In this article:
DATEV Preparation
This integration can only be created with the help of your tax office **.** We recommend approaching the connection as follows:
The tax office makes the necessary preparations. All the required steps are explained in Part 1 of the instructions.
Only after the preparation is complete, you set up a joint phone call or video meeting (~30 minutes) in which you discuss the details based on part 2 of the instructions and complete the connection
During the connection, all necessary requirements are checked
Implementation Part 1 (preparatory)
This part of the instructions must be carried out by your tax office! It is best to forward this article.
Requirements
SmartCard with the following rights:
"Manage orders/contracts and personal data"
"Manage consultant numbers"
If you do not have a SmartCard with these rights, either someone must place the order or an administrator must grant you these rights in the Rights Management Online (RVO).
The "Payroll" service must be activated in the DATEV workplace
Implementation
If all requirements are met, you can order the DATEV payroll data service as follows:
Client registration
Open the DATEV workplace and go to Our office | Desired client | MyDATEV | Start client registration
Log in with the DATEV SmartCard. This must have the permissions described in the requirements.
Click on " Start Registration "
Search for "Payroll Data Service" and click on "Select Product"
The screenshot here shows the "DATEV My Taxes" module. In your case, you obviously have to search for and select "Lohnergebnisdatenservice"!
Select whether to use a new or existing client-used consultant number
Select the business relationship
Accept the terms and conditions and click on "Order blindingly"
If necessary, reserve rights and click on "Reserve rights"
Rights management
The service must then be activated in the online rights management for the smart card / smart ID used for the connection:
Open the DATEV Rights Management Online at the following link: https://apps.datev.de/rvo-administration
Search here for the service you want to activate. You can find all services under “Human Resources Management”.
Activate the services and select the correct consultant and client number:
Some services also require personnel numbers. You can select all of them with a “*”:
Select the appropriate access medium for the rights. This access medium must also be used during the connection process.
Special features of the wage result data service
For the payroll data service, an additional setting must be activated in the respective program.
LODAS
wages and salary
In the top menu bar, go to Settings | Tools
The setting can then be activated here:
Depending on the desired functionality, the steps above (client registration and rights management) must also be repeated for the following DATEV services:
(optional) DATEV payroll import data service - data is made available for import from the data center
(optional) DATEV payroll analysis data service - “Gross / Net” and other documents can be retrieved from DATEV
(optional) DATEV wage exchange data service - eAU Service
Special features of the wage analysis data service
To access the individual documents, they must also be activated in the online rights management .
Most customers are primarily interested in the “Gross / Net” document:
Special features of the wage exchange data service
In order to use the EAU and the wage exchange data service, the data must first be shared in the data center. For wages and salary, this is done via the data transfer cockpit, and a change flag must be set in LODAS. Detailed instructions can be found here.
Implementation Part 2 (joint)
This part is only possible with a SmartCard or a SmartLogin. If you do not have a SmartCard or a SmartLogin, your tax advisor should carry out this step for you.
Open the integration window and click "Next".
Confirm that all requirements are met and the tax office has activated all DATEV services
Choose the DATEV target system, LODAS, or wages and salary:
Enter the consultant number sent by the tax office here:
See here if you don't know where to find the consultant number.
Enter the client number sent by the tax office here:
See here if you don't know where to find the client number
Click “Next”
Click "Register with DATEV"
Select " DATEV SmartCard / DATEV mIDentity "Click " Next "
Important: This step only works if the SmartCard (USB stick) is inserted.Select the certificate you want to log in with and click "Ok"
Enter the PIN of your SmartCard and click "Ok"
If you see this window now, just click on " Reload " (this window may appear if entering the PIN takes too long)
Scroll down and click "I agree"
On the last page, click Set up integration and we will validate that everything worked correctly.
Congratulations! The DATEV LODAS connection has now been established
From now on, new data exports can be imported as described here
Find tax advisor and client number
Open the DATEV LODAS environment
In the tab on the top left, click on " Employees " click on " Open "
Find the column with the correct company name and note the consultant and client number
Import payroll data
Once an export is available, the data can be imported as follows:
Open the DATEV LODAS environment
Select the appropriate client and click "Ok"
Click on "Data Transfer" and then double-click on " Import ASCII Data "
Once an import is complete, it will be marked with an x. Therefore, select an import without an "x"
Click on " Start "
The transaction and master data have now been successfully imported
Establishing the KiwiHR <> DATEV connection
1. As an administrator, go to Settings > Configuration > Integrations/Apps > DATEV.
2. Under Connections, click + Connect new DATEV instance
3. In the DATEV connection setup window, enter the connection name that will be used to distinguish this connection from others. For example, it can be the name of the company or legal entity.
4. Press Connect to open the DATEV Connector and follow the on-screen instructions to connect to your DATEV LODAS or Lohn und Gehalt instance.
5. Once you leave the DATEV connector and return to KiwiHR, press Set up integration in the modal and wait until the connection is established. The process can take up to several minutes. You can either wait until the connection is established or close the window and return to Apps/DATEV .
6. Once the connection is established, you will be prompted to assign employees and reconcile employee records, absence types and compensation types between KiwiHR and DATEV.
Comparison of data between KiwiHR and DATEV
Employees
⚠️ Important information : Employee lists between DATEV and KiwiHR are not automatically synchronized. To establish a connection, the employee must first be added in both KiwiHR and DATEV and then synchronized in KiwiHR.
1. On the Employees tab (or in the second step when creating the connection) , press Assign Employees and select the employees whose data you want to synchronize with the DATEV instance. You can also select entire teams or locations. Once you have selected the employees, press Assign to confirm your selection.
2. Assign the selected users to the users from DATEV by selecting the DATEV user from the drop-down menu next to the assigned employee.
3. You can edit the list of assigned employees by pressing Edit Assignments and confirm the changes by pressing Assign
absence types
1. On the Absence tab (or in the third step when creating the connection), select the appropriate DATEV absence types from the drop-down lists next to each KiwiHR type and enter the correct wage type code. Absence types without a wage type code or DATEV absence type will not be sent to DATEV.
compensation types
⚠️ Important information: Please note that in the current version of the KiwiHR ↔ DATEV integration there are some restrictions regarding the compensation records sent to DATEV:
Additional compensation types are not yet supported (only basic salary )
Weekly and Annual payment frequencies are not supported (only Hourly and Monthly .
Changes to the base salary during the month are not supported, the salary must be updated from the first day of the month
Only payments in EUR currency are supported.
1. On the Compensation tab (or in the fourth step when creating the connection), enter the correct wage type codes and fixed salary ID for the basic salary records. Compensation types without a fixed salary ID or wage type code are not sent to DATEV.
data exchange with DATEV instance
Creating a payroll
1. Go to Payroll > Payslips and then click New Payslip.
2. Under Billing Period , select the month for which you want to collect data.
3. Select the payment date and approver from the users with the Payroll Management access level .
4. Press Add.
Sending data to DATEV
1. Press the DATEV drop-down button and select Send to DATEV.
2. In the modal, select the DATEV connection from the list.
3. You can download the files sent to DATEV by pressing Download DATEV files or press Send to DATEV to send the files directly to the DATEV instance.
Retrieving pay slips from DATEV
1. Press the DATEV dropdown button and select Import payroll statements
2. In the modal, select the DATEV connection from the list
3. You can download the payroll files manually from DATEV using the Download Payroll Files option or press Import Payroll Files to retrieve the files from DATEV and distribute them among the employees
