3) Using custom payroll exports
4) Using custom billing exports
1) What are custom exports
The custom export feature can be used to build a custom export format specific to an organisation. This means that development work is not always necessary if an integration with a new product is required.
Custom exports enable organisations to control the format used to export their data to 3rd party applications. Having the ability to do this is cheaper and more flexible than methods previously used. This functionality will enable organisations to create a custom export or modify a custom export whenever the need arises.
NOTE: This feature is not enabled by default. Please contact support@easyemployer.com or call 1300 855 642 to enable this feature.
2) Creating custom exports
To access custom exports click 'Organisation'
Click 'Import/Export'
Click 'Custom Exports'
A list of existing custom exports will be displayed on this page.
To create a new custom export click the 'Create' button.
Once the 'Create' button has been clicked users will be taken to the page below.
The first field that can be populated in the 'Export options' section is titled 'Name'. This field represents the name of the new export.
The next field is titled 'Type'. There are three options available for this selection in the drop-down;
- Payroll application (timesheet) - Used to export uninterpreted timesheet data to a payroll application
- Payroll application (costs) - Used to send interpreted timesheet data to a payroll application
- Billing application - Used to integrate with a billing application
Changing the selection will change the available 'Provider format options' on the right side of the screen.
Under the 'File options' section, the first available field is titled 'File type'. There are two options available for selection from this drop-down;
- Comma Separated Values (.csv)
- Tab Separated Values (.csv)
The format should be selected based on requirements of the 3rd party program. Comma Separated Values (.csv) is the default as it is the most commonly accepted format.
The next field is titled 'File name format' and needs to be populated with the available values located in the top right of the page, under the 'File name format options' section. The options available on this list can be modified (typically called filters in easyemployer) to provide a more familiar format. Available filters include;
- date - {now|date:d/m/Y} = 10_12_2019
- prepend - {now|date:d/m/y|prepend:test} = test10_12_19
- append - {now|date:d/m/y|append:test} = 10_12_19test
Any filter used should be added to the end of the selected file name format option in shared curly brackets. For example: {now|date:d/m/Y}
The next field is titled 'File extension'. This is a free text field that enables users to define the file format. The most common file extensions used will be .csv and .txt. It is important to note that the dots (.) do not need to be added to this field. Enter the format as csv or txt as needed.
The next field is a tick box titled 'Include headers'. If ticked each column on the export will have a header that indicates what the column values represent.
Under the 'Columns' section, new columns can be added to the export. Each column requires a name and a least one provider. Providers are available for selection on the right under the 'Provider format options' (this is quite large and users can scroll down to see all available options). Only options available under the 'Provider format options' can be used. Multiple providers can be added to a column by clicking the 'add provider' text. Each provider should be considered a priority (this means that if there is no value found in the system for what has been set in provider field 1, then the system will use provider field 2 instead. If nothing is available in provider field 2 then the system will use the value set in provider field 3 and so on.). Multiple providers can be added to a provider field. For a provider to grab information from the system they must be added to the provider field in 'curly brackets' {}. If curly brackets are not added then the export will display the text that has been entered in the provider field (e.g. if N/A has been entered to the provider field with no curly brackets, the export will always display N/A in the column).
Additional columns can be added by clicking the 'add column' text. There is no limit to the number of columns that can appear in the export.
Once the columns have been added, the export can be saved by clicking on the 'Save' option.
Saved exports will be displayed on the list of custom exports. Existing exports can be edited by clicking the 'edit' option. This will reopen the same dialog where changes can be made.
Once a custom export format is no longer useful, it can be deleted by clicking the 'delete' button.
3) Using custom payroll exports
Once a custom payroll export has been created it can be selected for use. This will occur on the settings page for a payroll entity.
Click 'Organisation' in the navigation bar.
Click 'Organisation structure'
Select a 'Payroll entity' (some organisations have more than one).
Select 'Settings'
Click 'edit' on the payroll application and select the 'easyemployer Standard Format' (this is not available using all payroll applications, currently the only other option that can use custom exports is 'MYOB PayGlobal').
Once selected a new section will appear called 'Payroll custom export format' under the 'Payroll application settings' section.
The created custom exports will appear and can be selected using the 'Payroll custom export format'. This can be changed to a different format at anytime. Users have the ability to use different custom export formats for each payroll entity if required.
4) Using custom billing exports
Once a custom billing export has been created it can be selected for use. This will occur on the settings page for a payroll entity.
Click 'Organisation' in the navigation bar
Click 'Organisation structure'
Select a 'Payroll entity' (some organisations have more than one).
Select 'Settings'
Scroll down to the 'Billing application settings' and locate 'Billing custom export format'. Click 'edit' on this field and select the correct custom billing export.
Once the 'Billing custom export format has been set, the data can be viewed in the 'Billing activity report'. To open the billing activity report click 'Reports' in the navigation bar.
Under the 'Billing' sub heading select the 'Billing activity report'
When the 'Billing activity report' has been opened the report will need to be scoped. Each organisation will need to scope this report differently. Training or documentation should be provided to each organisation to explain the specific settings required to export this report.
Once the scopes have been set, the 'Billing activity report can be exported. Click the export option on the right side of the page.
