Introduction and purpose
The following is not an integration, but a guide to setting up Emply to export payroll files to Epos Løn system.
Emply can create different files for import into Epos Løn, or in collaboration with Azets Danmark to automate the payroll files for import into Epos Løn.
Usage
Epos Løn export can deliver:
- Create employees
- Update employees
- Create recruitments on employees
- Create allowances/benefits
- Register absences on employees
Absence files for pay must be accrued separately
It is not possible to delete absence and other records with the file - Dismissal of employees
Data formats
Emply can deliver delta files* in CSV format for:
- HR Master Data (Export template set up)
- Resignations and other master data fields to be sent with a start date where an end date is specified (Additional export templates are set up)
- Allowances and deductions (Set up with benifits in Emply and salary codes set on the salary group)
- Absence registrations (Set up on the salary group and run by automation)
*It is recommended from Emply and Azets that the delta file is set up so that only data that has been changed should be added to the payroll system Epos, as this way you retain a full log in Emply and Epos Løn.
Preparation
NOTE: Salary files attach to the Salary tab in the Employee module, therefore it is important to ensure that roles that will not have access to the generated salary files have the "Overview" turned off on the Salary tab under Employees on their respective role.
- The customer must always have a payroll consultant from Azets, whom the customer himself should order and contact
- The Azets payroll consultant and the customer work out which fields need to be transferred to the master data file
- The Azets payroll consultant and the customer must specify various codes and formats to be used for the setup, so that the customer and the Emply consultant can set up the form and payroll groups
- The Azets payroll consultant should provide all necessary information to the SFTP server where the payroll files will be delivered
- The customer should learn how to create payroll files to be able to deliver test files
- The Azets payroll consultant maps the payroll file so that the master data is imported correctly into Epos Løn
Delivery of payroll file/master data file
Automatic upload of payroll files
Emply offers a self-service where you can configure your file export/creation and set it up for automatic delivery to an FTP server provided by the customer or Azets.
Azets offers an automation that reads the files into Epos Løn.
Manual upload of payroll files
Manual upload is used for example for Azets CoZone portal, and is used for example for reporting absence records for a period.
The format can also be used to deliver CSV/Excel formats to other payroll agencies, which can then be loaded into the payroll system with few changes.
Setting up Epos form fields
A new employee form needs to be set up with the required Epos Løn fields.
It is the customer's responsibility to provide and set up Emply with the expected codes/values for Epos Løn.
We have listed some of the most common below:
- Epos employee number
- Department (can also come from department custom ID*)
- Workplace (use dropdown option and its value)
- Subject group (use dropdown option for its value)
- Cost center (can also come from department cost center ID)
- Free phone (use dropdown option and its value)
*Please note that the department custom ID must be unique.
Please note that the form elements must be set up on the form as shared elements, otherwise they cannot be selected in the export template. See below - here the option 'Use in other forms' is used.
Set up export file template
Go to Settings > Integrations > Export
Select the data you want transferred to EPOS / the payroll office. If you are unsure about the content for the EPOS payroll files, an Azetz payroll consultant can assist you, together with your Emply consultant.
The file template is set up in the Emply export model by adding the required and desired data from Emply.
Under Export, you can click on New Export and choose Excel/CSV. Then click on Continue.
A new window opens where you can specify Title, choose Excel or CSV and then activate Use as export for payroll system.
Then, add elements from e.g. master data, etc. If necessary, contact your Emply consultant if you need assistance.
- Column names must be entered by opening the individual element
- Fixed values can be entered
FTP setup
When setting up FTP, the customer and the Azets consultant must do the following:
- Activate FTP
- Select protocol (sftp or ftps)- Azets consultant instructs
- URL - to be agreed with Azet's consultant
- Enter username, password and fingerprint - Azet's consultant can provide this information
- Check the connection after entering the above information.
It is possible to use 'public key' with the sftp protocol.
Ask the Azets consultant if it is possible for Emply to provide the key to Azets.
When you create the export file for Epos, under Settings > Integrations> Export, the FTP activation is at the bottom of your export file.
Setup of payroll groups in Emply
Go to Settings > Templates > Payroll
It is a requirement to set up a payroll group as it specifies which employees and values to include in the file.
Clarify with the Azets consultant if there is a need to have 2 payroll groups: one for hourly employees and one for monthly employees.
Master data
- Select export template
- 'Full load' (if delta file is not selected)
- All information from the file template is generated every time a file is dragged - Enable Delta files *
- A line is created with all information per employee who has changed any information on the selected export template
- A line is created with all information per employee who has changed any information on the selected export template
- Set up termination reasons and assign Epos codes
- Show changes on items only (Delta files)*
*It is recommended from Emply and Azets that the delta file is set up so that only data that has been changed should be added to the payroll system Epos, as this way you retain a full log in Emply and Epos Løn.
Benefits (Add-ons / Deductions)
- Allowance and deduction settings are activated
- Note Benefits must be created before they can be set up on the payroll group
- Benefit types are set up with correct codes and the format is adapted to Epos requirements
- The employee number is hardcoded to [employee.number]
- Separate export file
Please note that when the export template is changed, or the pay group settings are changed, this is considered as a change on all employees. In such cases a full load file will be generated.
- Choose your export template
- Enable delta files if you only want changes from the last export (date)
- Select employee number (checksum)
- Choose simple or continuous absence file format
- Set up absence types
- Set up reasons for the leave
Half days
Under one's pay grade, it is also possible to register half days, which can be exported to Epos.
The prerequisite for setting up Epos Løn codes for whole and half days on the payroll group is that the absence type is set up for registration with half days.
The absence type is found under Settings > Templates > Absence > Leave types > choose absence type and go to 'Settings' and choose 'Half days':
Under the pay group, enter the correct absence code for the absence types set up to record half days. The absence codes for half days are entered to the right of 'Half day'.
Automation
Go to Settings > Automation
Before you activate the automation, it is a good idea to test the format and content of the file.
The payroll file can be set up to be generated at a specific time in a given frequency, e.g. if a payroll and absence file is to be submitted for a given date each month.
Under Automation, click on New Workflow, and enter a title for the workflow. Then, click on Save.
Next, select 'Payroll group':
Then select frequency/scheduling, and criteria: which payroll group(s) to include in the planned export.
Several payroll groups can be selected.
Click Save.
Remember to enable automation by clicking on Inactivated in the upper right corner to change it to Activated.
If automation is chosen for several pay groups, the criterion 'OR' must be used!
Add an action
Set period
Delay and Criteria are set to the value 'None'.
Select period, in this case select 'Current days' if the automation frequency runs daily.