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

This article serves as an overview of all the steps required for the initial setup of the DATEV integration, both on your side as a Personio customer as well as for your accountant. In addition, all available Help Center resources from Personio and DATEV pertaining to these steps are listed.

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 the MyDATEV client registration for the following steps:

Please note that the process described here may differ slightly if you use DATEV in your company rather than via an external accountant as known as a "self-booker". If that is the case, you can find more details below in the FAQs.

If you have questions or require support relating to your order or setup, DATEV offers you the option of booking a free appointment with the DATEV-Partner-Onboarding-Team without delay.You can find detailed information on MyDATEV Mandantenregistrierung in information document 1002326.

  • 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 working for your accountant who imports the import file onto the personal access medium and the DATEV users (Rechteverwaltung online: DATEV-Datenservices Personalwirtschaft: Lohnimportdatenservice)
    • Lohnauswertungsdatenservice: Personio users will require access (Rechteverwaltung online: Auswertungen Personalwirtschaft: Brutto/Netto sowie DATEV-Datenservices Personalwirtschaft: Export-Lohnauswertungen)

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 advisor can provide you with a DALY report whose data you can then import into Personio if the process with the DALY export is used. If the DALY process is not available, the DATEV-relevant attributes will need to be filled out via an import template or manually entered into the account. For further information on the procedure on the part of DATEV, click here.
  • 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 you need to enter into Personio. The advisor ID and tenant 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. For further information on this process, please click here.
    To authorize DATEV-Datenservice, you will need an authorization medium provided by your accountant that you have enabled by following the instructions provided by DATEV. In addition, the Lohnimportdatenservice or Lohnauswertungsdatenservice will need to have been correctly booked and activated on the DATEV side. You can start this process or revoke authorization for each subcompany at any time via the Personio settings. Please click here for further information on this process.

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

  • Monthly payroll with the DATEV integration [Steps 6–7]: Once these setup steps have been correctly completed, the HR master data and fixed salaries can be transferred each month from Personio to DATEV LODAS via the Lohnimportdatenservice. You can find further information on the DATEV side of the process in this video.The payslips can also be transferred to Personio via the Lohnauswertungsdatenservice. You can find further information on this in information document 1019845.

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.png

 

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 that for the successful use of the DATEV integration with Lohn und Gehalt a minimum of version 11.65 of Lohn und Gehalt is required. For more information on the available program versions, see Info-Dok. 1021721.

 

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:

Please note that the process described here may differ slightly if you use DATEV in your company rather than via an external accountant as known as a "self-booker". If that is the case, you can find more details below in the FAQs.

If you have questions or require support relating to your order or setup, DATEV offers you the option of booking a free appointment with the DATEV-Partner-Onboarding-Team without delay.You can find detailed information on MyDATEV Mandantenregistrierung in information document 1002326.

  • 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 working for your accountant who imports the import file onto the personal access medium and the DATEV users (Rechteverwaltung online: DATEV-Datenservices Personalwirtschaft: Lohnimportdatenservice)
    • Lohnauswertungsdatenservice: Personio users will require access (Rechteverwaltung online: Auswertungen Personalwirtschaft: Brutto/Netto sowie DATEV-Datenservices Personalwirtschaft: Export-Lohnauswertungen)

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 advisor can provide you with a DALY report whose data you can then import into Personio if the process with the DALY export is used. If the DALY process is not available, the DATEV-relevant attributes will need to be filled out via an import template or manually entered into the account. For further information on the procedure on the part of DATEV, click here.
  • 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 you need to enter into Personio. The advisor ID and tenant 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. For further information on this process, please click here.
    To authorize DATEV-Datenservice, you will need an authorization medium provided by your accountant that you have enabled by following the instructions provided by DATEV. In addition, the Lohnimportdatenservice or Lohnauswertungsdatenservice will need to have been correctly booked and activated on the DATEV side. You can start this process or revoke authorization for each subcompany at any time via the Personio settings. Please click here for further information on this process.

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

  • Monthly payroll with the DATEV integration [Steps 6–7]: Once these setup steps have been correctly completed, the HR master data can be transferred each month from Personio to DATEV Lohn und Gehalt via the Lohnimportdatenservice. You can find further information on the DATEV side of the process in this video.The payslips can also be transferred to Personio via the Lohnauswertungsdatenservice. You can find further information on this in information document 1019845.

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

Authorizing and using the Lohndatenservices wit Personio-DATEV LODAS

DATEV-Servicevideo: Daten aus Personio automatisch in LODAS empfangen

Authorizing and using the Lohndatenservices wit Personio-DATEV Lohn und Gehalt

Monthly Payroll with the Integration

 

Contact person

Personio or DATEV Service Teams (case dependent)

6

Data export and transfer via Lohnimportdatenservice

Preparatory Payroll in Personio With the DATEV Export

Exporting Master Data via the Lohnimportdatenservice

Importing Payroll Data from Personio into LODAS
7 Document transfer via Lohnauswertungsdatenservice Importing Payslips via 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?
Currently, MyDATEV Mandantenregistrierung is only available to accountants. This means that accountants will always have to order DATEV data services human resources management for their clients via MYDATEV Mandantenregistrierung. Please contact your accountant if you would like them to do this. 
Your accountant can book a free appointment at www.datev.de/partner-onboarding for support with the setup process. If your accountant does not use DATEV Lohn, you will need to first create a dummy balance in your payroll program so that you can then carry out the MyDATEV Mandantenregistrierung process as an accountant. You can find further information on this in Info- Dok. 1019947 Once a dummy balance has been created in DATEV LODAS or Lohn und Gehalt, you can start the MyDATEV Mandantenregistrierung process.
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 will find all the necessary information on this in Info-Dok. 1034254.
The error code #DC002050 is displayed during the DATEV activation process. What should I do?
You will find all the necessary information on this in Info-Dok. 1019726.

 

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