94six sync: leave

First, establish your source of truth – MYP or Xero.

In most instances it will be MYP, particularly for subscribers using 94six for leave. This is because Xero’s leave requests contain very few fields for information and you can not go through a formal approval process with other staff members, therefore you will need to export staff from MYP to Xero. If Xero is going to be your source of truth, then add staff in Xero and import them into MYP to keep the systems in sync.

NB: Staff email addresses are unique, but they need to be mapped as part of the timesheet sync. This provides the flexibility of exporting timesheet information for some staff and omitting other staff.

For staff members whose timesheet information is to be exported to Xero:

• Select ARM Pro > Administration > API Settings
• Open ‘Staff links’
• Select the relevant account from the ‘Software account staff’ drop-down
• Map the ARM staff member to their profile in the accounting package by selecting them from the Software account staff’ drop-down
• Select ‘Save’

For staff members whose timesheet information should not be exported to Xero:

• Leave the ‘Software account staff’ drop-down on the default value, ‘– Select account staff–‘

NB: The system will not allow two staff members to be linked to the same email account. It will cause a save error.Primary email/Secondary email address needs to be selected correctly otherwise the sync will fail. Primary email address refers to the main email address stored in ARM. This may not be the same email address that is stored in Xero, for example payslips maybe sent to the staff members private email address (which would be the secondary email address stored in ARM).

Map leave types

The leave types in MYP must be mapped to a leave category set up in Xero for the sync to work.

This mapping is only required to be done once, unless another leave type is created in 94six. If this occurs you will need to set up the mapping for the new leave category.

• Select ARM Pro > Administration > API Settings
• Open ‘Leave type links’
• Select the relevant account from the ‘–Select account –’ drop-down
• A list of all current staff in MYP will appear under software account staff
• Map every 94six leave type to a Xero leave category using the ‘Software leave type’ drop-down
• Select ‘Save’

NB: The Xero leave type must be in hours.

Important checks in Xero prior to export

Each staff member whose leave is to be exported into Xero must have the following information entered in Xero. If this is not completed the sync will fail:

1. Staff member must be part of a payroll calendar
2. Staff member must have an ordinary earnings rate specified

3. Staff member must have the leave balances in 94six assigned to them in Xero

NB: If a leave request is approved in 94six and the leave type was not set up in Xero, the sync will fail.

Export leave from MYP to Xero

• Select ARM Pro > Administration > API Settings
• Open ‘Structure’
• Select ‘Leave’
• In the ‘Leave’ row, select relevant account from the ‘Export to’ drop-down
• Select ‘Export’

NB: You will receive an email notification that lists all export successes and failures.