PocketWatch sync: allowances

Allowances are synced to the timesheets in Xero from PocketWatch. Before allowances can be synced the timesheets in Xero must be approved.

• Staff must be exported to Xero (refer to ‘Export staff from MYP into Xero‘)
• Staff emails must be linked (refer to ‘Map staff email address‘)
• Allowances must be created in Xero
• Allowances must be mapped

Set up allowances in Xero

Allowances must be created as allowances in the Pay items within the Payroll Settings menu in Xero. It is possible to use either a fixed allowance or a rate per unit but not a multiple of employee’s ordinary earnings rate.

Map allowances in API settings

• Select ARM Pro > Administration > API Settings
• Open ‘Allowances’
• Select the relevant account from the ‘–Select account –’ drop-down
• Map the PocketWatch allowances to the MYOB Payroll categories using the drop-down
• Select ‘Save’

NB: Each allowance in PocketWatch MUST be mapped to a Xero allowance otherwise the sync will fail. PocketWatch allowances are located in in PocketWatch > Settings > Allowances. Each employee must also be approved to be paid these allowances.

Export timesheets from MYP to Xero

Approve all timesheets for the pay period concerned. Create pay-run for pay period allowances/time sheet are to be synced to. This will create payslips for all employees in the pay-run based on the hours approved from the timesheet sync.

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

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

Sync allowances

To sync allowances, re-sync the timesheets after they have been approved in Xero and the pay run has been created:

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

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

• A new setting will be added to allow for the automatic approval of timesheets. This will mean that timesheets and allowances will sync together if setting is selected (due August 2020)

Process payroll

• Process payroll as per usual