Integrating with Advanced Workforce Management

MYOB Advanced People can integrate with MYOB Advanced Workforce Management so that employee records added in Advanced Workforce Management can be automatically created in Advanced People, and timesheet data entered in Advanced Workforce Management can be imported into Advanced People and included in pay runs. For companies in New Zealand, where a record of employees' work schedules can be kept and used for leave calculations, employees' standard hours and scheduled hours can also be imported, so that their work schedules are updated automatically.
Note: To be able to integrate with MYOB Advanced Workforce Management, the "Work Force Management" feature must be enabled on the on the Enable/Disable Features (CS100000) screen.

Setting up Integration: Advanced People

The Work Force Management Setup (MYSM2050) screen lets an administrator set up the integration details between MYOB Advanced companies and MYOB Advanced Workforce Management. This screen is available to the admin user only.

Employees

You can export employees from the MYOB Advanced People system via an export scenario and import them into MYOB Advanced Workforce Management from the Settings > Importers > Import Employees screen. See "Importing employees via Excel/CSV" on the MYOB Advanced Workforce Management Help Centre for information on the import file specification.
Note: For Australian companies, the export file contains visible TFN numbers for the exported employees. It is important that you are aware of your obligations for handling sensitive employee information in Australia and that you have a process for the data transfer that ensures you meet these obligations. See "Privacy (Tax File Number) Rule 2015" on the Federal Register of Legislation website for more information.

For employee records that are created automatically in Advanced People by synchronising with Advanced Workforce Management, the Workforce Management Preferences (MPAT1010) screen lets you set default values for those details that aren't brought across by the integration.

Pay Items

On the Pay Items (MPPP2210) screen, set the options under Workforce Management on the Additional Info tab:
  • Available to Workforce Management: Ticking this box indicates that the pay item will be available as a pay type in Advanced Workforce Management.
  • Indicates working day: This check box is available for pay items with the "Income" type. Ticking this box indicates that any time associated with this pay item should be treated as a working day.

If you want to use the rate supplied by Advanced Workforce Management for this pay item (see page 5), select Current Pay under Override Value on the Additional Info tab, and select Use Custom Rate on the Calculation Method tab.

Entitlements

Entitlements in MYOB Advanced People can be made available to leave types in MYOB Advanced Workforce Management. The options available under Self Service on the Entitlements (MPPP3300) screen apply to Advanced Workforce Management:
  • Show Leave Balances: When this check box is ticked, the entitlement will be available for selection in Advanced Workforce Management.
  • Show Projected Leave Balances: When this check box is ticked, employees will be able to see their projected balance for the entitlement when requesting leave in Advanced Workforce Management.

Employee Work Schedules

NZ companies only

An "Employee Schedule - Standard Hours" option is available in the Definition of a Week dropdown on the Pay Details (MPPP2310) screen. When this option is selected for an employee, their definition of a week will be determined by their Standard Hours, which are set up in MYOB Advanced Workforce Management. A Standard Hours column is visible on the Employee Work Schedule (MPPP2260) screen to show the Standard Hours for each employee (if there are any).

Employees' Standard Hours and Scheduled Hours values can be pulled into Advanced People from Advanced Workforce Management in one of two ways:

Setting up Integration: Advanced Workforce Management

To enable data to be imported from Advanced Workforce Management to Advanced People, records in Advanced Workforce Management must be set up with data that maps them to records in Advanced People.

Company Settings

For New Zealand companies, the Default KiwiSaver employer contribution must be set in Advanced Workforce Management at Management > Settings > Company Settings before creating employees.

Pay Types

Pay types in Advanced Workforce Management are mapped to pay items in Advanced People. When setting up a pay type, enter the ID of the pay item that it maps to into the External Mapping field.

The Calculate in Payroll option determines what rate will be applied to hours with this pay type when they are imported into MYOB Advanced People:
  • If the option is ticked, any rate supplied by Advanced Workforce Management will be ignored; the rate associated with the pay item in Advanced People will always be used.
  • If the option is not ticked, the rate supplied by Advanced Workforce Management will be used. (If no rate is supplied, the rate associated with the pay item in Advanced People will always be used.)
Note: For leave in Australian companies, the system will use the rate determined by the Calculate in Payroll setting; however, for NZ companies, the system will always use the leave rates set up in MYOB Advanced, regardless of whether Calculate in Payroll is ticked.

Leave Types

Leave types in Advanced Workforce Management are mapped to entitlements in Advanced People. When setting up a leave type, all entitlements that have the Show Leave Balances option ticked will be available for selection in the Service Type field on the Leave Type window.
Note: For Australian companies, only entitlements with units in Hours are supported for integration with Advanced Workforce Management at present.
Cost Centres

Cost centres in Advanced Workforce Management can be mapped to subaccounts in Advanced People by setting up a data map on the Data Maps (MPPP7020) screen. To make this process easier, you can use the Export CSV button on the Cost Centres screen in Advanced Workforce Management to export a list of cost centres. This list can then be edited to add columns for subaccount mappings and imported into the Data Maps screen.

When setting up a cost centre, you can enter the ID of the subaccount that it maps to into the External ID field. Future releases will use this field to map cost centres to subaccounts automatically - by entering an ID now, you will be prepared for this functionality when it becomes available.

Importing Timesheet Batches

The Timesheet Batches (MPPP7060) screen is available for pulling timesheet data from Advanced Workforce Management. Click Import External Timesheets to pull in timesheets from any pay runs in Advanced Workforce Management that are in the “"Finalised" status and have not already been imported.

Importing timesheets from Advanced Workforce Management has the following effects:
  • Timesheet data records appear on this screen, and can now be imported into the MYOB Advanced People system in the same way as other timesheet/time card data.
  • For NZ companies, employee's schedules are updated on the Employee Work Schedule (MPPP2260) screen based on the imported data:
    • Data on employees' shifts is imported into the Scheduled Hours field on their schedules.
    • The Working Day checkboxes on employees' schedules are ticked or cleared as appropriate, according to the days they worked.
Note: You can use the standard Schedules button on this screen to set up a schedule so that timesheets are imported automatically.

Once imported from Advanced Workforce Management, the timesheet data can be imported into the Advanced People system via the Import Timesheets (MPPP7030) screen, then brought into a pay run on the Pay Run Details (MPPP3120) screen.

Synchronising Employee Records

Once the integration has been set up, any time an employee is created in Advanced Workforce Management, a matching employee record will be created in Advanced People. Employees can be created in two ways:
  • By an employee following the Advanced Workforce Management onboarding process. When the employee clicks Submit at the end of the process, the information they entered is used to create the employee record in Advanced.
  • By a manager clicking the + button on the Management > Employees screen in Advanced Workforce Management. After the manager completes the Add New Employee form and clicks Add Employee, the information they entered is used to create the employee record in Advanced.
In MYOB Advanced, the employee record is created with the following details:
  • Employees screen (EP203000)
    • The Personal Info, Contact Info and Address Info sections are populated with information entered by the employee during the onboarding process.
    • The Employee Settings section is populated with the defaults from the Workforce Management Preferences screen (see page 2).
  • Pay Details screen (MPPP2310)
    • Pay items are added to the employee's Standard Pay
    • Superannuation/KiwiSaver pay items are added to the employee's Standard Pay where possible - if a pay item exists in Advanced People for the Super fund or KiwiSaver rate that the employee chose during the onboarding process, that super pay item will be added to their Standard Pay
    • The Pay Distribution tab is populated with the bank account details entered by the employee during the onboarding process.
    • In Australia, the Taxation tab is populated with the TFN declaration details entered by the employee during the onboarding process.
    • In NZ, the Definition of Week tab is populated with the employee's Standard Hours (if they exist).
The employee is initially set to Inactive—the record can be made Active once a payroll administrator has checked the record to make sure that it has all of the necessary information. The employee record is assigned an Employee ID by Advanced People—this ID is displayed in Advanced Workforce Management in the Reference field on the employee's Personal Information tab.

When an employee was added automatically from Advanced Workforce Management, a WFM Status field is available on the Pay Details (MPPP2310) screen. When the employee is first created, this field is set to "Onboarding". Once a payroll administrator has reviewed the new employee record and taken any actions necessary (see below), they can change the status to "Onboarded". The employee's Status cannot be set to "Active" until their WFM Status is "Onboarded". Once the employee is Active, you can include them in pays in Advanced People and import timesheet data for the employee from Advanced Workforce Management into Advanced People.

The Onboarding Actions tab on the Pay Details screen displays any actions that a payroll administrator may need to take before activating the employee record, e.g. reviewing settings or adding missing information.