This article explains how to import your employees' payslips and other documents that have been created in DATEV LODAS or Lohn und Gehalt into Personio via the Lohnauswertungsdatenservice and how to process them from there.
Retrieve Documents from DATEV in Personio
Making documents available in DATEV
You will only be able to retrieve documents that your payroll accountant has released in DATEV LODAS or Lohn und Gehalt. For details on how this works, see the DATEV Hilfe-Center articles Lohnauswertungsdatenservice als Online-API-Schnittstelle der Personalwirtschaft nutzen (Using the Lohnauswertungsdatenservice as an Online API Interface in HR) and Informationen zur Rechtevergabe für die Nutzung des Lohnauswertungsdatenservice (Granting Access Rights for Using the Lohnauswertungsdatenservice).
When the payroll is completed in DATEV, a time period for potential adjustments can be specified. Documents can only be retrieved after that period has expired.
Retrieve documents in Personio
As soon as documents are available for retrieval in DATEV, you can view them within the preliminary payroll in Personio by clicking on Retrieve documents. In this step, the employee-related documents that you have selected are assigned to the respective employees via the DATEV Personalnummer.
▶︎ Employee-related documents are assigned based on the DATEV Personalnummer of the respective employee. To avoid any unexpected changes, you should check the existing access rights for employee roles as well as the approval processes.
▶︎ Please note that in addition to the attribute DATEV Personalnummer, the attribute Consider in German payroll must be marked Yes.
▶︎ 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 taken into account in our article Using Accounting Groups With the DATEV Integration.
Bulk downloading documents
Click on Documents to download employee-related documents into a .zip file. This file will contain all the retrieved documents in PDF format. Employer-related documents can be downloaded directly as PDF files via the Employer tab.
All available documents within a DATEV tenant are included, regardless of whether they have been assigned to an employee according to their Personalnummer, or whether employees are distributed between subcompanies in Personio (with the same Tenant ID).
Individual document preview
Refresh the page to retrieve the documents and to view them for individual employees in their respective row. To do this, click the gray button View Documents.
Distributing documents to employees
Distribute the imported documents directly to your employees' document areas. To do this, click on Distribute documents.
Only the system category Payroll may be used for the distribution of employee-related documents. Accordingly, only employees with viewing rights for that document category will be able to see their payslips.
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:
- Go to Payroll.
- Click on the options button with the three dots in the top right corner and select Undo document retrieval/distribution.
- Confirm the removal of the documents by clicking on Reset.
Once confirmed, all documents of the respective month are removed from both the Payroll and the Documents tab of the employee profile. Previews of the documents are no longer available.
Remove a document type for one month
Documents that have been imported from DATEV via the Lohnauswertungsdatenservice are stored in Payroll > Documents for the respective month. If you would like to delete imported documents, you can do this for all documents of the same document type, for example "A1-Bescheinigung," within a payroll month.
This involves the following steps:
- Go to Payroll and click on Documents.
- Select the document type you would like to delete and then click on the trash can icon on the right.
- Confirm the deletion by clicking on Delete document.
Once the deletion of a document type is confirmed, all documents of this type for the respective month are removed from the Payroll and from the Documents tab of the employee profiles. Previews of the documents are no longer available.
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. You can identify the type of problem from error messages which carry an exclamation point and, in payroll accounting, warnings with a warning triangle.
If there is an error message, you will not be able to complete the payroll until the error has been 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.
Examples of error messages for duplicated personnel numbers and changes to employee data that are relevant to how data is assigned: