Tanda and Ace Payroll is run through a flat-file integration, where a file will be exported out of Tanda with your Timesheets which you can import into Ace Payroll. This article will take you through any requirements in Ace Payroll and Tanda for integration, how to bulk import your staff into Tanda the first time and then options for new staff going forward. It will also take you through exporting your Timesheets from Tanda into Ace Payroll. 

For any specific Ace Payroll questions it might be best to speak with your Account Manager first otherwise you can always ask Tanda on the details at the bottom of this article. 

Integration

Add Ace Payroll to your Tanda account by going to Settings > Add-ons > Payroll & Accounting:

In the top right corner, click on + New Payroll Integration:

Find the Ace Payroll logo (you might have to click Show More at the bottom) and click on it and then in the next screen press Save:

Importing Staff

In Tanda

There isn't an automatic import or report that can be imported from Ace Payroll to Tanda but there are a few ways you can add your staff to Tanda; by manually adding them, importing by Excel or you can ask your staff to fill in their details by sending them an invitation to Tanda's Employee Onboarding. 

Go to Workforce > Staff:

On the right, click on + Add Staff:

In the pop-up window select the option that you want to use for adding your staff:

  • Add Manually: just add in their information yourself.
  • Employee Onboarding: click on this article for further information.
  • Importing from Excel (CSV): download the Template and add your staff details and then import into Tanda. Click on this article for further information.

When you're importing by Excel, add into the sheet in the Employee ID column, the Employee ID from Ace Payroll.

If you're adding manually or from Onboarding, you'll need to add this to each employee's profile in Tanda. This is how Tanda matches the employee to Ace Payroll when you export your Timesheets later, so it's important to have it setup from the start.

Go to Workforce > Staff > click on an employee's name to go into their profile and then click on the Payroll tab. Add the Ace Payroll Employee ID to the Employee ID field and click Update to save:

In Tanda:

In Ace Payroll

Employee ID is found by going to Employee in the top header and then selecting View Employee Index from within that option:

This brings up a printable report with your Employee name and matching ID:

If you're currently going through the Setup Checklist, go onto the next step otherwise you might want to check what else you can do with Staff in Tanda.

Payroll Configuration

In Ace Payroll

Go to Setup in the top header and select Company Default Settings. Within here select Pay Rate Structure:

If you can't access this, the report can also be found by selecting Setup in the very top menu bar and then Define Pay Rate Structure:

Save a copy or take a screenshot of this report:

Departments

If you track hours worked in Departments, you will need to enter the name into your Teams in Tanda to track this information. Under Setup again, click on Department Maintenance. Select Modify to see the names setup, in the example below there is only Bar. Take note or you can run a report to save this information:

Calculate Pays setup

Go to Employee in the main header and select Calculate Pays. For each employee, ensure you have their Ordinary rate entered. You don't need anything entered for Units, as Tanda will send this across based on the Timesheet when you export:

In Tanda

Use the Pay Rate Structure Report from Ace Payroll to create or match the Award rules in Tanda by going to Payroll > Award Rules.

For example, there will be a rule called Base Hourly in your account by default. Click on this to edit it and you could change the name to Ordinary Hours (if that's what you're used to in Ace Payroll) and set the export name as 5000 plus the sequence number. In the example above, the export name for Ordinary Hours would be 50001.

If you need to create Award rules in Tanda, check out the article on creating Custom Award Rules. If you use Allowances, you can check out this article on how to build them. For Allowances, the export name is just the sequence number (the 5000 isn't needed in this case). Ensure in Ace Payroll the Allowance is assigned to the employee under their Personal Profile. 

Regarding Leave, currently the integration does not allow Leave to be exported into Ace Payroll. You can still use it in Tanda for staff to apply and track but it will have to be manually entered after you export your Timesheets. 

Teams
Go to Workforce > Teams > click on the Team name to edit it and under Advanced Options, in the Payroll cost tracking code field, enter the name of the Department from Ace Payroll and then click Update at the bottom to save.

Exporting from Tanda

Once you've approved all your Timesheets and you're ready to export, go to Timesheets > Weekly/Fortnightly (check you're on the correct pay period) > click the Export to Payroll button: 

You'll then go through to the Timesheet Export Preview page. If there are any errors in your Timesheets, this will be flagged so you can fix before exporting. 

When you are ready to export click Export to Payroll Software again within the Preview page:

When you click the button, a file will be downloaded to your computer. Move or save the file under the same folder as the other associated Payroll data files unless another file path has been specified as found in this link:

The default location is normally C:\winpay. The file name must be import.TXT which is what Tanda will export, but sometimes your computer will rename it to IMPORT.TXT (1) and so on if it's not the first time you've downloaded this file. If this is the case just delete the (1) and you might be asked if you want to replace a file with the same name. If you don't want to lose the original one, just move it out of this folder before moving the new file. If you can't see the .TXT at the end, that's okay, new systems tend to hide it, but so long as the Type column says Text Document. 

Once you've got the file in this folder, you can import.

Importing into Ace Payroll

In the menu screen choose Utilities > Import Data. The default folder will open for you to select the import.TXT file. Follow the on screen instructions until it says "Successful import".

Then go to Employee in the main header and select Calculate Pays. You will see the Timesheet data from Tanda populated for each employee. 


If you would like further assistance please contact Tanda Support by clicking on the blue chat icon in the bottom right corner, on 1300 859 117 or support@tanda.co 

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