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

In this article, you will learn which steps you need to take as a tax advisor 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. 

In case of questions and need for support in ordering and setting up the payroll programs, DATEV offers the possibility to book a appointment with the DATEV-Partner-Onboarding Team free of charge and in a timely manner.

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
    • Open the client overview in DATEV
    • Start the MyDATEV client registration
    • Log in via SmartCard or SmartLogin
    • Product: Order the Lohnimportdatenservice
    • Product: Order the Lohnauswertungsdatenservice
    • Register client or add new client
    • Complete the order
  2. Activate tax advisor access
    • Open access management online
    • Open the Employee tab
    • Select employee and SmartCard

      Note that if you want to set up the Lohnimportdatenservice, additional rights must be activated for the DATEV user when using a communication server (DFÜ-Profil im Netzbetrieb).

    • Select Lohnimportdatenservice and Lohnauswertungsdatenservice and add the access authorization
    • Enter advisor and tenant ID
  3. Authorization in Personio (this step needs to be done by your client)
    • Please provide your client with the advisor ID and the tenant ID.
  4. Support during data reconciliation
    • Help your client to harmonize the data between DATEV and Personio (e.g. with the DALY Export).

For detailed information on the above steps, watch this video and also read this Help Center article by DATEV. If the client is self-booking, click here for additional information about the process. 

 

The First Payroll Month with DATEV and Personio

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

  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 directly make any adjustments that are necessary or desired.
  2. Data transfer and preparation of 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.
    • Get further payroll-relevant data from preliminary payroll and/or the payroll export. You can either import it or adjust the data manually in DATEV.
  3. Doing the payroll:
    • Doing the payroll in DATEV per usual.
  4. Upload of payroll-relevant documents:
    • Once the payroll in DATEV is complete and the payslips are available (if applicable, after a 5-day lockout period), your client is able to transfer the payslips from DATEV to Personio and into the respective employee profiles via the Lohnauswertungsdatenservice.
    • Further documents relevant to the payroll, such as income tax confirmations and social security reports, can be uploaded to Personio via bulk upload.

 

Example of a monthly payroll process

The following image 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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