Best practice for tax firms: Set-up and Accounting with the DATEV Integration

In this article, you will learn which steps you as an accountant need to take to set up and authorize the DATEV integration for your clients. We will also take you through an example process for the first payroll month. 

If you have any questions or require support with regards to ordering or setup of the payroll programs, you can book a free, short-term appointment with the DATEV-Partner-Onboarding-Team.

 

Setting Up the DATEV Integration

Once your client has ordered the integration from Personio and the setup on their end has been completed, you need to do the following steps in order to book services for DATEV LODAS or Lohn und Gehalt:

 

1. DATEV product order

  1. Open the client overview in DATEV
  2. Start the MyDATEV client registration
  3. Log in via SmartCard or SmartLogin
  4. Product: Order the Lohnimportdatenservice
  5. Product: Order the Lohnauswertungsdatenservice
  6. Register client or add new client
  7. Complete the order

For detailed information about the process in DATEV see 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.

 

2. Activate advisor/accountant access

  1. Open access management online
  2. Open the Employee tab
  3. Select employee and SmartCard

    Note: If you would like to set up the Lohnimportdatenservice and are using a communication server (DFÜ Profile in the network), additional rights must be activated for DATEV-User.

  4. Select Lohnimportdatenservice and Lohnauswertungsdatenservice and add the access authorization
  5. Enter advisor and tenant ID

For detailed instructions on the process in DATEV, see the following articles in the DATEV Hilfe-Center: Lohnimportdatenservice als Online-API-Schnittstelle der Personalwirtschaft nutzen (Using the Lohnimportdatenservice as Online API Interface in HR), Lohnauswertungsdatenservice als Online-API-Schnittstelle der Personalwirtschaft nutzen (Using the Lohnauswertungsdatenservice as Online API Interface in HR) and Informationen zur Rechtevergabe für die Nutzung des Lohnauswertungsdatenservice (Granting Access Rights for Using the Lohnauswertungsdatenservice).

 

3. Authorization in Personio

This step needs to be performed by your client. For information how to proceed, see the article DATEV-Datenservices. You will need to provide the Advisor ID and Tenant ID to your client.

 

4. Support during data reconciliation

Help your client to harmonize the data between DATEV and Personio (e.g. with the DALY Export).

Further information on prerequisites and steps for self-booking clients is available in the following article (in the DATEV Hilfe-Center): MyDATEV Mandantenregistrierung für Unternehmen: DATEV-Cloud-Anwendungen selbst in Betrieb nehmen (Running DATEV Cloud Applications Yourself).

 

The First Payroll Month with DATEV and Personio

If the data has not been reconciled between DATEV and Personio by the end of the setup process, please do so together with your client before the first payroll month and update the data in each system as necessary.

  1. Setting up external account access: Ideally, your client sets you up in Personio as an external employee and grants you access rights in line with the article for all payroll-relevant areas in Personio. This allows you to review the data during the month and to make any adjustments that are necessary or desired directly.
  2. Data transfer and preparing the payroll: The employee master data and fixed salaries (DATEV LODAS only) are transferred via the Lohnimportdatenservice directly from Personio to the DATEV data center and then uploaded by you in DATEV. You can obtain further payroll-relevant data from the preliminary payroll and/or the DATEV export. Either import this, or adjust the data manually in DATEV.
  3. Carrying out the payroll: Do the payroll in DATEV as per usual.
  4. Upload of payroll-relevant documents: Once the payroll has been completed in DATEV and the payslips and all other payroll-relevant documents are available (if applicable, after a five-day lockout period), your client will be able to import these documents from DATEV to Personio and into the respective employee profiles via the Lohnauswertungsdatenservice.

 

Example of a monthly payroll process

The following graphic is a simplified illustration of the monthly payroll process. It will provide a clear and easy-to-follow overview of the essential steps and how they are connected.

datev-monthly-workflow_en-us.png

 

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