This plug-in tool allows you to easily export your PeopleHR data, ready to provide to our Access Payroll Services to process your payroll.
*For some of our products, integration may be available to automate this data transfer from PeopleHR to our Access Payroll Services, please contact customerservices@peoplehr.com to discuss.*
Before you can run this tool you will need to ensure to create a logbook, a query and an API key, you are also able to transfer 'Salary Entitlements and Deductions' using this tool by updating these to match the pay codes in payroll.
--Creating the Logbook--
Logbook name: PSC Payroll Details
Field names:
Marital Status
Payment Type
Cost Code A
Cost Code B
Cost Code C
Pay Group (This field is defined to store the 'pay group' for employees, e.g Company 1)
(All fields will need to be 'Text Fields' when setting up the logbook screen, please refer to below screenshot for further guidance)
On How to build a logbook, please see:
--Creating the Query--
Query Name: Payroll : PSC Payroll Details
Field names:
From the left hand side select areas:
'PSC Payroll Details'
From the right hand side select areas:
Contracted Hours
Marital Status (PSC Payroll Details)
Payment Type (PSC Payroll Details)
Cost Code A (PSC Payroll Details)
Cost Code B (PSC Payroll Details)
Cost Code C (PSC Payroll Details)
Pay Group (PSC Payroll Details)
On how to create a Query, please see:
--Creating the API Key--
Once you have created the logbook and query the next step is to create an API key with 'ALL' Employee and Salary endpoints and the query (Payroll : PSC Payroll Details).
On how to create an API key, please see: http://help.peoplehr.com/integrations/creating-an-api-key
--Salary Entitlements and Deductions--
In order to use this tool to transfer Salary Entitlements and Deductions you will need to ensure you have valid Pay Codes entered within your PeopleHR Entitlements and Deductions. Please speak to your Access Payroll Services Payroll Executive, who will provide the Pay Codes. Note that the entitlements and deductions will need to be setup with a format of ‘PayCode – Description’ for the plugin to work, where the Pay Code is entered before the description, with spaces and a dash in between as represented in the following example: 201 – Pension Paid
On how to add salaries and entitlements and deductions, please see:
--Running the Plugin--
1. Once you have created the API key, click on the 'Plugins' tab:
2. Select the tab 'New Requests'
3. Select 'Access Payroll Service'
You will then be presented with this screen:
4. Enter the API Key into the 'Enter Api Key' text box.
5. Then enter the Payroll Start and End date to specify the Date range for processing new starters and permanent pay changes.
6. Onboarding data: Only to be used if creating a fresh payroll database (This will class all employees as new starters and pull through all pay code changes)
7. Report Mode: View a snapshot of the data extracts without saving historical changes. (Make sure on each payroll run, to run the Plugin not in report mode)
8. Click submit.
You will then find this in the 'Requests' tab - the most recent request will be at the top. It can take up to 2 minutes to be accepted.
If successful, you will be able to select the 'Download' button to download this report. If failed, select the red icon to view an error report - you can send this file over to our team at customerservices@peoplehr.com to review and assist.
The export will generate three extracts per 'Pay Group'. The Pay group is specified within the logbook. The three extracts you will see are labelled below:
One for new starters (Starters.csv)
One of employee amendments (Employee amendments.csv)
and finally one for permanent pay changes (Permanent Pay.csv)
If run in report mode this data can then be checked and confirmed before repeating the request and submitting with 'report mode' unticked to run the files to be sent to our Access Payroll Services.
Once this sync has 'Completed' you would then need to download the files and send them to your Payroll Executive, from a registered email address, to import the files created or via an Access Workspace Collaborate site as appropriate.
Thanks,
Customer service team