FAQ

Please note: LessorLøn is a Danish payroll system and operates only in Danish.

Daily usage guidelines/rules:

1. Employees are only created in Emply.
2. Employees are only changed in Emply.
   • Unless it is on information that Emply does not have/should not show or make use of.
3. Changes made in LessorLøn, e.g. name and address changes, will not be reflected in Emply.
4. The customer chooses whether they want to enable auto-approval of changes from Emply.
   • We recommend that the customer runs with approval in LessorLøn for a period of time and evaluates data and your process before activating it.

Causes of errors

If the integration does not work, check:

a. the web service / integration is enabled > must be enabled (green)


 

b. if the setup is faulty or if there has been an error in the data expected by LessorLøn
- Check the activity log

• Check that the employee has the necessary data on the form and that the date of employment information is not in the future
• Check that the fields in the integration are set up correctly
   

1. that the employee is filled in correctly. Since we retrieve data on the employee in different places in the system, the error may lie in several places in the Emply setup or in the use of Emply:
   •  
     • Employee master data form (Go to 'Employees' > select employee > find master data under 'Overview')
     • Employee's employment (Go to 'Employees' > select employee > find payroll widget under 'Overview')
     • Employee's department - is the department set up correctly? (Go to 'Settings' > 'Account' > go to 'Department' > select department)
     • Employee's registration (absence) - is it approved? (Go to 'Employees' > 'Absence' > select employee)
     • General setup of integration fields (See setup guide for requirements for setting up fields in the platform)
       
        
2. the department has the correct 'User defined ID'. In Emply, departments must have filled in a custom ID that is unique. You can create new departments in Emply, which are created in LessorLøn via the integration.
   
    
3.  

Questions

Q: Can the integration handle multiple employments for an employee?

A: No, we only support the active and future agreement of the primary employment

Q: How does Emply handle employment under collective agreements where LessorLøn is responsible for adjusting rates?

A: In cases where salaries are not negotiated individually, LessorLøn handles when and how much the salary is adjusted. In this case, it is recommended that Emply does not transfer the rates to the employment.

• In Emply, the salary group is by default set not to transfer the salary rate
• In Emply, benefits/fixed salary parts can be set not to transfer the rate

Q: Can LessorLøn send data back to Emply?

A: No, the integration is *on the way from Emply to LessorLøn.

For example, if you have collective agreement or general rate adjustments, you can update these manually in Emply.

• Update of employee's fixed salary parts on the salary widget, when entering or importing
• Update of benefits under templates

Q: What to be aware of when an employee changes employment contract?

A: Users in Emply should be aware that the correct cut-off dates are used when an employee changes employment, for example:

• Company Code
• Settling Group Code
• Job Profile Code
• Posting Group Code
• Change in salary
• Working hours
• Base salary

Be aware that the employee will keep their salary number / employee code. If not a new employee will be created in LessorLøn.

Q: What do I need to be aware of when an employee changes pay type?

A: There is no method in Emply that can handle the change before the employee's old employment has ended in LessorLøn.

How to proceed:

1. Notify the payroll administrator to terminate the hourly payroll employment of an employee, and wait for the payroll administrator to notify you that it has been terminated, and the employee number has been renamed.
2. Rename the employee code in LessorLøn.
   • Search and select employee code in LessorLøn.
   • Go to 'Other registrations' / 'Rename employee'.
     
   • E.g., put a 'T' in front of the employee number.
3. End existing (hourly) employment on the employee.
   • This can be done at any time if the pay period has not ended.
4. Notify HR (Emply) that a new agreement can be created on the employee number.
5. Go to Emply and create a new agreement on the existing employment (employment number).
   
6. Save and the agreement is created in LessorLøn under 'Employees for approval'.
7. Check employee card (the original employee number) and possibly 'Fixed Payroll reg. for approval' in LessorLøn.

Q: When are new hires from Emply sent to LessorLøn?

A: New employees are first sent to LessorLøn on the start date.

Q: How do I know if a new employee is created, and an existing employee is updated in LessorLøn?

A: You can check the integration log in Emply and check in LessorLøn under 'Employees for approval', if auto-approval is not enabled in Emply.

Q: Can I create an employee without a social security number in Emply and create them in LessorLøn?

A: No, there must be a social security number on the employee. However, you can create an employee with a social security number with 0000 in the last 4 digits (This must be corrected in Emply before the first payroll).

Q: Can I update an employee's social security number if we didn't have it when we created the employee?

A: Yes, it must be changed in Emply and the validation is done in LessorLøn. If the social security number is not valid, it will appear as an error in the integration log and the employee will be sent to the buffer in LessorLøn 'Employee changes for approval'.

Q: When are resignations sent from Emply to LessorLøn?

A: They are sent over immediately.

Q: Can I undo a resignation that has already been sent to LessorLøn?

A: Yes, you can. The change will be sent to LessorLøn immediately.

Q: What should you be aware of when making changes in LessorLøn and Emply?

A: When new values are created in Payroll for any of the fields below, the value must also be manually created in Emply, and the mapping added:

• Company Code
• Settling Group Code
• Job Profile Code
• Posting Group Code
• Dimension Codes
• Production Number

Q: How is the P-number handled in the integration?

The production unit number (P-number), MUST be registered for alle employees in Denmark. It indicates the address of the employee's primary workplace.

Options in LessorLøn:

1. All employees MUST have a P-number in LessorLøn > configured in LessorLøn.
2. The P-number comes either from registration numbers in Virksomhedskoder > P-nummer...
3. ...or from Afdelingskoder > Produktionsenhedsnr.
4. All P-numbers MUST be in Virksomhedskoder > Produktionsenhedsnr.
5. Customers can choose whether they add P-numbers to departments in Afdelingskoder > Produktionsenhedsnr.
6. If social security numbers are added to departments, these are automatically added to employees, depending on which department employees are located under.
7. If social security numbers are NOT added to departments, then the employee's social security number must be added manually. The system provides options from Virksomhedskoder > Produktionsenhedsnummer.

Configuration of P-number in Emply and LessorLøn:

Configuration 1

Q: How should the customer configure Emply and LessorLøn if the P-number is NOT added to the department locations in Emply?

A:

• The departments must be 1:1 in Emply and LessorLøn.
• UdlejerLøn must add P-number to departments.
• When creating an employment/contract, a department must be set on the payroll widget.

Result: P-number is automatically added to employment in LessorLøn.

Configuration 2

Q: What if P-numbers ARE added to the department locations in Emply?

A:

• All departments in Emply must be set up with, at least one, location where a P-number is added. If department has multiple locations, then a location must be added to each department.
• The P-numbers must be added to each company code on LessorLøn.
• When creating an employment in Emply, select afdeling-(department), lokation-(location) AND virksomhedskode(company code) where P-number is configured in LessorLøn.

Result: P-number is sent from Emply and approved in LessorLøn.

Q: Do you need to update the data in Emply or in LessorLøn?

A: As the integration is a one-way integration sending data from Emply to LessorLøn, it makes sense to update the data on the employee in Emply. The update will then be sent to LessorLøn, where you can see what data has changed on that employee's card.

Q: Should the employee be created in both LessorLøn and Emply?

A: No. When a new employee is created in Emply, they will automatically be created in Emply with the data mapped in the integration settings. If automatic approval of new employees is not enabled, the new employee will land in 'employee for approval' in LessorLøn. It can then be looked through and approved. 

Q: How do absence records affect the employee's salary?

A: From Emply, data about holiday and absence records is sent to LessorLøn. Absence types are set up in Emply and mapped to absence types in LessorLøn. The payroll system handles how the absence affects the employee's pay. An example is self-paid leave, which must be mapped to the same absence type in LessorLøn, which takes care of making the deduction in the employee's salary.

Read more about absence here.

Q: What data does Emply extract?  

A: Emply can send master data, salary data and leave and absence records to LessorLøn. Some fields are mandatory to map, where others are optional. The whole leave and absence record is optional. 

Read more in the description.

Q: What information needs to be filled in Emply?

A: On the master data and in the payroll widget in Emply, some specific fields have to be set up, such as company code and organisation code. These are necessary to set up the integration. 

Read more in the setup guide.

Q: Can the integration retrieve salary adjustments from LessorLøn to Emply?

A: No, the integration is one-way and therefore Emply does not receive data about payroll adjustments from LessorLøn.

Q: Which versions of LessorLøn can Emply integrate to?

A: All LessorLøn Cloud solutions