When a new employee is created in Factorial, an update will automatically appear in the Payroll > Employee Updates section.

1. Open the employee update, review the employee’s information.
2. Validate the details by ensuring all mandatory fields are complete.
3. Once everything is correct, click the ‘Sync to DATEV’ button to sync the data.

Whenever an employee’s details are modified in Factorial, the system creates an update in the Payroll > Employee Updates section.

1. Open the employee update and review the changes made.
2. Validate the information to ensure the updated data is correct.
3. Once confirmed, click ‘Sync to DATEV’ to send the update.

When an employee’s absence is approved, a new update will appear in Payroll > Employee Updates.

1. Open the employee update to review the absence details.
2. Once you have reviewed the dates, click ‘Sync to DATEV’ to sync the absence data.

To manage supplements, go to the Payroll > Run Payroll section. Here you can manage both contract-related and manually added supplements during the payroll cycle.

1. Click ‘Start Payroll’ to initiate the payroll process.
2. Add all relevant supplements for each employee.
3. Once you’ve validated the supplements and they are ready for syncing, click ‘Continue’ to proceed.
4. You will receive a confirmation message asking you to proceed to the ‘Payroll Calculation’ stage, which will trigger the synchronization of the supplements to DATEV.

1.  Install integration in Marketplace. Go to Factorial Integration Marketplace and look for the DATEV software the company uses:
   1.  DATEV Lodas - Payroll connector
   2.  DATEV Lohn und Gehalt - Payroll connector
      
      And click on Install

2. Save the settings page

After clicking on ‘Install integration’, the settings page will come up. Just do scroll and save the configuration empty since we will need to come back after connecting the customers DATEV account.

3. Go to Settings > Payroll

Scroll down until ‘Payroll integrations’ amd click on DATEV API integration settings.

Then, click on ‘Log into DATEV’ button and the set up modal from Kombo will come up.

4. Enter Consultant and Client Number

The client needs to accept the permissions requested and add the Beraternummer and Mandantenummer that needs to ask to their tax consultant.

5. Login with DATEV

Once the numbers have been added, the client needs to connect their DATEV account by logging in and granting the permissions requested.

6. Enter Wage Type (Lohnart) Number

The client can add the Gehalt Lohnart here and the salary card will be synced with this code.

7. Go back to DATEV integration in the Marketplace & Open Settings

Once the client has connected their DATEV account, they can go back to Marketplace, look for the DATEV integration and open the Settings page.

8.  Configure the integration. In the Settings page, the client can configure:

• Next employee code in DATEV: This is the employee code that should be used for the next new hire when they are added to DATEV. If you don't enter a code, DATEV will automatically assign the first available employee code to the new hire.
• Mapping of supplements: Need to add the supplements code of DATEV that are related to each supplement created in Factorial so that the sync can be successful.
• Mapping of absences: Need to select each absence type in DATEV for each absence created in Factorial so that the sync can be successful. The dropdown will show the type of absences available in the client DATEV account.

Save the configuration.

9. Configure the existing employees

To synchronize employees already present in both DATEV and Factorial, we need to match them using the DATEV employee code.

We recommend exporting a file from DATEV containing the employee's name, ID, and employee code, then importing it back into Factorial.

• Navigate to the Employees table > Click the three dots > Select ‘Edit employees’
• Download the template > Open the spreadsheet and enter the DATEV employee code for each existing employee in the 'DATEV employee code' column.
• Import the completed file back into Factorial.

After importing the file completed, existing employees will already have their DATEV employee code listed in the 'Personal' section. This code ensures that the system correctly identifies the employee in Factorial as the corresponding employee in DATEV."

10. Integration installed successfully

Please ensure you know which beraternummer and mandantenummer you want to create an integration for. Your tax consultant can help you with this. If the integration is to be created for multiple client numbers, the connection must be set up individually for each number.

For the use of the DATEV LODAS integration, the DATEV Lohndatenimportservice is required. Please ensure with the responsible tax consultant that this service is ordered and activated. The wage data import service can be unlocked directly in the DATEV workplace of the tax consultant.

More about Lohnimportdatenservice (de) 

Learn how to order DATEV cloud products (de)

To create an integration, you need a DATEV SmartLogin or SmartCard. Make sure you have access to it. SmartLogin (Datev documentation) requires authorization for the wage import data service. This authorization can be created in the Online Rights Management (Rechteverwaltung Online) by the tax consultant or an internal DATEV admin.

Note: Extra information on SmartLogin.

You can sync data from factorial to DATEV whenever you want. Data synchronization is a manual process, meaning you have control over when updates are sent to DATEV.

Once data has been transferred to DATEV, it cannot be undone from Factorial. If errors occur, corrections must be made in DATEV directly or by resending the corrected data from Factorial.

If an employee already exists in DATEV, the integration will not allow you to sync it to DATEV to prevent duplicate entries and ensure accurate data synchronization.

The DATEV integration should be managed by HR professionals and payroll administrators who have access to both Factorial and DATEV. Coordination with your tax advisor may also be necessary for setup and troubleshooting.