Xero Payroll for Zoho People | Marketplace | Admin Guide | Zoho People 5.0 | Help

Xero Payroll for Zoho People - UK and AU

What is Xero Payroll Integration in Zoho People?

Xero Payroll helps you manage employee payroll, pay runs, earnings, deductions, and taxes. Integrating Xero Payroll with Zoho People allows you to sync employee information and related data between the two applications. The integration helps automate payroll processes for employees based in the UK and Australia by synchronizing employee, leave, and timesheet data from Zoho People to Xero Payroll.

Warning
This integration is intended for the use by United Kingdom (UK) and Australia (AU) region users only. 

What Gets Synced?

Basic Employee Data:
  1. Employee ID
  2. First Name
  3. Last Name
  4. Gender
  5. Date of Joining
  6. Date of Birth
  7. Job Title
  8. Title
  9. National Insurance Category (NIC) (Only for UK)
  10. Address
  11. Pay Cycle
Timesheets Data | Employee Pay:
  1. Zoho People Timelogs are synced to Xero as Timesheet entries.
  2. Zoho People’s employees regular, overtime and double time hours can be mapped to the Xero's corresponding 'earnings' pay items
  3. An employee’s applicable Pay Period in Zoho People can be mapped to the corresponding Pay Frequency in Xero, allowing the employee’s pay period in Zoho People to align with the relevant pay frequency in Xero.
Leave Data:
  1. Zoho People Leave Types are synced with Leave Names in Xero.
  2. Employees approved leave requests from Zoho People are also synced as leave requests in Xero.

Setting up Xero Payroll

Prerequisites 

For Employee Sync:
The following mandatory employee details must be mapped under Field Mapping for successful sync with Xero Payroll:
  1. Title
  2. National Insurance Category (NIC) (Mandatory for UK region)
  3. Address (Mandatory for AU region)
  4. Pay Cycle
For Timesheet Integration:
  1. Earning rate mapping must be done for regular, overtime, extended overtime.
  2. Only the following Xero pay frequencies are supported: weekly, fortnightly, and monthly.
For Leave data sync:
  1. Ensure that holiday groups and work patterns are set up and mapped to each employee in Xero.

Enabling And Using The Integration

  1. Navigate to Settings > Marketplace > Third-party Integrations and click Configure / View Details (in the Xero card).



  2. Read through the Important Information tab and proceed to the Integration Settings tab.


  3. Click on the Add Existing Payroll Organization button.


  4. Enter your Xero credentials and proceed to log in (ensure that the Xero account you are using is a UK or AU based account). Once logged in, select the Xero payroll-enabled organization to use and click Allow Access.

  5. On proceeding, a success message will be displayed, and you will be redirected to Zoho People, where preferences can be adjusted. 
Alert
Ensure that you have configured a suitable pay period for UK or AU based employees in your Zoho People organization.  Learn more on how to configure Pay Period in Zoho People.
  1. Select all UK-based or AU-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 in Field Mapping

Points to note regarding leave sync:
➊ Enable the "Sync leave data" checkbox to enable leave data sync.
➋ Holiday groups and work patterns data for each employee 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).
  1. Next, it is crucial to do field mapping. i.e., map the fields in Xero Payroll with the corresponding fields in Zoho People. Use Click here to sync more fields through Field Mapping or head to the Field Mapping tab to perform this action. To sync additional information, use the provided Add option.

  1. 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 in the UK. For Australia (AU), the Pay Cycle and Address fields are mandatory.
  2. To include timesheet data sync, earning rate mapping (regular ,over time , extended over time) is also necessary.
  3. The corresponding field for "Title" must be added to the employee form in Zoho People if required. 
  4. To sync leave data, the basic setup of leave related configuration must be completed in Xero first. 
  1. 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.

  1. Click Save to apply the field mapping configuration.
  2. 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. 
Info
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:
  1. From your Zoho People home screen, navigate to Reports > Organization Reports > Time Sheets (a.k.a Time Tracker) > Timesheet data for payroll
  2. Use the filter button to set the correct pay period.
  3. 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. 


      Applicability options:
  1. Preference matching employees:  This list shows employees who match the set applicability preferences. Payroll sync will be processed for these employees.
  2. Employees with incomplete preference fields: This list shows employees whose records do not have filled data for the fields defined in applicability preferences. Payroll sync will be currently excluded for these employees.
  3. Sync failed employees: Employees who are not synced with Xero or whose data have not been updated during the sync are listed below.
  4. Unmapped employees (only for AU region): Employees who could not be matched with a Xero record are listed below. Select the corresponding Xero employee to map them.
Info
If multiple employees in Xero have the same email address, they cannot be synced automatically to Zoho People. These employees will be listed under the Unmapped Employees.
To sync an employee, select the corresponding Zoho People user and map them to the employee record from Xero.

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:
  1. Navigate to go.xero.com and login to your Xero account
  2. From your dashboard/home page go to the Payroll menu
  3. Select the corresponding option (Employees | Leave | Timesheet)