Import DATEV Employee data

Modified on Mon, 23 Dec, 2024 at 3:59 PM

Once you activated the DATEV integration and you added all employees into Kenjo, you are now ready to add the DATEV employee information.

TABLE OF CONTENTS

Background
How do I add the employee fields to Kenjo?
Option 1: Fastest Method: Import the DATEV master file directly into Kenjo
Option 2: Use Excel template
Important Reminders
Add DATEV data manually
Important to note
List of available fields for the DATEV export

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.

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:

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.

Tip: 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.

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

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.

Tip: You can extract all Datev master data for your employees from DATEV. Follow these steps.

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.

Tip: 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.

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.

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
E-mail	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

Attachments (1)

xlsx

datev.xlsx
23.8 KB