Financial Integration Enhancements

We're excited to announce that we have made new enhancements to our financial integrations. You can now not only set up the Journal Entries Structure of your financial integrations, but you can also integrate your ZenHR account with Other Financial Systems through the “Other Financial Integrations” page. Integrate your ZenHR account with other financial systems using Oauth 1 authentication and export your journal entries offline as excel sheets. You will also be able to export payroll, off-cycle payments, and off-cycle vacation in-advance salaries journal entries with the new Journal Entries Exporter, which can be activated in the Journal Entries Structure.


TABLE OF CONTENTS


Set Up Your Journal Entries Structure

User Menu → System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure

On the new Journal Entries Structure page, you can set up how you would like your journal entries to be created. Including how to match your journal entries, how many employees you wish to include, and how to group and generate them.

 

You also have the option to activate the Journal Entries Exporter, which will enable you to export your journal entries on all the related pages.

 

Once you activate any financial integration and/or the Journal Entries Exporter, the generated journal entries will be based on the Journal Entries Structure you created.

 

 

 
Integrate Your ZenHR Account With Other Financial Systems

User Menu → System Preferences → Integration Setup → Financial Integrations → Other Financial Integrations Setup

The new integration setup page, Other Financial Integrations Setup, allows you to integrate your ZenHR account with other financial systems using Oauth 1 authentication. This page will allow you to send and update all your employee data, as well as send journal entries to your financial system, through a URL that you add to the setup page.

Note: Other financial integrations may need technical assistance on the other financial system’s side to map and match the sent attributes from ZenHR to the other financial system. Please note you can only have one active financial integration at a time. 

 

 

 Employee Data Structure

 

Attribute

Attribute Description

employment_number

Employment number

subsidiary_id

Branch ID

subsidiary

Branch name

entity_id

ZenHR Unique ID for the employee concatenated with the name

inactive

Employee status (Active/Inactive)

first_name

Employee first name

middle_name

Employee middle name

last_name

Employee last name

email

Employee email

custentity_hr_id

ZenHR Unique ID

mobile_phone

Mobile Number

department

Department

location

Work location

social_security_number

Social security number

hire_date

Hiring date

marital_status

Marital Status

gender

Gender

birth_date

Birth Date

title

Job Title

release_date

Termination date

supervisor

Direct Manager

supervisor_id

Direct Manager’s Employee ID

class

Main project

 

Sample Employee Data

{"employment_number":"01","subsidiary_id":"1","subsidiary":"Jordan Branch","entity_id":"40091ZeyadZein","inactive":false,"first_name":"Zeyad","middle_name":" ","last_name":"Zein","email":"titiana+251020204@zenhr.com","custentity_hr_id":40091,"mobile_phone":"797397987","department":"Accounting","location":null,"social_security_number":"","hire_date":"23/08/2020","marital_status":"Married","gender":"Female","birth_date":"11/08/1997","title":"Driver","release_date":null,"supervisor":"","supervisor_id":"","class":null}

    

Journal Entries Branch Details Structure

Attribute

Attribute Description

key

Journal entry name and type

name

Branch name

date

Journal creation date

currency

Journal entry currency

id

Branch ID on ZenHR

company_id

Company ID on ZenHR

 

Sample Journal Branch Details

"{\"Payroll Journal Entries - Jordan Branch\":{\"name\":null,\"date\":\"30/06/2020\",\"currency\":\"JOD\",\"branch\":{\"id\":104,\"company_id\":72

 

Journal Entries Lines Structure

Attribute

Attribute Description

account

Salary transaction GL account

payment_method

Salaries payment method

memo

Salary transaction name

employee_id

ZenHR unique ID for this employee

employment_number

Employee employment number

name

Employee name if the generated journal entry is detailed.

hiring_date

Employee hiring date

cost_center_name

The cost center name that the journal entry amounts grouped by.

cost_center_account

The GL account of the cost center that the journal entry amounts grouped by.

type

Debit or credit

debit

Debit amount

credit

Credit amount

location

Employee work location

department

Employee department

class

Employee main project

organization_levels:

{department: {"id\":,\"name\":,"account\":

"section\":{\"id\":,\"name\":,"account\":

"project\":{\"id\":,\"name\":,"account\":

"hierarchy_group\":{\"id\":,\"name\":,"account\":

"work_location\":{\"id\":,\"name\":,"account\":}

 

It will include a list of employee organizational levels IDs, names and GL accounts

 

 Sample Journal Entries Lines

\"lines\":[{\"account\":\"\",\"payment_method\":\"Money Transfer\",\"memo\":\"Basic Salary\",\"employee_id\":1154,\"employment_number\":\"3\",\"name\":\"Fady Salem\",\"hiring_date\":\"2013-05-02\",\"cost_center_name\":null,\"cost_center_account\":null,\"type\":\"debit\",\"debit\":2500.0,\"location\":\"Irbid\",\"department\":\"Artificial Intelligence : operational level \",\"class\":\"Karam Department\",\"organization_levels\":{\"department\":{\"id\":14406,\"name\":\"Artificial Intelligence\",\"account\":\"\"},\"section\":{\"id\":14833,\"name\":\"operational level \",\"account\":\"3332\"},\"project\":{\"id\":11102,\"name\":\"Karam Department\",\"account\":\"\"},\"hierarchy_group\":{\"id\":5207,\"name\":\"Juniors\",\"account\":null},\"work_location\":{\"id\":5789,\"name\":\"Irbid\",\"account\":null}}}

 

 

How to Activate This Integration

To activate Other Financial Integrations on ZenHR, first set up your Journal Entries Structure and generate the needed API keys to proceed with the integration process.

 

Step 1: Set Up Journal Entry Structure

 

To set up your Journal Entries Structure, follow these steps:

  • On ZenHR, click your user icon in the upper right corner and go to System Preferences→ Integration Setup → Financial Integrations→ Journal Entries Structure.
  • Set up the way you would like your journal entries structured by completing the fields, then click “Save”.


 

Step 2: Generate API Keys

 

To generate the API keys, follow these steps: 


Click your user icon in the upper right corner and go to System Preferences → Integration Setup → API Keys.

 

 

 

  • On the API keys list page, click the “Add” button.
  • Then add the API key Name and Permissions. (Note: other fields are optional)
  • Click “Create” to create the API key.



  

  •      Then click “Edit” beside the desired API key.

 

 

 

  • Complete the following fields related to your API key.
  • Add the Key and Secret
  • Activate “OAuth1”.
  • Copy the Consumer Key and Consumer Secret to your API key setup in ZenHR.
  • Retrieve the Authorization Realm from your financial system and add it here.
  • Click “Update”.

 

  

Step 3: Setup Other Financial Integrations

 

  •      On ZenHR, click your user icon on the upper right corner and go to System Preferences → Integration Setup → Financial Integrations → Other Financial Integrations Setup.

 

  • Enter the Name of the financial system.
  • Select the API key that you created from the drop-down list.
  • Activate the toggles in the Employee Data and Journal Entry sections.
  • Add the Employee URL and the Journal entries URL retrieved from your financial system’s account.
  • Then click “Save”.

 

That’s it; your financial integration will now be complete! You can now post journal entries directly from ZenHR.

 

How to Use This Integration:

 Posting Salaries From ZenHR to Other Financial Integrations

 

To post salaries from ZenHR to Other Financial Integrations, follow these steps: 

 

  • On the left side of the page, go to Main Menu→Payroll →Manage Financials →Manage Salaries. 
  • Filter the desired salary year and month for all employees, and click “Filter”.
  • Then click “Send to (Other Financial Integration Name)”, and your salaries will be transferred as journals.

 

 
 

Post Off-Cycle Payments From ZenHR to Other Financial Integrations

 

To auto-generate separate journals for off-cycle payments and post them with your payroll journal entries, follow these steps:

 

  • Click your user icon in the upper right corner and go to System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure.

     
  • Activate the Auto-generate separate journals for off-cycle payments checkbox and click “Save”.

 

 

 


  •      You can then post salaries from ZenHR to Other Financial Integrations, and the transferred journals will include separate journal entries for your off-cycle payments.

  

To manually generate your off-cycle payments journal entries, follow these steps:

 

  •     Click your user icon in the upper right corner and go to System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure. 


  •      Clear the Auto-generate separate journals for off-cycle payments checkbox and click “Save”.


 

  • Go to Main Menu → Payroll → Manage Financials → Manage Financial Transactions → Off-Cycle Payments

     
  • Use the “Date from” and “to” filters to filter out the duration of the transactions you wish to include in your journal entries, and click “Filter”.
  • In the Employee ID column, select the transactions you wish to include in your journal entries.
  • Then click “Send to (Other Financial Integration Name)”, and your off-cycle payments will be transferred as journals.


 

 

Post Off-Cycle Vacation In-Advance Salaries From ZenHR to Other Financial Integrations

 

To auto-generate separate journals for off-cycle vacation in-advance salaries and post them with your payroll journal entries, follow these steps:

 

  • Click your user icon in the upper right corner and go to System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure 
  • Activate the Auto-generate separate journals for off-cycle vacation in-advance salaries checkbox and click “Save”.



 

 

  •      You can then post salaries from ZenHR to  Other Financial Integrations, and the transferred journals will include separate journal entries for your off-cycle vacation in-advance salaries.

To manually generate your off-cycle vacation in-advance journal entries, follow these steps:

 

  • Click your user icon in the upper right corner and go to System Preferences→ Integration Setup → Financial Integrations→Journal Entries Structure.
  • Clear the Auto-generate separate journals for off-cycle vacation in-advance checkbox.
  • Then click “Save”.

 


  

  • Go to Main Menu → Payroll → Manage Financials → Manage Vacation In-Advance Salary.
  • Filter out the vacation in-advance salaries that fall within a specific time period by using the “In-advance from date” and  “In-advance to date” filters.
  • Select “Off-cycle” in the Payroll status filter.
  •  In the Employee No. column, select the in-advance salaries you wish to include in your exported journal entries. Or you can select all the filtered salaries by clicking the “Select all” checkbox.
  • Then click “Send to (Other Financial Integration Name)”, and your off-cycle vacation in-advance salaries will be transferred as journals.

 

 

Other Financial Integrations Event Viewer

  • To retry sending failed posts, go to User Menu → System Preferences → Integration Setup → Financial Integrations →Other Financial Integrations.
  • On the Event Viewer page, click “Retry” to send journal entries again.

 

Exporting Journal Entries

To activate the Journal Entries Exporter, follow these steps:

  • Click your user icon in the upper right corner and go to User Menu → System Preferences → Integration Setup → Financial Integrations → Journal Entries Structure.
  • On the Journal Entries Structure page, check the “Activate journal entries exporter” box, and click “Save”to activate the Journal Entries Exporter.


 

  •      Once it’s activated, the option to export your journal entries will appear on all related pages.

To export your payroll journal entries, follow these steps:

  • Go to Main Menu → Payroll → Manage Financials → Manage Salaries. 
  • On the Manage Salaries page,  filter out the year and month of the salaries you wish to export. 
  • Then click the “Export Journal Entries” button. 


 

  •      A pop-up will then appear, click “Export” to export your payroll journal entries for the selected month according to your defined Journal Entries Structure.

 

 

 

 

To export your off-cycle payments journal entries, follow these steps:

  • Go to Main Menu → Payroll → Manage Financials → Manage Financial Transactions → Off-Cycle Payments.
  • Use the “Date from” and “to” filters to filter out the duration of the transactions you wish to include in your journal entries.
  • In the Employee ID column, select the transactions you wish to include in your journal entries. Or select all the filtered transactions by clicking the “Select all” checkbox.
  • Click on the “Export Journal Entries” button.


 

  •       A pop-up will then appear; click “Export” to export your selected off-cycle payments journal entries according to your defined Journal Entries Structure.

 

 

Note: Multiple off-cycle payment journal entries might be created based on the effective dates of the selected exported transactions. 

 

To export your off-cycle vacation in-advance salaries journal entries, follow these steps:

  • Go to Main Menu → Payroll → Manage Financials → Manage Vacation In-Advance Salary. 
  • Filter out the vacation in-advance salaries that fall within a specific time period by using the “In-advance from date” and  “In-advance to date” filters.
  • On the Payroll status filter, select “Off-cycle” and click “Apply Filters”.
  • In the Employee No. column, select the in-advance salaries you wish to include in your exported journal entries. Or you can select all the filtered salaries by clicking the “Select all” checkbox.
  • Click on the “Export Journal Entries” button.

 

  •      A pop-up will then appear, click “Export” to export your selected off-cycle vacation in-advance journal entries according to your defined Journal Entries Structure.