Set up of API (Xero)
First, establish your source of truth – MYP or Xero.
In most instances it will be MYP, particularly for PocketWatch subscribers who are using the module for timesheets. The timesheet information from PocketWatch needs to sync to Xero in order to complete payroll, therefore an export of staff from MYP to Xero is required. If Xero is going to be the source of truth, add staff in Xero and then import staff 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.
Map staff email address
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 menu 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 may be sent to the staff members private email address (which would be the secondary email address stored in ARM).
Map pay rates
All pay rates in MYP need to be mapped to pay rate categories in Xero. These are created in the PocketWatch settings page and used in the award rules to create different pay rates for employees depending on the hours and time worked. If no rates are used the employee is paid their ‘Standard rate’. The standard rate also must be mapped.
NB: This mapping is only required to be done once, unless another pay rate is created in PocketWatch. Please make sure all pay rates in Xero have their unit type set to ‘Hours’. Otherwise, Xero will be unable to create timesheets using the pay rates.
- Select ARM Pro > Administration > API Settings
- Open ‘Pay rates’
- Select the relevant account from the ‘–Select account –’ drop-down menu
- Map every PocketWatch pay rate to a MYOB pay rate category using the ‘Software pay rate type’ drop-down menu
- Select ‘Save’
NB: Overtime hours in Xero must be a multiple of the staff’s ordinary rate.
Managing multiple pay levels in Xero
There are two methods for managing multiple pay levels in Xero connecting with MYP:
- Multiplier method in Xero:
Ensure earning rates are set up as ‘Multipliers’ in Xero, and the base rate is set up in the employee profile > Employment tab > Ordinary earning rate. The base rate should be their standard rate for the applicable pay level and will be multiplied by earnings rates set as ‘Multipliers’. In most awards, the multipliers are consistent across different pay levels, and only the staff member’s standard earnings rate changes with levels.
- Static dollar rate method in Xero:
Earning rates are set up as ‘Rate per unit’ in Xero. The standard rate is still required to be set up in their employee profile > Employment tab > Ordinary earning rate, but this will not be multiplied by the earnings rate. This method requires every pay level rate to be set-up in both Xero and MYP. With this method, you must manually set-up all earning rates and amend these when there are changes to the employee rate through the employee profile > Pay template tab.
NB: MYP only exports hours and signal pay rate names when exporting timesheets. The dollar rate must be managed in Xero using one of the above methods. The multipliers or dollar rates in MYP do not affect how the payroll is done in Xero.
Important checks in Xero prior to export
The pay period in PocketWatch must be aligned with the pay period in Xero otherwise the sync will fail.
The pay period in PocketWatch is set through PocketWatch settings under ‘Pay Periods’ and can be seen on a staff myShifts page under the staff member’s name.
Important checks in MYP prior to export
Timesheets need a pay rate applied in order to sync correctly. This pay rate is applied correctly when the staff member clocks in and out of their shift as the award rules run in the background and are shown in the cost allocation section of the timesheet.
NB: If a staff member’s timesheet is created in the timesheet section it bypasses this step, so the roster manager must click ‘Calculate cost allocation’ in the ‘COST ALLOCATION’ panel to run the award rule process.
Export timesheets from MYP to Xero
- Select ARM Pro > Administration > API Settings
- Open ‘Structure’
- Select ‘Timesheet’
- In the ‘Timesheet’ 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.
Check timesheets in Xero
Timesheets are posted into draft status and need to be approved for payroll purposes.
NB: The timesheet sync is an update function meaning it can be triggered multiple times. A re-sync will only update changes in the timesheets that have not already been approved in Xero.
