Prepare monthly payroll with DATEV

Modified on Mon, 23 Oct, 2023 at 11:37 AM

After you’ve set up the DATEV settings, it’s time to review your payroll data in the preview screen before syncing this data with DATEV. 

Note: If you haven't configured your DATEV settings yet, click here to learn how to do it. 

Here is an overview of the process:

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


The Kenjo Payroll features automatically gathers, maps and transforms your payroll data before creating a specific DATEV format report. Once your monthly payroll document is ready, you’ll need to provide it to your external accountant, so they can upload it directly into DATEV, saving you and your accountant many hours each pay period. 

It's very important that, while doing this process, all the data you provide to your accountant is reviewed and correct. Use the payroll preview table to spot and resolve issues before syncing this data with DATEV.  

Step 1: Review the data 

Go to People > Payroll, and choose the payroll group related to DATEV. If you have more than one company that uses DATEV, you might see different groups here.  Make sure that you have also chosen the right payroll period that you want to review and close.

Remember that this option will only be available if you have already enabled DATEV for your company. 

After you select the company, a new screen will show you two different tables: 

  • Employee data
  • Pay and attendance

Employee DataPay and attendance

Here you will find all the DATEV tables related to the employee master data and the employees associated data. Simple scroll between the sections to review all the employee data. 

Here you find all the DATEV tables related to pay and attendance. This includes:

  • Fixed salaries 
  • Hourly salaries 
  • Hourly attendance 
  • Variable payments 

This is how the tables would look like. Use the scrolling bar to review any mistakes there could have been. 


Only the DATEV tables that have been activated in the DATEV settings will be shown here.

If you need to add additional information for an employee, you can click on the employee's name and be directed straight to their profile.

Step 2: Fix possible errors

Please carefully review all the data and fix any missing or incorrect data before confirming the review has been completed.

Step 3: Final Review

It is very important that you do a final review of the data before downloading the DATEV ASCII report for two main reasons:

  • Variable data, such as hourly attendance and variable payments, can only be uploaded into DATEV once per payroll period (in other words, one per month). DATEV LODAS will not overwrite the attendance hours or variable payments from the first imported file, therefore, if you import the ASCII again, it will add the hours/ payments as a double entry.
  • This is how the monthly corrections are automatically calculated.

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.

Step 4: Export and close the payroll

After reviewing all the information and ensuring there are no errors, you are ready to export the DATEV payroll file.

  • Once it is confirmed, a new bottom will appear. Click now on EXPORT & CLOSE 
  • Select the export method:
    • SEND TO DATEV (Via the DATEV Data Services)
    • DOWNLOAD (Save a copy to your computer)
  • Click DOWNLOAD & CLOSE - In the confirmation screen, confirm your action one more time.
  • The DATEV file will be either sent directly to DATEV Data Services or downloaded to your computer.

Note: If you haven't connected to DATEV in the Settings, you can choose "SEND TO DATEV" and connect to DATEV first before sending the file.

Step 5: Payroll closed

It is recommended that you send the file to your accountant on the same day as closing the payroll. This will mean that the attendance data will be up-to-date and will enable DATEV to calculate the attendance corrections accurately in the following month. 

If you need to reopen the payroll due to technical issues with the import into DATEV, you can do so by clicking on reopen. Please make sure that you communicate clearly with your accountant to understand if they have already imported the original file. 

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