Export Mapping - Payroll

The Export Mapping screen allows corporate users to configure the Payroll export file. The user can define the data fields the application must export to an external payroll system, as well as other attributes such as the file name components. {Franchise Note}: Franchisees will be allowed to define their own mapping configuration. Franchisors will only see and create their own mapping configuration.

File mapping for this export can only be created by a corporate user associated with a User Group that has the "Export Mapping - Payroll Add/Delete/Save" control enabled. A user with just the "Export Mapping - Payroll View" permission will be able to view but not create or edit this file type. Note that in order for 'Payroll' to be available as an option in the Export module, the Payroll Type in the Company setup screen must be set to 'STANDARD'.

Under the Interfaces menu, click Export Mapping.
To create a new mapping, click the Plus (Add) icon, click the Export Name link to edit an exiting mapping, or click on a mapping row and click the Pages (Copy) icon to copy and modify it.

On the Export Detail tab:

Select 'Payroll' in the Export Type drop-down.
Enter an Export Name and Export Description.
Select the following from the appropriate drop-downs:

Date Format - Determines the format used for all file component dates; this does not apply to a date used in the file name.
Number Format - Select '0000.00' or '0000,00'; the latter cannot be used if "Field Delimiter" = ' , ' (comma).
Negative Numbers (format) - Select '( )' or ' - '
Decimal Places - Choose from '0' to '4'
Time Format - Determines the format used for all file component times; this does not apply to time used in the file name.
File Extension - Select '.csv', .dat' or '.txt
Field Delimiter Type - Select 'Variable Width' or 'Fixed Width'
Field Delimiter - Select ' , ' (comma), ' ~ ' (tilde), ' _' (underscore), 'Tab', or 'Other'. If 'Other', a field will appear to the right to specify a character. This field will be disabled if "Field Delimiter Type" = 'Fixed Width'.
File Name Delimiter Type - Select 'Variable Width' or 'Fixed Width'
File Name Delimiter - Select ' , ' (comma), ' ~ ' (tilde), ' _' (underscore), or 'Other'. If 'Other', a field will appear to the right to specify a character. This field will be disabled if "File Name Delimiter Type" = 'Fixed Width'.
File Name Date Format - Determines the format used for the date component of the file name.
File Name Time Format - Determines the format used for the time component of the file name.

In the Export Preferences section:

Check the following preference setting, as applicable:

Use Payroll Export Field Names as file header row - If checked, the user-defined Field Name entries will be used as the header row.
Export zero values as null - If checked, the export will leave blank any fields containing a '0' value.
Exclude "Salary" and "Salary Exempt" Employees - If checked, the export will not include employees with a Pay Type of 'Salary' or 'Salary Exempt' in their employee record.
Export actual labor shift records - Check this box to export individual employee shift data instead of employee data summarized for a payroll period. If checked, choose one of the following Export actual labor shift records by options:

Pay period - Shift records will be exported by payroll period.
Labor date(s) - Shift records will be exported up through a specific date selected during the export process.

Number of weeks in each pay period - Enter this value here.
Week ending date for first pay period - Select the appropriate date from the drop-down.

Click the Disk (Save) icon before proceeding.

On the Export File Components tab:

Click the Plus (Add) icon to add a row and select a component Type from the drop-down. For this mapping, the 'File Name' and 'Transaction Detail' options are required.
Enter a Record Name and Record Description for each component type. Then click the Disk (Save) icon before proceeding.
To define component details, click on a row and then click the Mapping button to open the mapping details pop-up window.
Click the Plus (Add) icon to add a row, then define the mapping fields for each component Type as follows.

The File Name and Transaction Detail types both include the following fields:

Sequence - Determines the order of the fields in the file or name. (Hint: When editing, a decimal value can be entered to reorder the sequence, instead of changing the sequence of each entry.)
Export Field - Select a Field from the drop-down.
Static Text - Enter text here if this option is selected as the "Export Field".
Export Field Name - Enter the Field Name as it should appear in the file or name.

If necessary, you can click on a new row and click the Trash Can (Delete) icon to delete the entry if it is not needed.

Click the Disk (Save) icon before proceeding.
Click the X (Close) icon to close the pop-up window.
Check the Active box to activate this component type.
Repeat steps 8-14 for each component row to add. If necessary, you can click on a new row and click the Trash Can (Delete) icon to delete the entry if it is not needed.
Click the Disk (Save) icon.
Click on the Export Details tab and check the Active box to activate this mapping scheme. Both the File Name and Transaction Detail records must be mapped before this can be checked.
Click the Disk (Save) icon, then click the X (Close) icon.