Payroll export file transfer
After the Payroll Close process is completed through the Payroll Close Wizard, the payroll export file is ready to be transferred to the native payroll system. The Payroll Close process must take into account whether the payroll process of an organization is de-centralized or centralized.
De-centralized payroll process
A decentralized export involves having the actual export accomplished by individual locations. In this scenario, the local managers are responsible for setting the work records and pay groups to “ready” to be exported as well as performing the actual export. This decentralized process is created by setting the appropriate security levels.
Centralized payroll process
A centralized export involves having the actual export accomplished by a central unit or department. Often, setting the work records and pay groups to “ready” to be exported is the responsibility of the individual department or location. Performing the export falls to the central payroll department. This centralized process is created by setting the appropriate security levels.
Regardless of whether the export is performed in a centralized or decentralized manner, the result is the creation of a payroll export file (or multiple files) that is to be read by an external payroll system. This operation is accomplished by clicking on Export Now as part of the Payroll Close Wizard, or by having a scheduled task pick up the ready records for export. In this manner, the payroll process can take on an automated or semi-automated nature.
Automated process
In an automated payroll process, the export file generated by the Payroll Close Wizard is picked up by a previously created system task and is automatically exported to a pre-determined directory. Once in the directory, the native payroll system reads the export file. The application task is run regularly according to a specified schedule.
Semi-automated process
In a semi-automated payroll process, the generated export file is placed in a specified directory when the payroll administrator clicks Export Now from the Payroll Close Wizard. The export file is then manually moved to a directory where the native payroll system can read the export file at the payroll administrator’s discretion.
Export complete XML data report
A text file containing XML data related to the exported file is generated when the export is completed. This report is placed in the /Default/Report/ directory where the payroll export file is located. The format for the report’s file name is: r<paygroupid><date>.