Integration with Visualtime: Features and Settings

• Batch synchronization of employee records (to be used at the start of the integration, or in situations where a synchronization failure occurred);

• Online synchronization from the employee's record, when it's saved and upon contract termination;

• Synchronization of payslips and the Income Statement upon their Issuance.

If desired, you can synchronize:

• Extended leaves (scenarios involving extended leaves, such as sick leave);

• One-time absences, including vacation absences;

• Vacation schedules, provided the justification is mapped to the vacation code in the ERP;

• Overtime hours, with the option to split the first hour and subsequent hours on the ERP side (if there are different rates);

• Earnings items, provided their configuration allows them to be entered in the monthly changes.

To configure the integration with Cegid Visualtime, follow these steps:

1. Open the ERP's Administrator;

2. Go to Human Resources | Parameters of the Financial Year | Visualtime | General;

3. Enable Integration with Visualtime by selecting the option under General;

4. Specify the Visualtime Service Address (provided with the Visualtime subscription; it must be a valid URL) and the API Key (which must be obtained from the Visualtime subscription);

5. Click the Test Communication button to make sure the connection is correctly established. If there is a communication error, review the data entered;

6. In the Integration area, set which organizational structure will be sent when integrating employees. By default, the Group takes the Company Key, and the Subgroup can be None, Department, or Work Location;

7. Enable the Automatic Employee Submission option (optional):

   • If you enable it, the ERP will automatically send employees to Visualtime whenever the employee's record is saved;

   • If you do not enable it, the ERP will only send employees who had already been sent previously (if there is a record in the employee synchronization). For new employees, you must run the batch synchronization (see article);

8. You can include a prefix in the employee's code in Visualtime. This field lets you distinguish employees in Visualtime in a multi-company environment. Filling in this field is optional.

9. In the Monthly Changes Synchronization area, specify whether, when importing absences configured to deduct the meal allowance (MA) and/or the shiftwork allowance (ST), the deduction should be made proportionally to the length of the absence, or should correspond to the day's full amount, regardless of the absence's duration;

10. If needed, set the automatic handling for the 1st hour and subsequent hours of overtime, specifying the source overtime type (mapped in Visualtime) that will keep the 1st hour, and the one that will be used for the following hours on the same day (optional); Example: you want to set Overtime to be integrated as H01, but only the 1st hour as H01. The rest should be considered as H02. In the configuration, the Source column must be filled in with the overtime type H01, and the Hours Code column with H02. During the import, if the overtime is more than 1 hour, the system will create one H01 overtime entry with a quantity equal to 1, and the remainder will be posted to the H02 overtime type;

11. Click Save.

In Visualtime, you must set the mapping of justifications to the absence, overtime, and/or leave codes to be integrated into the ERP.

To configure the mapping, follow these steps:

1. Go to Visualtime | Time Management Configuration | Justifications;

2. For each justification, fill in the Equivalence field with the code of the ERP's absence, earnings item, overtime type, or leave. You must first enter a tag that identifies the entity it will be mapped to, namely:

   • specify the tag A#xxx to identify absences, vacation, or leaves

   • specify the tag O#xxx to identify overtime;

   • specify the tag O#xxx to identify overtime;

   • specify the tag E#xxx to identify earnings items;

3. If you don't want a given justification to be imported into the ERP, fill in the Equivalence field with #Ignore.

In addition, you must create the folders that will contain the Payslips and the Annual Income Statements. To do this, go to Document Management and create a new folder with:

• Name: must match what is configured in the ERP;

• Category: Labor

• Scope:

  1. Enable Contains employee information;

  2. Enable General employee documentation.