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

Once you have authorized and set up the Lohnauswertungsdatenservice, you can retrieve the selected documents in the payroll. This involves the following steps:

1. Making documents available in DATEV
   You can only 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).
   

   Note 
   When the payroll is completed in DATEV, you can specify a time period for potential adjustments. You can only retrieve documents after that period expires. 

2. Retrieving documents in Personio
   As soon as documents are available for retrieval in DATEV, you can retrieve them within the preliminary payroll in Personio under the Documents tab. In this step, the system assigns the employee-related documents that you have selected to the respective employees via the DATEV Personalnummer.
   

   Notes
   ▶︎ 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. 

3. Bulk download of documents
   You can download employee-related documents as a ZIP file under the Documents tab. You can also download employer-related documents as PDF files. Use the Ability tab to differentiate between them.
   

   Note 
   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).

4. Preview individual documents
   Under the Personal info tab, click the employee column to preview the individual documents displayed for each employee in the Documents section.
5. Distribute documents to employees
   Click the Documents tab to then distribute the imported documents from DATEV to your employees.
   

   Note 
   You can only use the system category Payroll for the distribution of employee-related documents. Accordingly, only employees with viewing rights for that document category can 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. Go to Payroll.
2. Click the Documents tab and reset the document distribution.
3. Confirm the resetting of the documents.

Note
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 imported from DATEV via the Lohnauswertungsdatenservice go to Payroll > Documents for the respective month. You can delete all documents of the same document type, for example "A1-Bescheinigung," within a billing month. 

This involves the following steps:

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

Note 
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. 

Note 
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.