In this article, you will learn how you can import payslips and other documents for your employees created in DATEV LODAS or Lohund und Gehalt to Personio using the Payroll Evaluation Data Service and process them from there.

Before you get started

In order to use DATEV integration, you or the person responsible for payroll accounting need the appropriate access rights.

Retrieve Documents from DATEV in Personio

Once you have authorized and set up the payroll analysis data service, you can retrieve the selected documents in payroll. Follow these steps:

Step 1: Provide documents in DATEV

In order to be able to retrieve documents, they must first be approved by your person responsible for payroll within DATEV LODAS or Lohund Gehalt. You can find out how this works in the articles Payroll Evaluation Data Service as an Online API Interface for Human Resources Management and information on the allocation of rights for using the Payroll Evaluation Data Service in the DATEV Help Center.

Note 
Please note that when the payslip is completed in DATEV, a period can be set for any adjustments and documents may only be retrieved after this period has expired.

Step 2: Retrieve documents in Personio

As soon as documents are available for retrieval in DATEV, you can retrieve them in the Documents tab of the preparatory payroll in Personio. In this step, the employee-related documents from your document selection are assigned to employees via the DATEV personnel number.

Notes:
▶ ︎ Employee-related documents are assigned using DATEV personnel numbers. Therefore, check the existing access rights of employee roles and approval processes to avoid unexpected changes.
▶ ︎ Note that in addition to the DATEV personnel number attribute, a yes must be entered for the attribute Consideration in payroll accounting.
▶︎ If you use Accounting groups, the DATEV exports for each accounting group will need to be exported individually during preliminary payroll and transferred to DATEV. Documents are distributed at subcompany level. You can find out what needs to be considered in our article on the topic.

Step 3: Collective download of documents

The employee-related documents can be downloaded as a zip file by clicking on the Documents tab. Employer-related documents can also be downloaded directly as PDF files.

Note 
Note that all available documents are contained within a DATEV client, regardless of whether they were assigned to an employee by personnel number or whether employees in Personio are distributed among companies (with the same client number).

Step 4: Preview individual documents

In the Personnel data tab, you can preview and check the individual documents in the Documents section for individual employees by clicking on the corresponding employee column.

Step 5: Distributing Documents to Employees

In the Documents tab, you can then distribute the imported documents from DATEV to your employees.

Note 
Note that only the Payroll system document category can be used to distribute employee-related documents. Accordingly, only employees with viewing rights for that document category will be able to see their payslips. 

Deleting Documents

Reset document retrieval and distribution

In some cases it may be useful to remove all documents transferred in a month. To reset all documents for a month from both the payroll and from the documents in individual employee profiles, proceed as follows:

1. Navigate to Payroll.
2. Click on the Documents tab and reset the document distribution.
3. Confirm the resetting of the documents.

Note
With the confirmation, all documents of the respective month are removed from payroll and from the Documents tab of employee profiles. Previews of the documents are no longer available. 

Remove a document type for one month

Documents imported from DATEV via the Lohnauswertungsdatenservice go to Payroll > Documents for the respective month. If you want to remove imported documents, you can do this for all documents of a document type, for example “A1 certificate”, within a billing month.

This involves the following steps:

1. Navigate to Payroll and go to the Documents tab.
2. Select the document type to delete.
3. Click the trash bin icon on the right and delete the document.

Note 
By confirming the deletion of a document type, all documents of this type for the respective month are removed from payroll and from the Documents tab of employee profiles. It is now no longer possible to preview the documents.

Security Mechanisms and Validations for Documents 

Various security mechanisms have been set up to prevent confidential documents from being assigned incorrectly or from being accessible in the wrong place. altYou can find out which case exists from the corresponding error messages, marked with the exclamation mark icon and warning messages, recognizable by the warning-sign.png warning triangle icon in payroll accounting. alt 

Note 
Note that if you have error messages, you won't be able to complete payroll before the error is resolved. Warnings will inform you about any missing data, such as employee documents that could not be transferred from DATEV. You will then be able to decide whether you want to resolve the error or continue with your process. For more details about this error, see our troubleshooting article.