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Using Datev Lohn und Gehalt with Planday

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Are you using Datev Lohn und Gehalt to manage your payroll, then you can easily export the payroll information into a payroll report and import it in Datev Lohn und Gehalt. You can also import payslips from Datev Lohn und Gehalt and make them available the for employees directly in Planday.

Follow the steps below to learn how you can make the best of using both Datev Lohn und Gehalt together with Planday.

 

1. Setup and activate Datev Lohn und Gehalt

Initially you must import an .INI file into your Datev Lohn und Gehalt account, so the system can recognise the format from when importing payroll reports from Planday.

Contact Planday support and we will sent you the .INI file.

  1. Log in to your Datev Lohn und Gehalt account
  2. Neue Formatbeschreibung für die Bewegungsdaten in Lohn und Gehalt über den Menüpunkt „Extras | ASCII-Import-Assistent…“ anlegen. INI-Datei importieren durch den Button "Importieren..."

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In Planday you must configure the payroll export format before you can generate the reports. Log into Planday and go to the integration page in Settings > Integrations > Activate and manage.

Find Datev Lohn und Gehalt and press Activate.

Enter following settings:

  • Berater nummer – find the berater number in Datev Lohn und Gehalt or get the information from your accountant.
  • Mandanten nummer – Find the mandanten number in Datev Lohn und Gehalt or get the information fra your accountant.
  • Konstenträger –  normally a 5-digit number in Datev Lohn und Gehalt, which indicates the cost as a salary.  

When all settings are entered press activate. 

 

2. Apply salary identifiers and salary codes in Planday 

To ensure correct payroll output from Planday, you need to apply salary identifiers and salary codes from Datev Lohn und Gehalt in Planday, so they are identical. 

Salary identifiers 

Update each employee with the unique salary identifier in People > edit the specific employee > Salary > Salary identifier.  

Salary codes 

Update Planday with Salary codes from Sage 50 Payroll so it can identify, if the data in the export file should be counted as normal hours, extra hours or payroll supplement. 

First, enter the salary code for normal worked hours and monthly salary in Settings > Payroll > General > Salary codes.

If you want to apply salary codes for payroll supplements you need to create the payroll supplements and then add the salary code. Create the payroll supplements in Settings > Payroll > Payroll supplements. Create or edit the supplements to enter the specific salary code.

If you are using Planday to register e.g. sickness and it's created as a shift type, you can also apply salary codes to that specific shift types. Go to Settings > Schedule > Shift types and edit the shift type you want to apply the salary code for.

Finally, if you want to separate the hours between different employee groups for the employees payroll, you can apply specific salary codes to different employee groups. Apply salary codes to employee groups in the top menu People > Employee groups > and edit the employee group to enter the salary code. The salary code for the employee group will then overwrite the salary code for normal worked hours.

You can learn more about preparing payroll here.

Before exporting the payroll export file, remember to check up on approved shifts.

 

3. Export Datev Lohn und Gehalt reports in Planday 

  1. Go to Payroll > Payroll export 
  2. Choose date interval 
  3. Choose between all employees or only specific employee groups or employees. 
  4. In Format choose Datev Lohn und Gehalt 
  5. Save the file on your desktop 

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4. Import the payroll report in Datev Lohn und Gehalt. 

  1. Die Maske „Datenübernahme | Bewegungsdatenimport“ öffnen. Dort ist die neu angelegte Formatbeschreibung (hier im Beispiel mit Namen „planday“) in der Combobox „Hersteller“ enthalten. Nach Auswahl „planday“ und Eingabe des Monats der Übernahme kann über den Button „Dateiauswahl…“ der Import der Bewegungsdaten von Planday gestartet werden.

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5. Import Datev Lohn und Gehalt payslips into Planday 

  1. Save the PDF-file with payslips on your desktop. We recommend that you control that the content of the file is correct before you import it into Planday. 
  2. Log in to Planday and go to Payroll > Import payslips 
  3. Choose start- and end date: type in the same date as on the payslip 
  4. Existing payslips: If there you’ve already imported some of the payslips for the chosen period you can add new payslips to the existing. You can also choose to overwrite the existing payslips. 
  5. Choose Payslip in Type 
  6. Choose the Format Datev Lohn und Gehalt 
  7. Upload the file with payslips from your desktop and press import. The payslips will now be available for the employees, when they log into Planday. 

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