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.
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.
Before Exact Payroll Plus can be used, the document type for the payroll and annual statement must be defined.
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.
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.
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.
The synchronisation from Exact Synergy Enterprise to Exact Payroll Plus is based on the following conditions:
Employment type
Synchronise
Employee
Yes
Contractor
Student
Temporary
Applicant
No
Partner
Vacancy
Customer
Status
Active
Hired
Inactive
Rejected
Fulfilled
Future
To be approved
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.
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
NL
Others
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
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
Date of birth
Place of birth
E-Mail
Email
Phone
Telephone
Mobile
Fax
Address
Street
Number
No.
Postcode
Postal code
City
Social security no.
CSN/SSN
Nationality
Marital status
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
Payroll ➔ Fiscal details
Annual salary
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
Hanneke
de
Middle name
Prefix
Graaf
Last name
Birth name
If the employee has a partner name, the following information will be synchronised:
van
Prefix partner
Schaik
Last name partner
Maiden 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.
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.
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:
Value
Component
NETTOLOON
IBAN
BIC (optional)
BIC (except for NL IBAN because this is not allowed in Exact Payroll Plus)
Visible on pay slip
Beneficiary
Full name of employee
City of employee
Description 1
Blank
Description 2
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
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.
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:
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:
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:
For more information on the request type setup for Exact Payroll Plus, see Mandatory request type setup for Exact Payroll Plus.
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.
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:
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.
When you make a person inactive by entering the inactive date in the person card or through the contract by entering the contract end date and selecting the Update inactive date check box, you will see the message “Important: The date you entered for an employee will be applied to all active contracts of that employee.” upon saving the details.
All the active contracts in Exact Synergy Enterprise will be updated with the inactive date if the following conditions are present:
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.