DSN Monthly Declaration — User Guide

:::info Audience This guide is for the HR and payroll team. No technical knowledge required. The IT team has already set everything up — your job is to follow the steps below once a month. :::

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What is DSN?

DSN (Déclaration Sociale Nominative) is the mandatory monthly declaration that every French employer must send to social security organisations (URSSAF, retraite complémentaire, prévoyance, etc.).

It replaces all the old individual declarations (DUCS, DADS, CIBTP, etc.) with a single file generated automatically from your payroll data.

Old way	New way with DSN
6–10 separate declarations per month	1 single file, sent automatically
Manual data entry, risk of errors	Generated directly from salary slips
Sent by post or separate portals	Sent electronically in seconds

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Who does what

Role	Responsibility
HR / Payroll manager	Runs payroll, verifies slips, submits DSN
Finance / Accounting	Validates gross amounts, approves bank transfer
IT team	Maintains the system — no monthly action required

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Monthly calendar — salaries paid on the 17th

gantt
    title Payroll & DSN — Monthly timeline (current month salary paid on the 17th)
    dateFormat DD
    axisFormat %d

    section Payroll preparation
    Collect variable data (absences, bonuses)  :active, 01, 10d
    Run payroll entry in ERPNext               :11, 3d
    Finance review & approval                  :14, 2d

    section Salary payment
    Submit salary slips                        :milestone, 16, 0d
    🏦 Initiate bank transfer                 :milestone, 16, 0d
    💶 Employees receive salary               :milestone, 17, 0d

    section DSN declaration
    Submit DSN to social security              :18, 5d
    ⏰ Legal deadline (>50 employees)         :milestone, 05, 0d

:::note Reading the calendar

• The salary paid on the 17th is for the current month — for example, the January salary is paid on 17 January (not in February).
• "Day 05" in the DSN section refers to the 5th of the following month — the legal deadline. For companies with 50 employees or fewer, the deadline is the 15th of the following month.
• The bank transfer is initiated on the 16th so that the funds clear in employee accounts on the 17th. :::

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How is a salary slip generated?

Salary slips are not created one by one. ERPNext generates them all at once from a Payroll Entry — a single form that covers all employees for a given month.

flowchart TD
    A[HR opens a new\nPayroll Entry] --> B[Sets the period:\n1st → last day of the month]
    B --> C[Clicks 'Get Employees']
    C --> D[ERPNext lists all active\nemployees automatically]
    D --> E[Clicks 'Create Salary Slips']
    E --> F[ERPNext calculates each slip:\nearnings · deductions · net pay]
    F --> G[HR reviews amounts]
    G --> H{Amounts correct?}
    H -- No --> I[Edit individual slip\nthen recalculate]
    I --> G
    H -- Yes --> J[Clicks 'Submit Salary Slips']
    J --> K([✅ All slips submitted\nReady for DSN & bank transfer])

Each slip is calculated automatically based on:

• The employee's salary structure (base salary, standard deductions) set up in their HR file
• Any variable elements entered that month (bonus, absence deduction, overtime)

The HR manager only needs to check the final numbers — all the maths is done by ERPNext.

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The full monthly process — step by step

Step 1 — Prepare variable payroll data (1st–10th)

Before running payroll, collect for each employee:

• Absences (days off without pay, sick leave not covered, etc.)
• Bonuses or one-off payments
• Any changes to hours or contract

Enter these in ERPNext under HR → Leave Application (absences) or directly on the Payroll Entry as additional earnings/deductions.

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Step 2 — Run the Payroll Entry (11th–13th)

1. Log in to ERPNext at erp.devandre.sbs
2. Go to Payroll → Payroll Entry → New
3. Fill in:
   • Company: ktayl solution
   • Start Date: 1st of the month (e.g. 01/01/2026)
   • End Date: last day of the month (e.g. 31/01/2026)
   • Payroll Frequency: Monthly
   • Payment Account: the company bank account
4. Click Get Employees — ERPNext automatically lists all active employees
5. Click Create Salary Slips — one slip is generated per employee

:::info What ERPNext calculates automatically For each employee, ERPNext applies their salary structure:

• Gross pay = base salary + bonuses
• Deductions = retraite complémentaire, CSG/CRDS, mutuelle, etc.
• Net pay = what the employee receives on the 17th :::

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Step 3 — Review and approve (14th–15th)

Open each salary slip from the Payroll Entry to verify:

• Gross pay is correct
• Deductions are as expected
• Net pay matches what will be transferred to the employee's bank account

If a figure is wrong: open the individual slip → amend → save → recalculate.

Once all amounts are confirmed, Finance validates the total payroll cost.

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Step 4 — Submit salary slips (16th — day before payment)

Back on the Payroll Entry:

1. Click Submit Salary Slips — all slips move from Draft to Submitted
2. Click Create Bank Entry — ERPNext generates the accounting entry for the salary transfer

warning

A slip must be Submitted before it is included in the DSN. Slips in Draft status are invisible to the declaration system.

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Step 5 — 💶 Salary payment (16th → 17th)

On the 16th, Finance initiates the SEPA bank transfer for the total net payroll. The transfer is sent to the bank the day before so that funds clear and employees see the salary in their account on the 17th.

:::info This is the current month's salary The salary paid on the 17th of January is the January salary — not December's. The slip covers the full month (1st to 31st) but is processed and paid mid-month because it is a fixed monthly salary, not an hourly calculation. :::

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Step 6 — Submit the DSN (18th – 5th of following month)

Once salaries are paid, submit the declaration:

1. Go to Payroll → Payroll Entry — open the entry for the month
2. In the top-right menu, click Submit DSN
3. A confirmation pop-up shows:
   • Number of employees included
   • Any warnings (missing employee data)
4. Click Confirm

ERPNext will:

• Collect all submitted salary slips for the month
• Generate the DSN file automatically
• Send it to the declaration system
• Save the confirmation receipt on the Payroll Entry

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Step 7 — Check the result

Open the Payroll Entry. At the bottom, under Comments, you will see:

DSN 01/2026 — ✅ Acceptée Soumis le: 2026-02-03T09:14:32Z Identifiant envoi: A3F7C291 Individus: 1 | Déclarations: 1

Your work for the month is done.

If you see ❌ Rejetée, see the next section.

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If the declaration is rejected

A rejection means the file had a structural problem. This is rare — see the table below to know who acts.

What to do:

1. Take a screenshot of the red comment (the error message)
2. Send it to the IT team
3. The IT team corrects the issue and resubmits on your behalf

Who fixes what:

Error message	Meaning	Who fixes it
Bloc obligatoire absent	File structure issue	IT team
Version norme invalide	Software configuration issue	IT team
NIR manquant	Social security number missing on employee record	HR team
Date de naissance manquante	Date of birth missing on employee record	HR team

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Employee file — required fields for DSN

Each employee must have the following filled in ERPNext before their first payroll run:

Field	What it is	Where to find it
NIR	Social security number (15 digits)	Employee's carte Vitale or previous payslip
Date of birth	Date de naissance	ID document or employment contract
Gender	Sexe	ID document
Date of joining	Date d'entrée dans l'entreprise	Employment contract
Employment type	CDI, CDD, Alternance, etc.	Employment contract

To update: HR → Employee → search by name → edit and save.

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Full monthly timeline at a glance

Date	Action	Who
1st–10th	Collect absences, bonuses, variable data	HR
11th–13th	Create Payroll Entry, generate salary slips	HR
14th–15th	Review amounts, Finance approves	HR + Finance
16th	Submit all salary slips — initiate bank transfer	HR + Finance
17th	💶 Employees receive current month salary	—
18th–5th (next month)	Submit DSN declaration	HR
5th (next month)	⏰ Legal DSN deadline (> 50 employees)	—
15th (next month)	⏰ Legal DSN deadline (≤ 50 employees)	—

:::tip Set recurring tasks in Plane

• Task on the 11th: "Run payroll for [month]" → HR manager
• Task on the 16th: "Submit salary slips — payment tomorrow" → HR manager
• Task on the 18th: "Submit DSN for [month]" → HR manager :::

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Frequently asked questions

Can I resubmit a DSN after a correction? Yes. If a salary slip is amended after submission, contact IT with the employee name and the correction. The IT team generates a corrective DSN (DSN de substitution).

What if an employee is missing from the DSN? Their salary slip was not submitted. Check the slip in ERPNext — if it shows "Draft", submit it and then ask IT to resubmit the DSN.

Is the DSN the same as the payslip the employee receives? No. The payslip (bulletin de salaire) is what you give the employee. The DSN is the declaration sent to social security on behalf of the company. They use the same salary data but are completely separate documents.

Who receives the DSN? The declaration system forwards it automatically to URSSAF, pension funds (retraite complémentaire), and provident insurance (prévoyance).

Can I check past declarations? Yes. Payroll → Payroll Entry → open any past month → scroll to Comments to see the submission confirmation and reference number.

What if the 17th falls on a weekend or bank holiday? Initiate the bank transfer on the Friday before, so employees receive their salary on Monday. Example: if the 17th is a Saturday, Finance sends the transfer on Friday the 16th — employees see the money on Monday the 19th. The Payroll Entry dates and DSN period remain unchanged (1st to last day of the month).