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Dynamics 365 Community / Forums / Microsoft Dynamics GP (Archived) / HR and Payroll (Canada...
Microsoft Dynamics GP (Archived)

HR and Payroll (Canada) best practices

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Posted on by Pablito 225

Hi: 

As I suspect is the case elsewhere, our organisation has separate HR and Finance departments. We're just starting to get our feet wet with GP in this area so we're currently "rolling out" the use of the HR module in that department (they are busy bringing employee records up to date) and we'll eventually look at doing the same with payroll for the finance team.

However, when filling in the (HR) Employee Maintenance window and hitting Save, the data gets saved to the UPR00100 table as expected, but then proceeds to display the Payroll Canada window with a warning about keeping things in sync.

Given that HR and Finance are separate departments with different responsibilities, I would have thought to give HR personnel access rights to the HR Employee Maintenance window and finance personnel access rights to the Payroll Employee Setup - Canada window (but not vice versa). This forced situation rather precludes this simple approach. What are typical best practices here? How can I/should I separate concerns according to departments?

As an aside, I see when the payroll setup window is first brought up it is auto-populated with information entered in the HR window. However, data is then saved to the CPY10100 with some redundant fields (including names). That seems like a problem in the works. The names are already out of wack after we did some bulk updating on the HR side. How should I re-sync?

I was hoping to hear peoples thoughts and recommendations on workflows, best practices, etc

Kindest regards,

Paul

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  • Suggested answer
    Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: HR and Payroll (Canada) best practices

    You're Welcome Paul,

    Our PR master is on vacation right now and won't be back before 2 weeks.. However, I'll to responds with the best of my knowledge on your points.

    - I don't recall unfortunately which 'direction' was the most trustworthy, may have to redo some tests.

    - about the Vendor card, not sure if there is some sort of pop-up, or if the system just does it without any notification.. If you go into your AP Vendor Cards, and lookup a Vendor by using a recently created employee ID, does it come up ? I don't know if a special setup is requested for that.

    - our HR users only have access to the cards on the HR module, and some INQ & RPT tasks on the payroll module related to HR. All the financial aspects are updated only by the PR master.

    I've forwared your question by e-mail to our PR master and will post back if he dares to reply before he's back :-)

  • Pablito Profile Picture
    Pablito 225 on at
    RE: HR and Payroll (Canada) best practices

    Hi Béat:

    Where to start? Where to start?

    Above all, thanks for responding with your experiences. Though obviously not what I was hoping to hear, it is starting to set more realistic expectations as to what I'm in for.

    Could you elaborate a little on your bi-directionality comment? Have you found that one direction is more reliable than the other?

    • If personal employee information (the kind HR would control) is updated via the HR module, can I trust that updates will flow to Payroll?
    • Or is it the worst scenario in which HR to Payroll works for some data (but not all) and Payroll to HR works for some data (but not all)?

    Is one direction more "trustworthy" over the other (even if not perfect)? I was kind of assuming that HR to Payroll would be the better of the two as HR was built after payroll. Or was it?

    As a side note, I have so far found that inactivating an employee from one Window or the other appears to be bidirectional. Perhaps I've just been lucky and have so far been doing it "correctly". I've also not yet had the system ask me to create a vendor ID... and we do use AP so thanks for the heads-up. I'll be looking out for it. Perhaps it is config driven somehow.

    About your process, if HR submits an electronic form to finance does that preclude HR from accessing the personal (non-payroll) data? Do they have any sort of control of the employee data via GP HR or do they need to request updates by finance? Does finance limit itself to only using payroll windows then?

    I hope you don't mind the occasional follow-up question as I dig deeper over the coming months.

    Thanks again,
    Paul

  • Verified answer
    Beat Bucher GP Geek GPUG All Star Profile Picture
    Beat Bucher GP Gee... 28,021 Super User 2024 Season 1 on at
    RE: HR and Payroll (Canada) best practices

    Hi Paul,

    You just discovered one of those wonderful add-on module to GP that somehow looks like an afterthought :-).. not quite like the US payroll module, which shares a lot of data with the HR module too, but at least was built from ground up properly.

    It is true that (some of) the data is synced between the HR and CPY module, but we found out the hard way that it isn't really bi-directional.. the update sometimes only flows one-way, and if not done correctly, will not update the other card (like making an employee inactive/active). Your going also to realize that every time you create a new Employee ID, the system will ask you if you want to create a new Vendor ID to allow for expense re-reimbursement thru the AP module. Setting inactive an Employee doesn't inactivate the Vendor ID, but you can't do it manually from the card, as the pull down list is greyed out, because the status is linked to the HR module.

    Integrating data from outside bears the same problem, as you already figured out.. There are coded processes behind the forms that triggers updates of the other tables, so if you do that from the back-door, that will not work. However, if you intend to import large sets of employee data, use the Integration Manager tool, as this will act from the front-end of the GP client.. thus not bypassing the synchronization.

    In our company, it's the payroll master (Finance) that manages the on-boarding process of new employees and sets everything up in GP.. HR doesn't do anything than providing the infos with electronic forms. He is also the one that updates the pay codes and rates in GP, as we have to do it in different places as we are using Project Accounting also.

    Hope this helps.

  • Pablito Profile Picture
    Pablito 225 on at
    RE: HR and Payroll (Canada) best practices

    Should have added another tag, so doing this now.

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