Xero Payroll for Zoho People
What is Xero Payroll?
Xero Payroll is cloud-based software that streamlines employee pay processing.
How does it work with Zoho People?
Xero integration enables the automation of the payroll process for UK-based employees. Zoho People supports seamless integration with Xero, allowing synchronization of Employees, Leave, and Timesheet data.
This integration is intended for the use by UK-region users only.
What Gets Synced?
Basic Employee Data:
- Job Title
- National Insurance Category (NIC)
- Address
- Pay Cycle
Timesheets Data | Employee Pay:
- Zoho People Timelogs are synced to Xero as Timesheet entries.
- Zoho People’s Rate Per Hour can be mapped to the corresponding Earnings Category in Xero.
- ZPeople’s Pay Period can be mapped to the appropriate Pay Frequency in Xero.
Leave Data:
- Zoho People Leave Types are synced with Leave Names in Xero.
- Leave requests from Zoho People are also synced as Leave requests in Xero.
Setting up Xero Payroll
Prerequisites
For Employee Sync:
The following employee details must be mapped for successful sync with Xero Payroll:
- Job Title
- National Insurance Category (NIC)
- Address
- Pay Cycle
For Timesheet Integration:
- Earning rate mapping must be configured (regular, overtime, extended overtime).
- Only the following Xero pay frequencies are supported: weekly, fortnightly, and monthly.
For Leave Integration:
- Ensure holiday groups and work patterns are set up in Xero.
Enabling And Using The Integration
- Navigate to Settings > Marketplace > Third-party Integrations and click Configure / View Details (in the Xero card).
- Read through the Important Information tab and proceed to the Integration Settings tab.
- Click on the Add Existing Payroll Organization button.
- Enter your credentials and proceed to log in (ensure that the Xero account you are using is a UK-based account). Once logged in, select the Xero payroll-enabled organization to use and click Allow Access.
- On proceeding, a success message will be displayed, and you will be redirected to Zoho People, where preferences can be adjusted.
Ensure that you have configured a suitable pay period for UK-based employees in your organization. Click the link below for steps:
Setup Pay Period >
- Navigate to Pay Period Settings:
Go to Settings > Leave, Attendance, or Timesheet > Configuration > Pay Period.
- Add a New Pay Period:
Click on Add Pay Period to create a new schedule.
- Configure Pay Period Details:
End Day: Select the end date of the pay period. The start date will be auto-filled based on this selection. For example, if the end day is 25th July, the start day will be 26th June.
Payroll Processing Day: Choose the specific day when payroll should be processed.
Applicable Criteria: Define the criteria such as Location, Department, or Employee Type to specify which employees this pay period applies to.
For example, in this case you may want to select UK-based locations and permanent employee types.
- Save the Configuration:
Click Save to apply the settings
- Select all UK-based operating locations in your organization and the applicable employee types. Additionally, you can include non-users (employee profiles), sync leave data, and choose to sync the employee database with Xero as per your preference.
Points to note regarding leave sync:
➊ Enable the "Sync leave data" checkbox to enable leave data sync.
➊ Enable the "Sync leave data" checkbox to enable leave data sync.
➋ Holiday groups and work patterns data must be setup in Xero for the leave data sync feature to work.
➌ Leave records from the the previous month's start date will be synced with Xero. (Example: If the present date is May 15, then leave data from April 1 will be synced).
- Next, it is crucial to do field mapping. i.e., map the fields in Xero Payroll with the corresponding fields in Zoho People. Use the link provided or head to the Field Mapping tab to perform this action. To sync additional information, use the provided Add option.
- It is mandatory to map fields such as Title, NIC (National Insurance Category), Address and Pay Cycle for employee sync to work with Xero Payroll.
- To include timesheet data sync, earning rate mapping (regular ,over time , extended over time) is also necessary.
- The corresponding field for "Title" must be added to the employee form in Zoho People if required.
- To sync leave data, the basic setup of leave related configuration must be completed in Xero first.
- Map the corresponding pay cycle of Xero (referred to as "pay frequency" in Xero) with the pay period of Zoho People. If you are going to be syncing timesheet data, ensure that earning rate field mapping is also performed.
Only weekly, fortnightly and monthly Xero pay frequency is currently supported.
- Click Save to apply the field mapping configuration.
- Revert back to the Integration Settings tab and click Sync to initiate the sync. Further data sync will happen automatically based on the pay frequency (pay period in Zoho People).
That's it! Now the integration is completed. Following the initial sync, an email will be sent to the administrator.
If you wish to disable sync or cancel the integration click on the Revoke Integration button visible in the Integration Settings tab.
Push Time Sheet Data
Before you start, please note that timesheet data will not be synced automatically. In order to perform a timesheet data push from Zoho People, first navigate to Settings > Marketplace > Third-party Integrations > View Details (in Xero card) > Field Mapping and map the corresponding earning rate fields. Follow this with a quick push or sync (only required once).
Follow the steps below to push timesheet data from Zoho People to Xero:
- From your Zoho People home screen, navigate to Reports > Organization Reports > Time Sheets (a.k.a Time Tracker) > Timesheet data for payroll
- Use the filter button to set the correct pay period.
- Click on the More Options icon (ellipses icon) and select the Push to Xero Payroll button.
Viewing Applicable Employees list | Quick Push
Once the integration is configured and sync is performed, a new "Applicable Employees" tab will be displayed. To access the list, navigate to Settings > Marketplace > Third-party Integrations > View Details (in Xero card) > Applicable Employees tab.
Here, you can see the list of applicable employees. A search bar is also available.
Quick Push
Want to quickly push data from Zoho People to Xero for specific employees?
Click on the Quick Push button, use the search bar to search and select the required employees and click Push
View Sync Logs
To view the Xero integration sync logs and associated details, navigate to Settings > Marketplace > Third-party Integrations > View Details (in Xero card) > Sync Logs View button
Viewing Payroll Associated Employee, Timesheet, Leave data in Xero
To view the synced data:
- Navigate to go.xero.com and login to your Xero account
- From your dashboard/home page go to the Payroll menu
- Select the corresponding option (Employees | Leave | Timesheet)
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