Syncing cost centres and departments from Staffology HR with Staffology Payroll
When the integration with Staffology Payroll has been set up, Staffology HR can sync cost centre and department details to Staffology Payroll.
Do not use this setting if using a third-party provider to manage cost centres or departments in Staffology Payroll. The sync will overwrite or duplicate records the third-party provider controls.
What the sync cost centres and departments setting does
In Staffology HR, when the Include Cost Centres and Departments when syncing with Staffology Payroll setting is activated, cost centre and department details set up in Staffology HR are sent to Staffology Payroll and applied to company and employee records.
To find the setting:
- Go to System Tools, then select Utilities.
- Select Payroll, then Staffology Payroll.
- Select the relevant company.
- In the Include Cost Centres and Departments when syncing with Staffology Payroll section, select the sync options you want activated.
Setting up Staffology HR and Staffology Payroll for the first time
If setting up both Staffology HR and Staffology Payroll and using the integration, add and manage cost centres and departments in Staffology HR. It is recommended checking the cost centre and department setup in both systems before activating these settings.
Activating the setting for existing with existing data and set up
If cost centres or departments have already been set up separately in Staffology HR and Staffology Payroll, activating the sync settings will:
- Replace any cost centre or department assigned to an employee in Staffology Payroll with the one assigned in Staffology HR.
- Add Staffology HR cost centres and departments as new company records, even where similar ones already exist in Staffology Payroll.
- Remove any primary or weighting settings in Staffology Payroll the sync replaces or adds on employee records.
How the cost centres and departments sync works
If the Activate Cost Centres sync or Activate Departments sync settings have been selected, then cost centre and department information for Staffology HR is automatically sent to Staffology Payroll when the sync happens.
When the ID for the cost centre or department matches the one in Staffology Payroll, when synced the details are replaced with the details from Staffology HR.
When a cost centre or department is created in Staffology HR a system-generated ID is assigned. Staffology Payroll identifies each cost centre and department with a Code that is entered when you create it.
Because these two values are different types of ID, they do not match unless the record was originally created by the sync. This means the sync almost always treats Staffology HR cost centres and departments as new, rather than matching them to existing ones in Staffology Payroll.
What updates for the company records
When the sync happens:
- Cost centres and departments from Staffology HR are added to the company record in Staffology Payroll as new records.
What does not update:
- Existing company cost centres or departments in Staffology Payroll are not merged or matched with similar ones from Staffology HR. If similar records already exist, both versions are kept, creating duplicates.
What updates on employee records
When the sync happens:
- If an employee already has a cost centre or department assigned in Staffology Payroll, it is replaced with the one from Staffology HR.
- If an employee has no cost centre or department assigned in Staffology Payroll, the one from Staffology HR is added.
What does not update:
- Staffology Payroll allows more than one cost centre or department to be marked as primary for an employee, and allows a weighting setting for each. Staffology HR does not use or send this information. Any primary or weighting settings are not kept for records replaced or added by the sync.