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DATEV-Integration

The DATEV integration allows Pulse to automatically retrieve payroll statements from the DATEV data center and make them digitally available to your employees in Pulse.
The transmission takes place via the DATEV Lohnauswertungsdatenservice – a secure online service through which PDF evaluations are retrieved.

Introduction

The DATEV integration is aimed at HR admins. It significantly simplifies the provision of payroll statements by automatically synchronizing the documents and storing them in the employee profile.

Requirements

To make the integration work, you need:

  • An active access to DATEV LODAS or DATEV Lohn & Gehalt
  • DATEV Lohnauswertungsdatenservice has been activated (usually through your payroll office)
  • At least one of the document types to be synchronized is activated for the Lohnauswertungsdatenservice: LOBN (for payroll statements) or LSTB (for income tax certificates)
  • Consultant number and client number for unique identification
  • Rights to manage integrations in Pulse (included in the Account Admin role)
  • Consistent and correct staff numbers in the digital personnel file

Setup in Pulse

  1. Go to Account Settings → Integrations.
  2. Create a new integration and select DATEV. Under Functionality, select Lohnauswertungsdatenservice.
  3. Enter the consultant number and client number and click Save. The integration has now been created but is not yet connected.
  4. Now click “Connect”. You will be redirected to DATEV to authorize the connection, log in there with your credentials.
  5. Confirm the authorization, you will then be automatically redirected back to Pulse. If everything went well, you will see the status “Connected”, if not, please contact our support.

Providing Payroll Statements

The integration is based on the Lohnauswertungsdatenservice:

  1. Create the payroll statement in DATEV (LODAS or Lohn & Gehalt).
  2. DATEV provides the LOBN documents (PDF evaluations) in the data center.
  3. Pulse automatically retrieves these documents via the service.
  4. The payroll statements are assigned to the correct employees in Pulse and securely stored in the profile.

Configuring Sync Plans

So far, we have only connected the integration, but we want the payroll statements to be automatically synchronized as well.

Click on the DATEV integration in the list of integrations to access the details. There you will find the “Sync Plans” section. Here you can specify on which day of the month the synchronization should take place. You can also specify multiple sync days per month, for example if you have different payroll runs.

If the integration status is “Connected”, everything is now ready for the automatic sync. At the next scheduled date, the payroll statements will be retrieved and assigned to the employees.

Runs

On the integration detail page, you will also find an overview of all synchronization runs. Here you can see when the last run took place and what status it had (Successful, Partially Successful, Failed).

Furthermore, you can see which document types were synchronized.

Next to each run, you will find a link to the Details, where you can see exactly for which period and staff number documents were retrieved and whether there were any errors (e.g., if a staff number was not found).

In the case of Partially Successful (usually due to not found staff numbers), you can correct the affected staff numbers in Pulse and then click Retry to restart the synchronization for these staff numbers.

Initial Sync

As long as there has not been an automatic run yet, you can also manually start an initial sync. To do this, click on the integration detail page on Initial Sync. Here you can select a period (months) for which the payroll statements should be retrieved. This is especially useful if you are setting up the integration for the first time and already have payroll statements in DATEV.

Currently, the last 1-3 months are available for selection. If you need older payroll statements, please contact our support, this is possible.

Document Sync

Currently, we synchronize the following document types:

  • LOBN: Gross/Net - Overview of an employee’s gross and net earnings per month (pay slip) If you need additional documents, please contact us.
  • LSTB: Income Tax Certificate - Annual certificate of the income tax and social security contributions withheld for an employee

The period for which the documents are retrieved is based on the sync plan and already completed runs. That means we always retrieve all documents that have been newly created since the last sync, regardless of the period. So documents for past periods can be retrieved if they have been newly created (e.g., due to corrections).

To avoid overlaps, we have implemented 2 mechanisms:

  • The period is based on whole days, i.e., if the automatic sync takes place on the 25th of the month, all documents up to and including the 24th of the month are retrieved.
  • Documents that have already been retrieved are not synchronized again, even if they fall within the period.

Notifications

We have already integrated the DATEV integration into our workflow system. There you can use triggers for created and updated runs to, for example, send chat messages to admins if a run failed or was only partially successful.

Security & Responsibilities

  • Pulse provides the technical interface to DATEV.
  • The responsibility for data quality lies with the customer.
  • Risks of incorrect data:
    • Payroll statements are assigned to the wrong employees
    • Documents cannot be imported

FAQ

Which data is transferred?
Only payroll statements (LOBN documents) from DATEV.

When does the document sync occur?
You can set this independently in the sync plans.

What happens with incorrect staff numbers?
The document cannot be assigned and is not synchronized.

Where can I find more information about DATEV?
In the DATEV Help Center.

Who do I contact in case of problems?

  • For technical questions about the integration: Pulse Support
  • For payroll-related questions: Your payroll office