Payflow Implementer's Guide FAQs

Transcription

1 Payflow Implementer's Guide FAQs FS-PF-FAQ-UG R016.00

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3 Contents Contents How do I reclaim space taken by old Payflow batch data? 4 14 Adding a New Payflow Service 17 How do I give Fairsail Support access to my data? 19 When upgrading Payflow to the latest package, which options do I choose? 20 Fairsail

4 How do I reclaim space taken by old Payflow batch data? Use the Delete Batch After Days field and the Delete Payroll Lines With Batch option when configuring the download, configuring the upload, or the Payflow Service. Delete Payroll Lines With Batch automatically deletes Payroll Lines associated with a batch when the batch is deleted. Downloads are configured as part of Payflow Services. Each service has one set of configuration settings that can apply to one or more download files. Once configured, you can run the download and use it to send data to any target system; you do not have to use the download exclusively for payroll data or as part of a fully configured payroll service. You can also specify parameters to run the download automatically to a pre-defined schedule. By default, downloads are encoded as UTF-8 to enable inclusion of international character sets. To configure a download: 1. Select the Payflow Services tab. Fairsail displays the Payflow Services Home page. 2. If you want to configure a download as part of an existing Payflow Service: a. Select a View that includes the service you want. b. Select the Payflow Service Name: Fairsail displays the Payflow Service Console for the Service. 3. If you want to configure a download for use outside a Payflow service or as part of a new service: a. Select New: Fairsail

5 Fairsail displays the New Payflow Service Edit page: How do I reclaim space taken by old Payflow batch data? b. In Payflow Service Name, enter a name for the Service. c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service. d. In Send Reports To, enter the name of the Fairsail user to receive download reports. Use Lookup if necessary. e. Select Save. Fairsail displays the Payflow Service Service Console for the Service. 4. On the Payflow Service Console, select Configure: Fairsail displays the Configure page for the Payflow Service. 5. In the Download Files section select Download Configure: Fairsail displays the Download Configure page. 6. Complete the fields as follows: Field Description Options section Download Record Length Download Record Delimiter Number of bytes. If the download must be in records of fixed length, specify the length, excluding file delimiters. The value you specify can be overridden with a different value for an individual download file. If you leave this field blank, downloaded files have variable length records. Specify record delimiter characters in Download Record Delimiter. Characters representing a break between records. The characters are operating system specific. For operating systems using ASCII use: \r for return/carriage return. Fairsail

6 Field Download Field Delimiter Description \n for newline/line feed. If you leave this field blank the record delimiter defaults to \r\n. This is the record delimiter used for CSV (comma-separated value) files. If you are downloading records of fixed length leave this field blank and specify a value in Download Record Length. Characters representing a break between fields within a record. For CSV (comma-separated value) files use, (comma). Fields containing a comma as part of the data, for example currency values using commas as thousands indicators, automatically have those fields enclosed in double quotes ("). For TSV (tab-separated value) files use \t If you leave this field blank the field delimiter defaults to a comma. The following object specific fields enable you to specify a base group of Team Members to supply data for download. Team Member Selection section Team Member Select Field Team Member Select Value Picklist. The field from the Team Member object you want to use to select Team Member data to include in the download. You can specify any text or formula field, including custom fields you have added to your org. If you need to use complex logic, create a new formula field on the Team Member object to hold the logic, then select the new field here. Select the picklist and choose the field. Use Team Member Select Field in conjunction with Team Member Select Value to control the data that can be used as the basis for the download. The value of the field chosen in Team Member Select Field for data to be used as the basis for the download. If you specify a value that does not exist for the field you have chosen, the download will fail. If you leave this field blank, data can be included in the download only if the value of the selected field is blank. For logical NOT Use! For example, with fhcm2 Country c in Team Member Select Field: France specifies all Team Members with the value France in the Country field.!france specifies all Team Members with any value other than France in the Country field.! on its own specifies all Team Members with any value other than blank in the Country field. Job History Select Field A blank field specifies all Team Members with no value in the Country field. Picklist. The field from the Job History object you want to use to select Team Member data to include in the download. Use Job History Select Value to specify the value the field must match to qualify Team Member data for download. Select the picklist and choose the field. Typically used for identifying Team Members who have changed reporting country since the last batch was run. Fairsail

7 Field Job History Select Value Team Member Select Dates Description The value of the field chosen in Job History Select Field for data to be used for the download. Enables you to select Team Members who were employed by your organization for the whole of the download (Payroll) period. If checked, Team Member records are selected for the specified Payroll period if: The Employment Record Start Date is before the Payroll period. AND Salary Select Dates Team Member Include Period Back There is no Employment Record End Date, or the Employment Record End Date specifies a date after the end of the Payroll period. If unchecked, Team Member records are not selected on the basis of their Employment Record start and end dates. To include all Team Member records, leave unchecked. Enables you to select salary records for Team Members with salary start dates that started before or during the download (Payroll) period. Team Member salary records that start after the end of the Payroll period are not included. If checked, Team Member salary records are selected for the specified Payroll period if the Salary Record Start Date is before or during the Payroll period. Salary records that start in the future are not selected. If unchecked, the most recent Team Member salary records are included regardless of the salary record start date. Enables you to select Team Member records from the previous download (Payroll) period as well as the current download period. If checked, Team Member records from the previous download period are downloaded. For example, to retain access to Team Members who are terminating and may not be active in the current download period. If unchecked, only Team Member records active in the current download period are downloaded. Bonus Selection section Bonus Select Dates Bonus Include Period Back Enables you to select Bonus records for Team members with bonus paid dates within the download (Payroll) period. If checked, Team Member Bonus records are included in the download only if the Bonus paid date falls within the Payroll period. If unchecked, the most recent Bonus records are included in the download regardless of the paid date. Enables you to select Bonus records for Team Members with bonus paid dates in the previous download (Payroll) period as well as the current download period. If checked, Bonus records with paid dates in the previous download period are included in the download. If unchecked, only the most recent Bonus records are included in the download. Benefits Selection section Fairsail

8 Field Benefit Include Period Back Include Post Employment Benefits Benefit Select Active Deduction Select Dates Description Enables you to select Benefit records from the previous download period as well as the current download period. If checked, Benefit records from the previous download period are included in the download. If unchecked, only Benefit records active in the current download period are included in the download. Enables you to select Benefit records that apply to Team Members who have terminated, for example benefits that remain due to ex-employees as a result of US COBRA legislation. If checked, active Benefit records for Team Members who have terminated are included in the download. If unchecked, Benefit records for Team Members who have terminated are not included in the download. If checked, only Benefit records marked as active are included in the download. If unchecked, the status of the active flag is ignored and all Benefit records are included in the download. If checked, Benefit records are included in the download only if deductions for the benefit are currently being made: Deduction Start Date is before or during the download period, or null. AND Deduction End Date is during or after the download period, or null. When Deduction Start Date is specified and Deduction End Date is blank, Deduction End Date is taken as an unspecified future date. If unchecked, Deduction start and end dates are ignored when selecting Benefit records. Note that Deduction Start and End dates may not be the same as Benefit Start and End dates. Absence Selection section Absence Select Dates Absence Include Period Back If checked, Absence records are included in the download only if they fall within the download period. If unchecked, Absence record dates are ignored when selecting Absence records for the download. If checked, Absence records from the previous download period are included in the download. If unchecked, Absence records are included for the current download period only. Fairsail

9 Field Absence Include Deleted Description If checked, deleted Absence records are included in the download. Deleted Absence records have the IsDeleted field set TRUE; you can use Payflow batch logic to select output content based on this setting. If unchecked, Absence records are included in the download only if they have not been deleted. Timesheets Selection section Timesheet Select Dates Timesheet Select Approved Dates Timesheet Select Paid Dates Timesheet Include Period Back If checked, Timesheets are included in the download only if they fall within the download period. If unchecked, Timesheet dates are ignored when selecting Timesheet records for the download. If checked, Timesheets are included in the download if they have been approved during the download period. If unchecked, Timesheet approval dates are ignored when selecting Timesheet records for the download. If checked, Timesheets are included in the download if they have been paid during the download period. If unchecked, Timesheet paid dates are ignored when selecting Timesheet records for the download. If checked, Timesheet records from the previous download period are included in the download. If unchecked, Timesheet records are included for the current download period only. Start Date and End Date of Period section Payroll Base Date Date. The date used as the starting date for calculating payroll (download) run dates. Multiples of the Payroll Period are added to the Payroll Base Date to determine the next payroll (download) run date. Enter a date, or click the field to display a calendar so that you can select a date. To use today's date, click today's date displayed to the right of the field: Fairsail

10 Field Payroll Period Description Picklist.The interval between payroll (download) runs. By applying multiples of the Payroll Period to the Payroll Base Date, Fairsail calculates the date of the next payroll (download) run. Select the picklist and choose from: Monthly On the same day of every month. Semi-monthly Twice a month. The Payroll Base Date must be the first or the last day of the month. Payroll runs are then made on that day of every month and on the mid-day of the month, typically the 15th. Biweekly Every two weeks. Days Back For Start Date Days Future For End Date Weekly On the same day of every week. To set a start date in the past that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period. Days Back For Start Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period. Enter the number of days in the past from which you want the download data to start. Enter numbers as positive integers. Use with Days Future For End Date to specify an end date other than today. If Days Future For End Date is not set, or set to zero, the end date is set to today. To set an end date in the future that is not tied to a Payroll Period. The value you specify is used by Payflow if Payroll Period is set to None, so use this field if you do not complete Payroll Base Date and Payroll Period. Days Future For End Date enables you to set the download batch to run for a sliding window of days, rather than the fixed dates of a payroll period. Enter the number of days in the future you want the download data to end. Enter numbers as positive integers. Use with Days Back For Start Date to specify a start date other than today. If Days Back For Start Date is not set, or set to zero, the start date is set to today. Automatic Processing section When scheduling multiple batches, set start times at least 10 minutes apart. Running multiple batches simultaneously can result in conflicts if a required record has been locked by another service. Fairsail

11 Batch Start Cron Command An expression to specify the time sequence to be followed for downloads, for example: Every day at 1pm: * *? Every Friday at 5pm: ? * FRI The last Thursday of every month at 22:00: ? * 5L The expression must be of the form: [sec] [min] [hr] [day_of_month] [month] [day_of_week] [year] Where: [sec] is the time in seconds, from 0 to 59. No special characters can be used. [min] is the time in minutes, from 0 to 59. No special characters can be used. [hr] is the time in hours using the 24 hour clock, from 0 to 23. Special characters:, (comma) - (hyphen) * (asterisk) / (forward slash) [day_of_month] is the date in the month, from 1 to 31. Special characters:, (comma) - (hyphen) * (asterisk)? (question mark) / (forward slash) L W [month] is the number of the month from 1 to 12, or a three letter abbreviation for the month: JAN FEB MAR APR MAY JUN JUL AUG SEP OCT NOV DEC Special characters:, (comma) - (hyphen) * (asterisk) / (forward slash) [day_of_week] is the number of the day in the week from 1 to 7 starting with Sunday, or a three letter abbreviation for the day: SUN MON TUE WED THU FRI SAT Special characters:, (comma) - (hyphen) * (asterisk)? (question mark) / (forward slash) L # (hash) [year] is optional and if used is a year from 1970 to Special characters:, (comma) - (hyphen) * (asterisk) / (forward slash) See below for special characters and further examples. Fairsail

12 Special characters:, (comma) A value delimiter when specifying more than one value for a parameter. For example JAN, MAR, JUN to specify more than one month. - (hyphen) A value separator when specifying a range of values for a parameter. For example JAN-JUN to specify a range of months. * (asterisk) All values for a parameter. For example * in the day_of_week parameter position specifies all days and the download runs every day.? (question mark) No specific value. Used for day_of_month or day_of_week when specifying one and not the other. / (forward slash) A value separator when specifying increments. The value before the slash specifies the starting value, the value after the slash is the amount of the increment. For example 1/5 for day_of_month specifies to run the download every fifth day of the month starting from the first of the month. L Last value in the range. Available for: o day_of_month where it means the last day of the specified month. o day_of_week when used by itself it means Saturday; when used in conjunction with another day_of_week value it means the last day of that value in the month. For example, 6L means the last Friday in the month. W Available for day_of_month in conjunction with a day value to specify the nearest weekday within the month. For example, 20W, when the 20th is a Saturday runs the download on Friday 19th; 1W, when the 1st is a Saturday runs the download on Monday 3rd, the nearest weekday within the month. # (hash) A value separator when specifying the nth day_of_week in the month. For example the 3rd Wednesday of the month. Used for day_of_week. The value before the hash specifies the day_of_week, the value after the hash specifies the ordinal. For example, FRI#2 and 6#2 both specify the second Friday in the month; 2#3 and MON#3 both specify the third Monday in the month. Fairsail

13 Example expressions * *? The download runs every day at 13:00hrs (1pm) ? * 6L The download runs on the last Friday of every month at 22:30. (10:30pm) W * L The download runs on the last weekday of every month at 15:00 (3pm) ? * MON-FRI The download runs Monday through Friday at 17:45 (5:45pm). Delete Batch After Days Delete Payroll Lines With Batch 0 0 2? * MON#3 The download runs on the third Monday of every month at 02:00 (2am). Number of days after which download batches are deleted. For example, if set to 0 all previous download batch runs are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data. Managed File Transfer section Complete these fields if you are downloading using managed file transfer. Outgoing s Outgoing Server Outgoing Path One or more addresses to receive the download files. Enter each address on a separate line. Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page. The name of the server supplying the data for download. Used if you are downloading using managed file transfer. You also need to complete your server login credentials on the Payflow Service Configure page. The path within the outgoing server to the directory supplying the data. 7. Select Save. Fairsail displays the Configure page for the Payflow Service. Fairsail

14 Uploads are configured as part of Payflow Services. Once configured, you can run the upload and use it as a means of loading data from any source system into Fairsail; you do not have to use the upload exclusively for payroll data or as part of a fully configured payroll service. To configure an upload: 1. Select the Payflow Services tab. Fairsail displays the Payflow Services Home page. 2. If you want to configure an upload as part of an existing Payflow Service: a. Select a View that includes the service you want. b. Select the Payflow Service Name: Fairsail displays the Payflow Service Console for the Service. 3. If you want to configure an upload for use outside a Payflow service or as part of a new service: a. Select New: Fairsail displays the New Payflow Service Edit page: b. In Payflow Service Name, enter a name for the Service. c. Check Create Change Log to add a log file to the Note & Attachments Related List for each batch run by the Service. d. In Send Reports To, enter the name of the Fairsail user to receive upload reports. Use Lookup if necessary. e. Select Save. Fairsail displays the Payflow Service Console. Fairsail

15 4. On the Payflow Service Console, Select Configure: Fairsail displays the Configure page for the Payflow Service. 5. In the Mapping from Upload File to Payflow Lines section, select Upload Configure. Fairsail displays the Upload Configure page. Use this page to define key features of the file(s) you are going to upload so that the contents can be correctly mapped to Fairsail records. 6. Complete the fields as follows: Field Description Options section Primary Key Picklist. The value used to link a record in the upload file to a unique Team Member record in Fairsail. Select the picklist and choose from: Payroll Service and Number If you are uploading data from more than one source (typically, multiple payroll services), use this option to avoid conflicts between instances of the same identification number used by more than one service. Upload Record Delimiter Upload Field Delimiter Upload Use Field Numbers Unique Id The Team Member's Unique Id as recorded in Fairsail. This is the most commonly used option for single file uploads. Records in the upload file with Primary Key blank are ignored and not uploaded. Characters or a regular expression representing a break between records in the file(s) to be uploaded. Typically a Return character. If this field blank the record delimiter defaults to a standard Return character. Characters representing a break between fields within a record. Typically a comma (,) or a tab (\t) If you leave this field blank the field delimiter defaults to a comma to create a standard comma separated value (CSV) file, using the regular expression:,(?=(?:[^\"]*\"[^\"]*\")*(?![^\"]*\")) Fields containing commas are assumed to be enclosed in double quotes ("). Double quotes at the beginning and end of a field are stripped on import. To use an alternative character as a delimiter, precede it with a backslash (\). For example, to use pipe ( ) as a field delimiter, enter: \ Enables you to use sequential numbers as field names in the records to be uploaded. If checked, the upload process expects to find sequential field numbers starting from 1 for all field names. If unchecked, the upload process expects to find field names in the first record of the upload file. Multiple spaces embedded in field names are converted to single spaces, and case is ignored. Fairsail

16 Upload Full File Upload Post Employment Data Upload Attachment Filename If checked, the complete upload file is scanned and compared with the previous upload run to identify Team Members missing from this upload. The confirmatory sent on completing the run lists missing Team Members. Missing Team Members are possible leavers or terminations; identifying them in the upload file provides a check and enables you to ensure that all required HR processes are followed. If unchecked, no comparison of file content with the previous run is made. If checked, data can be imported without creating new Employment Records for Team Members who have left. Picklist of fields in the Payflow Line object. Used to enable import of payslips to Payflow Line for display through Fairsail WX. Select the picklist and choose the field that contains or references the name of the file. This can be a field from the csv file to be uploaded, or a formula field that calculates the file name from data such as the Unique ID. When selected, an additional batch runs to import payslips after the batch importing data to Payflow Lines, and before the batch updating HCM objects Automatic Processing section Delete Batch After Days Delete Payroll Lines With Batch Number of days after which download batches are deleted. For example, if set to 0 all previous download batch runs are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data. SFTP section Complete these fields if you are uploading using managed file transfer. Incoming Server Incoming Path The name of the server to which you are uploading the data. The path to the receiving directory on the Incoming Server. 7. Click Save. Fairsail displays the Configure page for the Payflow service. Fairsail

17 Adding a New Payflow Service Adding a New Payflow Service A Fairsail Payflow Service provides a complete definition of the interface between Fairsail and an external service, including: Configuring the download from Fairsail to the external system. Specifying download file content and format. Mapping fields between download files and files of the target system. Configuring the upload from the external system to Fairsail. Mapping fields between the source system and Fairsail. The external service can be a Payroll Agency, a Benefit Supplier, or another host of HCM or HRIS information. To add a new Payflow Service: 1. Click the Payflow Services tab. Fairsail displays the Payflow Services Home page. 2. Click New: Fairsail displays the New Payflow Service Edit page: Fairsail

18 Adding a New Payflow Service 3. Complete the fields as follows: Field Payflow Service Name Create Change Log Description A name for the service. If checked, Payflow logs the changes identified by the service each time a batch runs. The log file is attached to the batch in the Notes & Attachments Related List. Send Reports To The name of the Fairsail user to receive download reports. Use Lookup if necessary. Delete Batch After Days Delete Payroll Lines With Batch Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts. Number of days after which download batches are deleted. For example, if set to 0 all previous download batch runs are deleted after the current one has run; only the latest download is kept. If set to 7 all downloads over a week old are deleted. Useful for constraining the amount of download data held, and particularly valuable for managing changes only download data which can accumulate quickly. Not displayed by default. You can add to the page layout through Setup > App Setup > Create > Objects > Payflow Service > Page Layouts. If checked, Payroll Lines linked to a batch are deleted when the batch is deleted. If not checked, deleting a batch does not delete associated Payroll Lines. Useful in managing the volume of stored Payflow data. 4. Click Save to save the Service and close the Payflow Services Edit page. Fairsail displays the Payflow Service Console for the service you just added. Click Save & New to save this service and add another. You can now set up the service by adding download and upload configuration details. Fairsail

19 How do I give Fairsail Support access to my data? If you raise a Support Case with Fairsail, you may be asked to allow the Support team to login to your org as you so that they can thoroughly investigate the issue. 1. Go to Setup > Personal Setup > My Personal Information > Grant Login Access Fairsail displays the Grant Login Access page. 2. In the Fairsail Support row, select the picklist in the Access Duration column and choose the duration of access you want to grant. It is good practice to keep Access Duration as short as possible - Support typically offer guidance on the length of time they need. Fairsail

20 When upgrading Payflow to the latest package, which options do I choose? 1. Use the link to the new package supplied by Fairsail and login to the org you want to upgrade. 2. Select Install for Specific Profiles. Fairsail displays a list of available Profiles. 3. Select the picklist for Set access level for all profiles to and choose No Access. 4. Select Set. 5. In the list of Profiles select the picklists in the Access Level column and choose the following mapping: Profile Fairsail Administrator Fairsail HR Manager Fairsail Platform Team Member All other Profiles including custom profiles Access Level Fairsail Administrator Gives full access to Payflow. Applies the settings in the Fairsail Administrator profile supplied with Payflow to the existing Fairsail Administrator profile. Fairsail Administrator Gives full access to Payflow. Applies the settings in the Fairsail Administrator profile supplied with Payflow to the Fairsail HR Manager profile. If you want to exclude HR Managers from access, choose No Access. No Access Gives no access to Payflow No Access Access levels set for existing custom profiles are preserved with no changes. 6. Select Install. The package is installed in your org. The installation may take several minutes to complete - if a progress page is displayed, select Done. When installation is complete, you are sent an confirming successful installation in your org. Fairsail