Error Analysis: Payroll Sync Error Due to Four Digit ABN

Preface

When synchronising an employee file between Employment Hero HR and HeroPay, an administrator receives an error message that states:

  1. The employing entity does not exist on HeroPay.
  2. The ABN listed is a four (4) digit number not an eleven (11) digit number.

Error Analysis

The HR platform supports the use of external IDs (four digit ABN's); However, the Payroll platform did not support receiving external IDs and instead would only accept the eleven (11) digit ABN. This caused an error in which an organisation had multiple employing entities that used the same eleven (11) digit ABN but different employee entity names.

Solution

Since introducing STP, our product team has ensured that the synchronisation between our HR and Payroll platform allows the use of external ID's (four digit ABN's). This now allows an organisation to have multiple employing entities using the same eleven (11) digit ABN but different employee entity names.

To complete the payroll sync and remove the four digit ABN error, an admin needs to complete the following steps:

  1. Change the name of the existing employing entity.
  2. Import the correct external ID.
  3. Verifying the External ID is Correct
  4. Adjust the Individual Employee File

Change the Name of the Existing Employing Entity

  1. Click the General Settings menu.
  2. Click the Company Settings submenu.
  3. Click the Employing Entities button.
  4. Click the Actions button.
  5. Click Edit button.
    Employing_Entities_2.jpg

  6. Update the name of the entity ensuring it is unique and then click the Save button.
    Employing_Entities_3.jpg

Import the Correct External ID

  1. Click the General Settings menu.
  2. Click the Add-ons submenu.
  3. Click the Actions button for your connected application.
    Employing_Entities_4.jpg

  4. Click the Update button.
  5. In the Organisation Details row, click the Update From Payroll button.
    Employing_Entities_5.jpg

Verifying the External ID is Correct

  1. Click the General Settings menu.
  2. Click the Company Settings sub menu.
  3. Click the Employment Entities button.
  4. Verify that the updated information displayed is correct.
    Employing_Entities_2.jpg

Adjust the Individual Employee File

  1. Click on the Personnel menu.
  2. Click on the Employees submenu.
  3. Click on the Employee's Name, whose details need updating.
  4. Click the Employment Details button.
  5. Click on the Edit button.
    Employing_Entities_6.jpg

  6. Update the Employing Entity field.
    Employing_Entities_7.jpg

 

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