STOTAX Payroll Export

EVENTRA integrates with STOTAX, a German payroll reporting system, to help you manage employee registrations, time-based payroll data, and employee terminations/exits. This guide covers the STOTAX Management page found under HR > Payroll > STOTAX.

The page header reads: STOTAX Management with the description "Verwalten Sie die STOTAX-Meldungen und -Daten. Hier können Sie die STOTAX-Meldungen und -Daten verwalten, exportieren und importieren." The STOTAX logo appears in the top-right corner.

Page Layout

The page has three tabs:

1. Meldung & Stammdaten -- registration and master data import/comparison.
2. Zeiterfassung & Bewegungsdaten -- time recording review and CSV export.
3. Abmeldung -- employee exit/termination management.

Tab 1: Meldung & Stammdaten (Registration & Master Data)

This tab handles the import and comparison of employee master data with STOTAX records.

Workflow Overview

The registration process follows a multi-step wizard:

1. Upload -- upload STOTAX data files.
2. Comparison -- compare uploaded STOTAX data against EVENTRA's employee records to identify discrepancies.
3. Plausibility -- review data plausibility checks.
4. New -- handle new employees found in the upload.
5. Re-entry -- handle employees returning to work.

Step 1: Upload

1. Select an event from the event dropdown.
2. Upload two files by dragging them into the upload zones or clicking to browse:
   • Full Staff file -- the complete employee roster.
   • Active Staff file -- currently active employees.
3. The system reads the files (using Windows-1250 encoding) and processes them.
4. Click to proceed to the next step.

Step 2: Comparison

After upload, the system compares the imported data against the existing EVENTRA employee database. You will see:

• A list of employees with any discrepancies between STOTAX records and EVENTRA data highlighted.
• Each discrepancy shows the field name, the STOTAX value, and the EVENTRA value.

Steps 3-5: Plausibility, New Employees, Re-entries

• The plausibility step validates data consistency.
• New employee records can be reviewed and downloaded as CSV.
• Re-entry employees can be reviewed for any data changes needed.

Downloading Data

Throughout the process, you can download generated CSV files. The download is triggered automatically when the export mutation succeeds.

Tab 2: Zeiterfassung & Bewegungsdaten (Time Recording & Movement Data)

This tab manages the monthly payroll closure and CSV export of time recording data.

Progress Indicator

A two-step progress bar is displayed at the top:

1. Prufung (Review) -- select and review a month.
2. Export -- generate and download the CSV file.

Step 1: Prufung (Review)

1. Under Monat fur Abschluss auswählen, select a month from the dropdown.
   • Placeholder: "Monat auswählen".
   • Only months with released time recordings appear.
   • Help text: "Es werden nur Monate angezeigt, die freigegebene Zeiterfassungen enthälten".
   • If no months are available: "Keine Monate zur Abrechnung verfügbar".
2. Once a month is selected, a to-do list of open items appears for review.
3. Click Weiter to proceed to the export step.

Step 2: Export

The export form includes:

1. Event (required) -- select the event to export data for. Placeholder: "Event auswählen".
2. Kostentrager (required) -- cost provider field. Placeholder: "Kostentrager eingeben".
3. Mitarbeiter ID (optional) -- filter export to a single employee. Placeholder: "Fur einzelnen Mitarbeiter filtern".
4. Kostenstelle (required) -- cost center field. Placeholder: "Kostenstelle eingeben".

Time Adjustment Rules:

• Below the form fields, all available time adjustment rules are listed.
• Each rule shows its name, status badge (Aktiv/Inaktiv), type (Hinzufügen/Abziehen), and parameters.
• Use the toggle switches to include or exclude specific rules from the export.
• An impact summary appears for each enabled rule showing: affected time entries, affected employees, and total time adjustment.
• A green summary box titled Gesamte Auswirkung aller ausgewählten Regeln shows the combined impact.

Export Summary:

• A grey box at the bottom shows the selected month, event, number of valid time entries, and number of invalid entries (if any).

Action Buttons:

• Zuruck -- go back to the review step.
• CSV generieren -- generate and download the CSV file. Disabled when there are validation errors or missing required fields.
• Weiter -- proceed to the next step.

Tab 3: Abmeldung (Exit/Termination)

This tab helps manage employee deregistrations from STOTAX when their employment or event participation ends.

Page Header

• Title: Mitarbeiter-Abmeldungen verwalten (with a LogOut icon)
• Description: "Übersicht uber Mitarbeiter und deren letzte Arbeitstage pro Event im ausgewählten Monat"

Selecting a Time Period

1. Under Zeitraum auswählen, select a month from the Monat auswählen dropdown.
2. Three summary cards appear:
   • Mitarbeiter gesamt -- total employees in the selected period.
   • Events im Monat -- number of events in the month.
   • Potenzielle Abgange -- potential exits/terminations (highlighted in orange).

Event Exit Cards

For each event in the selected month, a card shows:

• Event name with date range, total employees, and number of deregistrations.
• CSV Export button -- download a CSV of exit data for that event.

The table within each card shows:

• Name -- employee name.
• Stotax-ID -- the employee's STOTAX identifier.
• Letzter akzeptierter Tag -- last accepted work day (with calendar icon).
• Status -- one of:
  • Arbeitet [Event Name] (blue badge) -- employee works at another event.
  • Hat Folgetag-Eintrag (green badge) -- employee has entries the following day.
  • Letzter Arbeitstag (red badge) -- this was the employee's last work day.

Refreshing Data

Click the Aktualisieren button to refresh the exit data. The refresh icon spins while loading.

When no data is available: "Keine Daten verfügbar" / "Es wurden keine Mitarbeiter mit akzeptierten Zeiten im ausgewählten Zeitraum gefunden."

Error Messages