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HR and Payroll platform integration error fixes

Updated

Available for the following HR plans: Standard, Premium, Platinum
Available for the following Payroll plans: Standard, Premium
Available for the following user access levels: Admin

This article is relevant if you use Employment Hero's HR and payroll platforms.

There are several errors you may come across that have "Does not exist" in their names. Often these are because of a mismatch in information between the Employment Hero HR platform and Employment Hero Payroll platform. These can be resolved by making sure information matches.

Click on an error name below to learn how to fix the error:

Employee integration errors

Employee address not unique

Error

Type Feature Error Name
Import conflict Employee file Employee email address not unique

Explanation

This error occurs when an employee does not have a unique email address on your payroll platform. Because of this, the HR platform will not import the employee record.

Changing the email address in the employee's file in your payroll platform so it is unique and then re-syncing the two platforms will resolve this issue.

Interactive steps

Click here for an interactive demo

Written steps

Resolving this error
  1. Log into Employment Hero Payroll.
  2. Click the Employee menu.
  3. Click the List submenu.
  4. Click on the employee who needs their email changed.
  5. Click the Details button.
  6. In the Email field, enter a unique email address.
  7. Click the Save button.
    Email_1.jpg
  8. Log in to your Employment Hero platform.
  9. Click the Settings menu.
  10. Click the Add-ons submenu.
  11. Click the Actions button.
  12. Click the Update button.
    Payroll_4.jpg

  13. In the Employees section, click the Update from Payroll button.
    Payroll_5.jpg

     

    Helpful Hint

    The Employees section will now show a green Updated button. This means the HR platform has successfully imported your employees from your payroll platform.

    Payroll_6.jpg

Employee file does not exist

Error

Type. Feature. Error Name.
Import conflict. Employee file. Employee file does not exist on Employment Hero Payroll.

Explanation

You will encounter this error when a user's employee file only exists on your Employment Hero (EH) HR platform and not on your EH payroll platform.

Solution

To resolve this error, you will need to transfer the employee record on your EH HR platform over to your EH payroll platform.

How to transfer an employee record
  1. Click the   Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions   button.
  4. Click the   View Conflicts button.
    Showing the Add-ons page with the the Actions and then the View Conficts buttons highlighted.
  5. Click the Use EH Data button. Showing the View Conflicts page with the Use EH Data button highlighted.
Employee exists on both Employment Hero HR and Employment Hero payroll

Error

Type. Feature. Error Description.
Import conflict. Employee File. Employee exists on both Employment Hero HR and Employment Hero payroll.

Explanation

This error occurs when the employee exists on both your Employment Hero (EH) HR and Payroll platforms, and they are using the same unique identifier, i.e. both records are using the same email address.

Solution

You can resolve this error by opting to use either your EH Payroll or HR platform employee data.

Warning

If you opt to use your EH payroll platform employee data, then it will overwrite the data stored within the HR platform. The same logic applies if you choose the HR platform data over the information stored within your payroll platform.

Solution one: Using payroll platform data
  1. Click the  Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions   button.
  4. Click the  View Conflicts button.
    Showing the Add-ons page with the Actions button followed by the View Conflicts button highlighted.
  5. Click the Actions   button.
  6. Click the  Use Employment Hero Payroll Data button.
    Showing the View Conflicts page with the Actions button followed by the Use Employment Hero Payroll Data button highlighted.
Solution two: Using HR platform data
  1. Click the  Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions   button.
  4. Click the  View Conflicts button.
    Showing the Add-ons page with the Actions button followed by the View Conflicts button highlighted.
  5. Click the Actions   button.
  6. Click the  Use EH Data button.
    Showing the View Conflicts page with the Actions button followed by the Use EH Data button highlighted.

Pay category, schedule and rate errors

Pay category does not exist

Error

Type. Feature. Error Description.
Import conflict. Pay Category. Pay category does not exist on Employment Hero payroll.

Explanation

This error occurs when a pay category does not exist on your Employment Hero (EH) payroll platform. When your EH HR platform encounters this issue, it will automatically disable the affected pay category.

Solution

You can resolve this error by adding the pay category to your EH payroll platform and then updating the data stored on your EH HR platform.

Interactive steps

Click here for an interactive demo

Written steps

Resolve the error
  1. Log into your Employment Hero Payroll platform.
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Pay Categories button.
  5. Click the   Add button.
    Pay_Category_1.jpg
  6. Enter the pay category name and click the Save button.
    Pay_Category_2.jpg

  7. Complete the following fields:

    • Name.
    • Units.
    • Super rate.
    • Rate loading.

    Important

    We will add the loading rate amount on top of the base rate.

    • Penalty-loading.

    Important

    We will add the penalty loading amount on top of the base rate and the loading rate.

    • PAYG exempt.
    • Accrues leave.
    • Payroll tax-exempt.
    • Hide units on pay slip.
    • External ID.
    • Payment classification.
    • Rate precision.

    Helpful Hint

    You can click the   Add Linked Category button to link pay categories together. When linking a pay category to a base pay category, you only need to specify the base rate for the employee and it will automatically calculate the rate for the linked pay categories.

  8. Click the Save button.
    Pay_Category_3.jpg
  9. Log into your Employment Hero platform.
  10. Click the Payroll Settings menu.
  11. Click the Pay Categories submenu.

  12. Click the   Update From Payroll button.
    Pay_Category_4.jpg

     

    Helpful Hint

    The Pay Categories page will now show a grey   Updated button. This means the HR platform has successfully imported your pay categories from your payroll platform.

    Pay_Category_5.jpg

Pay rate template no longer exists

Error

Type Feature Error Description
Import conflict Pay Rate Template Pay rate template does not exist in Employment Hero payroll

Explanation

This error occurs if the pay rate template does not exist within your payroll platform, because of this, the HR platform automatically disables the pay rate template, causing this issue.

Solution

Adding the pay rate template to the payroll platform and then re-syncing the two platforms will resolve this issue.

Interactive steps

Click here for an interactive demo

Written steps

Resolving this error
  1. Log into Employment Hero Payroll.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Pay Rate Template button.
  5. Click the Add button.
    Template_1.jpg
  6. Complete the following fields:
    • Name.
    • Primary pay category.
  7.  In the pay rates table, complete the following columns:
    • Enabled.
    • Rate.
    • Super Rate.
  8. Scroll to the end of the page and click the Save button.
    Template_2.jpg
  9. Log in to your Employment Hero platform.
  10. Click the Settings menu.
  11. Click the Add-ons submenu.
  12. Click the Actions button.
  13. Click the Update button.
    Payroll_4.jpg

  14. In the Pay Items section, click the Update from Payroll button.
    Payroll_9.jpg

     

    Helpful Hint

    The Pay Items section will now show a green Updated button. This means the HR platform has successfully imported your employees from your payroll platform.

    Payroll_10.jpg

Pay schedule does not exist

Error

Type Feature Error Description
Import conflict Pay Schedule Pay schedule does not exist in Payroll classic platform

Explanation

This error occurs if the pay schedule does not exist within your payroll platform, because of this, the HR platform automatically disables the pay schedule, causing this issue.

Solution

Adding the pay schedule to your payroll platform and then re-syncing the HR and payroll platforms will resolve this issue.

Interactive steps

Click here for an interactive demo

Written steps

Resolving the error
  1. Log into Employment Hero Payroll.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Pay Schedules button.
  5. Click the Add button.
    Schedule_1.jpg

  6. Complete the following fields:

    • Name.
    • Frequency.
      • Weekly.
      • Fortnightly.
      • Monthly.

    Important

    Selecting the monthly frequency option will display the Monthly Payment Mode option. This is used to calculate an average number of hours per month for employees with advanced standard work hours setup, as opposed to paying for the specific hours per month based on the number of days in the month.

    • Included employees.
    • Pay slip message.
    • Pay run warnings.
    • Pay run finalisation settings.
    • PAYG payments.
      • Account Name.
      • BSB.
      • Account Number.
      • Reference.
    • Pay run automation.
  7. Click the Save button.
    Schedule_2.jpg
  8. Log in to your Employment Hero platform.
  9. Click the Payroll Settings menu.
  10. Click the Pay Schedules submenu.

  11. Click the Update From Payroll button.
    Schedule_3.jpg

     

    Helpful Hint

    The Pay Schedule page will now show a grey Updated button. This means the HR platform has successfully imported your pay schedules from the payroll platform.

    Schedule_4.jpg

Leave integration errors

Leave allowance template does not exist

Error

Type Feature Error Description
Import conflict Leave Allowance Template Leave allowance template does not exist on Employment Hero payroll

Explanation

This error occurs if the leave allowance template does not exist within your payroll platform, because of this, the HR platform automatically disables the leave allowance template, causing this issue. 

Solution

Adding the leave allowance template to your payroll platform and re-syncing the two platforms will resolve this issue.

Interactive steps

Click here for an interactive demo

Written steps

Resolving this error
  1. Log into Employment Hero Payroll.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Leave Allowance Templates button.
  5. Click the Add button.
    LAT_1.jpg
  6. Complete the following fields:
    • Template name.
    • Leave year should start on.
    • Leave loading.
  7. Select the leave categories that need enabling.
    LAT_2.jpg
  8. In the Leave Allowance section, use the override toggle switch to change the data if required.
  9. Click the Save button.
    LAT_3.jpg
  10. Log in to your Employment Hero platform.
  11. Click the Payroll Settings menu.
  12. Click the Leave Allowance Template submenu.

  13. Click the Update From Payroll button.
    LAT_1.jpg

     

    Helpful Hint

    The Leave Allowance Template page will now show a grey Updated button. This means the HR platform has successfully imported your leave allowance templates from your payroll platform.

    LAT_2.jpg

Leave category does not exist

Error

Type. Feature. Error Description.
Import conflict. Leave Category. Leave category does not exist on Employment Hero payroll.

Explanation

This error occurs when a leave category does not exist on your Employment Hero (EH) payroll platform. When your EH HR platform encounters this issue, it will automatically disable the affected leave category.

Important

The EH HR platform does not allow you to delete the leave category while there are still employees linked to this data source.

Solution

You can resolve this error by adding the leave category to your EH payroll platform and then updating the data stored on your EH HR platform.

Interactive steps

Click here for an interactive demo

Written steps

Resolve this error
  1. Log into your Employment Hero Payroll platform.
  2. Click the   Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the   Leave Category button.
  5. Click the Add button.
    Leave_1.jpg
  6. Complete the following fields:
    • Name.
    • External ID.
    • Leave loading.
    • Leave category type:
      • Standard.
      • Long service leave.
      • Personal careers leave.
    • Employee leave balance:
      • Tracked.
      • Not tracked.
    • Payment setup:
      • Basic.
      • Don't pay for the leave taken.
      • Report the earnings for the leave taken against another pay category.
      • Custom.
  7. Click the Save button.
    Leave_2.jpg
  8. Log in to your Employment Hero HR platform.
  9. Click the   Payroll Settings menu.
  10. Click the Leave Categories submenu.

  11. Click the   Update From Payroll button.
    Leave_1.jpg

     

    Helpful Hint

    The Leave Categories page will now show a grey   Updated button. This means the HR platform has successfully imported your leave categories from the payroll platform.

    Leave_3.jpg

Other integration errors

Employing entity does not exist

Error

Type Feature Error Description
Import conflict Employing Entity Employing entity does not exist on Employment Hero payroll

Explanation

The error occurs if the employing entity does not exist within your payroll platform, because of this, the HR platform automatically disables the employing entity causing this issue. 

Important

The HR platform does not allow you to delete an employing entity, while there are still employees linked to it. To register your employing entity with Beam and enable electronic lodgement refer to the following article.

Solution

Adding the employing entity to your payroll platform and then re-syncing the two platforms will resolve this issue for you.

Resolve this error
  1. Log into Employment Hero Payroll.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Employing Entities button.
  5. Click the Manage Employing Entities tab.
  6. Click the Add button.
    Entity_1.jpg
  7. Complete the following fields:
    • Name.
    • ABN.
    • Branch number.
    • Address line 1.
    • Address line 2.
    • Suburb.
    • Contact name.
    • Contact phone number.
    • Contact fax number.
    • Contact email address.
    • Signatory name.
    • Pay slip notification from email address.
    • External ID.
  8. Click the Save button.
    Entity_2.jpg
  9. Log in to your Employment Hero platform.
  10. Click the Settings menu.
  11. Click the Add-ons submenu.
  12. Click the Actions button.
  13. Click the Update button.
    Payroll_4.jpg

  14. In the Employees section, click the Update from Payroll button.
    Payroll_7.jpg

     

    Helpful Hint

    The Organisation Details section will now show a green Updated button and means the HR platform has successfully imported your Organisation Details from your payroll platform.

    Payroll_8.jpg

Location does not exist

Error

Type Feature Error Description
Import conflict Locations Location does not exist on Employment Hero payroll

Explanation

This error occurs if the location (Cost Centre in the HR platform) does not exist in your payroll platform, because of this, the HR platform will automatically disable the location, causing this issue.

Solution

Adding the location to your payroll platform and then re-syncing the HR and payroll platforms will resolve this issue. Once re-synced to HR, you will need to check if it is correctly synced in Settings.

Interactive steps

Click here for an interactive demo

Written steps

Resolving this error
  1. Log into Employment Hero Payroll.
  2. Click the Business Settings menu.
  3. Click the Payroll Settings submenu.
  4. Click the Location button.
  5. Click the Add button.
    Location_1.jpg
  6. Complete the following fields:
    • Name.
    • State.
    • Is a sub-location of.
    • General ledger mapping code.
    • Make this location available to all employees.
    • This location correlates with a record in another platform.
    • Make all sub locations report to this location.
  7. Click the Add Shift Conditions button.
    Location_2.jpg
  8. Select any required default shift conditions.
  9. Click the Back to Location button.
    Location_3.jpg
  10. Click the Save button.
    Location_4.jpg
  11. Log in to your Employment Hero platform.
  12. Click the Payroll Settings menu.
  13. Click the Cost Centres submenu.

  14. Click the Update From Payroll button.
    Location_5.jpg

     

    Helpful Hint

    The Cost Centres page will now show a grey Updated button. This means the HR platform has successfully imported your cost centres from the payroll platform.

    Location_6.jpg

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