Import DATEV Employee data

Modified on Mon, 19 Feb 2024 at 11:40 AM


Once the DATEV integration is active on your account and you have added the employees in the settings (by default all employees are added), you are now ready to add the DATEV employee information.

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 synchronization 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 click on SHOW DATEV FIELDS  located on the right-hand side.


For a comprehensive list of DATEV fields that can be sync to DATEV from Kenjo, refer to the bottom of this article.


How do I add the employee fields to Kenjo? 

You have 2 options to add the DATEV employee fields to Kenjo

 

Manually add the DATEV data 

Admins and employees can manually add the DATEV data to their employee profiles. 

  1. Go to  People > Directory
  2. Select employee > Employee profile > Actionsand click on SHOW DATEV FIELDS.






3. Add the DATEV employee information to the editable fields. 



Note:

Certain fields are not editable from this view. All employee fields within the Kenjo profile are automatically mapped to the DATEV profile. To modify any greyed-out information, please scroll down to the Employee profile table.



Tip: To facilitate self-service onboarding, encourage employees to input their details directly into their employee profile. The complete list of accessible fields for employees is provided below.



Import DATEV master data in bulk for your employees via the IMPORT WIZARD 


You can import all the DATEV employees fields into Kenjo via the Data import wizard.

 

1.Go to Settings > Data import and choose the type of import you would like to make. In this case, it will be DATEV payroll.


2.Click on IMPORT.

3.In the next step, you must download the template. Select the language of the template and then click Download template.


 

4.Fill out the Excel, tab DATEV


Important Reminders:

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



 Top tip! You can extract all the DATEV master data for your employees from DATEV. Follow the steps in Extract Master Data from DATEV for accountant.




5.Once the template is ready to upload. Drag and drop the file to Kenjo or upload it from your computer and click on UPLOAD.

6.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.




7.Lastly, choose the import name and click on FINALIZE IMPORT. 

 

Note: When you download the template, do not reorder, delete or add any columns. For the import to properly work, the structure sheet needs to stay as it is.



Important! 

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.  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. This change will then be automatically synced with DATEV during the monthly payroll period.  





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