DATEV Interface

Generate master data, movement data and deregistrations for DATEV LODAS or DATEV Lohn und Gehalt — as import files or directly via the DATEV API.

EVENTRA generates the payroll data of your temporary staff for DATEV LODAS and DATEV Lohn und Gehalt: registrations (master data), hours and surcharges (movement data) and deregistrations. You reach the page Payroll accounting › DATEV in the sidebar under System.

Prerequisites

The Payroll add-on and the permission Month-end, minijob, payroll export. In addition, DATEV must be selected as Payroll software under Settings › Payroll & expenses -- otherwise the page shows "DATEV is not set as the payroll program" with the shortcut Go to settings.

Setup

Choose provider and program

Under Settings › Payroll & expenses select DATEV as Payroll software and below it the DATEV program: LODAS or Lohn und Gehalt. The program decides the format of the generated import files.

Consultant and client number

Consultant number and Client number sit in the header of every import file -- DATEV rejects the file without them. Add the Company numbers of the health insurance provider and the allocation fund, and for minijobbers (person group 109) the company number of the collecting agency.

Wage types and cost assignment

Wage type hourly (gross) and Wage type hourly (net) come from your client's wage-type master. For tasks paid by day rate, Wage type day rate (gross) and (net) are added; for expenses Meal wage type, Travel wage type and Other expenses wage type -- without a wage type the export aborts when expenses are included. Cost centre (default) and Cost unit (default) can be overridden at export time.

Activity code per task

Every non-volunteer task needs a nine-digit occupational key 2010; DATEV splits it into its five components. Tasks are grouped by name across all events; the page keeps count ("n of m tasks assigned").

Delivery method

Import files (ASCII) -- files are downloaded and imported into DATEV.
DATEV API (hr:exchange) -- EVENTRA writes directly into the client. This requires an activated DATEV application; you enter the DATEV client-id (Mandant) and connect under DATEV connection with Connect to DATEV (sign-in at DATEV in the browser). The page shows Connected since …; when the sign-in expires it says "The DATEV sign-in has expired. Please reconnect."

Configuration incomplete

If something is missing, the DATEV page lists it ("Before DATEV files can be generated, these details are still missing: … Activity code for task 'Bartender'") and stays locked until everything is filled in. If no DATEV OAuth credentials are stored on the server, the API option reports "DATEV API not set up" -- switch to import files in that case.

The four tabs

All tabs begin with the Event and, where needed, the Payroll month.

Master data

Creates the registration file for all employees of the event. For past months you can optionally restrict it to the released times of one month.

The preview lists Employee, Personnel number, Start date, Person group and Activity code. If a personnel number is still missing, it reads "Assigned on export" -- EVENTRA assigns it during the export. Two boxes can block the export:

Not exportable -- employees for whom a detail is still missing; they are left out of the file until it is added.
Employment type changed during month -- employees who worked under several employment types in the period, with the time segments. The old employment must be deregistered and the new one registered; until then Export master data is locked.

Export master data (n) creates the file(s).

Movement data

The month's hours and surcharges as wage-type bookings; day rates and released expenses appear as their own wage-type lines. Leave Employees empty to export everyone; Cost centre and Cost unit override the default from the settings. The page counts the bookings ("n bookings"), Export movement data creates the file. Active time and pay rules are applied automatically.

Deregistrations

"Employees whose last released time belongs to this event and who do not continue working that month." Three figures -- Total employees, Deregistrations, Still active -- and the list with Personnel number, Last released time entry and Other time entries this month. Anyone who does not continue working that month carries the Deregistration marker, minijobbers additionally Minijob. Export deregistrations (n) creates the file.

Open minijob decisions

"n mini-jobbers with released times this month are still undecided and will not be deregistered." Decide first on the Minor Employment page.

Reconciliation

Upload the DATEV master-data export (CSV) (semicolon-separated with header row); the personnel number links both sides. The result shows Field, DATEV value and EVENTRA value per employee in two areas:

Master data -- "EVENTRA is authoritative — please update these values in DATEV."
Period-specific (month) -- "These values apply to the billed period, not to today. Do not change them to the current state."

The tab Not in DATEV lists employees who must be registered through the master-data export first. The Reconcile button starts the comparison; Change selection and Compare again repeat it.

What you get

Import files

The Files generated box offers every file for download:

LODAS reads the file through its ASCII import; the record description is inside the file itself.
Lohn und Gehalt needs the layout registered once: first import the .ini file in the ASCII import wizard, then the CSV file.

The files are written in the encoding DATEV expects (CP1252).

Via the API

With DATEV API (hr:exchange) the data sits directly in the DATEV client after the export. The Sent to DATEV box lists the job ids for the DATEV protocol with which you can trace the import in DATEV.

Difference to STOTAX

Both interfaces share the settings under Payroll & expenses and the groundwork in the monthly close; only the selected provider is active. The STOTAX page is described under STOTAX Payroll.