LessorLøn - Setup Guide

1. Setup of Emply

To set up the integration to LessorLøn, it is necessary to make a setup in the Emply platform, so that mapping can be made between fields in Emply and LessorLøn. The following must be set up;

1. LessorLøn fields on the form for creating new employees
2. LessorLøn elements in the salary widget
3. Absence types (optional)

1.1 New employee creation form

The form is set up to support the flow when a new employee is hired in the company. In addition to master data or recruitment data, the information used for new recruitment to LessorLøn is entered into the form.

The following example of the master data form setup shows some of the required fields. 

The fields used for integration must be split fields. It is set up as follows;

Create fields(felt) > select field(felt) > select settings(indstillinger) > select advanced settings(avancerede indstillinger) > turn on 'Use in other forms'(Benyt i andre formularer) and turn on 'Update data across forms'(Opdater data på tværs af formularer) - (See image example below):

Example of LessorLøn fields

2. Import of employees

To use the integration, employee data must be stored in Emply and imported into the system. The import is done as part of the implementation process. 

1. The customer agrees that we retrieve master data and employment information from Lessor A/S, for example confirmation by email.
2. The file is ordered by the implementation consultant by Lessor Suite and then it is ready for the customer. The file comes in CSV format from LessorLøn.
3. The file is securely delivered to an Emply consultant.
4. The files are used to identify if Emply is set up and ready for import
5. The files are imported at the agreed date

1. Filen bestilles af implementeringskonsulent ved Lessor Suite, hvorefter den ligger klar til kunden. Filen kommer i CSV format fra LessorLøn.

3. Setup of integration

In order for data to land in the right place in LessorLøn, it is necessary to map the fields in Emply to fields in LessorLøn.

3.1 Activating the integration

The top button in the integration setup can activate the integration and records on active employees are synchronized to LessorLøn. Until the fields are set up this mode is recommended.

3.2 Auto-authorisation of data from Emply to LessorLøn

The second button is disabled by default. If this is activated, creations and changes on employees will be created directly in LessorLøn and will not have to be approved in 'Employee for approval'('Medarbejder til godkendelse' / 'Medarbejderændring til godkendelse') in LessorLøn.

3.3 Setting up fields - Master data

Below we have shown an example of a setup of the LessorPayroll integration. 

• Column on the left indicates destination in LessorLøn
  • If the text is in [text], these are read from LessorLøn
• Column on the right indicates field in Emply
• Red padlocks indicate that the fields are mandatory for setup
• Blue padlocks are optional
• The whole absence part is optional

The above contact details do not need to be filled in when creating an employee.

• Company Code - created in Emply as a form element and mapped with values taken from LessorLøn
• Organisation Code - created in Emply as a form element and mapped with values taken from LessorLøn
• Settling Group Code - created in Emply as a form element
• Quota Numerator - choose 'Working hours each week'
• Salary - Choose between 'Fixed salary' or 'FTE salary' (calculated by Emply)

• Job Profile Code - created in Emply as a form element and mapped with values taken from LessorLøn

• Posting Group Code - created in Emply as a form element and mapped with values taken from LessorLøn
• Dimension Codes - created in Emply as a form element and mapped with values taken from LessorLøn
• Department Code - Here you can choose between User defined department code (unique) or cost center specified by department in Emply
• Department Title - Here you can choose between Department Title (unique) or external department name specified on department in Emply
   

On the left side are the fields in LessorLøn and on the right side corresponding fields have to be selected in Emply. For more details on each field, read the description. If you are not yet ready to activate the integration, you can press save in the bottom left corner. 

3.4 Setting up fields - Absence

Under Absence, the absence types retrieved from LessorLøn are mapped.

Please note that before the absence registration is used in Emply:

• the customer must ensure that the vacation balances of the employees are the same in Emply and LessorLøn
• the absence period creates registrations that are equal to the one you want to run in LessorLøn
• be aware that it is possible to send the same absence registration

When the integration is active, the absence types are mapped and the employees' balances for vacation, vacation leave, etc. are revised, the employees can start using absence registration in Emply.

3.5 Setting up the payroll group and payroll widget 

• Go to Templates > Payroll > Payroll Group (new or edit)
• Choose payroll system - Lessor [title]*

Go to the 'Export' section

Synchronize pay is disabled 

Enable this if you want the salary to be transferred from Emply to LessorSalary.

Resignation information is optional, but codes can be entered manually from the customer's LessorLøn.

3.6 Go to the 'Form Element' section

Here you add elements to be used for LessorLøn. They appear on the employee's payroll widget and are data managed by the agreement.

Jobprofilecode: Emply is set up with the form with the options you have in LessorLøn. 

4. Activate the connection

Once the fields are mapped, the connection to LessorLøn is activated by enabling integration in the top right corner of the setup window. Click the disabled button to change it to enabled and press save in the lower left corner. 

When the integration is activated, a synchronization to LessorLøn takes place when a new employee is actively created or a change is made to an employee in Emply.

Therefore, to test the integration, a new employee must be created or saved on an existing one.

5. Testing the LessorLøn integration

The test phase is reviewed in collaboration with the customer.

Once the integration is enabled, data can be sent to LessorLøn when a change is made to an employee or a new employee is created. 

Automatic approval of employees and employee changes

It is recommended that this is not enabled until you have verified and approved the transfers from Emply to LessorLøn.

If this is activated during the integration setup, the following sections 'New employee'('Ny medarbejder') og 'Employee changes'('Ændring på medarbejder')  can be disregarded. 

5.1 New employee

When a new employee is created in Emply, it lands under the menu item 'Employee for approval'('Medarbejder til godkendelse') in LessorLøn as in the picture below;

To see the data of the employee sent from Emply click on the button 'Map' and then you can see the employee's data as in the picture below. If the data is correct, you can approve the employee by clicking the 'Approve employee'('Godkend medarbejder') button.

If the employee's fixed salary is also transferred, click on the button 'Fixed payroll for approval'('Faste lønreg. til godkendelse') button to view it. Approval of the salary is done at the same time as the approval of the employee. 

5.2 Change on employee

When changes are made to an employee's data in Emply, they are transferred to LessorLøn and are located under the menu item 'Employee changes for approval'('Medarbejderændringer til godkendelse'). 

To see the changes, click on the 'Kort' button and select the 'Changed fields'('Ændrede felter') tab on the employee card. Here you can see which fields have changed. If the changes are correct, you can approve the change by clicking on the 'Approve employee'('Godkend medarbejder') button.

5.3 Employee resignation

Resignation of an employee is sent immediately to LessorLøn (Medarbejdere til godkendelse) for fixed-term contracts and when resigning an existing employee (Medarbejderændringer til godkendelse).

Follow the steps below:

1. Set the resignation date in Emply.
2. Approve the change in LessorLøn.

Undo employee resignation:

1. Remove the resignation date on the employee in Emply.
2. Approve the change in LessorLøn.*

*The web service allows you to map resignation reasons in Emply with reason codes in LessorSalary:

1. When an employee resigns and states the reason, it is sent to LessorLøn.
2. If you undo the resignation of the employee and remove the date and reason in Emply, it will:
   • Remove the resignation date in LessorLøn.
   • Not remove the reason in LessorLøn. However, this can be manually removed in LessorLøn.

5.4 Change of remuneration type

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

Procedure:

1. Notify the payroll administrator to end the hourly payroll employment of an employee and wait for the payroll administrator to notify you that it has been completed and the employee number has been changed.
2. Rename the employee code in LessorLøn.
   • Search and select employee in LessorLøn.
   • Go to 'Andre integrationer' / 'Omdøb medarbejder'.
     
   • For example, 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 (employee number).
   
6. Save - and the agreement is created om LessorLøn under 'Medarbejdere til godkendelse'.
7. Check employee card (the original employee number) and possibly 'Faste Lønreg. til godkendelse' in LessorLøn.

6. Department

If you want to map several sub-departments in Emply, to one department in LessorLøn, you need to fill in an external title and cost center id for that department.

To do this, go to Settings > Account > Departments > select desired department.

Fill in 'External title' and 'Cost center id'.

Please make sure that this is mapped correctly, so that 'Department cost center ID' is selected when mapping 'Department code', under 'Department'.

In addition, it is important to ensure that the custom ID is unique.

7. Absence (optional)

It is possible to send absence registrations from Emply to LessorLøn. To do this, it is a prerequisite that the integration is connected and activated. Accrual of holidays and vacation days is set for reimbursement in Emply.

7.1 Setting up absence types

Go to Settings > Templates > Absence

Select a group, for example 'Blue collar worker' or 'White collar worker', and select the desired absence types. Finish by clicking Save.

(See article Create/edit absence templates for further explanation)

7.2 Manual synchronization of absences

When running payroll in LessorLøn, the payroll system needs to load absence registrations to calculate correct balances.

To create a transfer of absence records and an absence file:

Go to Employees > Payroll > click '+ New Payroll'

Fill in the form below to match the pay period for LessorLøn:

Finish by pressing Generate and a transfer to LessorLøn will be generated via the web service.

7.3 Automatic generation of absences for LessoLøn

In Emply it is possible to create an automation for the creation of LessorSalary absence synchronization.

Go to Settings > Automation > click on '+ New workflow' and enter title > select 'Payroll group' and 'Scheduled':

Then select when you want the automation to run and which salary group(s) it will affect:

Finish by clicking Save.

Click on '+ Add action':

The corresponding period is chosen below:

Finish by clicking Save.

7.4 Absence transfer log report

Go to Settings > Integrations

Find the latest absence on LessorLøn

Grøn = all registrations have been transferred

Gul = some absence records have been transferred and at least one has failed

Rød = all registrations have failed

Example of an absence synchronization report:

The absence lands in LessorLøn as shown in the picture below:

Note!

LessorLøn accepts multiple registrations to the same day

Emply can send the same registrations multiple times to LessorLøn

Risk of double-registration when creating payroll periods in Emply. 

7.5 Absence registration file

After the transfer, you can click on the pay period in Emply and view the detailed content CSV file.

Go to Employees > Payroll > Find the pay period and click on it.

Click on 'Files generated'.

It can then be opened in a text editor to check that it looks as expected: