees that you don't wish to transfer to DATEV, leave the corresponding field for the attribute value under DATEV Salary Type ID blank. The salaries for the respective employees will then not be transferred.

5. Click on Save.

Fixed salaries are now transferred in the DATEV export with the corresponding DATEV fixed salary ID and DATEV wage type number. Find out how to export fixed salaries to DATEV in our article on Monthly payroll with the DATEV integration in Personio.

Prorate Salary Calculation

As any prorated salary calculation (e.g. due to time off 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).

Note
Unpaid time off will be calculated prorated according to the company-specific calculation settings. These include unexcused time off, unpaid vacation and public duties. The prorated salary is displayed in the Salary tab in the employee profile and in the Preliminary Payroll table. Note that the full salary is displayed in the DATEV export, as the calculation of the salary adjustment is done directly in DATEV. For further information, please see the related article.

Special cases in the DATEV export: Manual adjustments for payroll accounting

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 integration with DATEV LODAS, a corresponding note with the DATEV personnel numbers of the respective employees will be displayed within the export file in these cases. No such notes are transferred for Lohn und Gehalt.

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: 

if your employees receive hourly salaries, read our article Export hourly salaries with the DATEV integration to find out what needs to be considered.