DATEV Personal: Entering monthly data
Guide to entering monthly data in DATEV Personal. Entering variable figures (hours, bonuses, allowances), distinguishing them from fixed remuneration, approving data for the practice and making corrections after approval
Introduction
You use the ‘Enter Monthly Data’ function to record values that vary from month to month – working hours, bonuses, allowances or one-off payments. You enter these into a tabular overview and then release them to us for payroll processing. The data is then transferred directly into our payroll programme.
A few clarifications first, as there are often misunderstandings regarding monthly data:
You do not enter the entire salary in the monthly data – fixed payments such as the agreed monthly salary are stored in the master data and do not need to be re-entered every month.
Simply entering the data is not enough: the data only reaches us once you have approved it. And you do not need to do any calculations yourself – you simply enter the figures; our payroll software handles the conversion to gross and net amounts.
This article explains which figures should be included in the monthly data, how to enter and approve them, and what to bear in mind when making corrections.
What monthly data is
Monthly data refers to the variable transaction data for a pay period. It differs from fixed payments, which remain constant and are stored in the master data.
Variable values
You enter everything into the monthly data that varies from month to month.
Typical examples include hours worked by employees on an hourly wage, overtime, bonuses, commissions, holiday pay or allowances for night work, Sunday work and work on public holidays.
One-off amounts, such as a special payment or reimbursement of expenses, also belong here if they are to be processed via payroll. You enter each value in the designated column of the overview.
Fixed Remuneration
The agreed monthly salary of a permanent employee does not change from month to month. Such fixed payments are stored in the master data and are automatically included in every payslip. You do not need to re-enter them in the monthly data.
If a fixed payment changes permanently – for example, due to a pay rise – this should not be entered in the monthly data, but in the master data. We explain how to amend master data in a separate article \[Link zu einem Hilfsartikel].
How to enter monthly data
Data is entered into a table in which your employees and the possible values are already set up.
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Open the monthly data
In DATEV Personal, open the Monthly Data section for the current payroll month.
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Select the employee
Select the person for whom you wish to enter values. In the tabular overview, you will see the wage types assigned to this person.
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Enter the values
Enter the working hours, amounts or allowances in the relevant column. Any fields left blank will remain empty for that month and will not be included in the payroll.
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Check your entries
Before you approve the entries, check that all the values have been entered. Otherwise, any missing hours or supplements will not appear in the payslip.
The tabular format has the advantage that you can process several employees one after the other in the same view and keep track of which values have already been entered.
Submitting the data to us
Once you have entered the data, the important second step follows: approval. Only once you have approved a month’s data will it be made available for transmission to us and entered into our payroll system.
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You finalise the data entry
You ensure that all figures for the month have been fully entered – for all employees, not just individual ones.
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You approve the data
You approve the monthly data for transmission to us. In doing so, you confirm that the data is complete and ready for payroll processing.
Without approval, the recorded figures remain in DATEV Personal and do not reach us. Simply entering data without approving it means that the figures will be missing from the payroll.
Please approve the data by the agreed deadline. This allows sufficient time for payroll processing and any queries that may arise.
Corrections after approval
Sometimes it is only after approval that it becomes apparent that a value is missing or incorrect. Whether a correction can still be included in the current month depends on how far along the payroll processing is.
As long as we have not yet produced the statement, a correction can usually be taken into account. If the statement has already been processed, the figure is usually corrected in the following month.
In such cases, it is best to contact us directly rather than simply changing the value. This allows us to assess whether the correction can still be included in the current month or needs to be carried over.
Interaction with master data and the calendar
The monthly data is interlinked with other areas of DATEV Personal. Fixed pay comes from the master data, whilst variable figures come from the monthly data.
For employees on an hourly wage, you can also record their attendance and absences in the calendar down to the exact day. This simplifies pre-entry, as the days are organised and can be more easily converted into hours. We describe how the calendar works separately:
Common sources of error
- Forgotten to approve: Values entered without approval do not reach us. The relevant hours or bonuses are then missing from the payslip and must be added retrospectively.
- Fixed remuneration entered twice: If a monthly salary is also entered in the monthly data, even though it is already in the master data, there is a risk of double payroll processing.
- Incomplete data entry: If only individual employees are entered and the rest are forgotten, values for the rest of the team will be missing.
- Permanent changes in the monthly data: A pay rise belongs in the master data. If entered in the monthly data, it only applies to that one month.
- Corrections made without consultation: If a value is changed without notification after approval, it is unclear whether the change will be reflected in the current payroll run.
Your and our responsibilities
Your responsibilities:
- Enter all variable figures in full
- Approve the data by the cut-off date
- Report any necessary corrections promptly
Our responsibilities:
- Process the approved data in payroll
- Calculate gross, net and deductions
- Classify corrections and take them into account in the correct month
We will work with you to set up the pay types included in your overview. If you regularly enter values that are currently missing, we will add the appropriate pay type.
Frequently asked questions
Do I have to re-enter the monthly salary every month?
No. Fixed payments, such as the agreed monthly salary, are stored in the master data and are automatically included in every payslip. In the monthly data, you only need to enter the variable figures.
What happens if I forget to approve the data?
The entered values will remain in DATEV Personal and will not reach us. They will then be missing from the payslip. You should therefore approve the data by the agreed deadline.
Can I still change values after approval?
As long as the payslip has not yet been generated, a correction can usually be taken into account. After that, the value is generally corrected in the following month. It is best to contact us directly.
Do I have to convert the hours to gross myself?
No. You simply enter the hours worked or the amounts. Our payroll software handles the conversion to gross and net figures, as well as any deductions.
Where do I enter a pay rise?
A permanent change to a salary should be entered in the master data, not in the monthly data. If entered in the monthly data, it would only apply to a single month.
How do I record hours for employees on an hourly wage?
You can enter the hours directly in the monthly data or first record attendance and absence in the calendar on a day-by-day basis. You can combine both methods.
By when must I approve the data?
By the agreed monthly deadline. This is based on your pay date and will be agreed with you.
Since when has the ‘Monthly Data’ function been available?
The monthly data entry feature in DATEV Personal has been available since November 2024 and has been expanded since then.
Legal notice
This article provides an overview and is not a substitute for individual advice. The scope of functions and menu navigation in DATEV Personal may change as a result of updates; the current version is always the authoritative one.
If you have any questions about data entry or the set-up of pay types, please contact us directly.
As at: June 2026