DATEV Getting Started Guide

Modified on Tue, 07 May 2024 at 12:01 PM

This guide will walk you through setting up the DATEV integration to use for your next payroll cycle.



Activating DATEV Integration in Kenjo


To initiate the DATEV integration, go to Kenjo Payroll feature > DATEV settings and click the ACTIVATE DATEV button. Alternatively, head to Settings > Integrations > DATEV, and toggle on the feature 


Now, let's proceed with the setup!! 




Configuring DATEV Settings:


General Settings


In the general section, you will find an overview of your DATEV details. Here, you can add all the information related to your DATEV account in order for the export process to work properly.


First, select the DATEV interface that your company uses: 

  • LODAS
  • Lohn und Gehalt

Then, enter the:

  • Consultant number (Beraternummer) 
  • Client number (Mandantennumer).  


You should be able to find this information on your DATEV account, or it should be provided by your payroll accountant.


Recommendation: 

We recommend that you connect to the DATEV Data Services. The DATEV Data Services allows you to seamlessly integrate with DATEV, enabling the automated exchange of employee data and payroll information between Kenjo and the DATEV data center.



To make use of DATEV Data Services, your tax advisor needs to activate this service for your organization via MyDATEV client registration. Additionally, you must have  valid DATEV account credentials to access the service.


Once your tax advisor has completed the activation process for your organization, and you have your DATEV login credentials ready, you can proceed with the following steps:


Click on the CONNECT button.

A new tab will open, taking you to the DATEV login page, where you can complete the necessary authorization.


Enter your DATEV login credentials.

After successfully logging in, you'll be to directly send the DATEV file to DATEV during export and close part of the monthly payroll cycle.



Employee fields

Now you need to decide what DATEV fields or employee attributes you would like to sync from Kenjo to DATEV. Select the tables and fields based on the recommendations from your accountant. 


Important! Once an employee attribute has been enabled for the integration, this is effectively making Kenjo the source of truth for these fields. Hence, changes to these fields should should only occur in Kenjo and not in DATEV


  • To include or exclude a field from the export, simply enable/disable a table section or disable a field within a section.
  • For the hourly salary table, you will need to select either the hourly salary 1, 2 or 3. Your accountant will need to tell you what salary number is being used for the default hourly rate in DATEV. 
  • If you decide to make any modifications to the fields you want to export on your ASCII file, always click on SAVE before exporting them.


Note: The current interface only supports one hourly rate per employee. In the future we will extend this to include multiple hourly rates.


Employees

Here you can select each of the employees that you want to include in the DATEV export. By default, all employees are added.



If you want to eliminate them, click on CLEAR ALL. You can also delete or add specific employees.



Once an employee has been added here, they will be able to view and edit their DATEV information by going to their personal profile and clicking DATEV specific wage data.



Important Note:


To ensure the successful synchronization of employee master data between Kenjo and DATEV, it's crucial to add DATEV-specific attributes to your employees' profiles in Kenjo. While the only mandatory field is the employee's DATEV personal number (PNR number), we strongly recommend filling out every DATEV field enabled in the previous step for each employee.


For instance, if you've enabled the Highest professional education field, it's necessary for every employee to have this field populated in their Kenjo employee profile. (Access their profile and click on DATEV specific wage data on the right-hand side.)


This step is essential for a seamless integration. Kindly coordinate with your accountant to obtain this vital information before proceeding with the integration setup. For more detailed guidance, follow the steps DATEV Data services for accountants"


Note: New employees will not be automatically added to the table. Make sure you add the employee manually once they have been onboarded to Kenjo.


Salary Identifiers


You can transfer the following wage and salary data from Kenjo to DATEV 

  • Fixed salaries (Fixed remuneration table) Festbezüge
  • Fixed additional payments (Fixed remuneration table) Weitere / Zusätzliche Festbezüge
  • Hourly salaries (Variable remuneration table)  Stundenlohn
  • Variable additional payments (remuneration table)
  • Hourly attendance (remuneration table)



In Salary identifiers settings (Lohnarten), you need to define whether the wage and salary data will be transferred to DATEV as fixed remuneration (master data) or variable remuneration (transaction data). 



For more detailed onboarding guide, please refer to this document: Salary identifiers (Lohnarten)




Fixed salaries and fixed additional payments 



In order for the fixed remuneration to be successfully imported into DATEV, a fixed income ID (Festbezugs ID) and Salary Number (Lohnart-Nr) must be stored for the corresponding wage types.



Example:





The  fixed income ID (Festbezugs ID) and Salary Number (Lohnart-Nr) recorded in Kenjo >  Salary identifiers (Lohnarten) will be displayed as numbers in DATEV.










Hourly salaries, variable payments and hourly attendance 



You can transfer variable additional payments and hourly attendance data for employees from Kenjo to DATEV. Typical variable payments include; bonuses,  additional awards and payouts of accumulated overtime



Variable additional payments are found in the  Bewegungsdaten (transaction data) file. 


  •  DATEV LODAS:  Bewegungsdaten > Erfassungstabellen > Standard
  •  DATEV Lohn und Gehalt:  Bewegungsdaten > Stapelerfassung Monat


In order for the fixed remuneration to be successfully imported into DATEV, only the Salary Number (Lohnart-Nr) must be stored for the corresponding wage types.


Note: For now, we only support the transfer of gross salaries (processing key 2) and hourly attendance (processing key 1)


Note: We do not support net salaries/net deductions (processing key 3)





Payroll period

Select how you want to export the hourly paid employees month attendance. Options are: 

  1. Use only tracked hours: this option will export the employees tracked hours so far in the payroll period (from 1st of the month until todays date) 
  2. Use tracked and expected hours for the payroll period: this option will include the employees tracked hours tracked hours so far in the payroll period (from 1st of the month until todays date)  plus the expected hours from today until the last day of the payroll period.


Recommendation:

We recommend that you enable the hourly correction table in the Employee fields section. 

The interface will automatically add any corrections to the previous months attendance submissions for hour salaries. This will trigger a payment correction in the current month if the actual attendance is higher/ lower than the previous submitted amount. 


Go check it out! Click on GO TO PAYROLL to view the payroll preview in action! 




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