This article provides both you and your payroll accountant with an overview of all the steps that are required for the initial setup of the DATEV integration.

Steps for setting up the DATEV integration

Setting up the integration with DATEV LODAS or Lohn & Gehalt differs only minimally between the two programs. Both comprise the following steps:

Note: The process described here may slightly differ if you use DATEV in your company as a "Selbstbucher" ("self-booker"; not via an external accountant). If that is the case, please refer to the additional details in the FAQs below.

Payroll accountants' step-by-step

To set up the DATEV integration, carry out the following steps. These can be performed regardless of the current status of the implementation at the Personio user's end.

1. Creating a DALY export and sending it to your Personio contact:
   If you are using DATEV LODAS or Lohn & Gehalt for your payroll, you can create an export using the DATEV analytics tool (DALY). The export contains all data that can currently be transferred into Personio. Make this file available to your contact at Personio, for example by uploading it directly to a Personio profile.
2. Provide the Advisor ID and Tenant ID:
   Order the interfaces to a client-used advisor and tenant ID and forward them to your Personio user. If this doesn't exist yet, you can create it in MyDATEV Mandantenregistrierung.

   Tip:
   For questions and support during ordering and setup, you can book a free, short-term appointment with the DATEV Partner Onboarding team.

3. Book and set up DATEV-Datenservices and provide authorization medium:
   Provide an authorization medium to your Personio users, e.g. SmartCard or SmartLogin. These have to be booked and released accordingly. Assign access rights for:
   ▶︎ Lohnimportdatenservice: To the person who sends the data to DATEV via the Lohnimportdatenservice and the person who reads the import file on the DATEV side on the authorization medium and on DATEV users (Rechteverwaltung online: DATEV-Datenservices Personalwirtschaft: Lohnimportdatenservice).
   ▶︎ Lohnauswertungsdatenservice: The Personio user (Rechteverwaltung online > Auswertungen Personalwirtschaft > Brutto/Netto sowie DATEV-Datenservices Personalwirtschaft > Export-Lohnauswertungen). To be able to import documents from DATEV into Personio, the documents have to be released for Personio. 

   Tip:
   ▶︎ Further details on booking Datenservices and assigning rights are also available in our article on best practices for tax accountants.
   ▶︎ You can then send the Personio user an email directly from DATEV with details of the interface order and the Advisor and Tenant ID for entry in Personio. When ordering a SmartLogin, you can also send them the initial login details for the access medium.

Personio customers' step-by-step

To set up the DATEV integration on the Personio side, carry out the following steps. In case of questions regarding settings and functionalities in Personio, get in touch as usual with your contact person who initiates the integration for you.

1. Set up the DATEV integration in Personio: This step is carried out by your Personio contact. They will inform you as soon as the initial setup for the integration is done and you can carry out the further steps.
2. Import employee data into Personio via DALY export: Ideally, your payroll accountant or tax consultant can provide you with a DALY export, the data of which you can import into Personio using the employee data import function. Your Personio contact will help you to prepare the import file. Without the DALY export, the DATEV-relevant attributes will need to be filled via import or entered manually.

   PNote:
   In order to export the master data via the Lohnimportdatenservice, the following three attributes must already have been entered into the employee profile: DATEV personnel number, Consider in German payroll and Entry date (current employment period).

3. Enter employer information: Store the employer information under Settings > Payroll > Employer information. There, enter the Advisor and Tenant IDs, the first billing month and the email address for notifications regarding the Lohnimportdatenservice that you have received from your payroll accountant or tax consultant. 
4. Authorize DATEV-Datenservices: Your payroll accountant or tax consultant will provide you with an authorization medium, if you do not already have it. Make sure that the medium has been activated. Authorize the desired DATEV-Datenservices as described here.

Available support resources

This table maps the steps indicated in the graph above to the available resources in Personio's and DATEV's Helpcenters, respectively.

Frequently asked questions when setting up

Below, you'll find answers to frequently asked questions about the setup of the DATEV integration, as well as information for special cases.