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Exact Synergy Enterprise   
 

Working with Exact Payroll Plus

Introduction

To strengthen Exact Synergy Enterprise HRM and payroll proposition, Exact Payroll Plus has been introduced. Exact Payroll Plus is a SaaS solution that focuses on payroll. The HRM master data will be stored in Exact Synergy Enterprise, and the data that is required for the payroll processing will be stored in Exact Payroll Plus. The output data (payroll slips and annual statements) can be retrieved from Exact Payroll Plus and synchronised to Exact Synergy Enterprise.

Prerequisites

  • Exact Payroll Plus will only be available if your Exact Synergy Enterprise contains license YA1740.
  • The Exact Payroll Plus account must be active.
  • Note: This functionality is only applicable for the Dutch legislation.

License role for Exact Payroll Plus

If Option: 36 is available in the Exact Synergy Enterprise license file, the Payroll Plus employee role will be displayed at Role on the System: Role – Member page.

The Payroll Plus employee role can be extended with the Basic user, Light user, ESS, CRM, and Professional roles. Employee synchronisation can take place only if the employee has the Exact Payroll Plus role.

Setting up the document type

Before Exact Payroll Plus can be used, the document type for the payroll and annual statement must be defined.

  1. Go to Modules ➔ HRM ➔ Setup ➔ General ➔ Settings.
  2. Click Edit.
  3. Type or select a document type for the payroll slip at Payroll slip: Document type under the Exact Payroll Plus section.
  4. Type or select a document type for the annual statement at Annual statement: Document type under the Exact Payroll Plus section.
  5. Click Save.

Note: If the Payroll slip: Document type and Annual statement: Document type fields are not defined, the error message “Reason = Error in retrieving settings from ESE. Error: Exact Payroll Plus setting(s) not defined in ESE HRM Settings” will be displayed during the retrieving of the documents in the Exact Lightweight Integration Server (ELIS) console.

Using Exact Payroll Plus in Exact Lightweight Integration Server (ELIS)

Exact Payroll Plus is available as an endpoint in the ELIS console. For more information, see Getting started with Exact Lightweight Integration Server.

At ELIS ➔ Products ➔ Exact Payroll Plus, click Add to configure the client. The user name and password is based on the Exact Payroll Plus account.


At ELIS Solutions Exact Payroll Plus Integration, click Add to select one client for Exact Payroll Plus, and one client for Exact Synergy Enterprise.

Select the language for the payroll slips and annual statements and define the schedule to get the data (payroll slips and annual statements) from Exact Payroll Plus.


 

Note: The ELIS database should be backed up regularly.

Creating or updating the employee information in Exact Synergy Enterprise

When an employee entry is created in Exact Synergy Enterprise, the employee’s HRM data will be created in Exact Payroll Plus as a “Concept Employee” (go to Exact Payroll Plus ➔ Employer ➔ HRM ➔ Sollicitanten). The “Concept Employee” must be changed to “Employee” before the payroll can be calculated. Once the employee’s data in Exact Synergy Enterprise is updated, the data in Exact Payroll Plus will also be updated.

Synchronise from Exact Synergy Enterprise to Exact Payroll Plus

The synchronisation from Exact Synergy Enterprise to Exact Payroll Plus is based on the following conditions:

Exact Synergy Enterprise employment type

Employment type

Synchronise

Employee

Yes

Contractor

Yes

Student

Yes

Temporary

Yes

Applicant

No

Partner

No

Vacancy

No

Customer

No

Exact Synergy Enterprise employee status

Status

Synchronise

Active

Yes

Hired

Yes

Inactive

No

Rejected

No

Fulfilled

No

Future

No

To be approved

No

Note: As of product update 267, when an employee becomes inactive (this is when you set the inactive date in the employee card), this inactive date will be applied to the contract in Exact Payroll Plus as well. Synchronisation will be done for the purpose of updating this information, but this does not apply for employees who are already inactive.

Exact Synergy Enterprise country code

Note: Since this functionality is only for the Dutch legislation, only the people with the “NL” country code will be synchronised to Exact Payroll Plus.

Country

Synchronise

NL

Yes

Others

No

Synchronised information between Exact Synergy Enterprise and Exact Payroll Plus

Employee details

When creating or modifying an employee in Exact Synergy Enterprise, the following information will be synchronised to Exact Payroll Plus:

Exact Synergy Enterprise Person card

Exact Payroll Plus Personal details

ID

Employee ID

Initials

Initials

First name

Nickname

Last name, Middle name Prefix, Maiden name

Birth name, Prefix, Last name partner, Prefix partner
How this information is synchronised depends on whether the employee has a partner name. For more information, see the Synchronisation of Birth name, Prefix, Last name partner, and Prefix partner section in the following.

Gender

Gender

Date of birth

Date of birth

Place of birth

Place of birth

E-Mail

Email

Phone

Telephone

Mobile

Mobile

Fax

Fax

Address

Street

Number

No.

Postcode

Postal code

City

City

Country

Country

Social security no.

CSN/SSN

Nationality

Nationality

Marital status

Marital status

Date of death

Date of death

 

Employee details

Type

Type of employee (Employee, Student, Contractor, Temporary)

Start date

Employed

Contract end date, Inactive

Term date
           
The term date in Exact Payroll Plus is updated as follows:

Exact Synergy Enterprise

Exact Payroll Plus

Contract end date

Inactive date

Term. date

filled

blank

blank

filled

filled

filled

 

Payroll Fiscal details

Annual salary

Annual salary

Synchronisation of Birth name, Prefix, Last name partner, and Prefix partner

How these information are synchronised will depend on whether the employee has a partner name.

If the employee does not have a partner name, the following information will be synchronised:

Name

Exact Synergy Enterprise

Exact Payroll Plus

Hanneke

First name

Nickname

de

Middle name

Prefix

Graaf

Last name

Birth name

If the employee has a partner name, the following information will be synchronised:

Name

Exact Synergy Enterprise

Exact Payroll Plus

Hanneke

First name

Nickname

van

Middle name

Prefix partner

Schaik

Last name

Last name partner

de

Prefix

Prefix

Graaf

Maiden name

Birth name

Note: All information on the personal card will be synchronised with Exact Payroll Plus and will be the same as per Employee type except for the annual salary information. The Annual salary field is not shown on the personal card and therefore is not synchronised.

Retrieving payroll slips and annual statements

Before the payroll slips and annual statements for the salary can be retrieved in Exact Synergy Enterprise, the payroll calculation for a person must be processed and approved in Exact Payroll Plus. For the annual statements, the specific financial year of the annual statement must be closed in Exact Payroll Plus. The creation of the payroll slips and annual statements will be based on the document type selected at Payroll Slip: Document type and Annual statement: Document type respectively on the HRM: Settings page.

After the payroll calculation is processed and approved, the payroll slips and annual statements will be synchronised from Exact Payroll Plus to Exact Synergy Enterprise.

If the entries for employees in Exact Payroll Plus have not been created in Exact Synergy Enterprise, the error message “No document synchronization for Exact Payroll Plus employees (Employee number : XXXX) due to unable to find ESE resource ID” will be displayed in the ELIS console.

Synchronisation of bank accounts

To synchronise the bank accounts of the employees, Bank Account 1 should be defined at Account: default, and IBAN must be defined in Exact Synergy Enterprise.

Note: Currently, only the Bank Account 1 field is supported.

The bank account information is synchronised as the NETTOLOON component to Exact Payroll Plus at Payroll Bank payment Sepa bank payment. This component has the following values:

Exact Payroll Plus

Value

Component

NETTOLOON

IBAN

IBAN

BIC (optional)

BIC (except for NL IBAN because this is not allowed in Exact Payroll Plus)

Visible on pay slip

Yes

Beneficiary

Full name of employee

City

City of employee

Description 1

Blank

Description 2

Blank

Synchronisation of requests

To support different payroll related business processes, requests are used. All the request types must have the “Realise” and “Process” steps for the synchronisation to take place. The requests will be processed automatically if the change is done successfully in Exact Payroll Plus. The user that is performing the synchronisation must have rights in Exact Synergy Enterprise to process the request.

Note: To allow the creation of Payroll Plus requests for students, temporary, and contractors, the Person field must be defined with the All type in the request type definition.

The following displays the information that are updated in Exact Payroll Plus during the synchronisation:

Exact Synergy Enterprise Request

Exact Payroll Plus

Gross wage

Employee Employment conditions Payments Basic wage

Net surcharges

Employee Employment conditions Payments Net payment

Gross surcharges

Employee Employment conditions Payments Gross payment - table

Net deductions

Employee Employment conditions Payments Net deduction

Gross deductions

Employee Employment conditions Payments Gross deduction

Sick information

Employee Payroll Variable input Uren ziek (uren)
Employee Payroll Variable input Uren nsup ziek (uren)
Employee Payroll Variable input Wachturen ziek (uren)

Realised hours

Employee Payroll Variable input Uren gewerkt (uren)

Unpaid leave hours

Employee Payroll Variable input Uren onb.verz (uren)

Overtime

Employee Payroll Variable input Uren ovw % (overwerk)

Milage compensation

Employee Payroll Variable input KM.vergoed.onb (bedrag per eenheid)
Employee Payroll Variable input KM.belast (eenheden)

For the Sick information, Realised hours, Unpaid leave hours, Overtime, and Mileage compensation requests, the synchronised amount will be set to zero if the processed request is re-opened. For the Net surcharges, Gross surcharges, Net deductions, and Gross deductions requests, the synchronised amount will remain if the processed request is re-opened. However, if the Gross wage request is re-opened, and the Apply salary scale check box is not selected, the basic wage will remain if the basic wage has an end date. The basic wage will be reset to zero if the basic wage does not have an end date.

To determine the payroll period in Exact Payroll Plus, the start date and end date in the request are used. The start date and the end date must fall in the same payroll period. If this is not the case, an error will be shown in ELIS.

End date

Depending on the request type, certain logic applies to the use of the end date. For the following request types, the end date is mandatory in the realise step of the request:

  • Sick information
  • Realised hours
  • Unpaid leave
  • Overtime
  • Mileage compensation

If the end date is not filled when realising the request, synchronisation to Exact Payroll Plus will fail. This information is specific to a payroll period and therefore an end date must be provided. To determine the payroll period in Exact Payroll Plus, the start date and end date in the request are used. The start date and the end date must fall in the same payroll period.

For the following request types, the end date is not mandatory in the realise step of the request:

  • Gross wage
  • Net surcharges
  • Gross surcharges
  • Net deductions
  • Gross deductions

For payroll, everything is always related to a start and end date. For the above-mentioned requests, this is also the case. When requests of these types are created, they will be included in the payroll processing. Since the end date is not known at the moment the request is realised, the end date is not mandatory. However, only one request can be active at any given time. So when a subsequent request of the same type for the same person is created, an end date is automatically assigned to the previous request in Synergy and to the corresponding record in Exact Payroll Plus.

For example, the start date of a gross wage request is on August 1, 2018, whereby the request is realised. In Exact Payroll Plus, the start date of the basic wage will be on August 1, 2018 and the end date will be blank. However, if a second gross wage request is created with the start date of October 1, 2018, and the request is realised, the start date in Exact Payroll Plus will be on October 1, 2018 as well for the new record. In Exact Payroll Plus, the initial record will get an end date of September 30, 2018 and this will also be set in the initial request in Exact Synergy Enterprise.

For the Overtime, Mileage compensation, Net surcharge, Gross surcharge, Net deduction, and Gross deduction requests, an item should be entered in the request. In the item maintenance, the free text field 1 has to be used to store the payroll component code from Exact Payroll Plus. Several items with different payroll component codes can be used. Based on the item used in the request, the information in the request will be synchronised to Exact Payroll Plus using the payroll component from the item.

After the synchronisation, the Basic wage, Net surcharge, Gross surcharge, Net deduction, and Gross deduction fields will be updated at the Employee Employment conditions Payments menu path whereas the Variable input, such as the sick information, realised hours, unpaid leave hours, overtime, and mileage compensation fields will be updated at the Employee Payroll Variable inputs menu path. At the Employee Payroll Variable inputs menu path, the following fields will be retrieved:

  • PR period - The value at this field will be retrieved from the Request start date. If the request end date period is different from the start date period, the message "No payroll period found for this employee with the request start date & end date" will be displayed.
  • Pay slip - By default, this will be Normale strook.
  • Deviding unit – The value at this field will be retrieved from Exact Payroll Plus Employee Home Organizational entity. Only the first value from the Deviding unit field will be displayed.
  • Shift - This field will be retrieved from Exact Payroll Plus Employee Home Work details.

For more information on the request type setup for Exact Payroll Plus, see Mandatory request type setup for Exact Payroll Plus.

Automatically creating financial entries in Exact Globe Next

The users can automatically create the financial entries in Exact Globe Next after the payroll has been processed in Exact Payroll Plus. Once the payroll has been processed in Exact Payroll Plus, the financial entries will be synchronised to Exact Globe Next. The financial entry in Exact Globe Next will be created based on the schedule defined in ELIS. However, to be able to use this functionality, the Exact Globe Next endpoint must be part of the configuration of the Exact Payroll Plus Integration solution. More than one Exact Globe Next endpoint can be configured as part of the Exact Payroll Plus Integration.

However, the company at Exact Payroll Plus ➔ Adm ➔ Employer ➔ Algemene gegevens ➔ Administratienumber must match the data at Company under the Company section in Exact Globe Next at System ➔ General ➔ Settings ➔ Company data settings ➔ Company.

If the values at both of the fields do not match, the error will be displayed in the ELIS management console.

The general journal for Exact Payroll Plus must be defined at General journal (Exact Payroll Plus) under the Journal section at System ➔ General ➔ Settings ➔ General Ledger Settings.

If the Exact Payroll Plus Integration solution is edited in ELIS, the General journal (Exact Payroll Plus) field will be blank. The user must define it again.

By default, the description of the journal header will be displayed based on the payroll period defined in Exact Payroll Plus, and the description of the entries will be displayed as “Salaris”.

The date, reporting date, and fulfillment date will be used as the respective dates when the Exact Payroll Plus entries are imported to Exact Globe Next. The fields that are not mandatory, such as Account, Your Reference, Project code, Serial number, SO / PO, Item cd., Warehouse, and Location will be blank. If there is a match between the cost center and cost unit, it will be displayed in Exact Globe Next. Otherwise, it will be blank.

For the journal entries in Exact Globe Next, the synchronisation schedule from Exact Payroll Plus to Exact Globe Next will be based on the ELIS add-on configuration.

Reporting of Exact Payroll Plus data in Exact Synergy Enterprise

The Exact Payroll Plus report will display the payroll components specific to the employee, and the amount for each payroll component will be displayed. Payroll Plus will be displayed on the HRM: Person page in Exact Synergy Enterprise if the person has the Payroll Plus employee role.

The following people will be able to view the Exact Payroll Plus report of a person in Exact Synergy Enterprise:

  • a person with the HR role
  • a person’s immediate manager, and
  • the person himself or herself.

The error message “No rights” will be displayed if the person does not have the right to view the report.

The Exact Payroll Plus reporting in Exact Synergy Enterprise with the synchronisation schedule from Exact Payroll Plus to Exact Synergy Enterprise will take place every weekend.

Limitations

Exact Synergy Enterprise

  • If an employee profile in Exact Synergy Enterprise is deleted, the employee profile in Exact Payroll Plus will not be deleted.
  • The blank annual statement will be retrieved if the background job for the annual statement is performed immediately after the employee profile is created in Exact Payroll Plus.
  • Recoding of the resource ID in Exact Synergy Enterprise will not be supported.

Exact Payroll Plus

  • Updating of the HRM data in Exact Payroll Plus will not take effect in Exact Synergy Enterprise.

If the financial period has closed, it is still possible to calculate the salary slip of the closed year in Exact Payroll Plus. The annual statement retrieved previously might not reflect the actual figure of the annual statement.

Related document

 

     
 Main Category: Attachments & notes  Document Type: Online help main
 Category:  Security  level: All - 0
 Sub category:  Document ID: 28.580.580
 Assortment:  Date: 26-01-2022
 Release:  Attachment:
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