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Validations of Attribute Values for the Data Transfer with DATEV

Note that this article is only relevant for you if your company is located in Germany 🇩🇪

This article explains security mechanisms and validations that ensure data from Personio correctly transfers via the Lohnimportdatenservice to DATEV LODAS or Lohn und Gehalt.  

What are Attribute Values Validations?

Validations ensure that when the Lohnimportdatenservice is used, data is transferred successfully from Personio to DATEV LODAS or Lohn und Gehalt. Attribute values that are subject to format specifications are verified. For example that the attribute setting of 11 characters for "Tax identification number" is fulfilled; duplicate personnel numbers within a company will also be identified. Format errors of this kind can cause the transfer of an attribute or even of the entire employee to fail. The validations and the error messages they trigger will allow you to identify incorrectly formatted attribute values. You can then correct them, before you approve the payroll. 

Note
The validations below occur only if you set an attribute Active under Settings > Payroll > DATEV LODAS/Lohn & Gehalt integration in the Employee master data & validations section. This ensures the attribute is included in an export. 

 

Overview of Validations for the Lohnimportdatenservice

The following overview describes different validations for attributes transferred through the Lohnimportdatenservice. It also outlines what happens to the transfer of the data when specified formats aren't met.  

Note
The formats for DATEV LODAS and Lohn und Gehalt differ. 

Validations for the DATEV LODAS Integration
Attribute Format Effect
DATEV personnel number

A positive five-digit number between 1–99999 is available

 The affected employee is not exported
A unique personnel number per company is available Employees with the same DATEV personnel number are not exported
Original entry date

The original entry date must be before the termination date (current employment period)

 The affected employee is not exported
Entry date (current employment period)
 The entry date (current employment period) must exist and be before the exit date (current employment period) The employment period of the affected employee is not exported
Exit date (current employment period)
 

The exit date (current employment period) must be after the entry date (current employment period)

AND

The exit date (current employment period) must be after the original entry date
Different bank account holder
 Maximum 25 characters Attribute values are not exported for the affected employees
Address, addition
 Maximum 40 characters
SWIFT Code Maximum 11 characters
Place of birth Maximum 34 characters
Number Maximum 9 characters
IBAN Exactly 12 characters, plausibility check of entries
Last name Maximum 30 characters
City Maximum 34 characters
Social insurance group key

Valid combinations of social insurance and contribution group keys
Social contribution key
Position Maximum 30 characters
Postal code Maximum 10 characters
Address, postcode
 Maximum 10 characters
Social security number
 Exactly 12 characters, plausibility check of entries
Tax identification number
 Exactly 11 digits, plausibility check of entries
Street Maximum 33 characters
First name Maximum 30 characters
Validations for the Lohn & Gehalt Integration
Attribute Format Effect
DATEV personnel number

A positive five-digit number between 1–99999 is available

 The affected employee is not exported
A unique personnel number per company is available Employees with the same DATEV personnel number are not exported
Hire date
 Hire date must exist

The affected employee is not exported

 
Original entry date
 The original entry date must be before the termination date (current employment period)
Entry date (current employment period)
 The entry date (current employment period) must exist and be before the exit date (current employment period)

Exit date (current employment period)

The exit date (current employment period) must be after the entry date (current employment period)

AND

The exit date (current employment period) must be after the original entry date
First name
 Available, with maximum 30 characters
Different bank account holder
 Maximum 25 characters Attribute values are not exported for the affected employees
Academic degree Maximum 30 characters
Address, addition Maximum 40 characters
SWIFT Code Maximum 11 characters
European social security number (ESSN) Maximum 25 characters
Place of birth Maximum 34 characters
Number Maximum 9 characters
IBAN Maximum 42 characters, starts with a valid country code according to ISO-3166-1
Last name Maximum 30 characters
City Maximum 34 characters
Social insurance group key

Valid combinations of social insurance and contribution group keys
Social contribution key
Position Maximum 30 characters
Postal code Maximum 10 characters
Social security number
 Exactly 12 characters, plausibility check of entries
Tax identification number
 Exactly 11 digits, plausibility check of entries
Street Maximum 33 characters

 

Notes on format errors 

To help you identify format errors in attributes early, error messages in both the employee profile as well as in the payroll table will indicate where changes are necessary. 

 

Format Error Indication in the Employee Profile

Attributes for which a validation rule has been stored, but the entered value violates this rule, are marked with an error message below the value. This error message informs you which settings are necessary, so that you can adjust the attribute immediately.

Note
DATEV-specific error messages only show for users who have editing rights for the respective attribute section. 

personal-profile-validations_en-us.png

 

Format Error Indication in the Payroll Table

In the payroll table, attributes with stored validation rules appear in red if their values violate these rules. Click the respective employee to view the detailed error message and see the required format. Correct the error before you finalize the payroll. 

Tip
For further information, read our article on troubleshooting when setting up and using the DATEV integration.

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