PUMP SUPPORT

InTime-Pump Integration Setup (System Administrators)

Before you setup the Intime integration on your Pump instance, please contact Pump Support to ensure your RSM Intime integration sync has been setup and please ensure you have your Intime environment credentials to hand. Contact your RSM account manager / support team if you are unsure of these credentials.
 

Once the Pump-Intime sync has been setup you must populate the following fields in the Pay and Bill Integration Settings tab of Pump's Global Settings. Please note, this must be done separately on your Sandbox and then later on your Production instance if you are going through an implementation and user acceptance testing period.

• Integration Provider = "InTime"
• Username = InTime Username
• Password = InTime Password
• Agency Ref Code = InTime Agency Reference Code

If you only wish to integrate your Pump instance with a single RSM Intime environment, then you only need to configure the above fields. However if you wish to push data to multiple Intime environments due to your organisational structure you must toggle 'Use Owning Company Credentials?' to 'Yes.'

Doing so allows you to use the Placement's 'Sales Owning Company' record's Intime credentials linked to each Placement in Pump to push your data to more than one Intime environment.

You can create and populate your Owning Company records separately within each instance under the Pump Settings area in the bottom left of your screen.
 

If any credentials are missing when authorising a Placement and syncing it to InTime an error message will be displayed. This applies to both credential types, but if Sales Owning Company credentials are used and the Sales Owning Company is blank, an error will also be displayed saying that the field needs to be filled in.

The Pay and Bill Integration Password field in both Global Settings and Owning Companies is hidden unless users have the Security Role 'Pump - Pay and Bill Integration Admin' assigned.

Further configuration of your Intime integration

In addition to this, you will also need to do the following:

• Add any Users to the Field Security for the Bank Account fields in the Candidate and Placement Entities.
• Contact the Pump Team to setup your InTime background sync.
• Customise your Pump Unmanaged Solution in your Sandbox to meet any custom option sets you have setup within your Intime environment. 

In InTime, it is possible to have custom options for the following field types (which also have an equivalent value in Pump).

• Currencies/Exchange Rates.
• Tax Codes.
• Pay Elements (for Overtime Rates).
• Invoice Frequencies.
• Payment Frequencies.

For the Currency, Tax Code, Pay Element and Payment Frequency options, values are matched using the following:

• Currency: ISO Currency Code (e.g. 'GBP').
• Tax Code: The Tax Code Option Set 'Label' matches with the Tax Rate 'Name' (NOT code) in InTime.
• Pay Element: Pay Element Name (e.g. 'Basic Pay').
• Payment Frequency: Payment Frequency Name (e.g. 'Weekly').

For the Invoice Frequency options, values are matched using their option value/index (both Pump and InTime must have the same options in the same order). Out-of-the-box options are:

• 0 - Weekly
• 1 - Two Weekly
• 2 - Four Weekly
• 3 - Calendar Monthly
• 4 - 4-4-5
• 5 - Other 

Data Mapping and Business Process Flow Customisation

In order to most effectively utilise the integration the customer should incorporate mandatory fields into the Placement Business Process Flow before Level 2 Authorisation that you wish to be pushed up to Intime. Please be aware that in some cases RSM Intime requires these fields.
For a full overview of the Pump - RSM Intime data mapping sync please review the data map below below

InTime Integration (Users)

If the InTime Integration is enabled, the Placement and associated data will be created in InTime automatically on 2nd Level Authorisation.

If any validation errors occur in this process, an error, like the one in the screenshot below, will be displayed with the validation message from InTime. The Placement won't be able to progress to 2nd Level Authorisation until the validation error has been resolved.

It is also worth noting that the LATEST InTime error is stored in the Placement Field - Pay and Bill Integration Sync Error (colleagu_payandbillintegrationsyncerror). This field is cleared once the Placement is pushed through to Intime successfully on Level 2 Authorisation after a resolution of any data errors.

When Placements have Timesheets or Invoices associated with them in InTime, warning banners are displayed on the Placement form.

FIELD MAPPING