Overview of Steps for Setting up the DATEV Integration & Available Support Resources

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

 

This article offers an overview of all the steps that are required for the initial setup of the DATEV integration, both on your side as a Personio customer as well as for your tax advisor/accountant. In addition, it lists all available resources from Personio and DATEV in relation to these steps.

Use this article as the basis for planning and finalizing the setup of the DATEV integration after the functionality was activated within your account.

 

Visual Overview of the Integration Setup

The following overview shows which steps are necessary within Personio and DATEV, in order to fully use the integration between the two systems. Arrows indicate dependencies between actions that either you as a customer or your tax advisory have to take. We highly recommended that you work on these steps together and keep track of where in the process you currently are. Below the graphic you will find a written summary of the steps necessary for the setup.

 

Setup DATEV LODAS

datev-lodas-setup_en-us.jpg

 

The following points can be used to work through the necessary steps and gain an overview of where you currently stand in the setup process and what needs to be done next.

 

Preparation made by the payroll accountant

If you are an accountant, you should perform the following steps for your clients who use the Personio-DATEV integration. They can be performed regardless of the current implementation status on the client side. 

Create a DALY Export and transfer it to a Personio contact person [Step 2]: If you are using DATEV LODAS comfort for your payroll, you can generate an export designed for the Personio integration via the DATEV analytics tool (DALY). It contains all existing data which can then be transferred to Personio. The file must be made available to the Personio contact person. For example, you or your client can upload the file directly in their Personio profile.

Provide the Advisor ID and Tenant ID [Step 3]: The interfaces must be ordered to a client-used Advisor ID. If these do not yet exist, they can be created in MyDATEV Mandantenregistrierung.

If your client uses the DATEV export only, without the interface, the setup ends here.

Use MyDATEV Mandantenregistrierung for the following steps:

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

If you have any questions or require support with regards to your order or setup, you can book a free, short-term appointment with the DATEV-Partner-Onboarding-Team.Detailed information on MyDATEV Mandantenregistrierung is available in the article DATEV-Cloud-Lösungen für Mandanten über MyDATEV Mandantenregistrierung bestellen und einrichten (Ordering and Setting Up DATEV Cloud Solutions for Clients via MyDATEV Mandantenregistrierung) in the DATEV Hilfe-Center.

Booking and setup of DATEV-Datenservices [Step 4]: In order to use the Lohnimportdatenservice and/or the Lohnauswertungsdatenservice, your clients will need to provide DATEV with their authorization details. You will need to provide them with an authorization medium that allows them to do this, for example, a SmartCard or a SmartLogin. The Lohnimportdatenservice and Lohnauswertungsdatenservice will need to be booked and enabled for the client so that they can use them. To do this, an account must be created for a contact person on the client side; please decide beforehand who this is going to be.

  • Lohnimportdatenservice: The person who transfers the data from Personio to the data center and the relevant employee in your accountancy firm both need access rights to read the import file on the personal access medium. Rights are also needed for DATEV- Benutzer (Rechteverwaltung online: DATEV-Datenservices Personalwirtschaft: Lohnimportdatenservice).
  • Lohnauswertungsdatenservice: Personio users require access (Rechteverwaltung online: Auswertungen Personalwirtschaft: Brutto/Netto and DATEV-Datenservices Personalwirtschaft: Export-Lohnauswertungen) To import documents from DATEV into Personio, the documents have to be released to Personio. For information on how to do this, see the article Informationen zur Rechtevergabe für die Nutzung des Lohnauswertungsdatenservice (Granting Access Rights for Using the Lohnauswertungsdatenservice) in the DATEV Hilfe-Center.

You can send your client an email generated in advance by the system and containing information on the interface order, the required sorting keys (the advisor and tenant IDs used in their payroll) that need to be entered into Personio and, when ordering a SmartLogin, the initial login details for the access medium.

 

Preparation made by the Personio user

As Personio user you need to carry out the following steps after activating the integration from Personio side [Step 1]. In case of further questions regarding settings and functionalities in Personio, you can approach your contact person, as usual.

Import employee data into Personio [Step 2]: Ideally, your tax accountant can provide you with a DALY report, the data of which you can then import into Personio (provided the DALY export process is being used). If the DALY process is not available, the DATEV-relevant attributes will need to be filled using an import template, or they have to be entered manually. For more information on the procedure in DATEV, see the article Lohndaten via DATEV Daten-Analyse-System nach Personio exportieren (Exporting Payroll Data via DATEV-Analyse-System to Personio) in the DATEV Hilfe-Center.

Saving the tenant ID and advisor ID [Step 3]: The tenant ID and advisor ID are required to unambiguously assign your Personio account to the DATEV account in which your company's payroll is administered. They must be saved in the settings accordingly. 

If you use the DATEV export only, without the interface, the setup ends here. Your accountant will then send you an email generated in advance by the system containing information on the interface order, the required sorting keys (the advisor and tenant IDs used in your payroll) to enter into Personio and, when ordering a SmartLogin, the initial login details for the access medium.

Authorization process for DATEV-Datenservices [Step 4]: Once your accountant has set up the interface, they will provide you with the Advisor and Tenant IDs that need to be entered in Personio. The Tenant ID and Advisor ID are required to unambiguously assign your Personio account to the DATEV account in which your company's payroll is administered. These must be stored accordingly in the settings. For further information on this process, see our video tutorial: Einstellungen zur Nutzung der DATEV-Integration (Setting Up the DATEV Integration).

To authorize DATEV-Datenservice, you will need an authorization medium that is provided by your accountant and that you have enabled by following the instructions provided by DATEV. In addition, the Lohnimportdatenservice and/or the Lohnauswertungsdatenservice must be correctly booked and activated on the DATEV side. In the Personio settings, you can start this process for each subcompany at any time and also revoke the authorization. For more information, see the article Authorizing DATEV-Datenservices.

Note: If only one of the two services, Lohnimportdatenservice or Lohnauswertungsdatenservice, has been booked, it is important to only authorize the relevant one.

Monthly payroll with the DATEV integration [Steps 6-7]: Once these setup steps have been completed correctly, the HR master data and fixed salaries can each month be transferred from Personio to DATEV LODAS via the Lohnimportdatenservice. Payslips and other documents can also be transferred to Personio via the Lohnauswertungsdatenservice. For more information, see for Personio our article Importing Documents via the DATEV Lohnauswertungsdatenservice, and for DATEV the article Lohnauswertungsdatenservice als Online-API-Schnittstelle der Personalwirtschaft nutzen (Using the Lohnauswertungsdatenservice as Online API Interface in HR).

If you have previously only used the Lohnimportdatenservice but now want to also use the Lohnauswertungsdatenservice, this will need to be ordered by your accountant via MyDATEV Mandantenregistrierung and authorized in Personio. Please contact your accountant if you would like to do this.

DATEV Lohn und Gehalt Setup

datev-lug-setup_en-us.jpg

The following points can be used to work through the necessary steps and gain an overview of where you currently stand in the setup process and what needs to be done next.

Note: To use the DATEV integration with Lohn und Gehalt successfully, you will need version 11.65 of Lohn and Gehalt or higher. For more information on the available program versions, see the article Aktuelle Version von Lohn und Gehalt compact / classic / comfort (Current version of Lohn und Gehalt compact / classic / comfort) in the DATEV Hilfe-Center.

 

Preparation made by the payroll accountant

If you are an accountant, you should perform the following steps for your clients who use the Personio-DATEV integration. They can be performed regardless of the current implementation status on the client side. 

Creating a DALY export and transferring it to a Personio contact person [Step 2]: If you are using the DATEV Lohn und Gehalt comfort plan for your payroll, you can create an export specifically designed for the Personio integration using the DATEV analytics tool (DALY). It contains all the existing data, which can then be transferred into Personio. The file must be made available to the Personio contact person. For example, you or your client can upload the file directly to your Personio profile.

Provide the Advisor ID and Tenant ID [Step 3]: The interfaces must be ordered to a client-used Advisor ID. If these do not yet exist, they can be created in MyDATEV Mandantenregistrierung.

If your client uses the DATEV export only, without the interface, the setup ends here.

Use MyDATEV Mandantenregistrierung for the following steps:

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

If you have any questions or require support with regards to your order or setup, you can book a free, short-term appointment with the DATEV-Partner-Onboarding-Team. Detailed information on MyDATEV Mandantenregistrierung is available in the article DATEV-Cloud-Lösungen für Mandanten über MyDATEV Mandantenregistrierung bestellen und einrichten (Ordering and Setting Up DATEV Cloud Solutions for Clients via MyDATEV Mandantenregistrierung) in the DATEV Hilfe-Center.

Booking and setup of DATEV-Datenservices [Step 4]: In order to use the Lohnimportdatenservice and/or the Lohnauswertungsdatenservice, your clients will need to provide DATEV with their authorization details. You will need to provide them with an authorization medium that allows them to do this, for example a SmartCard or a SmartLogin. The Lohnimportdatenservice and Lohnauswertungsdatenservice will need to be booked and enabled for the client so that they can use them. To do this, an account must be created for a contact person on the client side; please decide beforehand who this is going to be.

  • Lohnimportdatenservice: The person who transfers the data from Personio to the data center will require access, as will the employee in your accountancy firm who imports the import file onto the personal access medium and DATEV-Benutzer (Rechteverwaltung online: DATEV-Datenservices Personalwirtschaft: Lohnimportdatenservice).
  • Lohnauswertungsdatenservice: Personio users require access (Rechteverwaltung online: Auswertungen Personalwirtschaft: Brutto/Netto and DATEV-Datenservices Personalwirtschaft: Export-Lohnauswertungen) To import documents from DATEV into Personio, the documents have to be released to Personio. For information on how to do this, see the article Informationen zur Rechtevergabe für die Nutzung des Lohnauswertungsdatenservice (Granting Access Rights for Using the Lohnauswertungsdatenservice) in the DATEV Hilfe-Center.

You can send your client an email generated in advance by the system and containing information on the interface order, the required sorting keys (the advisor and tenant IDs used in their payroll) that need to be entered into Personio and, when ordering a SmartLogin, the initial login details for the access medium.

 

Preparation made by the Personio user

As Personio user you need to carry out the following steps after activating the integration from Personio side [Step 1]. In case of further questions regarding settings and functionalities in Personio, you can approach your contact person, as usual.

Import employee data into Personio [Step 2]: Ideally, your tax accountant can provide you with a DALY report, the data of which you can then import into Personio (provided the DALY export process is being used). If the DALY process is not available, the DATEV-relevant attributes will need to be filled using an import template, or they have to be entered manually. For more information on the procedure in DATEV, see the article Lohndaten via DATEV Daten-Analyse-System nach Personio exportieren (Exporting Payroll Data via DATEV-Analyse-System to Personio) in the DATEV Hilfe-Center.

Saving the tenant ID and advisor ID [Step 3]: The tenant ID and advisor ID are required to unambiguously assign your Personio account to the DATEV account in which your company's payroll is administered. They must be saved in the settings accordingly. 

If you use the DATEV export only, without the interface, the setup ends here. Your accountant will then send you an email generated in advance by the system containing information on the interface order, the required sorting keys (the advisor and tenant IDs used in your payroll) to enter into Personio and, when ordering a SmartLogin, the initial login details for the access medium.

Authorization process for DATEV-Datenservices [Step 4]: Once your accountant has set up the interface, they will provide you with the Advisor and Tenant IDs that need to be entered in Personio. The Tenant ID and Advisor ID are required to unambiguously assign your Personio account to the DATEV account in which your company's payroll is administered. These must be stored accordingly in the settings. For further information on this process, see our video tutorial: Einstellungen zur Nutzung der DATEV-Integration (Setting Up the DATEV Integration).

To authorize DATEV-Datenservice, you will need an authorization medium that is provided by your accountant and that you have enabled by following the instructions provided by DATEV. In addition, the Lohnimportdatenservice and/or the Lohnauswertungsdatenservice must be correctly booked and activated on the DATEV side. In the Personio settings, you can start this process for each subcompany at any time and also revoke the authorization. For more information, see the article Authorizing DATEV-Datenservices.

Note: If only one of the two services, Lohnimportdatenservice or Lohnauswertungsdatenservice, has been booked, it is important to only authorize the relevant one.

Monthly payroll with the DATEV integration [Steps 6-7]: Once these setup steps have been completed correctly, the HR master data can each month be transferred from Personio to DATEV Lohn und Gehalt via the Lohnimportdatenservice. For further information about the DATEV side of the process, see this video.Payslips and other documents can also be transferred to Personio via the Lohnauswertungsdatenservice. For more information, see for Personio our article Importing Documents via the DATEV Lohnauswertungsdatenservice, and for DATEV the article Lohnauswertungsdatenservice als Online-API-Schnittstelle der Personalwirtschaft nutzen (Using the Lohnauswertungsdatenservice as Online API Interface in HR).

If you have previously only used the Lohnimportdatenservice but now want to also use the Lohnauswertungsdatenservice, this will need to be ordered by your accountant via MyDATEV Mandantenregistrierung and authorized in Personio. Please contact your accountant if you would like to do this.

 

List of available resources

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

  Step Topic Personio Resources DATEV Resources

Setting up the Personio account for DATEV compatibility

 

Contact person

Personio

1 Employee attributes

Attributes for the DATEV LODAS Integration

Attributes for the DATEV Lohn und Gehalt Integration

  DALY export Using DATEV DALY Exports to Import HR Master Data Master data export from LODAS and Lohn und gehalt to Personio (via DALY)
3 Settings regarding the export of attributes and fix salaries

Tutorial Video: Settings for the use of the DATEV integration

Exporting Fixed Salaries With DATEV LODAS Integration

How Do I Create an External Payroll Accountant in Personio?

Überprüfung und Herstellung der Voraussetzungen für den Übertrag von Festbezügen von Personio nach LODAS

Set up online services for your clients via the MyDATEV client registration

Setup up DATEV Services

 

Contact person

DATEV Partner Onboarding

4 DATEV authorization medium  

First steps with DATEV SmartLogin

DATEV SmartLogin Administration

5 Authorizing DATEV-Datenservices Authorizing DATEV-Datenservices

MyDATEV Mandantenregistrierung for companies: Get your DATEV cloud applications up and running

Using the Lohnimportdatenservice as Online API Interface in HR

Using Lohnauswertungsdatenservice as Online API Interface for Human Resources Management

Information on granting access rights for using the DATEV Lohnauswertungsdatenservice

Monthly Payroll with the Integration

 

Contact person

Personio or DATEV Service Teams (case dependent)

6

Data export and transfer via Lohnimportdatenservice

Monthly Payroll in Personio With DATEV Integration

Exporting Master Data via the Lohnimportdatenservice

Exporting Fixed Salaries With DATEV LODAS Integration

Using the Lohnimportdatenservice as Online API Interface in HR

LODAS ASCII import (window)

 

7 Document transfer via Lohnauswertungsdatenservice

Setting up the DATEV Lohnauswertungsdatenservice

Importing documents via the DATEV Lohnauswertungsdatenservice

Information on granting access rights for using the DATEV Lohnauswertungsdatenservice

Using Lohnauswertungsdatenservice as Online API Interface for Human Resources Management

  8 Additional information Frequently Asked Questions about the DATEV Integration  

 

Frequently Asked Questions and Special Cases

Find answers to frequently asked questions about the setup of the DATEV integration, as well as information about special cases and configurations.

I use DATEV as Self-Booker without an External Accountant Which particular points do I have to pay attention to?

If you are a client who has opted to be a member-linked client business and you use a DATEV payroll program, you can launch DATEV-Datenservices Personalwirtschaft via your MyDATEV Mandantenregistrierung. For information on the necessary prerequisites and the steps your organization needs to fulfill, see the article MyDATEV Mandantenregistrierung für Unternehmen: DATEV-Cloud-Anwendungen selbst in Betrieb nehmen (Running DATEV Cloud Applications Yourself) in the DATEV Hilfe-Center.

You also have the option of arranging a free appointment for help with the setup process via DATEV Partner Onboarding. Book your appointment at www.datev.de/partner-onboarding.
There seems to be something wrong with my Advisor ID and/or Client ID during authorization. What could be the reason for this?
Make sure that you have not accidentally switched the two numbers and that you have entered each of them correctly, i.e., without spaces and taking into account the restrictions (the advisor ID must have 4–7 digits, the tenant ID, 1–5 digits). The sorting keys must be identical to those used in your payroll. You can obtain these from your accountant.
An incorrect service reference is displayed in MyDATEV Mandantenregistrierung (HB number instead of UB number). What could be the reason for this?
You will find all the required information on this in the Info-Dokument 104055.
My accountant cannot give me access because they do not have administrator rights. How can we resolve this? 
You can find all necessary details on this case in the article Rechteverwaltung online: Administrator-Rechte (Online Access Rights Administration: Administrator Rights) in the DATEV Hilfe-Center.
The error code #DC002050 is displayed during the DATEV activation process. What should I do?
You can find all necessary details on this in the article #DCO02050 während des Freischaltungsprozesses - Beispiel Lohnimportdatenservice (#DCO02050 When Granting Access Rights - Example Lohnimportdatenservice) in the DATEV Hilfe-Center.

 

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