In this article you'll learn how to import DATEV employee data into Kenjo using the Data Import Wizard and how to add DATEV-specific wage data fields to employee profiles. This process ensures seamless synchronisation of employee information between Kenjo and DATEV for accurate payroll calculations. This article is relevant for Kenjo users with DATEV activation who need to bulk import DATEV master data for their employees.
1. Background
DATEV requires more detailed employee information beyond what the basic Kenjo employee profile offers. Specific details like "Residence permit validity", "Social security group" and "Training start date" are integral to German payroll but are not included in the basic Kenjo profile. To ensure seamless synchronisation of employee data between Kenjo and DATEV, we've expanded the Kenjo employee profile for those with DATEV activation. This extension incorporates all necessary fields required by DATEV for accurate payroll calculations. To access these fields, navigate to an employee profile and scroll down to the section called DATEV specific wage data.
For a comprehensive list of DATEV fields that can be synced to DATEV from Kenjo, refer to the bottom of this article.
2. How do I add the employee fields to Kenjo?
Import DATEV master data in bulk for your employees via the IMPORT WIZARD. You can import all DATEV employee fields into Kenjo using the Data Import Wizard. There are two options available:
3. Option 1: Fastest Method: Import the DATEV master file directly into Kenjo
All employees must already have their DATEV personal number (PNR) added to their employee profile in Kenjo for this import to work.
Use the DATEV Import template to bulk import the PNR numbers for your employees.
Go to Settings > DATEV payroll > Use file from DATEV
Import the DATEV Master data export file that your accountant has given you, following these steps
Select if you want the import to overwrite current employee fields in Kenjo in case of conflicts (e.g. if an employee's address is different in Kenjo compared to the DATEV master file
You will then be asked to map the columns from the excel sheet to fields in Kenjo. Each column should be mapped. We have already mapped as many as possible based on their names. Anything that isn't automatically mapped can be manually mapped with the dropdown menu. You can always choose "Don't import column". When you are done, click on CONFIRM.
4. Option 2: Use Excel template
Use this template to import the PNR number or if you want import any specific fields. The unique identifier here is the email address.
Go to Settings > DATEV payroll > Use our Excel template
In the next step, select the language and click on the download template hyperlink placed at the bottom of the page
Fill out the Excel file
Drag and drop the file to Kenjo or upload it from your computer and click on UPLOAD
You will be asked to map the columns from the excel sheet to fields in Kenjo. Each column should be mapped. We have already mapped as many as possible based on their titles. Anything that isn't automatically mapped can be manually mapped with the dropdown menu. You can always choose Don't import column. When you are done, click on CONFIRM.
Click IMPORT
5. Important Reminders
Template: When you download the template, do not reorder, delete or add any columns. For the import to properly work, the structure of the template needs to stay as it is.
Dropdown Selections: Certain fields are dropdown menus. Please exclusively choose options from the dropdown menu. Copy-pasting values into these fields may lead to errors during the import process.
Prepopulated Template: If employee DATEV fields were previously added, the template will auto-fill with this information. You can edit any DATEV-specific fields as needed.
Name and Email Restrictions: The first name, last name, and email address cannot be modified here. Any changes made in this section won't reflect in Kenjo.
You can extract all Datev master data for your employees from DATEV. Follow these steps.
6. Add DATEV data manually
Admins and employees can manually add the DATEV data to their employee profiles.
Go to People > Directory
Select employee > Employee profile > DATEV specific wage data
Add the DATEV employee information to the editable fields.
Note: Certain fields are not editable in this view. All employee fields within the Kenjo employee profile are automatically mapped to the DATEV profile. To modify any greyed-out fields, scroll down to the employee profile table.
To facilitate self-service onboarding, encourage employees to insert their details to their employee profile. The complete list of accessible fields for employees is provided below.
7. Important to note
Before you can extract the first DATEV payroll file, all the Employee information in Kenjo must match your employee information in DATEV. This way, you can easily do your monthly payroll without any mistakes. Consider that from this point on the source of truth will be Kenjo. This means that any employee information you would like to change needs to first be changed in Kenjo. This change will then be automatically synced with DATEV during the monthly payroll period.
8. List of available fields for the DATEV export
Field name | Where should I add this data in Kenjo? | What Kenjo Data Import Wizard should I use to import this data in bulk? |
PNR Personal number | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Synced from the Kenjo Employee profile | Employees import | |
First name | Synced from the Kenjo Employee profile | Employees import |
Last name | Synced from the Kenjo Employee profile | Employees import |
Birth Name | No mapping - needs to be added to the employees extended DATEV employee profile | DATEV Payroll import |
Prefix | No mapping - needs to be added to the employees extended DATEV employee profile | DATEV Payroll import |
Birth date | Synced from the Kenjo Employee profile | Employees import |
Marital status | Synced from the Kenjo Employee profile Divorced > Single Domestic Partnership > Single Married > Married Separated > Single Single > Single Widowed > Single | Employees import |
Street name | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
House number | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Additional address | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Postcode | Synced from the Kenjo Employee profile | Employees import |
Secondary postcode (abroad) | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
City | Synced from the Kenjo Employee profile | Employees import |
Country | Synced from the Kenjo Employee profile | Employees import |
Phone | Synced from the Kenjo Employee profile | Employees import |
National Insurance number | Synced from the Kenjo Employee profile | Employees import |
European taxation number | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Birth place | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Birth country | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Gender | Derived Mapping Female > Female Male > Male Non-binary > Non binary Other > Other Prefer not to disclose > Other Transgender > Other | Employees import |
Nationality | Synced from the Kenjo Employee profile | Employees import |
Severely disabled (Disability status) | No mapping - needs to be added to the employees extended DATEV employee profile 0 = no, 1 = yes | DATEV Payroll import |
Initial company start date | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Work permit valid until | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Residence permit valid until | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Study certificate valid until | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Academic degree | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
IBAN | Synced from the Kenjo Employee profile | Employees import |
SWIFT Code | Synced from the Kenjo Employee profile | Employees import |
Account holders name | Synced from the Kenjo Employee profile | Employees import |
Different bank account holder | Synced from the Kenjo Employee profile | DATEV Payroll import |
Payment Type | Derived mapping If both IBAN and BIC are stored, the value transferred is "5 - SEPA-Überweisung". If IBAN or BIC are not set, nothing is transferred. | DATEV Payroll import |
Start Date | Synced from the Kenjo Employee profile | Employees import |
Termination Date | Synced from the Kenjo Employee profile | Employees import |
Confirmed contract end date | Derived mapping If there is a date in work - contract end date, add 1. if not 0 | DATEV Payroll import |
Tax identification number | Synced from the Kenjo Employee profile | Employees import |
Main/secondary employer | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Low income earner | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Job title | 1:1 | Employees import |
Social security group | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Training start date | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Expected training end date | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Training end date | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Highest school degree | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Highest professional education | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Contract type | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Master cost centre | Add directly to the employees extended DATEV employee profile | DATEV Payroll import |
Health insurance contribution group | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Pension insurance contribution group | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Unemployment insurance contribution group | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Care insurance contribution group | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Social insurance group key | Add directly to the employees extended DATEV employee profile Predefined drop down | DATEV Payroll import |
Basic vacation entitlement | No mapping (we are working on linking this field with the time off module in Kenjo) | DATEV Payroll import |
Vacation entitlement from current year | No mapping (we are working on linking this field with the time off module in Kenjo) | DATEV Payroll import |
Remaining vacation from previous year | No mapping (we are working on linking this field with the time off module in Kenjo) | DATEV Payroll import |
Vacation not taken | No mapping (we are working on linking this field with the time off module in Kenjo) | DATEV Payroll import |
Target work time | Synced from attendance weekly hours | Employees |
Salary number | Either mapped from DATEV settings global mapping or entered in the extended DATEV employee profile | DATEV Payroll import |
Salary Type | Either mapped from global mapping settings or entered in the extended DATEV employee profile | DATEV Payroll import |
Fixed Salary | Synced from the employees compensation table | Salary import |
Hourly rate | Synced from the employees compensation table | Salary import |
One off payments | Synced from the employees compensation table | Variable payments import |
Recurring payments | Synced from the employees compensation table | Variable payments import |