Introduction and scope
You will be guided through the setup of the integration itself, which includes what is supported in Emply People, an overview of the setup, a setup guide and what you need to have prepared for the setup. In addition, there is also an overview of employment conditions, benefits, absence types and examples, as well as setting up employment information.
In the payroll group in Emply People, you can set up a number of records that cover different records in a single file or in several separate files. In addition, the setup of the FTP server is also covered if you have purchased access to this service from Visma. Finally, you will be guided through setting up automation of payroll files for Visma.
Setting up Visma Løn files requires in-depth knowledge of Visma Løn. It is recommended that you consult a Visma Løn consultant who can provide information and verify the content of the files. You also need to decide how and when the files are loaded into Visma Løn.
|
Task |
Content |
|
1. Setting up Emply People |
Setup form Benefits Leave type Create payroll groups |
|
2. Importing employees |
Master data Employment data Benefits / base salary Compensation balances - possible future absences |
|
3. Setting up payroll groups |
Export setup Visma codes Absence codes Resignation codes |
|
4. Testing the payroll file |
Possibly FTP setup > Visma test Check with Visma consultant Corrections Approval |
|
5. Testing the FTP setup* An additional assurance that the files are correct for automatic loading. |
Secure submission of codes, URL, username, password Fingerprint |
|
6. Setting up FTP Automatic loading |
Secure submission of codes, URL, username, password Fingerprint |
|
7. Setting up the automation |
Clarification of needs and possibilities Clarification of frequency Setup activated |
Requirements for the integration
*Test FTP and FTP require an additional service purchase from Visma
**FTP service is not required as you can also upload Visma Løn files manually.
This setup guide requires:
-
that the customer has provided various codes for setting up Visma Løn.
-
Customer relationship, pay type codes and FTP information if applicable
-
the customer ensures to have assistance from Visma for testing and acceptance of payroll files from Emply People
-
-
Emply Peopleis/will be set up with the help of Emply People consultant
Note
It is recommended that you contact your Visma consultant and arrange for the payroll files to be reviewed and verified for a test period before exporting and loading on a regular basis.
Employee master data must contain as a minimum (highlighted):
|
Field number |
Excel column |
Name |
Emply People |
|
1 |
A |
Customer relation |
Specified on the payroll group |
|
2 |
B |
Employer |
Specified on the payroll group |
|
3 |
C |
Identification |
Hardcoded - MLE-25-MEDA |
|
4 |
D |
Employee |
Employee data Master data form |
|
5 |
E |
CPR number |
Master data form |
|
7 |
G |
Last name |
Master data form |
|
8 |
H |
First name |
Master data form |
|
9 |
I |
Address 1 |
Master data form |
|
11 |
K |
Post number |
Master data form |
|
13 |
M |
First hired |
Angives på lønwidget |
|
14 |
N |
|
Master data form |
|
15 |
O |
Country code |
Master data form |
|
20 |
T |
Initals |
Master data form |
Go to ++ to access benefits.
Benefits in Emply People are set up under templates and can contain employee benefits, allowances and deductions as well as pension schemes. Once set up, they can be found on the payroll group where the respective payroll types are set.
These are activated under ++ where you either create a new group or select an existing Visma Løn group to edit. Under Export you will find the different benefits that can be activated.
Example of an aggregated payroll file:
Go to +++
The absence types used in Visma must at least be created in Emply People and can be mapped with your Visma absence codes (MLE-55). Absence types that are not used in Visma are omitted in the setup of the payroll group. Below are examples of absence types:
Export of absence registrations supports:
-
Registration of absences
-
Deleting absenceBemærk!
Note
The entire registration in Emply People must be deleted.
Example of an absence file:
Explanation of fields:
Note
Opening the file in Excel removes the preceding "0."
Employment information of the company's employees must be provided by employers to Statistics Denmark. Emply People must set up the codes they use on the master data form.
Note
The export of employment information is limited to one type, it is recommended that this is set to IP350.
Employees are imported under ++Import icon, with the Visma Løn form for importing employees, which is selected in the overview of forms:
The payroll info is then imported. Under + click on you can download an example of importing a payroll file and which payroll fields the following contains.
-
Payroll
-
Benefits
-
Supplements & deduction
-
Pension scheme
Below, employment conditions and fixed salary will be discussed.
Employment Conditions
Note
Most employment relationship fields are hardcoded to values on the employee's payroll widget.
Department code can be mapped with Emply People's department information.
Dimension codes 1-6 correspond to 'Optional 1-6' in 'MLE-30-ANSF'.
Employment relationship data is set up in different places in Emply People, as indicated in the column below:
|
FIeld number |
Excel column |
Name |
Emply People |
|
1 |
A |
Customer relation |
Specified on the payroll group |
|
2 |
B |
Employer |
Specified on the payroll group |
|
3 |
C |
Identification |
MLE-30 |
|
4 |
D |
Employee |
Employee number |
|
5 |
E |
From date |
Payroll-primary.effective date |
|
7 |
G |
Resignation code |
Specified on the payroll group |
|
8 |
H |
Resignation date |
Payroll group |
|
9 |
I |
Job category |
Calculation based on weekly working time of employee |
|
10 |
J |
Job title |
Specified on payroll group |
|
11 |
K |
Standard employee time |
Payroll widget department - folder specified on the payroll group |
|
13 |
M |
Payroll group |
Form element "options" |
|
14 |
N |
Department |
Payroll widget department - the folder is submitted to the payroll group |
|
19 |
S |
Option 1 |
Form elements "options" |
|
20 |
T |
Option 2 |
Form elements "options" |
|
21 |
U |
Option 3 |
Form elements "options" |
|
22 |
V |
Option 4 |
Form elements "options" |
|
23 |
W |
Option 5 |
Form elements "options" |
|
24 |
X |
Option 6 |
Form elements "options" |
|
25 |
Y |
Pay scale |
Form elements "options" |
|
26 |
Z |
Salary step |
Form elements "options" |
|
27 |
AA |
Step code 1 |
Form elements "options" |
|
28 |
AB |
Step code 2 |
Form elements "options" |
|
29 |
AC |
Step code 3 |
Form elements "options" |
|
30 |
AD |
Next step date 1 |
Form element text DDMMAAAA |
|
31 |
AE |
Next step date 2 |
Form element text DDMMAAAA |
|
32 |
AF |
Next step date 3 |
Form element text DDMMAAAA |
Fixed Salary
Note
You must activate FTE salary as it will send the FTE salary to Visma Løn as the FTE salary calculated in Emply People is based on the salary specifited in the agreement.
When setting up payroll groups in Emply People, you as a customer must provide the following codes in order to set up :
-
Visma codes
-
Absence codes
-
Severance codes
Create payroll group(s)
A payroll group must be created in Emply People per payroll group in Visma Løn, for example blue and white collar employees.
Go to ++ and then create or click on the payroll group and select .
You need to enter the following for each payroll group with Visma Løn:
-
Company code (same for all payroll groups)
-
Employer ID (same for all payroll group)
-
Job category (defines employee on the payroll group)
-
Employee group (defines employee on the payroll group)
Below is an oveview of how to set up a Visma Løn payroll group in Emply People
Payroll file settings
The file name format has 3 options. In addition, the file name can only be used once during loading and can consist of a maximum of 20 characters. This is important to remember if you want to load the files manually during the test phase.
If you are using or considering using Visma's FTP service, the above setting is not important as the files are renamed on the FTP server.
Records and payroll files
It is possible to send all records in the same file or in separate files:
-
Include in file - record will be included with the master data file
-
Include in a separate file
-
A file is created instead, which can be useful if you manually upload files to Visma Løn
-
-
Do not include - record will not be exported
Once the payroll file is set up, it needs to be tested so you can approve the payroll file and delivery.
The test works like generating a regular payroll run and is created by going to ++ and then entering title, period and payroll group/employees and clicking
Once the payroll file is set up, it needs to be tested so you can approve the payroll file and delivery.
The test works like generating a regular payroll run and is created by going to ++ and then fill out the remaining fileds: Title. Period, Payroll group and then click .
Note
It is recommended that the payroll file is checked by a Visma Løn consultant.
It is possible to manually handle the payroll files by exporting the payroll file in Visma Løn.'
If you want the payroll files to be delivered directly to Visma Løn, you can set up FTP in Emply People.
With FTP setup, payroll files can be delivered directly to Visma Løn, and with automation setup in Emply People.
On the payroll template at the bottom under Export, the files can be set up to be sent to Visma's FTP server or an external payroll partner.
You get the FTP information from Visma which is filled in. Enter the information and finish by clicking .
Note
Visma offers this paid service. They can also offer to set up a test payroll database where the payroll files are tested.
By setting up an automation in Emply People, it is possible to create payroll files for your payroll groups automatically.
Got to + and then on + .
The payroll files are then automatically sent to your FTP server.
Tap and select when to trigger the automation. As shown in the example below, it is recommended that the automation is triggered as late in the week as possible. Therefore, this is selected to be triggered on Sundays at 23:00 every week.
Next, you need to select which criteria must match in order for the automation to be triggered. Here you select and then select the desired payroll group. If you want multiple payroll groups to trigger the automation, select the 'or' criteria as shown below. Finish by clicking .
Here you can select delay, criterion and period. In this example, Current week is selected for the period. Finish by clicking .