ADP Integration Setup

The ADP Integration sends punch activity directly from MoversSuite to the ADP payroll system for payroll processing.

To enable this feature, your company must sign up for and enable the MoversSuiteCrew Mobile Application along with establishing payroll services through ADP.

In addition to the MoversSuiteCrew Mobile Application, the Add Punches screen in Mobile Crew Time feature can also be used to add the time punches.

PREREQUISITES:

R ADP Integration is an optional, add-on functionality that must be purchased and new licensing provided to your company prior setup. Contact EWS Group to purchase this integration and to obtain the following initial setup information.

R You must have an account established with ADP for each supported terminal (or branch) you wish to track payroll activity through. Contact ADP to get the necessary terminals set up and obtain the following information needed for the steps below:

•    SSL Certificate (.pfx file)

•    Client ID and Client Secret (ADP login credentials needed to call the ADP token endpoint to receive authentication tokens)

•    Name or Identifier for each supported ADP terminal

•    Department Code for each employee that you wish to have punch activity recorded for

•    Batch Identifier for each MoversSuite user that you wish to send punch activity to ADP

R Have MoversSuite systems set up for MoversSuiteCrew Mobile Application (for each supported crew you wish to track) along with Mobile Crew Time (available to users you wish to manage and approve punch activity). Refer to MoversSuiteCrew Mobile Application Setup and Administration for details.

Once the prerequisites are met, you can follow these steps to enable the API Integration (each step is described in detail in the following sections):

1.    EWS Group provides initial setup including updating two Global System Option entries to support payroll exporting

2.    Assign ADP Terminals to each supported branch record and verify Time Zone settings

3.    Add XML Interface for ADP

4.    Add XML System record for ADP and establish connection credentials and payroll account mappings

5.    Update Personnel Setup records to identify individuals through ADP

6.    Update Security Profiles to grand access user access to ADP Integration functionality

7.    Test and Verify

Before you begin the setup process, you may consider familiarizing yourself with the data that is transmitted to ADP. You can view this information through the ADP Integration Export Content topic.

EWS Group is responsible for setting the following Global System Option entries:

For each branch you wish to record punch activity under, you must link that branch to ADP Terminal. You can assign multiple branches to the same ADP Terminal value. This information is transmitted to ADP along with other punch activity outlined within the ADP Integration Export Content topic.

For each supported ADP Terminal, open corresponding Branch Setup records and open the Add Interface Branch Option by Click here to add a new Interface Branch Option.

Figure 6:Add Interface Branch Option example

Link the branch to an ADP Terminal referencing the following field settings.

Note that in Step 3, you can further define what payroll activity is sent to ADP through payroll account mappings. One of the options that you can filter punch activity by is based on branch of service. So, you may want to make a list of all supported branches and corresponding ADP Terminal values prior to moving on to Step 3.

For each branch, verify that the Time Zone is set correctly for services performed under the branch. This information is needed to build the correct timestamp sent to ADP. The Time Zone setting is found on the main Branch Setup record.

Add an XML Interface Setup record with Vendor Name set to “ADP”.

Figure 7: XML Interface setup for "ADP"

Van Line and Branch settings are ignored for ADP Integration.

In this step you will create an XML System record for ADP, map ADP payroll codes to employees, and establish connection credentials.

Create an XML System Record for ADP

Add an XML System Setup record for the “ADP” interface with the following properties.

Figure 8: XML System setup for "ADP"

Map Employees to ADP Payroll Account Codes

For each supported employee you wish to record punch activity for, set up XML System Payroll Account Map records for each. The mappings also allow you to define filters based on service branch and order data, if desired.

Figure 9: Sample XML System Payroll Account Map records

Utilize the Add XML System Payroll Account Map dialog to establish each employee record. These mappings are used to determine the payroll code sent to ADP for an employee. At the most basic level, you can set up payroll employees by just selecting them as the Time Punch Employee and providing the Payroll Acct Code (ADP Department Code) at a minimum. All the service and order selections are there in case you wish to further refine which punch activities qualify to be sent to ADP. For example, if you wish to just send punch information for an employee for a specific branch, then you can select that Branch, select the Time Punch Employee, and provide the Payroll Acct Code. Only qualified records are transmitted to ADP.

The following table provides the key settings needed to support ADP Integration. Refer the Add XML System Payroll Account Map topic for detailed field information.

If you wish to establish a catch-all account, you can leave all settings blank and provide the generic ADP Labor Allocation Code set as the Payroll Acct Code.

Establish Connection Credentials and Load SSL Certificate

The last piece of this step is to set and valid SSL certificate credentials.

From the XML System Setup for the ADP interface, open the Credentials tab.

Figure 10: Sample XML System Credentials for "ADP"

Next, click on Load SSL Certificate. This opens an Explorer window where you can navigate your system to locate and select the certificate file (.pfx). Once selected, press Open to finish loading the certificate into MoversSuite. This signed certificate from ADP is encrypted and stored in MoversSuite. When a new certificate is needed, click on Remove SSL Certificate and Credentials and the load the new one.

Reference the Cert Last Updated field to see the date and time that the certificate was last loaded into MoversSuite.

Set credentials as shown below. These settings are needed to call the ADP token endpoint to receive authentication tokens.

Each employee that you wish to track punch activity and send that information to ADP must have their Badge Identifier linked to their Personnel Setup record. This is done by locating and opening the employee Personnel Setup record and establishing an ADP interface record within the Interface Mapping tab.

Figure 11: Interface Mapping within Personnel Setup

Once you add the Interface entry for ADP for an employee, you can press Credentials and enter their Badge Identifier as the User Name. Leave the Password blank unless it is required for ADP.

Figure 12: ADP Interface Credentials dialog

Summary of the field settings within the ADP Interface Credentials dialog are shown in the following table.

Update Security Profile Setup records to grant user access to ADP Integration functionality. For each profile that you wish to grant user access to, add a Security Profile Detail for each branch you wish to users to access.

Figure 13: Example Security Profile Detail entry

The Branch setting determines which branches the user can access through the Export Punches to Payroll screen. So, if you wish to have a user access six different branches, then you must create a profile for the “ADP Integration” Security Module for all six branches.

Further, the Access Type determines what functionality is available for that branch. If you wish to grant users access to the ability to edit crew punch times and transmit punch activity to ADP, then set Access Type to “Full.” Users with “Read Only” access can only view punch activity.

The following table describes the settings in Security Profile Setup to support ADP Integration.

Refer to Security Modules and Security Profile Setup for more information.

Once all the steps are complete, you can test and verify the results:

1.    Punch activity generated through MSCrew can be approved through the Mobile Crew Time screen.

2.    Approved time is available through the Export Punches to Payroll screen, which is available through the Accounting Tools Menu.

3.    If the data looks good in the Export Punches to Payroll screen, press Transmit Batch to send the data to ADP.

4.    Verify that no errors show in the transmit results and all anticipated punches no longer show on the screen.

5.    Lastly, log into your ADP account and view timecards for each employee and verify that each is correct based on what was submitted from the MSCrew app through what was transmitted.

Any errors encountered while sending punches to ADP appear in the Export Punches to Payroll dialog. You can view a list of anticipated errors through the ADP Integration Common Errors topic.