Payroll Integration with greytHR and Paybooks

Zoho People has integrated with two acclaimed payroll softwares- greytHR and Paybooks so as to make payroll processing easy and error-free for your organization. The integrated services, greytHR are available only for India and UAE and Paybooks is available only for India. You can choose any one among the two services i.e greytHR and Paybooks  as it is not possible to integrate with both at the same time. You can either use greytHR or Paybooks, integrated with Zoho People for your payroll processes. However, if you would like to shift from your integration that you are using already and use the other software, you can disable the integration and integrate with the other one available as it is not possible to integrate with both greytHR and Paybooks at the same time.

What is the purpose of integrating Zoho People with greytHR?

Zoho People's integration with greytHR gets you the advantage of processing your payroll seamlessly. This integration helps you complete the last leg of processing payroll for your organization by pushing key payroll details from Zoho People to greytHR.

Do I need to have a separate ID & password to access greytHR?

If you have an active organizational account in Zoho People, you will be able to sync with greytHR. The 'Integrations' tab of Zoho People's Admin Console enables you to connect to greytHR in a single click. Your Zoho People user Id and password are sufficient for you to access greytHR.

What are the steps to integrate?

Note: By default, greytHR will be visible under Integrations > Services only for the payroll admin configured and for the super administrator in Zoho People. All payroll admins should be the administrators of the account. However, all account administrators are not payroll admins. The administrator who is chosen as the payroll admin is the only one who will be able to see this service apart from the Super administrator.

The steps are as follows. 

  • From your home page, go to Settings > Integration > Services
  • Under greytHR, click on 'Configure'

  • Under Integration Settings, select Existing or New greytHR account

Note: In both of these cases, once you give the domain name and click on 'Request Support', a request will be sent to Zoho People's support team. This will be followed by a call with greytHR to have the account verified and setup.

Once your account verification is done, you can complete the following steps

  • Under Settings, you can select the Payroll admin of your organization
  • Under Location, select the Locations for which you would like to process payroll
  • Select the Employee types for which payroll needs to be processed
  • Under 'I wish to' make the selection as required

  • Click on 'Sync my employee database'

Note: The 'Sync' option will be visible only during the first time of data sync. You will see that the 'Sync' option will be enabled for all those who select 'Existing accounts'. The sync for existing accounts or new accounts will be carried out based on the conditions set under 'Location' and 'Employee Type'

If any of the Locations or Employee Types are removed from the Settings, then the employees present in these Locations and the ones who are mapped to these Employee types will be excluded from payroll in paybooks

If the administrator excludes an employee from payroll in paybooks service, the same will not get reflected automatically in Zoho People. So, the employee details will not be in sync with Zoho People and paybooks for the employee. 

The 'Admin login' button and the 'Quick Push' buttons are visible only to the 'Payroll Admin' set in the payroll preference. 

  • As the next step, go to Payroll Settings. Here you can configure a pay period

Note: If no pay period is configured, the pay period will automatically be set from the first date of the month to the last date of that month.

 Tip: Click here to know how to configure a pay period.

The configuration of the Pay period helps you generate the LOP report.

Which data of Zoho People is utilized for processing payroll?

Employee Database:

All information like Date of Birth, Date of Joining, Location, Department, Designation, Employee Type, Employee ID, Email ID, Gender, that are needed for payroll processing will be synced to greytHR as a result of this integration.

Information of both Users and Employee profiles (Non-Users) in your Zoho People account will be synced.Employee records that match the conditions set for 'Location' and 'Employee Type' in your payroll preferences will be synced.

LOP Report:

Once a pay period is configured for the Leave Module in Zoho People, the Loss of Pay details gets captured automatically in the LOP report, as 'Carry over'leave. After the processing day( set under 'Pay Period Settings'), you can manually add the carry over details as 'Loss of Pay', which in turn can be pushed to greytHR. Once the sync is successful with greytHR, the LOP report data can be pushed to greytHR and payroll can be processed based on the number of days of Loss of Pay captured.

Follow the steps given below to push LOP data to greytHR. 

  • From your home page, go to Leave Tracker > Reports > LOP Report
  • Click on the ellipsis icon and select 'Push to Payroll'
  • Select the Location and Payroll Cycle and click 'Push'

The LOP data of the employees in the selected Location and Payroll cycle will get pushed to greytHR. This data should be pushed every month.

 Tip: Click here to know how to configure a pay period.

Note: The first sync will be a manual sync following which data will be synced automatically for further additions, edits and deletions made to employee records.

Where can I see the LOP data pushed from Zoho People populated on greytHR?

  • From your greytHR dashboard, go to Payroll Inputs
  • Click on Employee LOP details

This is the data pushed from Zoho People.

How can I enable my employees to access their payroll dashboard?

In the Settings page where you set up the integration, you can allow employees to access greytHR from their Self-Service page.

Once this is done, employees can access their payroll data from their profile page and have their pay slips printed. They can also use it to submit their reimbursement claims, to view TDS details etc.

Is it possible to sync data that has been left out?

The 'Quick Push' option helps to push data of specific employees to greytHR. This helps in cases where data has to be pushed again for some employees due to some error. It also helps in scenarios where the data of some employees are left out while being pushed/auto-synced.

  • From your home page go to Settings > Services > greytHR > Show Details
  • Go to the 'Quick Push' tab'

  • Select the user for whom you would like to Push data and click on 'Push'

The selected user's data will get pushed to greytHR. You can select one or more users using this option.

Does edited data get automatically updated in greytHR?

There are two scenarios to be considered here.

Existing greytHR Account:

Any field update in the employee form will get auto-updated in greytHR provided there is no mismatch in the Employee ID.

If employee ID mismatch is accompanied by an edit in the 'Location' field or 'Employee Type' field or both, then a new record will be created in greytHR.

If employee ID mismatch is accompanied by an edit in other fields of the employee form, then no sync will be done.

New Account in greytHR:

Any update in any of the fields will be auto-updated in greytHR provided a matching Employee ID is found in greytHR.

If there is no matching Employee ID found in greytHR, any edit in any of the fields will be added as a new record.

I have configured a pay period. When I tried to push data to greytHR, I get a message saying 'pay cycle' not configured. What does this mean?

In order to process Payroll, it is mandatory for the payroll to be initiated for that period in greytHR.

To set this up,

  • From your home page, go to Settings > Integration > Services > greytHR
  • Click on Show Details
  • Go to Integration Settings and click on 'Admin Login'
  • On to your right top corner, you will be able to see a drop down with each month listed

  • Ensure that there is a payroll initiated for the month for which you are pushing data by clicking on 'Create Payroll' button for the required month

Integration with Paybooks

Zoho People has integrated with Paybooks for a simplified payroll experience. This integration is available only in India.Basic information of Employees, locations, pay cycle and LOP data will be synced. In specific,information like Email ID,Employee ID, Gender, Date of Birth, Date of Joining, Employee Type,Designation, Department, Location, that are needed for payroll processing will be synced to Paybooks as a result of this integration.Employee records that match the conditions set for 'Location' and 'Employee Type' in your payroll preferences will be synced.

What are the steps to integrate?

 Paybooks will be visible under Integration > Services and configuration for Paybooks will be accessible only for the the Super administrator in Zoho People. The list of administrators will be displayed, from which you can pick the payroll admin. The administrator who is chosen as the payroll admin is the only one who will be able to access this service apart from the Super administrator.

The steps are as follows. 

  • From your home page, go to Settings > Integration > Services
  • Under paybooks, click on 'Configure'
  • Under Integration Settings, select an Existing or New account
  • If you have an existing account, then you can give the User Name, Password, Domain and Company email of your paybooks account

  • If it is a new account, then click on 'Create Organisation'​

You will be taken to the 'Integration Settings' page, where you can complete the steps given below.

  • Under Settings, you can select the Payroll admin of your organization
  • Under Location, select the Locations for which you would like to process payroll

Note: The locations that you select should be mapped to a state.

  • Select the Employee types for which payroll needs to be processed
  • Under 'I wish to' make the selection as required
  • Click on 'Sync my employee database'

​

Note: The 'Sync' option will be visible only during the first time of data sync. The sync for existing accounts or new accounts will be carried out based on the conditions set under 'Location' and 'Employee Type'. The fields - Date of Joining, Date of Birth, email ID and Gender are mandatory for the sync to happen.

    Note: If no pay period is configured, the pay period will automatically be set from the first date of the month to the last date of that month.

     Tip: Click here to know how to configure a pay period.

    The configuration of the Pay period helps you generate the LOP report.

    How do I push my LOP data from Zoho People to Paybooks?

    Once a pay period is configured for the Leave Module in Zoho People, the Loss of Pay details gets captured automatically in the LOP report, as 'Carry over'leave. After the processing day( set under 'Pay Period Settings'), you can manually add the carry over details as 'Loss of Pay', which in turn can be pushed to Paybooks. Once the sync is successful with Paybooks, the LOP report data can be pushed to Paybooks and payroll can be processed based on the number of days of Loss of Pay captured.

    Follow the steps given below to push LOP data to Paybooks. 

    • From your home page, go to Leave Tracker > Reports > LOP Report
    • Click on the ellipsis icon and select 'Push to Payroll'

    ​

    • Select the Location and Payroll Cycle and click 'Push'

    ​

     If you wish to push LOP data of all the employees in the selected location, you need not select any employees. By default, the LOP data of  all the employees in the selected Location and Payroll cycle will get pushed to Paybooks.  If you wish to push LOP data of specific users alone, select the users from 'Selected Users' dropdown. Now the LOP data of the selected users will be pushed to Paybooks.This data should be pushed every month manually and this option will be visible only if the integration is active.

     Tip: Click here to know how to configure a pay period.

    Where can I see the LOP data pushed from Zoho People populated on Paybooks?

    To view the pushed LOP data in paybooks,

    • From your Zoho People Home page, click on Settings(gear icon) > Integration > Services
    • Click on 'Show details' under paybooks

    ​

    • Click on 'Admin Login' at the left bottom. You will be taken to your paybooks dashboard

    ​

    • In your Paybooks' Dashboard,click on 'Attendance' under Quick Links
    • Select the required locations for which you would like to view the LOP data of employees

    ​Under Attendance,you will find the LOP details listed.

    Note: Only the Administrator can view the LOP details pushed to Paybooks.

     

    How can I enable my employees to access their payroll dashboard?

    In the Settings page where you set up the integration, you can allow employees to access paybooks from their Self-Service page.

    ​

    Once this is done, employees can access their payroll data using 'Access my payroll' option in their profile page and have their pay slips printed. They can also use it to submit their reimbursement claims, to view TDS details etc.

    Note:In case accessing payroll dashboard is denied for employees, the ESS(Employee Self Service) should be enabled in Paybooks.

     

    Where do I view my Salary Slip in paybooks?

    To view your Salary Slip in paybooks,

    • From your Zoho People Home page, go to Self-Service > Profile
    • Click on 'Access my Payroll'(right top corner). You will be taken to the paybooks dashboard

    ​

    • Click on 'payslips' to view your salary slips

    ​

    Is it possible to sync data that has been left out?

    The 'Quick Push' option helps to push data of specific employees to Paybooks. This helps in cases where data has to be pushed again for some employees due to some error. It also helps in scenarios where the data of some employees are left out while being pushed/auto-synced.

    • From your home page go to Settings > Services > Paybooks > Show Details
    • Go to the 'Quick Push' tab'

    ​

    • Select the user for whom you would like to Push data and click on 'Push'

    The selected user's data will get pushed to Paybooks. You can select one or more users using this option.

    Does edited data get automatically updated in Paybooks?

    Edited data gets automatically updated under the following conditions.

    • When there is an edit in any information it will be synced, provided the employee (whose details are edited) is mapped to the location and the employee type that is mentioned in the preference. 
    • If there is an edit in either the location or the employee type and this does not abide by the conditions that you have defined in the Settings, then the details will not get updated in Paybooks. 
    • If a location is removed in Zoho People's 'Integration Settings', then the employees of the corresponding location will be excluded from Paybooks' payroll processing automatically.

    Do I need to have a separate ID & password to access Paybooks?

    If you have an active organizational account in Zoho People, you will be able to sync with Paybooks. The 'Integrations' tab of Zoho People's Admin Console enables you to connect to Paybooks in a single click. Your Zoho People user Id and password are sufficient for you to access Paybooks.

    Is it possible to disable my integration with Paybooks?

    Yes. To disable your integration with Paybooks,

    • From your Home page, click on Settings(gear icon)> Integrations > Services > Paybooks
    • Click on 'Show Details'
    • Now click 'Disable Integration' (right bottom corner) to disable your integration with Paybooks