Synchronizing with PayrollOnline by BenefitMall

The first synchronization process uploads employee data, benefit and attendance plan information, and absence reason codes to PayrollOnline by BenefitMall.

After the first sync, use the BenefitMall Sync process to update:

• Existing employee data in PayrollOnline by BenefitMall with changes made in Sage HRMS and Time Off
• Time Off with PayrollOnline by BenefitMall attendance transactions  

The BenefitMall Sync may be run at any time and should be run immediately before entering time for payroll. To ensure the timeliness of the data in PayrollOnline by BenefitMall, you should update benefits and accrue time before running the sync process. The information is then updated in PayrollOnline by BenefitMall enabling you to set up the employees’ payroll.

You must sync as soon as your payroll is complete so that Sage HRMS has the most current attendance transactions.

To Sync Data from Sage HRMS to PayrollOnline by BenefitMall

1. Ensure the BenefitMall Sync security is set so that the process is available for the appropriate employers.
2. Time Off Employees > Processes > BenefitMall Sync. The BenefitMall Sync dialog box opens. If you have run the BenefitMall Sync before, the date of the last sync is displayed at the bottom of the page.
3. Select the employer for which you want to sync data.
4. Enter your BenefitMall Sync credentials. If your organization uses a proxy server or you want to include terminated employees, do the following. Otherwise skip to step 5.

   Tip: Contact your IT Department to find out if your organization uses a proxy server.

   1. Click Settings to open the Proxy dialog box.
   2. If you are setting up on a proxy server, select Connect Using a Proxy Server and enter the proxy server name, port, username, and password. When you start the sync, it will use these proxy server settings to connect.
   3. If you want to include terminated employees, select the option that best fits your needs. The drop-down for years contains the current year plus any years prior in which you have terminations.

   Caution! If you choose to include terminated employees, this is not reversible from the sync but will need to be managed from PayrollOnline by BenefitMall.

5. Click OK to save your entries and return to the Employer Selection dialog box.
6. To validate your Sage HRMS data prior to synchronizing, click the Validate button. If any local data elements are found to be incorrect a text report is presented that indicates the problem and where to correct it. If you want this validation procedure to run automatically prior to each sync, select the Automatic check box.

Note: The validation process will take close to the same amount of time that the synchronization process does. The data validation conditions will be evaluated during the synchronization process as well, but pre-validating the data prevents the chance of having inconsistent data sent to PayrollOnline by BenefitMall.

7. Click Next to open the Company Selection dialog box.
8. The Company list contains the companies in PayrollOnline by BenefitMall that are associated with your BenefitMall Sync username. Select the company you want to sync with the employer you selected in step 2.
9. Click Sync to run the synchronization process. When it completes successfully, the program returns the number of synced employees. If there is invalid data, the sync stops and displays an exception report. Review the report, correct the data, and re-run the sync.

Tip: To print the report, right-click anywhere on the report and select Print.

10. Click OK.