Exporting to KeyPay

KeyPay is a powerful, cloud based payroll system for Australian employers, bookkeepers and accountants. We have built a integration via their API so interpreted timesheets can be pushed into their timesheet location, for processing within a ‘pay run’.

Terminology guide

Before you get  start preparing your Ento and KeyPay accounts for the first transfer of data, it’s worth familiarising yourself with the equivalent terminology used in each system.

In EntoIn KeyPayWhat are they
StaffStaffWho you have collected timesheets for. You may have customised what we refer to as ‘staff’ during the setup of your Ento account.
LocationsLocationsThe physical location or department of your business. Like staff, you may have customised what we refer to as ‘locations’ during the setup of your Ento account.
Pay schedulePay scheduleThe frequency your staff get paid. Typically weekly or fortnightly. You may have multiple ‘pay schedules’ within your company.
Pay cyclePay runEach occurrence of a pay schedule. Since exports are done per pay cycle, you can create a second ‘Pay schedule’ for your company to separate some of your staff from being exported to KeyPay (you would simply not export the second pay cycle each time).
LoadingsWork typesWithin Ento, timesheet hours are automatically split into ‘loadings’ based on the award interpretation rules you have setup. The loading totals are what’s sent to KeyPay as timesheet ‘work types’. Work types are mapped to ‘Pay categories’ within KeyPay which are more like what we refer to as loadings.

Data mapping

It is important to map all the necessary data before you run your first export. It is also important to keep the below data mapping in mind as you add/remove locations, staff and loadings into both systems in the future.

Locations

Locations / locations are used in both systems for the reporting of labour costs.  In Ento

  1. Go to the Account → Locations page of your account.
  2. Edit and/or note the IDs in each location’s ID field.
  3. If you need to create or edit locations and are unfamiliar with how, go to the Docs → Account → Locations support page.

In KeyPay

  1. Go to the Business → Settings → Locations page of your account.
  2. Ensure there is a location for each of your Ento ‘locations’ and that the ID in the External ID fields matches the IDs above.

Staff

In Ento

  1. Go to the Account → Staff page of your account.
  2. Edit and/or note the IDs in each staff's ID field.
  3. If you need to create or edit staff and are unfamiliar with how to, go to the Docs → Account → Staff support page.

Note: As mentioned in the terminology section next to ‘Pay cycle’, If you only wish to transfer timesheets from some of your staff, go to the Settings → Company settings page of your Ento account, create a new Pay schedule called something like “Fortnightly not for KeyPay“, then assign this new pay schedule to each staff you don’t want included by changing the Pay schedule setting on each Staff profile.

In KeyPay

  1. Go to the Staff → List page of your account.
  2. Ensure the ID in the External ID fields matches the IDs above.

Loadings

 In Ento

  1. Go to the Settings → Awards page of your account.
  2. For each of your awards, click the Edit button, scroll down the the Loadings section.
  3. Edit and/or note the IDs in each loading’s ID field.
  4. If you need to create or edit awards and/or loadings and are unfamiliar with how, go to the System guides → Advanced setup → Building awards support page.

In KeyPay

  1. Go to the Business → Settings → Work Types page of your account.
  2. Ensure there is a work type for each of loadings you use in Ento and that the ID in the External ID fields matches the IDs above.

Creating the export template

Now all the important data in your account is matched, you’re ready to build the ‘export template’ that will be used to connect to KeyPay in the future. To create a new export template:

  1. Go to the Payroll → Export templates page of your account.
  2. Click the Create new button.
  3. Give the export template a name, something like “KeyPay” is fine.
  4. Select KeyPay from the the Type drop-down.
  5. Press the Save button.
  6. Enter your KeyPay API key. You can get this from your KeyPay account by clicking your business name in the top right corner of the page then clicking My Account. More instructions on this step can be found here.
  7. Once that is pasted in, find your KeyPay business ID by looking at the URL of your KeyPay dashboard. It will be something like https://keypay.yourpayroll.com.au/Business/<BUSINESS ID>. Paste this in the KeyPay business ID field of the Ento form and click Save.

Running an export to KeyPay

Now everything’s setup these are the only instructions you will need to follow each pay cycle!

  1. In Ento, go to the Payroll →Pay cycles page and ensure the pay cycle you wish to export is Ready to export.
  2. In KeyPay, create a pay run for the date range you want to export into.
  3. Back in Ento, click the Export button and select your KeyPay export template.
  4. Your export should now be scheduled and your timesheets will shortly appear in KeyPay!

 

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