Setting up the DATEV Lohnauswertungsdatenservice

Note that this article is only relevant for you if your company is located in Germany¬†ūüá©ūüá™

This article explains how the Lohnauswertungsdatenservice for DATEV LODAS or Lohn & Gehalt works, which documents you can transfer from DATEV, and which conditions you have to meet to use it.

 

DATEV Lohnauswertungsdatenservice ‚Äď What Is It?

The Lohnauswertungsdatenservice allows external systems such as Personio to directly access and import the documents that your payroll accountant has released in DATEV LODAS or Lohn und Gehalt. The confidential documents are retrieved from the DATEV data center via a secure interface and stored on the Personio server. You can retrieve them from there, and so can your employees, if you so choose.

 

Setting up document transfer via the DATEV Lohnauswertungsdatenservice

To transfer documents via the Lohnauswertungsdatenservice from DATEV to Personio, you will need to complete the following steps:

 

1. Activating and setting up your account

Your account needs to be configured so that you can use the DATEV export function. Please contact your Implementation Manager directly or go to the Find Answers section in Personio via Help > Support and Updates > Find Answers and contact our Support Team.

Note If the DATEV integration has already been activated for your account, start directly with step 2. Subscribing to the DATEV Lohnauswertungsdatenservice. To check whether the DATEV integration is activated for your account, go to Settings > Payroll > Salary & Payroll. If you can see the two tabs Employer information and DATEV LODAS/Lohn & Gehalt integration, the integration has been activated.

 

2. Subscribing to the DATEV Lohnauswertungsdatenservice

Request (or ask your payroll accountant to request) the service subscription and setup from DATEV. See this DATEV document for detailed instructions.

 

3. Authorizing Personio's access to your payroll accountant's DATEV payroll program

To receive documents from DATEV in Personio, prior authorization is required in the Settings. For more information about this process, refer to Authorizing the DATEV Data Services.

Note The authorization for a particular combination of Advisor ID and Tenant ID in DATEV is valid independently of subcompanies in Personio. This means that all documents contained in a DATEV tenant are retrieved, even if only some of the employees are part of the subcompany in Personio. This is particularly important if the same combination of Advisor ID and Tenant ID has been used for several subcompanies in Personio and different access rights have been set up for the different sub-companies. As a rule, each subcompany in Personio should correspond to only one tenant in DATEV.

 

4. Selecting the documents to be imported

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Select the documents that are relevant to your company. This involves the following steps:

  1. Go to Settings > Payroll > Salary & Payroll. Then click on the DATEV LODAS/Lohn & Gehalt integration tab.
  2. Select the relevant sub-company.
  3. Go to Lohnauswertungsdatenservice > Settings and enable the transfer of all the documents you require from the Employer documents and Employee documents categories. Use the Preview button to view sample documents.
  4. Click Save.

After their retrieval from DATEV, the documents selected in this step will be accessible under Payroll > Documents in the spreadsheet for the relevant month. To find out more about further document processing, read our article Importing Documents via the Lohnauswertungsdatenservice.

Note Only documents your payroll accountant has released to you will be shown as available for selection. Info-Doc. 1022662 explains how your payroll accountant can give you access to documents in DATEV LODAS or Lohn und Gehalt.

 

5. Access rights in Personio

The specific employees who have access to the functions are defined via Personio's employee roles and access rights system.

  • Viewing and downloading issued payslips from an employee profile requires viewing rights for the Payroll document category, at a minimum.
  • Previewing and downloading payslips within preliminary payroll requires viewing rights for Payroll, at a minimum.
  • Retrieving new documents from DATEV and issuing them to employee profiles requires editing rights for Payroll¬†.¬†

 

Documents available for import

A list of documents that are available for transfer from DATEV is shown below. They are subdivided into employer and employee documents. Information on the reason for their creation, explanatory information, and abbreviations are also shown. You can find examples of each document type in the table as well as download links using the abbreviations on the right.

Tip You can also access these examples of both Employer and Employee documents in Personio by going to Settings > Payroll > Salary & Payroll, clicking on the DATEV LODAS/Lohn & Gehalt integration tab, going into the Lohnauswertungsdatenservice ‚Äď Settings section for employer and employee documents and clicking on the Preview button.¬†

 

Employer documents
Personio name Basis for creation Explanation Abbreviation
Barauszahlungswerte monthly Overview of cash payments from payroll to employee. ZABR
Beitragsnachweis monthly Proof of social insurance contributions paid for submission per health insurer and per company. KBNW
Beitragsnachweis (Erläuterung) monthly Proof of estimated and actual social insurance contributions from payroll if contribution statement is not submitted on time. SBNW
Buchungsbeleg monthly Overview of all wage costs prepared as a posting record for transfer to financial accounting. BUBE
Darlehenswerte Monthly/subject to conditions  Overview of loan values per employee and per loan (e.g. recipient, total debt, repayment, residual debt). DAWE
√úberweisungen (D√ú Protokoll) monthly Data transmission protocol for payments to employee, tax authorities and health insurer. PRZA
Kostenstellenwerte monthly Relevant to financial accounting: statement of costs per cost center. COST
Kostenträgerwerte monthly Relevant to financial accounting: statement of costs per payer. KOTR
Lohnartenwerte monthly Simple statement of costs per salary type. LOWE
Lohnartenwerte (erweitert) monthly Statement of costs per salary type, supplemented by apportionment and other employer costs. LOPN
Lohnjournal monthly Compilation of data on individual wage costs per month, sorted by employees. Overview of all company employees. LOJO
Lohnjournal (Einzelaufstellung) monthly Compilation of data on individual wage costs per month, sorted by employees. Overview of all company employees. LOJE
Lohnjournal (Einzelaufstellung - engl.) monthly   LJOE
Lohnsteueranmeldung (D√ú-Protokoll) Monthly/quarterly/annually Proof of tax amounts paid for submission to tax authorities per company. LSTA
Personalkosten√ľbersicht monthly Overview of costs for personnel. LOPS
Personalkosten√ľbersicht (engl.) monthly ¬† LOPE
Personalreport monthly Graphic showing personnel costs, personnel structure and employee retention. LORE
Pfändungswerte Monthly/subject to conditions  Overview of garnishment values per employee and per garnishment (e.g. recipient, total debt, repayment, residual debt). Distinction between ordinary and maintenance garnishment. PFAN
Zahlungen (Krankenkasse) monthly Overview of payments to employee, tax authorities and health insurer. ZAKF
Überzahlungsbeträge monthly Statement of overpayments. (Overpayment = in the case of a retrospective change to the previous month's payroll, individual cases can arise where an employee has been paid more than they were entitled to.) ZAUW
Wertguthaben je Arbeitnehmer Monthly/subject to conditions Overview of credit balances in semi-retirement and working lifetime account models per employee. WEAN
Employee documents
Personio name Basis for creation Explanation Abbreviation
A1-Bescheinigung Ad hoc Confirmation by the relevant authority of the registration of an employee who is working abroad within Europe. ABEG
A1-Bescheinigung (Antragsbestätigung) Ad hoc Application to register an employee who is working abroad within Europe with the social insurance authorities. Recipient: relevant authority AANB
Entgeltabrechnung monthly Overview of an employee's gross and net earnings and master data per month (remuneration statement). LOBN
Lohnkonto monthly Overview of all earnings subject to tax and social insurance per employee, including employer's contributions, UV (Unfallversicherung) values and DE√úV (Datenerfassungs- und √úbermittlungsverordnung) notifications. LKTO
Lohnsteuerbescheinigung End of year/specific event Proof of remuneration received by an employee, including income tax and social insurance contributions (per employment period/year) in the income tax return for submission to the tax authorities. LSTB
Lohnsteuerbescheinigung (engl.) End of year/specific event   LSTE
Mitarbeiterstammdaten monthly Saved master data in the DATEV system (name, address, health insurer, etc.) per employee. PDAT
SV-Nachweis End of year/specific event Proof of social insurance registration (entry/exit/change of health insurer, etc.). SVNW

 

 

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