CloudPayroll

1) Integration

2) Setting up integration

3) Exporting data for a payrun

4) Creating new users

5) Import/Update users

6) Import/Update entitlement balances

7) Run export checks

8) Changing a users home payroll entity and re-linking to a new CloudPayroll organisation 

9) Zeroing out entitlement balances for inactive/terminated users

10) Troubleshooting

11) Error handling

12) CloudPayroll integration - Webinar

 

1) Integration

The data relationship for the easyemployer and CloudPayroll integration is outlined in the image below. 

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In this integration CloudPayroll is the master data set for user data. Users can be created in easyemployer but they will need to be linked to an existing profile in CloudPayroll as before their first payrun. Once a user is linked, easyemployer will update user details based on the information provided by CloudPayroll. This is a manual process that will only occur when the import/update users option is selected in easyemployer.

When processing a payrun easyemployer will send user interpreted timesheets to CloudPayroll via an API. During this process easyemployer will complete certain checks to ensure the data is correct. 

CloudPayroll is also the master data set for entitlement balances. These can be checked and pulled into easyemployer by using the import/update entitlement balances function. 

 

Emails

There is no separate payslip email field in CloudPayroll. The email set in CloudPayroll needs to be the communication email that the user will receive communications from in easyemployer. Employees access payslips through the CloudPayroll Kiosk. Once an employee has been granted kiosk access to CloudPayroll they can adjust the email to receive notifications of their pay to a different email address. Changes made by employees to their email will not affect the integration between easyemployer and CloudPayroll. 

 

2) Setting up the integration

Initial Configuration 

Setting the integration needs to be completed in the easyemployer program. Open the organisation structure (Organisation>Organisation structure) and select the payroll entity. In the payroll entity, click on the settings tab. 

Click Edit on the payroll application section, select CloudPayroll and save.

Once CloudPayroll has been set as the payroll application, a connect option will appear at the bottom of the payroll entity>settings page. Clicking the connect button will redirect users to the CloudPayroll login page. From here users will need to enter their credentials to complete the connection.

Some organisations may have multiple payroll entities. It is possible to connect multiple payroll entities to different CloudPayroll accounts. 

 

Mapping Pay Elements

Pay elements in CloudPayroll are equivalent to Payroll codes in easyemployer. In CloudPayroll, all pay elements must be configured as 1x multipliers for the integration to function correctly. This is because easyemployer sends the interpreted rate with the multiplier already applied to CloudPayroll. Therefore rate multipliers do not need to be more or less than 1x. In the case of public holidays, codes must be configured in CloudPayroll as ordinary pay elements and not as leave elements. 

 

Configuring Cost Centre Codes

CloudPayroll needs to have all cost centre codes that could be used in the export to be predefined. Cost centre codes can be configured under the 'Setup>Costing/GL' navigation option in CloudPayroll. The timesheet export will check to ensure that all cost centre codes being used in an export are defined in CloudPayroll before including them as part of the export. Cost centre codes in easyemployer can be derived from a number of locations. This can be defined in the 'Organisation>Organisation Strcutrue>Payroll entity>Settings>Cost centre code format' setting. Cost centre codes that do not exist in CloudPayroll cannot be included in the payroll export. When exporting a timesheet, a warning will be generated if any cost centre codes included in the export do not match.

 

3) Exporting data for a payrun

Timesheets are exported from easyemployer to CloudPayroll. This can be completed through the payroll report or the new payroll processing page. The standard process for finalising a payroll period should be completed prior to the steps listed below. The process for completing an export is the same in either the payroll report or the new payroll processing page. The steps are:

1. Click Begin export.

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2. Check & map employees - The first stage of this process is to check that all employees included in the payrun are mapped to CloudPayroll. If any employees are not mapped, they will appear on a list. At this point a prompt and a link will appear to map the users. Once completed, click the 'retry' button to continue. 

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3. Check & update base rates between easyemployer and CloudPayroll - This step provides a notification of users that have a base rate configuration mismatch between easyemployer and CloudPayroll. Clicking Accept & Continue will update the rate in CloudPayroll to match the rate in easyemployer.

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4. Check all active payroll categories are defined in CloudPayroll - This step checks that all payroll categories that would be used in the export have been defined in CloudPayroll as pay elements. It also checks that pay elements have been set to a 1x multiplier. If any incorrectly configured elements are found, a list will be displayed. Each incorrectly configured element will need to be resolved before continuing. 

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5. Check that all the cost centre codes are defined in CloudPayroll - This step checks that all cost centre codes that will be included in the export have been defined in CloudPayroll. Any missing codes displayed here need to be added to CloudPayroll before continuing.   

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6. Export employee timesheets - This is the final step of the process. This step sends the interpreted timesheet export from easyemployer to CloudPayroll. Included in this export is the totals for each payroll category and the rate for each employee. 

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4) Creating new users

There are two ways that new users can be added to easyemployer

1. Create the user in CloudPayroll first and then import them into easyemployer

2. Create the user in both systems and link them during the import process

These methods are provided to allow flexibility to managers without access to CloudPayroll. This means users can be created as required in easyemployer as long as they are linked soon thereafter. Users can be used within the system as normal prior to linking them to CloudPayroll. Users need to be linked to CloudPayroll before their first timesheet is exported.

 

Mapping a user

Users are mapped using the import users page in easyemployer. In this process users will be tentatively mapped to existing accounts with similar names and addresses. The tentative links or weak matches should be checked to ensure the mapping is correct. 

Once a user has been linked their CloudPayroll ID will be displayed in the Integrations tab in each user's profile. 

 

5) Import/Update users

New users can be added to the system in a few ways. Best practice for this is to create the users in CloudPayroll and then import them into easyemployer. The same process can be used to update user data in easyemployer based on the data in CloudPayroll. 

1. Click Organisation in the navigation bar.

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2. Select Import/Export.

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3. Select Import/Update Users.

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4. Follow the prompts and check the data that will be imported. 

 

6) Import/Update entitlement balances

Entitlement balances should be updated regularly. This process is explained in the Entitlement balances article. Please follow the guide and select CloudPayroll as the source application. 

Note: Balances calculated in the most recent pay run in CloudPayroll will not be available for import into easyemployer until that pay run has been closed in CloudPayroll. If the pay run is not closed, the balances from the most recent closed pay run will be imported. 

 

7) Run export checks

Run export checks can be used to complete the same checks that occur during a payroll export. but this feature can be used before a payroll period has ended. This means any integration updates or issues can be resolved before a payroll period has ended.

To use this feature, open the payroll report and click on the Run export checks button

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A popup box will appear. Click Begin to start the process.

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The checks that need to be completed are the same as those that occur when a payrun is processed. Each step should be completed in the same way as they would when processing a payrun.

 

8) Changing a users home payroll entity and re-linking to a new CloudPayroll organisation 

On occasion, a users home payroll entity may need to be changed. When this occurs the user needs to be re-linked to a new CloudPayroll organisation. From a high level the steps in this process are:

1. In easyemployer, change the users home payroll entity

2. In CloudPayroll, add the user to the new company

3. In easyemployer, perform a users import to link the user(s)

 

As each of these steps need to be completed in different locations, they are explained in more detail below. 

Step one: In easyemployer, change the users home payroll entity

1. Open easyemployer

2. Click Organisation in the navigation bar

3. Click Users

4. Select the user that will be changed to a new payroll entity

5. Click the Payroll tab

6. Click Edit on the home payroll entity

7. Change the home payroll entity for the user and click Save

8. Repeat for other users as required

 

Step two: In CloudPayroll, add the user to the new company

- Please refer to CloudPayroll documentation and procedures for instructions regarding this step

 

Step three: In easyemployer, perform a users import to link the user(s)

1. Open easyemployer

2. Click Organisation in the navigation bar

3. Select Import/Export

4. Select Import/Update users

5. Select the payroll entity to use and click Next

6. On the review page, check if users have been mapped correctly

7. Click Import

 

9) Zeroing out entitlement balances for inactive/terminated users

Once a user has been deactivated/terminated in CloudPayroll, they will no longer have their entitlement balances imported into easyemployer. This is due to a limitation in easyemployer. This means that the entitlement balances for deactivated/terminated users will remain in a user's profile in easyemployer. There a two ways to zero a user's leave balance in easyemployer. The first method is recommended if a number of users need their leave balance zeroed. The second method is a manual process that needs to be completed for every entitlement on a user's profile. 

 

Method one: Flat file

As an overview, there are 3 stages to this process.

1. Obtain the easyemployer standard format flat file

2. Populate the easyemployer standard format flat file in Excel

3. Import the easyemployer standard format flat file into easyemployer

Each of these steps will be explained in more detail below. 

 

Step one: Obtain the easyemployer standard format flat file

1. Open easyemployer

2. Click Organisation in the navigation bar

3. Click Import/Export

4. Click Import/Update entitlement balances

5. Change source application to easyemployer standard format

6. Click the Click here for an example file to download the example file

 

Step two: Populate the easyemployer standard format flat file

1. Open the easyemployer standard format flat file

2. Add the user's name to the given_name field 

3. Add the entitlement name into the entitlement_name field

4. Add the balance of the user

5. Repeat for each entitlement balance and user

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Step three: Import the easyemployer standard format file into easyemployer

1. Open easyemployer

2. Click Organisation in the navigation bar

3. Click Import/Export

4. Click Import/Update entitlement balances

5. Change the source application to easyemployer standard format

6. Select the file that has been populated with data in accordance with step two

7. Click Import

 

Method two: Manual process

1. Open easyemployer

2. Click Organisation in the navigation bar

3. Click Users

4. Locate and select the user

5. Select the Leave tab

6. Edit the first leave entitlement and adjust the value

7. Click Save

8. Repeat for other entitlements as required

 

10) Troubleshooting 

Re-exporting payroll

If a pay run needs to re-exported, the payroll in CloudPayroll needs to be re-opened. Please follow the steps below. 

1. Open CloudPayroll and log in

2. Open the required organisation/company (only required if group login is used)

3. Click payroll -> open

4. Click "Change dates"

5. Ensure dates are correct and then click "Open a new payroll"

Once the payroll has been opened, the easyemployer payroll report can be exported again.

 

Missing user from the CloudPayroll payroll

If users are missing from the CloudPayroll payroll, the first thing to check is if the user has been included in the payroll export in easyemployer.

1. Open the easyemployer payroll report

2. Find the user

3. Set "Include user in payroll export" to "Yes"

4. Repeat steps for other users

The pay run can be exported once a user has been set to be included in the payroll report. Please follow the instructions outlined above in the "Re-exporting payroll" section.  

 

11) Error handing 

Some errors may occur during the export process. Known errors and their resolutions are listed below. 

Error: Unprocessable Entity

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The cause of this error is a payroll code in easyemployer that is exporting to a pay element in CloudPayroll that is set as a bonus type allowance.

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To resolve this issue, change the payroll code in easyemployer that is exporting to a pay element in CloudPayroll from a bonus type allowance to another allowance type.

 

Error: Unable to update timesheet, Uploading timesheets is is progress.

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This error has occurred because a payroll period has not been opened in CloudPayroll. This must be done before exporting data from easyemployer.

To resolve this issue, open the payroll period in CloudPayroll before attempting to export. Please follow the steps below. 

1. Open CloudPayroll and log in

2. Open the required organisation/company (only required if group login is used)

3. Click payroll -> open

4. Click the "Cancel" button in to top right

5. Open the payroll period following CloudPayroll documentation/processes

Once the payroll period has been opened in CloudPayroll, the payroll report can be exported from easyemployer.

 

Error: Employee has already been paid

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No action can be taken in easyemployer to resolve this error. To resolve this issue, please contact CloudPayroll support. 

 

Error: Incorrect users being imported

If there are users showing on the "import users review screen" from a different CloudPayroll organisation, it means that the connection was established to the wrong CloudPayroll login. This can happen if the wrong CloudPayroll login was used to authorise the connection. CloudPayroll requires that specific organisation logins are used for the API connection. This is necessary as CloudPayroll do not support group logins authorising the connection for more than one payroll entity.

To resolve this issue, the connection needs to be re-established to ensure the correct login is used.

1. Open CloudPayroll and log in with the group login

2. Take note of the organisation ID

    - Multiple browser sessions could be used to do this using incognito browsers or multiple browsers

3. Ensure CloudPayroll has been logged out in the browser that will be used to open easyemployer

4. Open easyemployer and log in

5. Click Organisation

6. Click Organisation Structure

7. Select the Payroll entity that is to be connected 

8. Click Settings

9. Click Disconnect under CloudPayroll

10. Click Connect under CloudPayroll

11. Log in to CloudPayroll and ensure the details a specific for the organisation that is being connected 

     - Do not use the CloudPayroll group login details

Once re-connected, perform a user import and review user on the review screen (display toggles will assist with this process). Ensure that the correct users are included in the import. 

 

Error: No users found when importing

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This error can be resolved by disconnecting CloudPayroll and then reconnecting again. The steps to do this are below. 

1. Open easyemployer

2. Click Organisation 

3. Click Organisation structure

4. Click on the Payroll entity

5. Select Settings

6. Click Disconnect

7. Click Connect

8. Follow the propmts to reconnect CloudPayroll. 

 

Error: No records were found when importing entitlement balances

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This error can be resolved by disconnecting CloudPayroll and then reconnecting again. The steps to do this are below. 

1. Open easyemployer

2. Click Organisation 

3. Click Organisation structure

4. Click on the Payroll entity

5. Select Settings

6. Click Disconnect

7. Click Connect

8. Follow the propmts to reconnect CloudPayroll. 

 

Error: Operation timed out

This error can occur when the CloudPayroll API connection has timed out. To ensure that all data was exported successfully it is recommended that the Re-exporting payroll process be followed. Re-open the payrun in CloudPayroll and then re-export the easyemployer payroll report.

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Error: Leave adjustment is more than total leave taken. Please enter manual credit

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This error occurs when an employee has taken more leave hours than they will accrue in CloudPayroll. To resolve this error, follow the steps below:

1. Open the CloudPayroll organisation

2. Locate the user linked to the ID shown in the error message (for example, user 17)

3. Open the payroll report in easyemployer

4. Locate the same user from step 2

5. Click the timesheet link under the employee's name

6. Adjust the leave shifts so the employee does not go into negative entitlement value

7. Finalise the payroll report

8. Export for payroll processing

 

Error: There are problems with the payroll categories or pay elements in this pay run

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This occurs when a user included in the payroll export has not been assigned to an award pay group. All users being exported to CloudPayroll need to be assigned to an award pay group so they are using payroll coding that is supported by CloudPayroll. 

To resolve this issue, user/s will either need to be assigned to an award pay group or they will need to be excluded from the payroll export.  

 

Error: An error occurred while communicating with CloudPayroll 

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This occurs when there is at least one user in the easyemployer payroll export that already exist in CloudPayroll, but their start date is set to after the period end date of the payroll export. Multiple users could be the cause of this error.

To resolve this issue, update the employee's start date in CloudPayroll. The date needs to be set to a date before the exporting payroll period's end date. 

 

12) CloudPayroll integration - Webinar 

 

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