The integration from Emply People to Lessor Payroll is a one-way integration that allows sending data from Emply People to Lessor Payroll. Through the integration, new employees can be automatically created when hired through Emply People, employee data is automatically updated in the payroll system when updated in Emply People, vacation and absence records can be transferred, and resigned employees can be automatically deactivated.
Note
Lessor Payroll is a Danish payroll system and operates only in Danish.
The following is a guide to setting up the integration from Emply People to Lessor Payroll. The first part is about what needs to be prepared before the setup and the second part is the concrete steps steps to do the setup.
Important
To set up the integration to Lessor Payroll you will need to coordinate with the Suit team if you have other Lessor Payroll products. We can make sure you are configured to the Emply People standard in the Lessor Payroll web service.
A support case can be created through the Emply People help center or to support@emply.com with the heading Activation of Lessor Payroll integration. It is important we know the task, as there may be circumstances that require us to configure the web service specifically and that we know which employees data to pull for the import.
Emply People will make sure to test that the integration is connected in inactive mode.
We will jointly define when and which salary data will be retrieved from Lessor Payroll and transferred to Emply People. Then the extraction of the data is ordered and it is loaded into the Emply People platform as close to the setup date as possible.
Data from Lessor Payroll must be used in Emply People for the integration to work. It is this data that ensures that the correct records are made for each employee. Two different files must be downloaded from Lessor Payroll;
The files are generated by going to +++.
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hourly_salary_rates.csv
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Masterdata.csv
The files are then saved under the in the Emply People folder.
The files are stored locally on the computer and can be uploaded via file-upload to the Emply People consultant.
To set up the integration to Lessor Payroll, it is necessary to make a setup in the Emply People platform, so that mapping can be made between fields in Emply People and Lessor Payroll. The following must be set up;
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Lessor Payroll fields on the form for creating new employees
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Lessor Payroll elements in the salary widget
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Absence types (optional)
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 Lessor Payroll 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: ++++++
To use the integration, employee data must be stored in Emply People and imported into the system. The import is done as part of the implementation process.
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The customer agrees that we retrieve master data and employment information from Lessor A/S, for example confirmation by email.
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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 Lessor Payroll.
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The file is securely delivered to an Emply People consultant.
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The files are used to identify if Emply People is set up and ready for import
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The files are imported at the agreed date
Auto-authorization of data from Emply People to Lessor Payroll
Important
Remember to activate the integration in order to map the fields in Emply People to fields in Lessor Payroll.
The second button is disabled by default. If this is activated, creations and changes on employees will be created directly in Lessor Payroll and will not have to be approved in 'Employee for approval'('Medarbejder til godkendelse' / 'Medarbejderændring til godkendelse') in Lessor Payroll.
Setting up fields - Master data
Below we have shown an example of a setup of the LessorPayroll integration.
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Column on the left indicates destination in Lessor Payroll
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If the text is in [text], these are read from Lessor Payroll
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Column on the right indicates field in Emply People
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Red padlocks indicate that the fields are mandatory for setup
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Blue padlocks are optional
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The whole absence part is optional
The above contact details do not need to be filled in when creating an employee.
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Company Code - created in Emply People as a form element and mapped with values taken from Lessor Payroll
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Organisation Code - created in Emply People as a form element and mapped with values taken from Lessor Payroll
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Settling Group Code - created in Emply People as a form element
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Quota Numerator - choose 'Working hours each week'
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Salary - Choose between 'Fixed salary' or 'FTE salary' (calculated by Emply People)
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Job Profile Code - created in Emply People as a form element and mapped with values taken from Lessor Payroll
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Posting Group Code - created in Emply People as a form element and mapped with values taken from Lessor Payroll
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Dimension Codes - created in Emply People as a form element and mapped with values taken from Lessor Payroll
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Department Code - Here you can choose between User defined department code (unique) or cost center specified by department in Emply People
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Department Title - Here you can choose between Department Title (unique) or external department name specified on department in Emply People
On the left side are the fields in Lessor Payroll and on the right side corresponding fields have to be selected in Emply People. If you are not yet ready to activate the integration, you can press save in the bottom left corner.
Setting up fields - Absence
Under Absence, the absence types retrieved from Lessor Payroll are mapped.
Note
Emply People
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the customer must ensure that the vacation balances of the employees are the same in Emply People and Lessor Payroll
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the absence period creates registrations that are equal to the one you want to run in Lessor Payroll
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be aware that it is possible to send the same absence registration
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When the integration is active the absence types are mapped and the employees' balances for vacation, vacation leave, etc. are revised and the employees can start using the absence registration in Emply People.
Setting up the payroll group and payroll widget
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Select ++ and then choose the payroll system.
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Go to the Export section and synchronize pay is automatically set to disabled.
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Enable this if you want the salary to be transferred from Emply People to LessorSalary.
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Resignation information is optional, but codes can be entered manually from the customer's Lessor Payroll.
Go to the Form element section
Here you add elements to be used for Lessor Payroll. They appear on the employee's payroll widget and are data managed by the agreement.
Jobprofilecode: Emply People is set up with the form with the options you have in Lessor Payroll.
Once the fields are mapped, the connection to Lessor Payroll 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 Lessor Payroll takes place when a new employee is actively created or a change is made to an employee in Emply People.
Therefore, to test the integration, a new employee must be created or saved on an existing one.
The test phase is reviewed in collaboration with the customer.
Once the integration is enabled, data can be sent to Lessor Payroll when a change is made to an employee or a new employee is created.
It is recommended that this is not enabled until you have verified and approved the transfers from Emply People to Lessor Payroll.
If this is activated during the integration setup, the following sections 'Newemployee'('Ny medarbejder') og 'Employee changes'('Ændring på medarbejder') can be disregarded.
New employee
When a new employee is created in Emply People, it lands under the menu item 'Employee for approval'('Medarbejder til godkendelse') in Lessor Payroll as in the picture below;
To see the data of the employee sent from Emply People 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 'Approveemployee'('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.
Change on employee
When changes are made to an employee's data in Emply People, they are transferred to Lessor Payroll 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.
Employee resignation
Resignation of an employee is sent immediately to Lessor Payroll (Medarbejdere til godkendelse) for fixed-term contracts and when resigning an existing employee (Medarbejderændringer til godkendelse).
Follow the steps below:
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Set the resignation date in Emply People.
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Approve the change in Lessor Payroll.
Undo employee resignation:
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Remove the resignation date on the employee in Emply People.
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Approve the change in Lessor Payroll.*
*The web service allows you to map resignation reasons in Emply People with reason codes in LessorSalary:
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When an employee resigns and states the reason, it is sent to Lessor Payroll.
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If you undo the resignation of the employee and remove the date and reason in Emply People, it will:
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Remove the resignation date in Lessor Payroll.
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Not remove the reason in Lessor Payroll. However, this can be manually removed in Lessor Payroll.
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Change of remuneration type
There is no method in Emply People that can handle the change before the employee's old employment has ended in Lessor Payroll.
Procedure:
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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.
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Rename the employee code in Lessor Payroll.
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Search and select employee in Lessor Payroll.
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Go to 'Andre integrationer' / 'Omdøb medarbejder'.
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For example, put a T in front of the employee number.
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End existing (hourly) employment on the employee.
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This can be done at any time if the pay period has not ended.
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Notify HR (Emply People) that a new agreement can be created on the employee number.
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Go to Emply People and create a new agreement on the existing employment (employee number).
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Save - and the agreement is created om Lessor Payroll under 'Medarbejdere til godkendelse'.
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Check employee card (the original employee number) and possibly 'Faste Lønreg. til godkendelse' in Lessor Payroll.
If you want to map several sub-departments in Emply People, to one department in Lessor Payroll, 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.
Note
Make sure that is mapped correctly, so that Department cost center ID is selected when mapping Department code under Department. It is important to ensure that the custom ID is unique.
It is possible to send absence registrations from Emply People to Lessor Payroll. 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 People.
Setting up absence types
Go to ++ and select your grouping for the desired absence type. Finish by clicking .
Manual synchronization of absences
When running payroll in Lessor Payroll, the payroll system needs to load absence registrations to calculate correct balances.
To create a transfer of absence records and an absence file:
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Go to ++
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Fill in the form below to match the pay period for Lessor Payroll:
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Finish by pressing Generate and a transfer to Lessor Payroll will be generated via the web service.
Automatic generation of absences for Lessor Payroll
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Go to ++++++. Make sure to enter a title for the Payroll.
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Then select when you want the automation to run and which salary group(s) it will affect:
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Finish by clicking Save.
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Click on :
The corresponding period is chosen below:
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Finish by clicking .
Absence transfer log report
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Go to +
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Find the latest absence on Lessor Payroll
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Grøn = all registrations have been transferred
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Gul = some absence records have been transferred and at least one has failed
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Rød = all registrations have failed
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Lessor Payroll accepts multiple registrations to the same day
Emply People can send the same registrations multiple times to Lessor Payroll
Risk of double-registration when creating payroll periods in Emply People.
Absence registration file
After the transfer, you can click on the pay period in Emply People and view the detailed content CSV file. Go to + and then find the pay period and click on it. Finalize by clicking on .