Organizing Employee Payroll With flair

Introduction to Payroll

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Payroll must be managed accurately to ensure all employees are provided with the correct amount of compensation for their work.

The act of processing and distributing pay to employees is known as a payroll run. It involves collating information required to calculate employee net pay, such as hourly rate, tax status, insurance and paid leave.

flair makes it possible for users to gather all this important information in neatly generated documents. The documents can then be exported and sent to, say, an accountant managing company financials.

A pay date is the scheduled time or day funds are released to the employee. For most companies, it is typically the same day every week or month. Depending on the country, employee pay can be liable to different rules, regulations, and taxes.

Through Salesforce, the flair HR app makes it easy to gather this payroll data and set payment parameters. Let’s check out the main features of Payroll on the flair HR app:

Creating a Payroll Run

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Creating a payroll run is necessary to pay employees who receive a salary. It’s a collection of all the information you need to complete payments. For example, who is due a payment? How much are individual staff members owed?

You need to gather data on how much each employee earns, how many hours they worked, their tax status, and any other deductions. A flair payroll run can help you automate this process by consolidating the necessary data you need to prepare your payroll. You can then send it to external payroll systems, payroll processors, and accountants.

To create a payroll run in flair:

• Open the Payroll Runs page in the flair HR app from the top navigation bar or by using the App Launcher.
• Alternatively, you can create a new payroll run via the Payrolls tab on the Compensations page, as shown in the video above.
• Click New to create a payroll run. Give your payroll run a name, a Start Date and End Date, and choose a Payroll Territory.
• Then click Save to create the new payroll run.
• Now click Add Employees and select all the employees that should be included in this payroll run.

flair will then automatically collate all the information needed and create a table, including information such as salary, hours worked, additional compensation, and total amount. You can then automatically generate payroll documents by clicking the Generate button in the Documents pane on the right.

Along the top the screen, you can see the status of your payroll run, which can be either Draft, Pending Approval, Submitted, or Completed.

Using the Columns To Display dropdown, you can change which columns are displayed in your payroll run.

By default, all entries in the payroll run will be set to Pending. You can now review the details and make any amendments necessary before submitting your payroll information.

Setting Up New Payroll Territories

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The Payroll Territories page helps you to select employees for each payment jurisdiction and configure documents during payroll runs.This is useful if your company and employees operate in multiple countries.

Payroll territories ensure that each payroll run only contains employees from a single territory.

• In the flair HR app, navigate to the Payroll Territories tab on the top menu bar.
• Select New to begin creating a Payroll territory. For example, you may want to create a payroll run for employees based in the UK.

• Once you have filled out the fields and clicked Save, you can begin to assign employees to a specific Payroll Territory via the Employees page.
• If later an employee is not displaying on the Payroll Runs page, you need to ensure they have been added to the correct Payroll Territory

Adding Deductions

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Deductions are individual amounts that are subtracted from the gross salary, such as tax and health insurance contributions. To manually add deductions to your payroll run:

• Click on an employee’s name within the payroll run and select Add New Compensation in the pane that opens on the right.
• Enter a name for the deduction in the Other Compensations field. For deductions, enter a negative amount in the Amount field. Entering a positive amount will add a one-time compensation, such as a bonus, to the payroll run.
• Click Save and the deduction will show up in the Deductions column. The Total Net column will be updated to reflect this deduction.

You can also add deductions via recurring compensation and one-time compensation on the employee Salary screen. Simply open an employee’s page in flair, select the Salary tab, and click New in the Employee Recurring Compensations or Employee One-Time Compensations pane.

Enter the compensation date, the recurring period (if the deduction is recurring), and enter a negative amount in the Amount field.

Another way to add deductions is via an API with your payroll system. To do this, change the status of the payroll run to Submitted, which will then lock the data so you can export it. You will also need to assign a custom permission to the integration user that is using the API integration. This will allow the external payroll system to push data to the payroll run, even when it is in a locked state such as Submitted.

Adding Stages to Payroll Runs

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If you want to add another payroll run stage, such as Submitted, you can do so in a few easy steps.

• Click the Gear icon in the top-right corner of the screen and open Setup.
• In the new window, use Quick Find in the left side panel to search for Object Manager.
• Use Quick Find in the top navigation bar to find the Payroll Run object.

• Select Fields & Relationships in the left side panel, then scroll down and click on State.

• Scroll down to Values and click New.

• Enter the name of your new State in the text box, then click Save.
• If you need to change the order of your States, click the Reorder button. Then use the Up, Down, Top, and Bottom buttons to rearrange the States. In this example, we have move the new state Submitted up one position so that it comes before Completed.

• If your new State should lock the payroll run data, preventing any changes, click on Edit.

• Now add _locked to the end of the API Name and click Save.

How To Reverse Payroll Run Status to Pending Approval

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Let’s take a look at how to change the payroll status from Completed to Pending Approval in situations where it is necessary to reverse the status change. Please follow the steps below to accomplish this task.

• Go to the relevant Payroll Run on the flair HR app on Salesforce
• For a very simple fix, you can download the Salesforce Inspector tool as a Chrome Extension
• Click on the option to Show All Data using the Salesforce Inspector extension menu

• Next, look for the Completed At field on the data page. In this case, we will amend the Field API Name: flair__Completed_At2__c
• Remove the Value in the Completed At field and click Save

• Return to the payroll run and it will be possible to revert to an earlier step

Another way to revert the payroll status, this time without the Salesforce Inspector extension, is to use the Developer Console on Salesforce. Here’s how it works:

• Open the Developer Console via the Salesforce Settings tab on the flair HR app

• Next, navigate to the Query Editor section

• Two codes are important in this next step, the Field API Name of the payroll run from earlier: flair__Completed_At2__c and the payroll run description which can be found in the payroll run page’s URL: flair__Payroll_Run__c

• Type in the following query into the Query Editor section: Select ID, Name, flair__Completed_At2__c from flair__Payroll_Run__c
• Then click on the Execute button

• Next, delete the date value that will appear under the Completed At field
• Save the changes and exit the Developer Console

By following the steps outlined above, you can successfully move the payroll status back to Pending Approval even after it has been marked as Completed. Please note that these methods involve using the Salesforce Inspector tool or the Developer Console.

To find out how to enable the Developer Console for new users, check out the flair Developer Hub.

Payroll Data Management

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The accurate input and efficient export of employee data are vital for effective payroll management. This section provides a comprehensive overview of the essential aspects involved in managing payroll documents and exporting data.

Generating Payroll Documents

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The Payroll Runs tab on the flair HR app allows you to quickly generate documents associated with payroll.

• Inside your created payroll run, you will notice a Documents tab on the right side of the screen. By using the Generate button you can create different types of documents including pay slips.

Managing Payroll Documents

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Let’s take a look at how to manage documents you want to include in the data export of a payroll run.

• First, visit the HR Admin page on the flair HR app on Salesforce
• Next, select the Payroll Territories option. Once you’re there, open the territory for which you want to configure exporting.
• Navigate to the Data Export section. Within this tab, you will find an overview of the documents that are set to be included in a Payroll Run associated with a particular Payroll Territory. It's worth noting that this list is fully customizable, allowing you to tailor it according to your preferences.

• By selecting employees within the payroll run you can opt to create a summary of payments for those staff members. This method can also be used to make pay slips.
• You may also upload other documents and add them to generated files

DATEV Integration

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DATEV is one of the leading tax and payroll software providers in Germany, serving over half a million customers. Due to popular demand, we offer a direct integration to DATEV, helping you simplify your payroll processes.

How To Integrate flair With DATEV

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You can set up your DATEV integration in seconds. First, open the flair HR app and go to the HR Admin page. Under the Integrations tab, click on DATEV. Then choose a payroll territory and click Connect Via Integration Service.

Next, grant flair access to your DATEV account. Enter your consultant ID and client ID, and then sign in to your DATEV account to set up the connection. Finally, click Enable to start using the integration in your flair HR app.

How To Use the DATEV Integration

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Once you have enabled the integration, you will see an Integrations box when you view a payroll run in flair HR. You have two options: Sync Employee Data and Sync Payroll Data.

Clicking Sync Employee Data will send any data changes to DATEV. This is important if employee information, such as address, IBAN, or salary, has changed.

The Sync Payroll Data button sends data from the current payroll run to DATEV. You will need to sync this data with DATEV if any compensation was added manually to an employee during the payroll run or if you have employees who are paid based on time worked.

Our integration currently imports payroll data directly to DATEV LODAS. If you are using DATEV Lohn & Gehalt, our integration can automatically create ASCII files that you can quickly and easily import to DATEV yourself.