People can send new starters, leavers and change of details to Earnie Payroll. Earnie has a flexible import which can be setup to import data from CSV files. CSV files can be created from the People Query function.
Step 1
Log into People® and go to the Query option.
Click on '+' to add a new query and choose the following fields using the screen sections on the left and the the fields
Select the following:
Address
Salary Type
Salary Amount
Total Salary
Bank Name
Bank Code
Account Code
Account Name
Date of Birth
Start Date
Department
Personal Email
Job Role
Known As
NI/SSN
Title
Personal Phone Number
Final Day of Employment
Working Hours
Gender
Press 'Next' and call the Query, "Payroll : Earnie Extract"
Step 2
The file contains the following data:
Address
Total Salary
Bank Name
Bank Code
Account Code
Account Name
Date of Birth
Start Date
Department
Personal Email
Job Role
Known As
NI/SSN
Title
Personal Phone Number
Current Salary
Date Left
Hourly Rate of Pay
Within Earnie we need to tell it how to import this file, here are the steps (we do them once to configure) and then we can load the file all the time
Go to 'File' > “Import Data” (to set up an export structure 'File' > 'Export Data')
This window is where you see what structures are already in place and where you can change them or add new ones of your own making. Structures whose descriptions start with * are dedicated to the system, you can look at them but not change them.
To create a new structure click 'Add'. The message prompt will ask if you wish to copy the current structure highlighted.
To keep things simple for now, click 'No' so we start with an empty structure.
You will see “New Structure (n)” added to the bottom of the list:
Give this structure a name that will help you identify its purpose when returning to this list, call it People HR
That’s the structure created, next click on the 'Details' tab.
Import File: This is the location of the file containing the details you want to import. You can click the 'Browse' button to search the system. Double-click on the file name when you find it.
File Type: There are a few options here. 'Comma Separated' (CSV will be the option this tutorial focuses on. With a CSV file fields can be of varying length but must be separated from each other by a comma. Your source file would look something like this:
1001,Mr,Bob,Belcher,AB123456A,01/01/1979,
Further details on fixed length and excel types can be found in the software help files.
Next click on the 'Fields' tab.
Because we are using the type 'comma separated' we can ignore the columns 'Line', 'Start Position', 'Length' and 'Default Value'.
The object here then is to build up a list of the details contained in your source file. These need to be added in the same order they appear in the source file. You will always need to start with CODE.
The fields in the CSV file are in this order
Employee ID
Title (Mr, etc)
First Name
Last Name
Known As
DOB
Start Date
Job Role
Department
NI
Salary
Postcode
Add 1
Add 2
Add 3
Add 4
Personal Phone
Bank Name
Bank Code
Account Code
Account Name
Your import structure will end up looking something like this:
Using this structure we could import the example CSV to either update the details of employee no. 1001 or create employee 1001 with these details (if 1001 doesn’t already exist).
Once you have built up your list of details to match the source file click 'Save'.
NOTE: Whenever you save an import structure the system will automatically make the same structure available in the 'Export Data' list.
Click on the 'Options' tab.
Here we set some rules for how payroll is going to work through the import file:
On Import:
If you import data that is telling the program to create a New employee because the CODE in the file does not exist, what do you want it to do?
Without Warning - Just go ahead and do it
With Warning - Will pause the import and give you a chance to select yes or no
The same options apply to new departments and new account groups.
After Import:
You can Rename the File so there is no chance of the same data being imported again by mistake
You can Delete the File so there is never any chance of the data being imported again, full stop
You can Do Nothing.
Import Automatically on Log-in:
Tick this box if you wish the program to pick up the data automatically, say from a personnel system whenever you log in.
That is the import structure set up and ready to use.
To perform an import you can click on the 'Import' button and the system will import the details contained in the file referenced in 'Details' tab.
Step 3
Earnie Payments and Deductions
By creating a Query called "Payroll : Benefits Feed" with the fields: Employee ID, First Name, Last Name, Company, Benefit Type, Benefit Date Awarded, Benefit Date Expiry, Benefit Value
The system will allow you to map the benefit codes in People to the benefit codes in Earnie. To allow multi company support each benefit code in People may be represented by different benefit codes in the target payroll companies.
The following rules are used:
If the benefit code mapping between People and Earnie is not found then the benefit will not be sent to Earnie, nor will it be sent if the enabled option for that benefit code in the mapping screen is not checked.
If the Date Awarded is before the Payroll End Date and the Expiry Date is blank or equal to or after the Payroll End Date then value will be transferred to Earnie. Do not leave the date expiry blank unless you want to set up a reoccuring payment or deduction.
If the Date Awarded is before or equal to the the Payroll End Date and the Expiry Date is before or equal to the Payroll End Date but equal or after the Payroll Start Date then the value will be transferred to Earnie.
Else nothing will be transferred.
Download the Ernie Integration file HERE
Thanks,
Customer Services Team