Contents

Introduction

The External Export screen allows all Employee payslips for a specified payroll and pay period to be exported to an external SFTP server.Image Removedfor the generation and delivery of Payslips, P60s, and P45 to a specified SFTP location.

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Setup

In order to begin exporting, the following configuration must be specified.

• SFTP Configuration
  • Host Address - The IP Address or Host name of the destination SFTP server to export the payslips/P60s to. A port can be specified by appending a colon followed by a port number to the end of the host address e.g. 192.168.0.11:90. If no port is specified, the default of port 22 will be used.
  • Remote Directory - The directory on the SFTP Server where the payslips/P60s will be saved. The directory must exist and have the correct permissions to allow for reading and writing of files.
  • Username - Username of the account that will be used to connect to the SFTP server.
  • Password - Password of the account that will be used to connect to the SFTP server.
• Export Settings
  • Export Type - The document type to export (P60, Payslip)
  • Export Level - A configuration that determines how the resultant PDF payslips/P60s will be exported.
    • Company (P60 only) - A single PDF file containing P60s for the entire company
    • Payroll (Payslip only) - A single PDF file will be exported containing all the payslips for the payroll.
    • Employee - Each payslip/P60 will be contained inside their own PDF. There will be a PDF file per payslip/P60.
  • Zip - If selected, the resultant export will be compressed and placed into a ZIP file.

  • Summary CSV (Payslip only) - If selected, a manifest CSV file will be exported alongside the PDF payslips. This will contain the following information.

    Column Name	Description and Notes
    Worker	Worker identifier.
    Pay_Group	Either the Workday Reference ID for the Pay Group or the external Pay Group code. If you use the external Pay Group code, you configure the integration to map the external Pay Group code to a Workday Pay Group.
    Pay_Period_End_Date	End date of the Pay Period.
    Payment_Date	Date of the payment.
    Net_Amount	Net pay amount.
    Gross_Amount	Gross pay amount.
    Currency	Currency code for the pay amounts. Example: USD.
    Check_Number

    Number of the check

    0 for a main run payslip. 1 for a supplementary run payslip.
    Display_Date	Display date for the payslip. This date is displayed when viewing the payslip details in Workday.
    File_Name	Filename of the payslip PDF archive file.

• PDF Naming Convention - This panel allows a convention to be defined for the filename of the exported PDF payslips/P60s. If exporting at the employee level, the employee number must be included.

  • Example: 
    • Payroll:
    Exporting the MONTHLY payroll with pay period 202004 at the payroll export level will result in a generated PDF file with the filename MONTHLY-202004.pdf
    • MONTHLY
    • Pay Period: 202004
    • Export Level: Employee
    • Naming Convention: Payroll-PayPeriod-Employee
    • Resultant PDF names: MONTHLY-202004-{{EmployeeNo}}.pdf where EmployeeNo is the Employee No of the employee in the payslip.

Usage

Once the configuration is entered it can be saved to allow it to be reused at a later date.

In order to begin an export, the export button must be clicked. This will bring up a modal dialog:

• For Payslip exports, the dialog will contain:
  • Payroll - The payroll that is going to be exported.
  • Pay Period - The specified pay period for the payroll being exported. e.g. 202004
    • The current and previous period can be selected by specifying 0 or 1 for the pay period respectively.
• For P60 exports, the following will be required:
  • Tax Year - The tax year the P60s will be for. 

Once an export is started, a record will be inserted into the Export History grid. The external export screen does not need to be open from this point as the export will be picked up by a background process than runs every 60 seconds.

While an export is running, the record will update to an In Progress status.

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Once the export is finished, the record will either update to a success status - or an error status with an accompanying error message.

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On a successful export. The payslips/P60s will be able to be found in the SFTP Remote Directory specified in the configuration.

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