Set up Nmbrs Payroll link for domain, administration(s) and employees in Nmbrs Accounting

Disclaimer

All screenshots in the article were taken in the Dutch version of Nmbrs Accounting.

Nmbrs Payroll is integrated with Nmbrs Accounting. Thanks to the integration with Nmbrs Payroll, you can retrieve the following payroll documents from Nmbrs Payroll and automatically import them into Nmbrs Accounting:

• pay slips
• payroll journal entries
• payroll tax assessments.

In addition, it is also possible to manually import annual statements via the Nmbrs Payroll link, if required.

If the Work-related costs scheme (WKR) functionality is used, it is also possible to retrieve the payroll balance from Nmbrs Payroll.

To import pay slips, payroll journal entries, pay roll tax assessments and annual statements from Nmbrs Payroll, the domain, administration(s) and employees must be properly configured to establish the link with Nmbrs Payroll. 

Only a user with a 'Back office' role in the domain can set up a Nmbrs Payroll link for the domain, administration and employee(s).

Default Nmbrs Payroll settings for the domain

By default, the domain adopts the Nmbrs Payroll settings from the accountant portal.

For a brief description, see article Set up Nmbrs® link for portal.

Specific Nmbrs Payroll settings for administration

After linking the domain, administration(s), and employee(s) in Nmbrs Accounting, you can, if required, configure specific settings for an administration, such as the access codes for the Nmbrs Payroll environment and whether or not to automatically import payroll documents. 

IMPORTANT!

Enabling the Payroll connection - Nmbrs feature for all administraties in domain

Before you can configure the Nmbrs Payroll link, the feature must first be enabled in the domain contract.

This means that all administrations in Nmbrs Accounting will be assigned an active payroll contract.

Without this activation, the Nmbrs Payroll service will not be visible in the HR functionality.

To activate the “Link to Nmbrs Payroll feature from the accountant portal:

• click on the name of the relevant domain
• in the now-opened screen, click on the Manage link next to Current bundle under Contract
• then, in the now-opened screen, select the Payroll connection - Nmbrs feature
  
  OR
  
  
• open the domain in question by clicking on the icon next to the domain name
• in the now-opened screen, click on the Settings icon in the navigation bar
• in the Domain secion, clcik on Contracts
• in the now-opened screen, click on the Manage accountant features button
• then select the Payroll connection - Nmbrs feature.

Important issues when configuring the Nmbrs Payroll link

The following issues are important here:

• The domain name in Nmbrs Accounting must match the debtor name in Nmbrs Payroll.
• The administration name in Nmbrs Accounting must match the company name in Nmbrs Payroll. 
• The contact code in Nmbrs Accounting must match the company code in Nmbrs Payroll.
• The employee number in Nmbrs Accounting must match the corresponding employee number in Nmbrs Payroll.

Link domain with Nmbrs Payroll 

A domain in Nmbrs Accounting is called a debtor in Nmbrs Payroll. 

When you enter the Nmbrs Payroll debtor number, a debtor in Nmbrs Payroll no longer needs to be or be created with the same name as the domain name in Nmbrs Accounting. 

To link a domain:

• in the accountant portal, click on Management
• click on Domains
• click on the name of the domain you want to link with Nmbrs Payroll
• click on the HR icon in the navigation bar
• then click on Nmbrs Payroll service
  
  OR
  
  
• click on the Settings icon In the navigation bar
• then, in the Integrations section,  click on Nmbrs Payroll settings
  
  The following screen is opened:
  
  
  
• in the Nmbrs Payroll debtor number field, enter the appropriate debtor number.
  
  TIP!
  Text may also be entered in the 'Nmbrs Payroll debtor number' field. Do use the most specific text possible to avoid duplicates.

Link administration(s) with Nmbrs Payroll

An administration in Nmbrs Accounting is called a company in Nmbrs Payroll. 

To link a company in Nmbrs Payroll to an administration in Nmbrs Accounting, the company code from Nmbrs Payroll must be entered in Nmbrs Accounting. 

To link an administration:

• in the accountant portal, click on Management
• click on Domains
• click on the icon after the name of the domain in which the administration is located.
• click on > in front of the name of the administration for which the company code is to be entered
  
  
  
• open the Administration tab.
  
  
  
• in the Contact code field, enter the company code from Nmbrs Payroll.
  
  

Link employee(s) with Nmbrs Payroll

Finally, the employees in Nmbrs Accounting need to be linked with the employees in Nmbrs Payroll. This can be done by entering the Nmbrs Payroll employee number in Nmbrs Accounting for the employee. 

To link an employee:

• click on the Contacts icon in the navigation bar
• click on the Employees icon
• open the contact card of the employee you want to link
• open the Employee tab
  
  
  
• in the Employee number field, enter the Nmbrs Payroll employee number.
  
  

Enter specific Nmbrs Payroll settings for administration

To enter specific Nmbrs Payroll settings for an administration:

• click on the HR icon in the navigation bar
• click on Nmbrs Payroll service
  
  The following screen is opened:
  
  
  
• click on the Settings button.
  
  The following screen is opened:
  
  
  
• in the upper right corner of the above screen, select the administration
• click on the Edit button
• then,  in the now-opened screen, enter the correct settings for the administration.
  
  
  

Set up credentials

You can configure the following credentials for an administration.

Use the credentials set for the domain

Specify here whether the administration can use the access credentials set for the domain.

User name and API token

Enter Nmbrs Payroll username and API Token here.

Nmbrs Payroll debtor number

The owner of the account in Nmbrs Payroll can find the debtor number in Nmbrs Payroll by clicking on the icon at the top right of the screen below.

To find the debtornumber in Nmbrs Payroll:

• in the now-opened menu, click on My account
• then under Invoicing click on Information.
  Here, after the Number field, you will find the debtor number.

Set up automatic import of payroll documents

You can enter the following automatic import settings below.

Use the import settings of the domain

Specify here whether domain import settings can be used for the administration.

Split payroll journal entry by

If required, the payroll journal entry can be split by department or by cost center.

The department costs in the payroll journal entry are automatically assigned to the project created by Nmbrs Accounting for each department. 

All costs of a cost center in the payroll journal entry are automatically assigned to a project you have created in Nmbrs Accounting. This project must have the same name as the cost center in Nmbrs Payroll. 

To do this, a user with the “Management” role must have selected the Medium, Large, or Unlimited bundle via the Store in the domain, and the Nmbrs® debtor number must have been entered.

Import payroll documents automatically

The following payroll documents can be imported automatically:

• Import pay slips automatically
• Import journal entries automatically
• Import payroll tax assessment automatically
• First day of current month from when payroll documents are automatically imported [day].
• Last day of current month when payroll documents are automatically imported [day].

If no payroll documents are to be automatically imported for an administration in the domain, disable the 'Automatically import payroll documents' option.