The following is a guide for setting up an export file that can be imported into Zenegy. It is possible to create new employees and to update the master data of existing employees with the export file. Due to the format, two files need to be built - one for full time employees and one for employees on hourly wages.
Go through the following steps to build an export file for Zenegy:
- Set up master data fields
- Setting up the export file
- Set up salary groups
- Generate export file
It will vary which fields the customer has on master data. If the fields are not set up, they can be set up on master data or they can be skipped by inserting a blank line.
1. Set up master data fields
On your master data the following elements should be created:
- Type of income
- Type of employee
- Salary type
These elements must be created as options. The options are set up based on the setup in Zenegy:
Type of income has the following options:
- A-income recipient/salaried employee (code 00)
- B-income recipient/unsalaried employee (code 05)
Type of employee has the following options:
- Employee
- Director
- Majority shareholder
Salary type has the following options:
- Hourly paid (with holiday pay)
- Hourly paid (without holiday pay)
- Fixed salary (Salaried employee/manager)
- Casual worker
The setup of the options depends on your solution in Zenegy.
If the customer uses Global Value Set and Global Value in Zenegy, it is important to set them up on the employee's master data. They control the general settings and allocations to employees (such as Emply's salary groups and absence groups)
Setting up fields (data to insert in the dropdown is available in Zenegy)
Read more in Zenegy's article Information on the Employment page.
2. Setting up the export file
The export file contains 131 columns and all columns must be included in the file. Some of them are not relevant and therefore an empty line can simply be inserted in the export. It is necessary to include all 131 columns - otherwise the file cannot be imported in Zenegy.
Go to Settings > Integrations > Export
Here you need to create two export files; one for salaried employees and one for hourly paid employees.
The following applies to both export files:
- Set up the file as CSV
- Turn on 'Use as export for payroll system'
Fixed salary
Under Export data you can add the elements to the export file.
Set up the export file as shown in the screenshots below. The unfolded elements are the only ones that need a specific column title and column value.
Finish by clicking Save.
Hourly paid
The export file you have created for fixed salary can be duplicated and the title can be changed to 'Hourly Salary'. However, there is a simple difference between the two export files. In the hourly wage export file, the following must be corrected:
- 'Global Value Set ID' must be an EMPTY column value
Set up the export file as shown in the screenshots below. The unfolded elements are the only ones that need a specific column title and column value.
3. Set up salary groups
In order for us to update data and not overwrite all data in Zenegy, the EPOS format must be used. The EPOS format allows you to create delta files and this means that only data on employees who have been created or changed is sent. The export can be set up so that it pulls changes for a given period and it can be pulled once a week, once a month or other.
Find the set up salary groups and create a new one or edit an existing one. Set it up as shown in the screenshots below:
First, go to the payroll group setup under settings, templates and payroll. Then find an existing payroll group or create a new one with the settings below.
Once this setup is complete, the files are ready to be generated. Remember to select the appropriate files for fixed salary and hourly wage respectively.
4. Generate export file
Choose a period for the file and a group. You will then generate the salary file by clicking 'Generate'.
Once the file is done you will find it on the list and by clicking on it, it can be downloaded og then imported to Zenegy.
4.1 Automation of payroll files
It is possible to automate the generation of the payroll files every month, week or other interval. It is set up under Automations.
Start by creating a new automation and then set it up as so:
The upper box is adjusted as shown below:
It is possible to choose when to generate the file and in which interval. However, the functionality is limited to the file being pulled on a specific date selected each month. If the file is to be used at other times, it must be generated manually. At the bottom, the salary groups created for the Zenegy file in point 3 are added.
The bottom box is set as shown below:
When both trigger and action have been created, the automation can be activated. When the automation is active, it will every month/week automatically generate a salary file for each of the salary groups that have been set up.
4.2 Remarks
The export files from Emply overwrite data fields in Zenegy and therefore it is important that changes in master data (which is part of the file) are made in Emply.