Note: Before following the steps in this article, ensure you have thoroughly read and understood our Get ready for phase 2 article.
If your integration is already enabled, your employees are already mapped between PeopleHR and Paycircle. To manage entitlements, deductions, or one-off payments through PeopleHR going forward, you need to enable integration mapping for these payments.
To do this, follow the steps in each section, in order, below.
Pay Element report
First, you need to download the Pay Element report from Paycircle.
Open the relevant company then click Reporting.
Open the Paycircle Pay Element report then click Export.
Select the relevant file format.
Pay element names
Next, you need to check that your pay elements have the same name in both Paycircle and PeopleHR. For example, a pay element named Car Allowance in Paycircle must also be named Car Allowance in PeopleHR.
Any variation will cause a failed integration message.
Clear pay elements
You next need to clear all pay elements associated with team members in Paycircle, but don't delete the pay element records.
Bulk export
Lastly, you need to export the data from PeopleHR to Paycircle.
Log into PeopleHR.
Click Access Button then click HR Admin.
Click Settings then click Licences.
Click Paycircle Bulk Export.
This sends all data from PeopleHR to Paycircle as creation events.
Going forward, you need to enter all entitlements, deductions and one-off payments directly into PeopleHR and not in Paycircle.
Important notes
Where employees were created by earlier integration events, you will see many failed employee creation events in Paycircle's PeopleHR Updates area.
After you complete the tasks above, all entitlements, deductions and one-off payments in PeopleHR will map to the correct team member, allowing management via integration.
Additional integration validation in Paycircle includes:
Matching Pay Element ID
Matching Employee ID
Employee Ready for Payroll
Value greater than Zero
Valid effective date
New entitlements, deductions and one-off payments will look for an effective date and place in the correct period. Backdated payments require manual creation.