Once you've successfully integrated with PayHero Payroll and time has been entered in Invoxy, you're ready to send time to PayHero.
Each step of the process is detailed below, or you can click here to jump to a section:
- Add New Employees to Pay Cycles
- Edit Employees in PayHero
- Send Time
- Send Overdue Time
- Send Time from the Week Summary
- Processing a Pay
- Sending Updates to Existing Resources
- Troubleshooting PayHero Warnings
Add New Employees to Pay Cycles
When you first navigate to the Pay Cycle Summary page you'll see the 'No Pay Cycle' view, which shows any resources who have recorded time but haven't yet been added to a Pay Cycle. Using the Add to Pay Cycle button you can send them to PayHero and add them to the Pay Cycle of your choosing. The list of available cycles is drawn from your setup in PayHero - learn more about PayHero's Pay Cycles here.
When sending a resource to PayHero, Invoxy will attempt to link them to an existing employee by finding a matching Display Name. If multiple name matches are found in the PayHero account, a matching Email Address will also be required. If a match is not found, Invoxy will create a new PayHero record for them.
Edit Employees in PayHero
A self-employed Withholding Tax contractor who has been setup appropriately in Invoxy will generally be sent through to PayHero ready to process. You can find details of which fields flow through to PayHero here.
However, we recommend checking all details for new candidates in PayHero before processing pays for them, and PAYE candidates in particular will require some review to be ready for payroll.
In particular, the details on the Employment and Default Pay tabs should be checked for:
- Tax code, IRD Number, and bank account
- Setup any deductions as required (e.g. KiwiSaver)
- Any custom allowances, deductions, or other settings needed in their Default Pay
When you're happy with your employee setup in PayHero you're ready to process pays for them.
Note: If you need to change an existing resource's Pay Cycle you'll need to update them in PayHero and then sync the candidate in Invoxy (see the bottom of this article for how to sync an individual candidate, or you can sync all candidates from the Integrations page).
On the Pay Cycle Summary screen, resources are grouped by Pay Cycle, allowing you to easily send time for the correct employees in one go. Simply select the Pay Cycle you wish to send time for:
All employees who belong to that Pay Cycle will be displayed, and the top of the screen will show the relevant dates and totals for the Pay Cycle:
The Pay Period will display in the top right. This is based on the current period dates set on the pay cycle in PayHero and can't be changed in Invoxy. To process time for a previous period, you'll need to run a One Off Pay (see below).
Overdue will show the total value, hours and days of any payable time which falls prior to the current Pay Period and which hasn't yet been sent to PayHero.
Unapproved will show the total value, hours and days of any unapproved time that falls in the selected Pay Period.
Approved will show the total value, hours and days of any approved time that falls in the selected Pay Period.
Sent to PayHero will show the total value of the entries that have already been sent to PayHero for the current Pay Period. You can also click the Sent to PayHero button to open the Review Pay screen for the selected period in PayHero - perfect for when your time is all sent and you're ready to process a pay.
Under the options button, you can select 'Only Unsent Time' to display only Resources whose time has not yet been sent to PayHero - in the example below, Cordelia's time will need to be approved before it can be sent to PayHero (if your company has Time Requires Approval turned on in the Company Settings).
When you're ready to send time to PayHero, click 'Send to PayHero'. This action won't close off the period - if any time entries are added or edited in Invoxy later, you'll be able to Send to PayHero again.
Send Overdue Time
The One Off Pay option will also be available to select, and will include all employees regardless of their Pay Cycle - this option can be used if you wish to manually select which candidate's you're sending time through for, or for sending time that falls prior to the current pay period.
Once you've selected One Off Pay as the Pay Cycle, specify the start and end date of the period you wish to work with in the top right. Then select the Resources you wish to send time for and click Send Time to PayHero.
The Overdue amount will not display when working with a One Off Pay, as the custom nature of the dates specified means that time falling prior to the period isn't necessarily overdue.
The Unapproved, Approved, and Sent to PayHero amounts will display as defined in the previous section of this article.
Send Time from the Week Summary
It's usually best to use the Pay screen to send time to PayHero, but you can also send or re-send time one week at a time from the Week Summary in Invoxy. Navigate to the week you wish to send, select the candidates whose time you wish to send, and select Send to PayHero from the options button.
Processing a Pay
Once your time has been sent to PayHero you're ready to process a pay. From within Invoxy you can click the 'Sent to PayHero' button on the Pay screen or 'Go to PayHero' under your company logo to be logged into PayHero in a new tab.
Sending Updates to Existing Resources
If you have updated your candidate details in Invoxy and wish to sync those to PayHero, you can select Sync to PayHero from the options menu on the resource to send those updates through.
If the candidate's Pay Cycle has been updated in PayHero that change will also sync back to Invoxy.
Troubleshooting PayHero Warnings
When sending time to PayHero, a confirmation pop-up will display, showing how many of the time entries have been sent to PayHero. If any time entries failed to send, detailed warnings will be listed for each time entry.
Click the buttons below to learn more about what each warning means and how to fix them.
This warning indicates that a time entry already exists in PayHero, which would overlap with the time entry that Invoxy is trying to send through.
If you wish to send this time entry from Invoxy to PayHero, the time entry that already exists in PayHero would need to be deleted or edited directly in PayHero.
This warning occurs if the time entry being sent falls prior to the employee's start date, or after their finish date (if a finish date has been specified).
To correct this, check the employee record directly in PayHero and ensure the start and finish date are set correctly, then resend the time from Invoxy.
The most common cause for this is a previously finished candidate returning, who needs to be reinstated or restarted before time can be sent from Invoxy.
This warning indicates that the week has been approved in PayHero, preventing time from being sent or updated by Invoxy. You can learn more about time approvals in PayHero here: Timesheet Approvals in PayHero
To correct this, the approval will need to be removed in PayHero, then resend the time from Invoxy.
This error occurs if your Work in Invoxy hasn't yet been connected to Work in PayHero, so that timesheets can be allocated to the correct place. You can update that setting on your Work in Invoxy via Manage > Work, then resend the time to PayHero.
You can see where to update this setting in the 'Set Work' section of this support article: PayHero Integration