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.
• 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 Legal ID. 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 maps the DATEV wage types with Factorial’s payroll concepts using the wage type mapping from DATEV LAUDS.

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:

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 SmartLogin with access to that client.

Prerequisites in Factorial

• DATEV Lohnaustauschdatenservice (LAUDS) is installed and connected. The integration takes these from DATEV LAUDS: your consultant number (Beraternummer), which client number (Mandantennummer) belongs to each legal entity. The DATEV Lohnergebnisdatenservice also takes the wage type mapping already configured during the DATEV LAUDS settings.
• The legal entity is in Germany. Only German legal entities can be connected.
• You are an admin in Factorial, so you can install and set up integrations.
• For the DATEV Lohnergebnisdatenservice only: a regular payroll run must exist in Factorial for the month you want to import data for.

What to review with your tax advisor

For both data services:

• Client per legal entity: which DATEV client number belongs to which legal entity in Factorial.
• Closing the accounting month: when the month is closed in DATEV. Data will only be accessible after that.

Also for the DATEV Lohnergebnisdatenservice:

• Wage types: which DATEV wage types are used, and which Factorial payroll concept each corresponds to. This mappings are set while setting up DATEV LAUDS .
• Net additions and deductions: make sure to map the net wage types in DATEV LAUDS as well. The payroll results import needs them.
• 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 LAUDS.

Access for your tax advisor

To connect a legal entity, a person needs two things: a DATEV SmartLogin that is authorised for that legal entity's client in DATEV, and admin rights for integrations in Factorial. This is often whoever does your company's payroll. If nobody in your company has a suitable SmartLogin, your tax advisor can connect for you:

1. Invite your tax advisor to Factorial as an external user and give them admin rights for integrations.
2. They sign in to Factorial, open the integration's Settings and connect the legal entity with their own DATEV SmartLogin (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 SmartLogin.
• If access to the client is lost, or the consent is withdrawn in DATEV, the connection stops working and it has to be stablished again.

Setup in Factorial

1. Install the integration
   Open the Factorial Marketplace, find the DATEV integration 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 and 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. Repeat steps 3 to 5 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 their Name, Family 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)

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

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 verification form will pop up. Just click the Start Import button. 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.

If a check fails, you see the reason straight away and nothing is imported. Otherwise, a last form window will come up showing some feedback about the process: how many employees will be involved, if some of them 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.

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.
• Uninstall the integration: When uninstalling, choose Uninstall. Every legal entity is disconnected from DATEV and the integration's own records, such as its connections, 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 LAUDS. Change the consultant number, client numbers, personnel numbers and wage type mapping in DATEV LAUDS.

DATEV Lohnauswertungsdatenservice:

• Accounting months: you can retrieve any month from January of the previous year up to the last closed month.
• Always documents for the whole company. DATEV returns the payslips of all employees of all legal entities of the company. You can't retrieve the payslips of only one particular employee.

DATEV Lohnergebnisdatenservice:

• Imports 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 LAUDS can't be imported.

Troubleshooting

For both data services

DATEV Lohnauswertungsdatenservice

DATEV Lohnergebnisdatenservice