HR-Payroll management - allowance and payment code settings

This guide explains how to use the settings page in Payroll Management to manage company-specific mappings for the integration between HR allowance and payment codes and Payroll codes in your payroll cloud system.

Contents

• What the settings page is for

• Adding a new code mapping

• Disabling or deleting an existing mapping

• How mappings affect data sent to payroll
   

What the settings page is for

The settings page is used for company-specific mapping of:

• Allowance and payment codes in HR, to

• Payroll codes in your Payroll system.

These mappings ensure that when an allowance or payment is sent from HR to Payroll via the integration, it uses the correct Payroll code for that company.

Each company can have its own mappings, which allows you to:

• Reflect differences in Payroll setup between companies

• Control exactly how each HR code is translated into a Payroll code

Opening the settings page

To open the settings page:

1. Go to Payroll > Payroll Management
2. Select the company you want to configure, if you are prompted to choose one
3. From the main Payroll Management view, open the Settings tab for that company

You will see a list of existing mappings between HR allowance/payment codes and Payroll codes for the selected company.

Adding a new code mapping

To add a new mapping:

1. On the Settings page, click the Add new code mapping button in the top-right corner

2. A modal window will open with two dropdown menus:

   • One dropdown for selecting an Allowance or Payment code from HR.

   • One dropdown for selecting the corresponding Payroll Code from Payroll.

3. Choose the appropriate HR Allowance or Payment code
4. Choose the matching Payroll Code
5. Save the mapping by clicking Confirm

After you save:

• The new mapping appears in the list on the settings page.

• When that HR allowance or payment is sent via the integration, it will use the Payroll code you selected.
   

Disabling or deleting an existing mapping

You can change or remove mappings using the actions available for each record.

To disable or delete a mapping:

1. On the Settings page, find the mapping you want to change
2. Click the Actions button for that mapping

3. Choose one of the available options:

   • Disable – Stops the mapping from being used, but keeps it in the list so it can be re-enabled later if needed.

   • Delete – Permanently removes the mapping from the system.

Use disable when you may want to restore the mapping later.
Use delete when the mapping is no longer needed and should not be used again.
 

How mappings affect data sent to payroll

When Payroll Management sends data to Payroll:

• It looks at the allowance or payment code on the HR record.

• It then uses the mapping you have configured on the settings page to determine which Payroll code to send.

If a mapping is:

• Correct and enabled – the correct Payroll code is used.

• Disabled – that HR code will not use the disabled mapping, and behaviour will depend on your overall configuration (for example, another mapping or an error).

• Missing – the integration may not know which Payroll code to use, which can lead to validation errors or failed events.

If you see errors related to allowances or payments in the data changes or events views, checking the settings mappings for the relevant company is a useful troubleshooting step.

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