Overview - DATEV integration

Modified on Fri, 22 Jul 2022 at 06:48 PM

DATEV is one of the leading providers of tax and accountant services in Germany. It offers an integrated solution for your tax consultants, auditors, and lawyers in all areas related to payroll, accounting, account bookkeeping, and business consulting.


To improve your payroll experience, Kenjo offers you a DATEV LODAS integration. Features include importing DATEV data into Kenjo and creating a DATEV-compatible payroll export file for a simple upload to DATEV.


Bear in mind that this integration is at an early stage. We will continue expanding its functionalities in upcoming releases. To be up-to-date on our releases check What is new in Kenjo? here.


In this article, you will find an overview of all the processes and documentation you need to activate, manage, import, and export your DATEV files.


Here is an overview of the process:




Note: Click on the image if you wish to see it bigger.



First steps to set up DATEV with Kenjo


Step 1: Activate your DATEV integration 


To initially set up the DATEV integration in Kenjo, go to Settings > Integrations > DATEV, and toggle the switch on. A new window will pop out. Click on NOTIFY SUPPORT TEAM so we can receive your request to activate the integration.




Step 2: Support confirms activation

Once everything is ready on our end, we will notify you via email that the integration is ready to be used. 




Step 3: Configure DATEV settings


Once the Support team reaches out to let you know the integration is ready, you will then need to configure the interface settings. 


Click on Settings > DATEV > COMPANY PAYROLL GROUP SETTINGS. Here you will be able to add the details of your DATEV account, as well as configure the settings under which your monthly export is going to work. In this section, you will be able to determine the Pay period and the Employees with its DATEV fields that you wish to include in the final export every month. This step will be done on a monthly basis. 


Note: Save time during the onboarding process by enabling your employees to input their own DATEV related information into their personal profile. Simply add the employee to a DATEV payroll group and let them know.


:bulb:More help: Manage your DATEV integration




Step 4: Add employees to DATEV


Once the DATEV integration is active on your account and you have added the employees in the settings, you are now ready to add the DATEV employee information. You can either: 

 

  1. Manually add the DATEV data by going to People > Employee profile > Actions, and clicking on SHOW DATEV FIELDS. Employees will also be able to input DATEV-specific fields, please see the full list here. If you choose this option, skip Step 5. 

  2. Extract Master data from DATEV. Once the export process is completed, you will be able to download an Excel file. If you choose this option, go on to Step 5 to know what to do next.


:bulb:More help: Extract Master Data from DATEV



When you or your employees change any personal information during the month, the changes will be included in the next ASCII file download. This will ensure Kenjo and DATEV are always in sync. 



Step 5: Import master data into Kenjo


If you chose option b. in the previous step, you will then need to import the extracted data from DATEV into Kenjo. There are two ways of importing master data into Kenjo:


  1. Use the import wizard: 
    You can add all the DATEV related fields for your employees in bulk by using the DATEV self-service import wizard. Simply go to Settings > Data import > DATEV and download the template to get started. 

    Use this option if you do not want to overwrite the information you already have stored in Kenjo. In other words, this is your ideal option if you are completely sure the information you have stored in Kenjo about your employees, matches the information you have in DATEV.
    :bulb:More help: Import Master Data into Kenjo

    Note: As we mentioned at the beginning of this article, the rest of the data you need to create your DATEV ASCII file at the end of this process must be imported before using the other respective import options (employee data, variable payments, salary, etc.). The DATEV data import is ONLY for data related to the DATEV fields.

  2. Contact Support to do the import for you

    If you are not sure if the information you have stored in Kenjo about your employees matches the information set in your DATEV account, we recommend you this option. Contact our Support team and send them the extracted master data from DATEV in the Excel file. Please inform our Support team if you would like to add only the information for the new DATEV fields or overwrite the information that are in the Kenjo fields.





:star:At the end of this whole process, your Employee information in Kenjo need to match your employee information in DATEV. This way, you can easily do your monthly payroll without any mistakes. Do consider that from this point on, the source of truth will be Kenjo. This means that the information you would like to change about your employees, need to first be changed in Kenjo and then translated into DATEV.


Prepare monthly payroll with DATEV

Step 1: Download the payroll information (Excel + ASCII files)

Once everything is set up for the first time, the following steps are easier. Every month, you will need to download the DATEV LODAS information from Kenjo.


To export the DATEV LODAS file, go to People > Payroll and choose DATEV Export from the Payroll groups. Make sure that you have also chosen the right payroll period before you make your export. Once you click on DOWNLOAD, you will download a ZIP folder containing the DATEV ASCII file and a complementary .xlsx file. 


Note: For hourly employees - please make sure your accountant only imports the file once per month. DATEV LODAS will not overwrite the previous attendance hours, therefore if you import the ASCII again, it will add the hours as double entry.


Take into consideration that, even if you activate the DATEV export, you will still be able to download your preliminary payroll file. The DATEV export does not interfere with or compromise the preliminary payroll export and its full scope of information.


:bulb:More help: Export Kenjo's data to DATEV




Step 2: Review the information in the Excel file


As mentioned before, the downloaded ZIP folder contains an Excel file and the DATEV ASCII file. The .xlsx contains all the information of the ASCII file and enables to you easily review the data before sending the ASCII file to your DATEV accountant. If you see any mistakes, start the process again and then download the file.



Step 3: Send the ASCII file to DATEV


Once all the information is correct, it is time to send the ASCII file to DATEV.



Step 4: Close the Payroll


After you have completed all the previous steps, we recommend that you close the payroll in People > Payroll.



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