Payroll integration
Oracle HCM to DATEV integration: the German payroll delivery from Oracle HCM Cloud for the tax adviser
An integration between Oracle HCM Cloud and DATEV prepares new German employees, salaries, one-off payments and leavers from Oracle in LODAS or Lohn und Gehalt, where the tax adviser reviews and takes them over. Oracle provides no ready-made DATEV template for this, so KoppelHet builds the delivery on Oracle's Payroll Interface extract or REST API.
What the integration does
Organisations that use Oracle HCM Cloud worldwide and have German payroll run in DATEV by a tax adviser send changes as a spreadsheet without an integration. The office retypes them, and a salary change effective in the previous month easily misses the run.
- KoppelHet sets up the Payroll Interface for Germany in Oracle, or a custom extract, limited to the German legal employer.
- Every day KoppelHet reads the new and changed data with its effective date.
- KoppelHet converts them into master data and movement data in the form DATEV expects, with the tax adviser's wage types.
- The delivery goes to the DATEV data centre through the Lohnimportdatenservice, or as an ASCII file to the office.
- The tax adviser takes over the data and runs the German payroll.
What to watch for with Oracle HCM Cloud and DATEV
- Oracle has its own Payroll Interface extract for external payroll providers, with templates for certain vendors but not for DATEV. KoppelHet uses that extract or the REST API and converts the output into the DATEV format itself.
- In the Payroll Interface salary, element entries and bank accounts come through as historical records with effective dates, and the other data as the current state within the period. The tax adviser therefore gets a bonus and a backdated rise with the right month.
- For the Payroll Interface Oracle requires a legislative data group and a payroll statutory unit per country. Germany gets its own group in it, and KoppelHet only reads that one, so colleagues from other countries do not reach the tax adviser.
- The Oracle feeds also report contingent workers and hires that are not yet final. Only employees of the German legal employer go to DATEV; a contingent worker does not belong in German payroll.
- In Oracle a salary has an amount and a frequency, for example yearly. DATEV works with a fixed monthly amount per wage type; KoppelHet converts and records per salary basis which of the office's wage types it lands on.
- With DATEV the data waits in the data centre after delivery, and the tax adviser takes it over at the press of a button. That step stays with the office; KoppelHet follows the status and reports which German employees are still open just before the cut-off.
- The Payroll Interface uses the HCM Extracts infrastructure, including delivery over SFTP. If the office chooses an ASCII file instead of the import service, Oracle places the file in an SFTP folder and KoppelHet delivers it from there.
How we build and run it
- The integration runs on the KoppelHet platform, hosted in a data centre in the EU.
- Every sync and every error is visible in the functional log; on an error your administrator is notified.
- A change that cannot go through is not half-applied but queued for another attempt.
- KoppelHet is ISO 27001 certified. Data travels encrypted and stays on the platform no longer than needed.
- After go-live we manage the integration and adjust it when your process changes.
- The integration fits next to your existing integration layer. Only the fields in the design are transferred; the platform keeps no register of its own.
Implementation and price
This is not an app you switch on. We build the integration for your organisation on our platform, with building blocks we reuse on every project. So it is custom work that does not start from scratch.
A consultant prepares the intake and analyses both systems. We then record the mapping and exceptions field by field, test in the test or acceptance environment and go live at a moment you choose. Costs are a one-off amount for the setup and a monthly amount for platform, monitoring and support.
Frequently asked questions
Do we need Oracle Payroll?
No. The Payroll Interface is meant for an external payroll provider; Germany does have to be set up as a country with Payroll Interface.
Technical details for IT
For those who want to know how it works under the hood: APIs, fields and sources used.
- Oracle HCM Cloud through the Global Payroll Interface extract (licence per country through Features by Country or Territory, legislative data group and payroll statutory unit for Germany, BI Publisher template, delivery over SFTP) or through the REST resources workers and salaries plus the employee Atom feeds (newhire, payupdate, termination), filtered on worker type employee and LegalEmployerName.
- To DATEV through the Lohnimportdatenservice (master and movement data as an ASCII import through the DATEV data centre, activated in DATEV Arbeitsplatz by the tax adviser, only for selected partner software after onboarding on the DATEV Developer Portal) or an ASCII file the office imports into LODAS.
Which fields are transferred
The key fields. The full mapping is agreed per customer.
| Field in Oracle HCM Cloud | Field in DATEV | Notes |
|---|---|---|
PersonNumber | Personalnummer | Or a lookup if the office uses its own numbers |
Naam en geboortedatum (workers) | Name, Vorname, Geburtsdatum | |
Start date van de work relationship | Eintrittsdatum | |
Salary amount en frequentie | Festbezug | Converted to the monthly amount |
Element entry (eenmalig) | Lohnart (Bewegungsdaten) | Through a lookup per element |
Personal payment method (bankrekening) | Bankverbindung (IBAN) | |
Termination date | Austrittsdatum |
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