Using the MYOB time sheet integration wizard you can use ClockOn's Roster and Attendance options to record your employees times and then quickly export them to MYOB, via the the integration wizard, allowing you to use MYOB's payroll.
To use the integration wizard you need to have configured it first (see: Adding a MYOB AccountRight Live Integration)
- Navigate to the Home tab and click on the Integration Wizard Icon
Select the Type of integration. MYOB - Time sheets to push the times into MYOB or Manual - Time Sheets for an export file to upload into other systems (See below)
Select the Companies details you want to export to
Click on Next
The export option window will pop up so you can choose any filters and the payroll period you want to send to MYOB
Once all the options are selected, Click on Ok
On the Map Employees screen you have the option to Auto Assign the ClockOn Employees to the MYOB Employees. This matches employees based on their first name, last name and date of birth. You can also manually map (join) the employee together by clicking on the fields, under the MYOB Employees column and from the drop down menu select the employee's name to map them together.
NOTE: Mapped employees will show in Black and un-mapped employees will show in Red. You do not have to map all employees, you can run it for those that are just mapped, you will get a confirmation message
Once all of the required employees are mapped, click on Next. This saves the mappings for future submissions however you will see this page each time.
Once the employees are mapped you will be taken to the Time sheet Mappings. This allows the user to map the ClockOn time sheet breakdowns to MYOB, it will load the categories and jobs from MYOB and allow you to select them in a drop down list.
The Time sheet mapping window has the following columns:
Description: This column is grouped by ClockOn Rule set, ClockOn Employee, ClockOn pay categories (e.g. Normal Hours, Penalty (time), Leave types, etc..) Each group can be expanded to view more information
Location/Department: This column shows the ClockOn location and department that each ClockOn pay category is linked to, based on the timesheets in ClockOn
Date: When the ClockOn pay category is expanded it will display the date of the time sheet entry
Day: When the ClockOn pay category is expanded it will display the Day of the time sheet entry
Hours: When the ClockOn pay category is expanded it will display the hours of each time sheet entry
%: This displays the % that the ClockOn hours category is set in the ClockOn rule set.
Rate: This displays the employees base rate that the % is to be applied to
Category: Using a drop down menu you can map these MYOB categories to the ClockOn pay categories. When selecting a Category the system will build a mapping rule. This rule is then applied to all that match it. In most cases you can just pick categories for each of the records. Any other category that matched the mapping rule will automatically map to them. For those that understand it more or want to control it a bit more they can edit these. (See Editing Rule Mappings below)NOTE: When running in the manual mode its just a manual entry not drop downs.
Job: Using a drop down menu you can map these MYOB Jobs to the ClockOn pay categories or Time sheets when the ClockOn pay categories are expanded
Actions: Using these buttons, for each row you can Add, Edit or Remove the mapping rules
Notifications: If there is an error with one of the mappings the row will be red and if you hover on the notification icon a pop up with a brief description of the error will show
- Once all of the required time sheets are mapped, click on Next. This saves the mappings for future submissions however you will see this page each time and can make adjustments as required
NOTE: Entries not linked appear in red, but like the employee mapping screen you do not have to link them all.
- Once the mapping has been completed, the you can then submit the data to the online system for further processing. Press the Submit button to continue, ClockOn will then report the process in the on-screen log.
- The wizard is now complete and will allow the user to close the screen. Please ensure the data is correct in the external system. Click on Finish
Editing Rule Mappings
To edit the rule mappings you can click on the ellipsis icon (...) at the end of the row you want to edit. This will open up the mapping details for that rule allowing you to edit the rule.
If you have added base hourly, it will assign to the department that has been allocated to the ClockOn time sheet. If you want to ignore this auto allocation to the department you can turn off Match by Location(s) and/or Match by Department(s) and now this rule will apply to all the locations/departments.
The Mapping Rules Icon
- Clicking on the Mapping Rules button shows all of the loaded rules for this api connection
- The move buttons are there because it applies the rules in a sequence, if 2 rules apply to the same cost breakdown the last one will override it.
Show Errors Only
The show errors only button filters the records and only shows the red ones
Manual Time sheets
The only difference with running in manual mode is that you don’t see the the employee mapping page and you need to enter the categories manually, and not from a drop down list. After setting the time sheet mappings, the submission page will export a *.csv file with all the fields required for most systems.