KeyPay - Time Sheet Sync

SUMMARY

Time Sheet Records are created in Salesforce based on a configured scheduled process which runs each week or fortnight or month. This configuration can be access via the Time Sheet Settings option in the Setup Menu.

Time Sheets are currently scheduled to generate on Monday mornings.

Generated Time Sheets have Time Sheet Entry Records associated to them when workers complete a Service Appointment. Time Sheet Entry Records are usually auto generated based on the employee checking in and checking out of their appointment.

On Sunday night at 10 PM a scheduled process runs in Salesforce to sync the Time Sheets with their related Time Sheet Entries to Employment Hero. When the sync is complete, the Time Sheet Entry Records will be available in Employment Hero for approval.

Salesforce Finance Users can also sync Time Sheet Records individually from Salesforce.

From a Service Resource Record you will be able to see related Time Sheet Records.

The Contact Field on the Service Resource should be populated with a Contact who has been synced to Employment Hero, this is where we retrieve the Payroll ID of the employee to accurately assign the Time Sheet Records in Employment Hero.

Clicking into the Time Sheet Record you will see a EH Sync quick action at the top of page. Clicking this button will attempt to sync the Time Sheet to Employment Hero, the result will be returned in the EH Sync Status and EH Sync Details fields.

This process will fail if there are no related Time Sheet Entry Records related to the Time Sheet.

Clicking into the Time Sheet Entry Record, you will see sync details for each individual Time Sheet Entry as well, with the ability to sync to Employment Hero via the EH Sync quick action.

TECHNICAL SPECIFICATION

From a Time Sheet and Time Sheet Entry record in Salesforce we will trigger the creation of Time Sheet and Time Sheet Entry records in Employment Hero through the KeyPay API.

A summary of the Time Sheet data services can be found here - https://api.keypay.com.au/australia/reference/timesheets

We will use the following methods:

Method	HTTP Request	Description
Bulk Insert Timesheets	`POST /api/v2/business/{businessId}/timesheet/bulk`	When a `Time Sheet` is created in Salesforce, we will trigger the creation of the `Time Sheet` in Employment Hero. `Time Sheets` get created in Salesforce via a scheduled service (see Time Sheet Settings in the Setup Menu) where `Time Sheets` for all 400-500 workers will be created. We can run a Bulk Insert `Time Sheets` scheduled service after the `Time Sheet` creation service is run in Salesforce and trigger individual `Time Sheet` creation for any records that are created outside this service.
Create timesheet line	`POST /api/v2/business/{businessId}/timesheet`	When a `TimeSheetEntry` is updated or created with `Status = 'Approved'`, then trigger the `Time Sheet Line` to be created in Employment Hero.
Delete timesheet line	`DELETE /api/v2/business/{businessId}/timesheet/{timesheetLineId}`	If a `TimeSheetEntry` is deleted in Salesforce, then delete the `Time Sheet Line` in Employment Hero.
Update timesheet line	`PUT /api/v2/business/{businessId}/timesheet/{timesheetLineId}`	If a `TimeSheetEntry` is updated in Salesforce, then update the `Time Sheet Line` in Employment Hero.
Update/Replace timesheets	`PUT /api/v2/business/{businessId}/timesheet/bulk`	If a `TimeSheet` is updated in Salesforce, then update the `Time Sheet` in Employment Hero.

TIME SHEET MAPPING

https://api.keypay.com.au/australia/reference/timesheets/au-timesheet--post?v=latest

Method	HTTP Request	Description
Bulk Insert Timesheets	`POST /api/v2/business/{businessId}/timesheet/bulk`	When a `Time Sheet` is created in Salesforce, we will trigger the creation of the `Time Sheet` in Employment Hero. `Time Sheets` get created in Salesforce via a scheduled service (see Time Sheet Settings in the Setup Menu) where `Time Sheets` for all 400-500 workers will be created. We can run a Bulk Insert `Time Sheets` scheduled service after the `Time Sheet` creation service is run in Salesforce and trigger individual `Time Sheet` creation for any records that are created outside this service.
Create timesheet line	`POST /api/v2/business/{businessId}/timesheet`	When a `TimeSheetEntry` is updated or created with `Status = 'Approved'`, then trigger the `Time Sheet Line` to be created in Employment Hero.
Delete timesheet line	`DELETE /api/v2/business/{businessId}/timesheet/{timesheetLineId}`	If a `TimeSheetEntry` is deleted in Salesforce, then delete the `Time Sheet Line` in Employment Hero.
Update timesheet line	`PUT /api/v2/business/{businessId}/timesheet/{timesheetLineId}`	If a `TimeSheetEntry` is updated in Salesforce, then update the `Time Sheet Line` in Employment Hero.
Update/Replace timesheets	`PUT /api/v2/business/{businessId}/timesheet/bulk`	If a `TimeSheet` is updated in Salesforce, then update the `Time Sheet` in Employment Hero.

TIME SHEET ENTRY MAPPING

https://api.keypay.com.au/australia/reference/timesheets/au-timesheet--post-individual?v=latest

Employment Hero	Salesforce	Notes
classification		DO NOT MAP
classificationId		DO NOT MAP
comments	TimeSheet.Description
employeeId	TimeSheet.ServiceResourceId.Contact__c.Employment_Hero_ID__c
endTime	TimeSheetEntry.EndTime
externalId	TimeSheetEntry.Id
fullyQualifiedLocationName		DO NOT MAP
hiddenComments		DO NOT MAP
id
leaveCategoryId		DO NOT MAP
locationId		DO NOT MAP
locationIdDeleted		DO NOT MAP
payCategoryId		DO NOT MAP
rate		DO NOT MAP
shiftConditionIds		DO NOT MAP
shiftConditions		DO NOT MAP
source		`"Salesforce"`
startTime	TimeSheetEntry.StartTime
status	TimeSheetEntry.Status
units	TimeSheetEntry.EndTime - TimeSheetEntry.StartTime	Create new formula field
workType	Service_Appointment__r.WorkOrder.WorkType
workTypeId	Service_Appointment__r.WorkOrder.WorkType.Employment_Hero_Code__c