You can use this guide for any specific instructions for using Moneysoft in Workforce. For any specific Moneysoft questions, it is best to speak with Moneysoft Support first.

Integration

Add Moneysoft to your Workforce account by going to Settings > Integrations > Payroll Integrations:

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

Select Moneysoft. If you cannot see the Moneysoft icon, click show more. Connect to Moneysoft, and then click Save.

Importing Staff

In Workforce

There are a few ways you can add your staff to Workforce;

  • by manually adding them

  • importing by Excel

  • or you can ask your staff to fill in their details when they complete Workforce'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 Workforce. Click on this article for further information.

When you're importing by Excel, add into the sheet in the Employee ID column, the employee's Employee Reference number from Moneysoft.

If you're adding manually or from Onboarding, you'll need to add this to each employee's profile in Workforce. This is how Workforce matches the employee to Moneysoft 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 Employee Reference to the Payroll ID field and click Update to save:

In Workforce:

In Workforce

Now you'll need to match the Earning Rules in Workforce to the Pay Elements:

  • Compliance > Custom Award Rules

  • If you just pay staff one rate, click on Regular Hours and at the bottom, in the Export name enter of the Pay Element name in Moneysoft that you have for this. Use the Report in Moneysoft to confirm the exact spelling.

  • If you use overtime, you can create a new rule by clicking on + New earnings rule in the top right corner and then entering the Export Name as the overtime name from Moneysoft.

  • The import does not recognise slashes in the Pay Element name, i.e. Time and 1/2. If you do have pay elements that contain slashes, you will need to change the name in Moneysoft.

Exporting from Workforce

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 Preview & Export 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. The file has the extension .csv. Save this somewhere on your computer where you can easily find it again.

Importing into Moneysoft

  • Once you've exported the data, you can view the contents of the CSV file in Excel, Notepad or other similar software.

  • The CSV file should contain details for a single pay period, and incorporate one line for each employee

  • To import data into the Pay Details screen, slick on the ''import'' icon.

  • Select the CSV file you would like to import.

  • You can select which lines you would like to import

  • Click on the column heading and select the correct field for your data.

  • Once you are happy that the data has been correctly matched, you can import the data to Payroll Manager.

To view a more detailed guide on this, please visit this link here:

https://moneysoft.co.uk/support/importing-from-other-software/

Video guide: https://moneysoft.co.uk/support/importing-data-pay-details-screen/

You can then process your payroll in Moneysoft the same way you normally would. At the end, confirm that the Gross Payment matches the Gross payment expected in Workforce.

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