The “typical” mechanism of integrating with PSF involves the definition and application of Cost Centres as described in the following article: PSF Analysis Code Structure.
As an alternative to using a Cost Centre as the 4th level of the analysis code you can simply replace this with the employee’s reference in PSP. This dilutes the need for Cost Centres in PSP to now being an alternative mechanism for the sorting and grouping of data on standard payroll reports. If your preference is for these reports to be created in an alternative sequence such as by department or location, then you may decide that there is no benefit in having an additional mechanism of a Cost Centre because it now provides limited or zero benefit. PSP still requires an employee to be associated with a Cost Centre so that they (the employee) can be included in the correct payroll template but this may now be created as a copy of the payroll template list and this may mean that you only have one cost centre for all staff.
In order to substitute the Cost Centre with the Employee Reference as the 4th level of the PSF Analysis Code you need only adjust the following definition:
Payroll Module – Definitions – Module Setup – PSF Integration Options
Use PSF Salary Ledger : Yes
This is all that is required to ensure PSP now uses the Employee Reference as the 4th level of the PSF Anlsysis Code when creating a financial journal at the end of a pay period. However the following issues now need to be considered.
Employee / Salary Ledger Account Alignment
In order for the Salary Ledger to accept the proposed analysis for any employee, each employee included in the pay process must exist as a Salary Ledger Account in PSF using the employee reference as the Account Number. You can ensure this is the case yourselves using manual methods or you can utilise the PSP-PSF interface to create these accounts for you as a consequence of entering the details into PSP. In order to implement this optional element of the PS interfaces you need to follow the steps described below:
System Setup – Housekeeping – System Definitions
Other Systems TAB – Controls Panel
Update 3rd Party Staff Records – TICKED
By simply ensuring that the above is ticked ON, all employee record will automatically be created and maintained in PSF as and when their details change in PSP, such as their Name, Activity (Job) Title and so on. If you require this to only happen for a sub-set of staff then you first need to create a Query which reflects the selection criteria which needs to be satisfied, before their details are automatically passed to PSF. By nature, you will need to ensure that a Salary Ledger Account is created for any employee who is being processed by a payroll template in PSP so your query may, for example, only align the details for staff who are attached to a payroll template. If the Qualifying Criteria (Query) is left empty, salary ledger accounts will be created for all employee records in PSP.
When defining the Query to be used as the Qualifying Criteria please ensure it is “accessible by other users”.
Creating a Salary Ledger
In order to ensure a Salary Ledger Account exists for every qualifying employee in PSP, perhaps as a one off alignment exercise at the start of your implementation, you need to utilise the following facility:
Personnel Module – Functions – Align Staff File.
This option only contains a Run facility and this is only visible if the controlling parameter described above is ticked ON.
This feature can be run each pay period if you think it is necessary but typically this is only used as a one-off occasion to ensure an Account exists for each employee in a newly created Salary Ledger. As and when employee details are entered into PSP (for new staff for example) and if they satisfy the Qualifying Criteria of the associated Query, then their details will be transferred to PSF as and when they are changed in PSP.
The technical mechanism used to perform the actual transfer of information between PSP and PSF is the DTT (Data Transformation Tool). If you have any queries with the interface between the 2 systems it is most probably the DTT which is either not installed at all, or inadequately defined to perform the data transformation.