Xledger Integration

Modified on Thu, 18 Dec at 7:16 AM

All you need to know about the Xledger standard integration

Overview

With this integration you will connect Simployer One to your Xledger account via API and can then do the following:

Scheduled or manual sync of employee data such as personal information, employment data, compensation data and more from Simployer One to Xledger

Sync time off data such as sickness, parental leave and vacations to Xledger for the period that you choose. You have full control over what absences are exported for what employees and for what period

Available in: Norway

Xledger requirements

You need to have access to the following valid credentials.

Access token: this can be found in here: https://xledger.net/f/api-tokens
- Click on Generate new token
- Provide a Token description, for example, "Simployer One" or "Simployer"
- Select «Read» and «Write» for Accounts payable, Accounts receivable, Common and General Ledger
- Click Generate token
- Once the token has been generated, you can use it when setting up the Xledger integration in Simployer One

Adding the integration

The integration is activated from Settings → Integrations → Add Integration (in the "Integrate with payroll system" section).

In the API Integrations section, select Xledger
Click Next to start the configuration wizard
Enter all the details needed for the connection

Settings

You can choose how the integration sync for employees is executed. The options available are as follows:

Manual sync
- The data is manually synced to Xledger by the user
- This can be valuable if you have the scheduled sync turned off and want to control when data is synced to Xledger. Either during the implementation phase or during times when an update is not wanted due to process and payroll timing
- Manual syncs can be performed even when a scheduled sync is configured. This may be necessary if there have been a significant number of changes in Simployer One after a scheduled sync has been executed
Scheduled sync
- The sync runs on a schedule that you can define
- Options include the day(s) of the week and the time of day for the sync to be executed

Note: when a scheduled sync is enabled, it is queued and executed shortly after 06:00 CET the following day.

Scope

Scopes allow more granular filters that determine which employees are included in the employee sync
This is especially useful if you require a specific set of employees to be excluded from the export to Xledger.
Scopes follow the same scope behavior as seen in other Simployer One featuresHR.

Employee data

Employee data is synchronized from Simployer One to Xledger. This means that if data is updated in Xledger on "data fields" and then the sync from Simployer One is done the data in Xledger will be overwritten.

When the sync is executed it will compare the data in Simployer for the "data fields" to see if there is a difference between the values for those fields in Xledger. If there is no change, the user will not be updated. If there is a change present, the data will be updated.

Some fields are currently hardcoded or have a default value, see the table below for more information.

Simployer Field	XLedger Field	Notes
Person.firstName	Contact.firstName	Required
Person.lastName	Contact.lastName	Required
Person.firstName + lastName	Contact.name	Concatenated
	Contact.initials	First letter of first + last name
Person.email	Contact.email	Required. Sync blocked if employee number exists in Xledger with different email
Person.phoneNumber	Contact.phone
Person.address.streetAddress1	Contact.streetAddress	Address changes sync to both Contact and Supplier
Person.address.postalCode	Contact.zipCode
Person.address.city	Contact.place
Person.birthdate	Contact.birthday
Person.nationalIdList\[0\].nationalId	Contact.socialSec	First national ID in list, or empty if none
	Contact.countryId	Hard-coded: 5 (Norway)

Supplier

Simployer Field	XLedger Field	Notes
Employee.employeeNumber	Supplier.code
Person.firstName + lastName	Supplier.description	Concatenated
Person.bankAccount.accountNumber	Supplier.bankAccount	Optional
Person.address.streetAddress1	Supplier.streetAddress	Synced from Contact
Person.address.streetAddress2	Supplier.streetAddress2
Person.address.postalCode	Supplier.zipCode
Person.address.city	Supplier.place
	Supplier.countryDbId	Hard-coded: 5 (Norway)

Employee

Simployer Field	XLedger Field	Notes
Employee.employeeNumber	Employee.code	Required. Must be unique
Person.firstName	Employee.firstName
Person.lastName	Employee.lastName
Person.firstName + lastName	Employee.description	Concatenated
Employee.hireDate	Employee.dateFrom	Required
Employee.hireDate	Employee.employmentFrom	Required
Employee.jobTitle	Employee.positionValueDbId	References the Job Title

Job Title

Simployer Field	XLedger Field	Notes
Employee.jobTitle	ObjectValue.description	Required. Created in Xledger if doesn't exist (definitionId: 713 - Position Value). Matching is case-insensitive. Employees without job title are skipped. This job title is automatically linked to Employee, Position, and Payroll Rate records.

Position

Simployer Field	XLedger Field	Notes
Employment.startDate	EmployeePosition.dateFrom	Required. For existing employees: only positions starting within current year + last year are synced (older positions may be locked by accounting). All positions synced for new employees.
Employment.endDate	EmployeePosition.dateTo	Optional
Employment.rate	EmployeePosition.parttimePct	Must be 100 (only 100% FTE supported, part-time skipped with warning)
Employment.employmentId	EmployeePosition.internalInfo	Used to match existing positions
	EmployeePosition.mainPosition	Based on Employee.mainEmploymentId
	EmployeePosition.employmentTypeDbId	Hard-coded: 28136 (only `permanent_employment` supported)
Employee.jobTitle	EmployeePosition.positionDbId	Job title reference. Preserved for historical positions (start date in past).

Payroll Rates

Simployer Field	XLedger Field	Notes
Payroll.payrollEffectiveDate	PayrollRate.dateFrom	Cannot create/update rates before current month for existing employees (accounting periods locked). New employees can have historical rates during initialization.
Compensation.compensationAmount	PayrollRate.rate	Converted to annual amount: Hourly = as-is (hourly rate), Monthly = × 12 (annual equivalent), Annual = as-is (already annual). Recommended: Use annual payout period in Simployer to avoid conversion.
Compensation.compensationCurrency		Must be NOK (other currencies skipped with error)
Payroll.payrollAdditionalProperties.payoutPeriod	PayrollRate.rateElementDbId	4319462 (hourly) or 4319459 (monthly/annual) - determines how rate is interpreted
Employee.jobTitle	PayrollRate.positionDbId	Job title reference. Preserved for historical rates (effective date before current month).

Requirements and limitations

Employee.employeeNumber required
Employee.hireDate required
Employee.jobTitle required (employees without job title skipped)
Person.email required
Employment.startDate required (employments without start date skipped)
Only active employees processed (earliest hired if multiple exist)
Only permanent employments (permanent_employment) with 100% rate synced (part-time skipped with warning)
Only NOK currency for payroll rates (other currencies skipped)
Historical data (positions/rates before current month/year) cannot be synced for existing employees due to locked accounting periods
Supported payout periods: HOURLY, MONTHLY, ANNUAL (other periods skipped)

Absence data

Absence data is synchronized from Simployer One to Xledger. This means that if data is updated in Xledger on "data fields" and then the sync from Simployer One is done the data in Xledger will be overwritten.

When the sync is executed, it will compare the data in Simployer for the "data fields" to see if there is a difference between the values for those fields in Xledger. If there is no change, the user will not be updated. If there is a change present, the data will be updated.

Some fields are currently hardcoded, see below for more information.

Simployer field	Xledger field	Mapping conditions
Data
	leavePercent	Defaulted to `100`
AbsenceStartDate	timeFrom
AbsenceEndDate	timeTo
AbsenceEndDate	toDate
AbsenceStartDate	fromDate
	Comment	Defaulted to "temporary comment"
Codes
childcare	“CS”
vacation	“V”
sick_leave	“SWN”
{custom leavecode}	{custom leavecode}	A custom leave code must be set to the exact value defined in Xledger