Field Mapping Paylocity and Fieldclix

Modified on Tue, Mar 5 at 4:09 AM

We use Paylocity connector to sync data between Paylocity and FCX.

We sync the following objects: Employees, Payroll Items, Payroll Check data, Cost Rates.

Paylocity	Direction of Sync	FCX
Employees	⇨	Employees
Project Codes: PCTY Creates New Codes (10 Digits MAX) from Batch - Minimal Record with No QB Sync)	⇦	Customer Jobs
DET Codes	⇨	Payroll Items
Payroll Statement Details	⇨	Cost Rates
Payroll Batch	⇦	Payroll TC Data

Employees

It's one-way sync, from Paylocity to FCX.

Data is pushed to FCX based on Employee ID.

There are several settings in Employees synchronization:

1. Create new Employees. It allows you to sync Employees from Paylocity and create them in FCX, if initially there were no such Employees in FCX.

2. SyncStatus — to define whether we need to open synced Employees in FCX if they are active in Paylocity. If an Employee is closed in Paylocity, then the Employee will close in FCX.

3. SyncEmail, SyncPhone (true/false) settings – is used to sync or not Employee's phone and email from Paylocity.

In the Paylocity connector, we also specify:

Our Company ID — to fill-in "Our Company" field in the Employee Card in FCX.

Payroll Period Type ID — to fill-in "Payroll Period Type" field in the Employee Card in FCX.

Employee fields are matched along these lines:

From Paylocity	To FCX
Employee ID	Employee ID
Record status: Active Terminated	Record status: Active Closed
Work Email	Work Email
Work Phone	Cell Phone
Last Name	Last Name
First Name	First Name
Middle Name	Middle Name
Birth Date	Date of Birth
Gender (Legal)	Gender
Work Location → State	Payroll State
Supervisor	Supervisor
Job Title	Job Title
Department	Department
Employee Home	Location (source Employee, type from Sync settings) and Address

Paylocity overrides a Supervisor, Job Title and Department in the Employee card on the FCX side.

It creates a new Job Title and Department if no such records are found in FCX.

Employee homes are added as new locations.

In the Sync settings, we also specify what type of location to create and how to create a new record. By default, the type is Unauthorized Employee Home. It can be changed at the client's request.

2 modes of creating employee homes in FCX:

Always create a new location and close the old one.
Find the similar location and update the address.

Last, First, Middle Names are always transferred to the format: first letter is upper case, the following is lower case.

Payroll Items

It's one-way sync, from Paylocity to FCX.

The connector takes from Company Setup in Paylocity payroll items of the following types: Earnings, Deductions, Taxes.

Then it searches transmitted payroll items by Code and Name to match payroll items.

Fields matching:

From Paylocity	To FCX
Tax Code (for Taxes type)	Name = Code - Description
Code (for Earnings, Deductions types)
Description (for Earnings, Deductions, Taxes types)
Type	Earnings Deductions Taxes
Code/Tax Code	Code

Currently, wage, sick and vacation checkboxes in the Payroll Item card are not available for editing in FCX. These parameters we do not pull from Paylocity.

Payroll (Paylocity) – Payroll Check Data/Time Cards (FCX)

It’s one-way sync, from FCX to Paylocity. Data source — Time Card Payroll Allocation.

We sync Payroll Check data after closing a period during the Payroll Check Closure Process, if the Payroll Period Type stipulates syncing to the payroll system.

To keep it simple, the sync process of payroll check data looks like:

1. You fill in "Check Date" in a Payroll Check card when you create the period. This date indicates the date when you pay a check to Employees in Paylocity.

The Payroll Check data sync is not possible without specified check date.

2. The Payroll Period has been closed on the Payroll Closure Process. The Payroll Period Type requires sync to the payroll system.

3. The connector takes the Payroll Check data and pack it up to a specified format.

The format of payroll data is customizable and may vary for clients.

Generally, it contains:

From FCX	To Paylocity
Employee ID	Employee ID
The abbreviation of payroll item type: earnings (E), deductions (D). We send only earnings (E). E	Earnings
Hours (from Time Card Wage table) QTY (from Time Card Non-Wage table)	Hours
Department/Payroll State/Class (configurable)	Cost Center 1
	Cost Center 2
	Cost Center 3
Time Card Date	Begin Date (Punch In)
Time Card Date	End Date (Punch Out)

4. Then the connector checks the setting "Payroll Auto Acknowledge".

The turned-on setting (true value) allows acknowledging synced payroll data automatically. The payroll data is visible in Paylocity and available to use.

If during synchronization there are some errors, then FCX:

generates a notification event. The system will notify the Employee who set up as Subscriber in the "Integration Event" notification.
clears the "Ready to Sync to Payroll" checkbox and doesn't fill the "synced to payroll" field in the Payroll Check card in FCX.

If the "Payroll Auto Acknowledge" is false, then you should acknowledge data manually in Paylocity. In this case, FCX also creates the "Integration Event".

5. After successful synchronization, it marks the Payroll Check as "Synced to Payroll" on FCX side.

6. Once you acknowledge (auto/manually) synced payroll data in Paylocity, you should create paychecks and close out Employees payrolls in Paylocity.

Pay Statement Details (Paylocity) – Synced Cost Rates Table in FCX

It’s one-way sync, from Paylocity to FCX. Data source — Pay Statement Details.

The sync is tied with the setting "Sync Cost Rates".

If the setting is true, Paylocity notifies FCX that the payroll check is processed. Thus, FCX can pull in Pay Statement Details.

How it works:

1. We receive Pay Statement details at the check date for each Employee, for whom we previously sent payroll data from FCX to Paylocity.

2. Then these details are uploaded to Cost Rates table in the Payroll Check.

3. As soon as the table is updated, FCX recalculates Cost Rates. Received Hours and Amount are summed over the Payroll Item.

Pay Statement Details:

From Paylocity	To FCX
Employee ID	Employee ID
Hours	Hours
Amount	Amount
Rate	Rate
Code (link to Payroll Item)	Payroll Item