Heartland Payroll Export

Updated May 16, 2023 14:51

If you are using 7punches for time-clocking, or have a POS integration that includes labor, you can now export your worked hours in a Heartland-ready format.

SKIP AHEAD TO:

Activating the Heartland Export

Preparing your Payroll Data

⚠️ Access to this feature may require an upgrade from your current plan.

⚠️ To access the export you must be using 7punches or have a POS integration that includes labor data.

Activating the Heartland Export

To enable the export, you'll need to do the following:

1. In the left navigation bar, head to Apps & Integrations:

2. Search and select Heartland:

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3. Click on 'Complete Set Up" to add the export to your Account. From here, you will need to enable and customize some of the individual features of the Export.
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4. Alternatively, you can find these settings under Apps & Integrations > My Integrations > Heartland > Settings.

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5. Choose whether to 'Split Hours by Role.'

⚠️ If this setting is enabled, Employee hours will be split into separate columns in the spreadsheet, but will not be associated with your payroll provider’s departments, pay codes, or wage codes. (However, this can be manually added to the spreadsheet before uploading to the payroll program.)

6. Click on 'Edit Employee IDs' or 'Edit Location Mapping' to navigate to the mapping page.

You will need to complete entering both the Location and Employee IDs on the mapping page before setup is finalized. This required in order to match your Employees and Locations in 7shifts to their Heartland ID numbers and have those included in the CSV.

7. Enter the Employee's File Number next to their name.

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Be sure to hit 'Save' at the bottom of the page when you're done mapping your Employees.

8. Under the 'Locations' tab, update the Payroll Export Shop Numbers for each corresponding Location in 7shifts.

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Be sure to hit 'Save' at the bottom of the page when you're done mapping your Locations.

⚠️ In the export, the column LABOR VALUE 1 is the Location code (Payroll Export Shop Number in Heartland).

Preparing your Payroll Data

Before you can run the Heartland payroll export, you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. In the left navigation bar, select the 'Time Clocking' tab, and the appropriate Pay Period.

2. From there, review and 'Approve' or 'Modify' any unapproved punches, or choose to 'Approve All.'

3. For multi-Location users, you can also choose to sort by Location and approve punches by Location.

4. Once you've approved all punches, you're ready to close the Timesheet.

To close it, select 'Close Timesheet' in the top right corner.

⚠️For multi-Location users, you can close Timesheets on a Location basis. However, the Heartland export will export punches from all locations, regardless of if Timesheet is closed.

5. With the Timesheet closed, you can export it by selecting 'Export' then 'Heartland.'

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6. You can now import your payroll data to Heartland.

The columns included in the Heartland export are:

Key

E_Regular_Hours

E_Overtime_Hours

LaborValue1

LaborValue2

E_Regular_ORRate

E_Overtime_ORRate

⚠️ Contact your Heartland representative if you have questions about this step.