Overview

The integration connects Factorial to two DATEV data services. For each legal entity, you choose which data service it uses: either one, or both.

For both data services:

• Supported DATEV payroll programs: DATEV LODAS and DATEV Lohn und Gehalt
• Data flow: read-only, from DATEV to Factorial. Factorial never writes data back to DATEV.
• Where the data comes from in DATEV: the payroll data your tax advisor provides from DATEV LODAS or DATEV Lohn und Gehalt once the accounting month is closed there (DATEV help documents 1019845 and 1025558).
• What happens after the transfer: the data is only used in Factorial. Payslips go to the bulk distribution in Documents, payroll results to the payroll run in Compensations. Nothing is processed further in DATEV.
• Authorisation per legal entity: each legal entity is authorised within DATEV. Factorial reads only the data for the clients and data services you have allowed.

DATEV Lohnauswertungsdatenservice

Factorial retrieves the payslips directly from DATEV once a payroll cycle is closed. The payslips land in Factorial's bulk distribution. There, you can check how the payslips were matched and make them available to your employees. You no longer need to download, rename or forward files by email. Each payslip is matched to an employee by first name, last name and Social Security Number. Nobody sees the payslips until you have checked the matching and made them available.

Data retrieved

• Payslips (Brutto/Netto-Abrechnung, DATEV document type LOBN) for every employee

DATEV Lohnergebnisdatenservice

Factorial imports a month's payroll results from DATEV into that month's payroll run in Factorial. You don't have to type the figures in by hand or import files.

Data retrieved (per employee and accounting month)

• Gross wage types, with wage type number, name and amount
• Net additions and deductions, with number, name and amount
• Net pay

Factorial assigns each DATEV gross wage type (Lohnart) to the Factorial compensation concept it is linked to in the DATEV LAUDS settings, step Wage Types.

Net additions and deductions (Nettobezüge/-abzüge) can't be mapped in DATEV LAUDS: DATEV's catalogue only lists gross wage types. You map them in Factorial instead, during the first import and at any time afterwards in Payroll results net wage types mapping (see Mapping net additions and deductions).

Prerequisites for using the DATEV data services at DATEV eG

General information about the DATEV data services is available from DATEV eG here:

• DATEV Lohnauswertungsdatenservice (Shop)
• DATEV Lohnergebnisdatenservice (Shop)

Information about ordering and setting them up at DATEV eG is available under DATEV-Datenservices einrichten and in the help documents www.datev.de/hilfe/1007329 (for tax advisory firms) and www.datev.de/hilfe/1022677 (for companies). For each data service:

Additional DATEV help documents:

• Allgemeine Informationen zu den DATEV-Datenservices Personalwirtschaft (1018461): general information on the payroll data services, including how to order them.
• DATEV-Cloud-Lösungen für Mandanten über MyDATEV Mandantenregistrierung bestellen und einrichten (1002326): ordering and setting up the data services for a client.

Besides tax advisory firms, DATEV Partner Onboarding also helps set up DATEV data services for companies in member-bound client business that work on their own with a DATEV accounting program.

Appointments and further information are available at go.datev.de/partner-onboarding-info. DATEV offers help registering the data services at www.datev.de/partner-onboarding.

In short, your tax advisor does this in DATEV:

1. Order and activate the DATEV Lohnauswertungsdatenservice and/or the DATEV Lohnergebnisdatenservice for every client (Mandant) you want to connect to Factorial.
2. Make sure the client is set up for data exchange through the DATEV data centre (RZ-Kommunikation).
3. Give the person who will connect your legal entities from your company's Factorial account a DATEV login (DATEV SmartLogin, DATEV SmartCard or DATEV mIDentity) with the DATEV right to use the ordered data service for that client.

Prerequisites in Factorial

• ATEV Lohnaustauschdatenservice (LAUDS) is installed and connected. The integration takes these from DATEV Lohnaustauschdatenservice: your Beraternummer (consultant number) and which Mandantennummer (client number) belongs to each legal entity. The DATEV Lohnergebnisdatenservice also takes the gross wage type mapping already configured during the DATEV Lohnaustauschdatenservice settings. Net additions and deductions are mapped in the DATEV Lohnergebnisdatenservice (see Mapping net additions and deductions).
• The legal entity is in Germany. Only German legal entities can be connected.
• Setup the right permissions for the correct roles within Factorial (this is done during the Factorial Onboarding and can always be edited):
  • Permission to set up the integration: Manage integrations (category Marketplace). The default Admin permission group has these rights. It is needed to install the integration, open its Settings, connect legal entities and uninstall it.
  • Permission to import payslips: View and edit all company and employee documents, or edit rights on employee documents for all employees.
  • Permissions to import payroll results: See compensations, import and view payroll results and import resources.
• No activation by Factorial: you install the integration yourself from the Factorial Marketplace.
• For the DATEV Lohnergebnisdatenservice only:
  • The module ‘Compensation’ must be enabled in Factorial.
  • A regular payroll run must exist in Factorial for the month you want to import data for.
  • The payroll run belongs to a German payroll cycle. Off-cycle payroll runs and payroll runs of other countries can't be imported.

What to review with your tax advisor

For both data services:

• Beraternummer: the tax advisory firm's consultant number for your company, as stored in DATEV Lohnaustauschdatenservice (LAUDS).
• Client per legal entity: which Mandantennummer (DATEV client number) belongs to which legal entity in Factorial.
• Ordering and access rights: who orders the data services in DATEV, who grants the DATEV rights, and who connects each legal entity in Factorial.
• Closing the accounting month: when the month is closed in DATEV. Data will only be accessible after the month is closed.

Also for the DATEV Lohnergebnisdatenservice:

• Wage types: which DATEV gross wage types (Lohnarten) are used, and which Factorial compensation concept each one is linked to. This mapping is set in the DATEV Lohnaustauschdatenservice (LAUDS) settings, step Wage Types.
• Net additions and deductions: which net additions and deductions are used (for example 9983 AG-Zuschuss zur PV or 9051 Pensionskasse), and which Factorial concept each one belongs to. DATEV Lohnaustauschdatenservice (LAUDS) can't list them: you map them in Factorial during the first import in the Lohnergebnisdatenservice integration (see Mapping net additions and deductions).
• Personnel numbers: Factorial matches payroll results by DATEV personnel number. The personnel numbers in Factorial must match those in DATEV. They are synced through DATEV Lohnaustauschdatenservice (LAUDS).

Access for your tax advisor

To connect a legal entity, a person needs two things: a DATEV SmartLogin (or a DATEV SmartCard or DATEV mIDentity) that is authorised for that legal entity's client in DATEV, and the Manage integrations permission in Factorial. This is often whoever does your company's payroll. If nobody in your company has a suitable DATEV login, your tax advisor can connect for you (the admin in Factorial and the DATEV admin does not have to be the same person which is particularly relevant when you have an external tax advisor doing your payroll):

1. A Factorial admin of your company installs the integration first (see Setup in Factorial).
2. Your tax advisor can connect the legal entity with their own DATEV login (see Setup in Factorial).

In Factorial, the connection belongs to your company:

• Factorial shows the name of who did the connection, for reference only.
• In DATEV, the access stays tied to that person's DATEV login.
• If access to the client is lost, or the consent is withdrawn in DATEV, the connection stops working and it has to be established again.
• To end the connection, disconnect the legal entity (see Managing connections) or reconnect it with someone else's DATEV login.

Setup in Factorial

1. Install the integration
   Open the Factorial Marketplace, find the DATEV integration ‘DATEV Lohnauswertungsdatenservice und/ oder Lohnergebnisdatenservice’ and click Install for company. A message confirms the installation and tells you to connect each German legal entity in the integration's Settings. Close it with Got it to make sure everything is ready to start.
    
2. Open the Settings
   In the integration's Settings, DATEV connections lists all your German legal entities with the format “Legal entity name (DATEV client ID)”, for example “Alpenblick Maschinenbau AG (455148-10020)”.
   Each entry shows whether the entity is connected, for which data services, by whom, when, and when the connection expires.
    
3. Choose a legal entity and click Connect
    
4. Choose the data services
   Tick what this legal entity should use: Lohnauswertungsdatenservice, Lohnergebnisdatenservice or both.
   Factorial asks DATEV for exactly the data services you tick here.
    
5. Sign in to DATEV
   Click Connect. A DATEV window opens. Sign in with your DATEV SmartLogin, DATEV SmartCard or DATEV mIDentity. When using a SmartLogin, scan the QR code with the DATEV SmartLogin app. Once DATEV confirms, you return to the list and the legal entity shows as connected.
    
6. Check the connection
   In Settings, the legal entity shows Connected, the data services DATEV actually confirmed, who connected it and when, and Expires on. If DATEV confirmed fewer data services than you ticked, you see DATEV confirmed only … for this legal entity (see Troubleshooting).
    
7. Repeat steps 3 to 6 for each additional legal entity.

Importing payslips (DATEV Lohnauswertungsdatenservice)

Once your tax advisor has closed the accounting month in DATEV:

1. In Factorial, open Documents and start a bulk distribution of files.
2. In the upload step, click Import from DATEV.
3. Choose the accounting month. By default, the previous month is selected.
4. Factorial retrieves that month's payslips for every legal entity connected to the DATEV Lohnauswertungsdatenservice and combines them into one PDF.
5. In the distribution wizard, Factorial splits the document by page and matches each page to a person by first name, last name and Social Security Number. Check the matching is correct, then make the payslips available.

If some payslips are not yet available in DATEV for a legal entity, or DATEV refuses access, Factorial still imports the payslips for the available entities. You are shown which entities are missing and why.

Importing payroll results (DATEV Lohnergebnisdatenservice)

You need the permissions and module ‘Compensation’ in Factorial to import payroll results listed under Prerequisites in Factorial.

1. In Factorial, open the cycle for the month you want to import under Compensations.
2. Open the three-dots menu (⋮) on the top right, click Import payroll results. In the upload step, click Import from DATEV.
3. A form will pop up. Click the Read from DATEV button: Factorial reads the month's payroll results from DATEV. Only legal entities connected to the DATEV Lohnergebnisdatenservice are offered. The accounting month comes from the payroll run.

Before importing, Factorial checks that everything is ready:

• A regular payroll run exists for the month.
• The wage type mapping can be read.
• The legal entity's employees have DATEV personnel numbers.
• DATEV has payroll results for that month.
• DATEV's payroll results include the employees' DATEV personnel numbers.

If a check fails, you see the reason straight away and nothing is imported.

As a next stage, the net mapping step opens, displaying one of the two options below:

• Everything is configured: a note says "All the needed mappings are already configured. To review or change them, open Payroll results net wage types mapping from the marketplace page." Click Start import.
• Something to review: a warning above the form explains why and what needs your review:
  • On the DATEV side, when DATEV sent a net wage type that has no mapping yet: "The net wage types DATEV sent differ from the ones already configured. Please check that everything is set up correctly."
  • On the Factorial side, when a concept was deleted or disabled in Factorial since it was mapped: "Some payroll concepts used in these mappings were changed in Factorial (deleted or disabled) since they were mapped. Please check that everything is set up correctly."
    • If both happened, both messages are shown. Check the mapping (see Mapping net additions and deductions), then click Start import.

The note on top also says what the import will leave out: a legal entity whose DATEV client was refused (with the reason DATEV provides), a legal entity whose employees all lack a DATEV personnel number, and employees outside the connected legal entities.

After Start import, a last form window will come up showing some feedback about the process: how many employees will be involved, if some employees are missing from the process, if any legal entity has been found as not connected.

The import runs in the background and you can close the window. When it finishes, Factorial will send an internal notification with some import insights.

Mapping net additions and deductions

DATEV Lohnaustauschdatenservice (LAUDS )can only map gross wage types (Lohnarten): DATEV's catalogue has no net additions and deductions. You map those in Factorial instead, per legal entity. Factorial remembers your choices for the following imports.

How the mapping form works

• Per legal entity, with a dropdown menu to map each concept in Factorial. Base salary, net pay and disabled concepts are not offered: Factorial can't import into them.
• In each dropdown, choose the net addition or deduction DATEV sent that feeds the concept.
• A concept takes one net wage type. The same net wage type can be chosen for several concepts: each one gets its full amount.
• Choose Not mapped for a net wage type you don't want to import. It is not imported, and you aren't asked about it again.
• The dropdowns come pre-filled with your previous choice, else a code entered in DATEV LAUDS, else a suggestion by name, marked "Suggested from its name. Check it before continuing."

When Factorial asks again

During an import, the mapping form only appears when something changed: DATEV sent a net wage type with no mapping yet, or a concept used in a mapping was deleted or disabled in Factorial. A net wage type DATEV doesn't send in a given month keeps its mapping.

Reviewing or changing the mapping at any time

1. Open the integration in the Factorial Marketplace and click Open. This opens Payroll results net wage types mapping.
2. The page shows the same form, for every connected legal entity with saved net wage types. It lists every net wage type seen in previous imports.
3. Make your changes and click Save. You see "The mappings were saved. The next payroll-results import uses them."

Before the first import, the page says "No net wage types have been mapped yet. They are mapped in the first payroll-results import from DATEV, and can be reviewed or changed here afterwards." Codes entered in DATEV Lohnaustauschdatenservice (LAUDS) are not shown on this page.

Managing connections

• Change a legal entity's data services: In Settings, choose the legal entity, tick the data services you want and click Reconnect. You sign in to DATEV again.
• Renew an expired or revoked connection: A connection expires two years after the DATEV sign-in. Settings shows the date under Expires on. If a legal entity shows Expired — needs reconnecting or Needs reconnecting — DATEV revoked the connection, choose it in Settings and sign in to DATEV again. Until then, imports skip that entity.
• Disconnect specific legal entities: When uninstalling the integration, choose Disconnect specific legal entities, tick the ones you want and finish with Confirm. The integration stays installed. The net wage type mapping of a disconnected legal entity is kept, so you don't need to map it again when you reconnect.
• Uninstall the integration: When uninstalling, choose Uninstall. Every legal entity is disconnected from DATEV and the integration's own records, such as its connections and the net wage type mappings, are deleted.

Scope and limitations

For both data services:

• German legal entities only.
• On demand only. Factorial retrieves data only when you start the import, not on schedule.
• DATEV request limit: DATEV limits the number of requests per hour. If the limit is reached, you're shown when you can try again.
• Master data comes from DATEV Lohnaustauschdatenservice (LAUDS). Change the Beraternummer, Mandantennummern, personnel numbers and gross wage type mapping in DATEV Lohnaustauschdatenservice (LAUDS). Net additions and deductions are mapped in Factorial Lohnergebnisdatenservice.

DATEV Lohnauswertungsdatenservice:

• Accounting months. You can retrieve any month from January of the previous year up to the last closed month.
• Always documents for all employees. DATEV returns the payslips for all employees of the client (Mandant), for every connected legal entity. You can't retrieve the payslips of only one particular employee.

DATEV Lohnergebnisdatenservice:

• Import into an existing payroll run. Factorial doesn't create the payroll run. It must already exist for the month.
• Only data for employees with a DATEV personnel number. Any employee without a DATEV personnel number, or with no results in DATEV for the month, is skipped.
• Wage types with no mapping in DATEV Lohnaustauschdatenservice (LAUDS) can't be imported.
• Net additions and deductions left Not mapped are not imported. Like gross wage types with no mapping, they are listed as not mapped in the import summary.
• No amounts into Base salary or disabled concepts. Factorial refuses them, so lines mapped onto them are skipped and reported; the rest of the import goes ahead.
• German payroll runs only. Off-cycle payroll runs and payroll runs of other countries are refused.

Troubleshooting

Who is responsible: Factorial admin is the person in your company with the Manage integrations permission. DATEV Admin is the person who manages the DATEV service and access for you - this person can for example order DATEV SmartIDs. Tax advisor is your tax advisory firm (and often also your DATEV admin), or whoever manages your payroll. Contact Factorial Support if a message isn't listed here or a problem persists.

For both data services

DATEV Lohnauswertungsdatenservice

DATEV Lohnergebnisdatenservice