CloudPayroll | Initial Setup + Sync

1) Initial configuration
2) Mapping and importing users
3) Mapping and importing leave types and entitlement balances
4) Pay elements
5) Configuring cost centre codes
6) Run export checks
7) Perform a test pay run (optional)

 


🔍 RELATED ARTICLES

CloudPayroll | Integration Information
CloudPayroll | Managing Users
CloudPayroll | Managing Entitlement Types + Balances
CloudPayroll | Exporting a Pay Run + Re-Exporting a Pay Run


 

1) Initial configuration

Setting the integration needs to be completed in Easy Employer. Open the organisation structure (Organisation > Organisation structure) and select the Payroll Entity. In the Payroll Entity, click on the Settings tab. Once there:

  1. Click Edit on the payroll application section, select CloudPayroll and save.
  2. 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 you to the CloudPayroll login page. Enter your CloudPayroll user details to complete the connection.

Some organisations may have multiple payroll entities. It is possible to connect multiple payroll entities to different CloudPayroll accounts, just repeat the steps above for each payroll entity.

 

2) Mapping and importing users

  • Users are mapped using the import users page in Easy Employer. 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. The mapping algorithm uses other checks.
  • Although all that is required to create a user in Easy Employer is a name, with CloudPayroll integration, it is recommended an email address and mobile number are also added to improve the efficiency of the automatic mapping process.
  • Once a user has been linked their CloudPayroll ID will be displayed in the Integrations tab in each user's profile.
  • For details on how to map/import users, please refer to the Managing Users guide.

 

3) Mapping and importing leave types and entitlement balances

  • It is important to understand and manage entitlement types and entitlement balances between Easy Employer and CloudPayroll appropriately. This is because a user (may) see their entitlement balances on their payslip, but uses Easy Employer (which may also be configured to display entitlement balances) for leave applications. Having an accurate balance reflected in Easy Employer assists managers approving leave requests to make effective decisions.
  • Additionally, it's important to ensure that entitlement types (e.g. annual leave, paid sick/carers leave) are 'synced' between Easy Employer and CloudPayroll. This ensures that the balances (when manually synced) are apportioned to the correct entitlement type in Easy Employer.
  • For details on how to map/import users, please refer to the Managing Entitlement Types and Balances guide.

 

4) Pay elements

  • Pay elements in CloudPayroll are equivalent to Payroll codes in Easy Employer.
  • In CloudPayroll, all pay elements must be configured as 1x multipliers for the integration to function correctly. This is because Easy Employer 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.
  • Once all pay elements have been configured, update both systems to ensure they match.

 

5) 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 Easy Employer can be derived from a number of locations. This can be defined in the 'Organisation > Organisation structure > 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.

 

6) 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.

  1. To use this feature, open the payroll report and click on the Run export checks button.
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  2. A popup box will appear. Click Begin to start the process.
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  3. The checks that need to be completed are the same as those that occur when a pay run is processed. Each step should be completed in the same way as they would when processing a pay run.

Performing this step when first setting up your initial connection between CloudPayroll and Easy Employer ensures any issues can be identified and resolved early.

 

7) Perform a test pay run (optional)

As a final check, you could run a test pay run to ensure the initial set up and synchronisation of the systems has been completed successfully. Follow the steps on the exporting a Pay Run guide and Error Handling and Pay Run Troubleshooting (if required) to complete this step.

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