ADP Workforce Now (US) Payroll Export

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

Activating the ADP Workforce Now 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 ADP Workforce Now Integration.

3. Enter your ADP WFN Export Company Code and click Connect. 

This is required and is used for the payroll export's file name.

4. Click on 'Complete Set Up" to add the export to your Account.

 

5. Alternatively, you can manually go to your export settings buying going to Apps & Integrations > My Integrations > ADP WFN Export and clicking on 'Settings.'

6. Under the 'Custom Export Codes' tab, enter the following information:

Batch Number

• This field is optional and can be used to identify the source of the payroll data in ADP.

Earnings Code for Holiday Hours

• This field is optional and will only appear if you have enabled 'Holidays' for this location. 
• Contact your ADP Representative to set this code up.
• If no code is provided, worked holiday hours will be exported as regular hours.

Earning Code for Tips

• Enable if you would like to have tips appear on the export.
• If no code is entered, tips will not be exported in your ADP report.

7. Under the 'Payroll Mapping' tab, you can enable the following optional features: 

Split Hours by Role

• By default, each employee's hours include all roles worked, unless this setting is turned on.

Export Wages

• Enable if you would like to export the wages listed in 7shifts for your ADP Paydata Import File. 
• If this is not enabled, the default wage listed in ADP will be used to calculate earnings.

Mapping Employees and Roles with ADP

In order to match employees in 7shifts to those in ADP, you will need to input your ADP File Numbers in 7shifts.

• If the Employee ID field in an employee’s profile contains a value, that value will sync to the Payroll Export File Number fields.
• If Employee Sync is enabled with a POS, Employee IDs will be automatically imported upon the first sync and will be used in Payroll Export Mappings. This means that when the ADP WFN Payroll Export is generated, the File # column will reflect these imported Employee IDs.

You can come back to this screen to update or edit these codes by going to Apps & Integrations > My Integrations > ADP WFN Export > Settings.

1. Under the Payroll Mapping tab click on Edit employee IDs. 

2. Select the Employees tab and enter the corresponding ADP file number for each employee. 

Remember to scroll down and click 'Save.'

3. Select the 'Roles' tab to enable and map 'Department Codes' with ADP (optional).

Enter the corresponding ADP Department Code for each Role in 7shifts. Be sure to click 'Save' before changing locations.

Preparing your Export File

Before you can run the ADP Workforce Now export you'll need to ensure that you've properly approved all punches and closed your timesheet.

1. Click on the 'Time Clocking' tab , then select the appropriate Pay Period.

2. From there, review and 'Approve' or 'Edit' punches, or choose to 'Approve All.'

3.Once you've approved all punches, you can close the Timesheet.

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

4. Once the Timesheet is closed, you can export it as a CSV file by clicking on 'Export' and selecting 'ADP WFN Export.'

5. You will get a file similar to this: (click on the image to enlarge it)

The columns included in the ADP Workforce Now export are:

Co Code

Batch ID

File #

Employee Name

Temp Dept

Temp Rate

Reg Hours

O/T Hours

Hours 3 Code

Hours 3 Amount

• # Holiday Code if provided, otherwise entered as Regular Hours

Hours 4 Code

Hours 4 Amount

• # Paid Time Off, if provided

Hours 4 Code

Hours 4 Amount

• # Unpaid Time Off, if provided

Hours 4 Code

Hours 4 Amount

• # Sick Paid Time Off, if provided

Earnings 5 Code

Earnings 5 Amount

• # Paid Tips, if provided

Earnings 5 Code

Earnings 5 Amount 

• # Tips to be Paid, if provided

6. Login to ADP and import your file by heading to Process > Import Paydata > drag /upload your file (or head to Payroll Dashboard > Import File > drag/upload your file.

7. If you encounter an error message saying "File Name is Invalid" while trying to import a file into ADP, note that the current file name supported by ADP WFN is PRcccEPI.csv - where ccc is your Company Code. For 2-digit Company Codes, please use cc_. There are more naming conventions offered by ADP. Please see their documentation if another format is required.

If you encounter a Status message "Completed with errors", please review your export. These errors typically are due to the values entered for the earning codes.

Including Paid Time Off (PTO)

To include Employees' Paid Time Off and Paid Sick Time hours within the report, you will first need to enable these features under your Company Settings.

After enabling Paid Time Off and/or Sick Time Off, you can input your custom codes for the ADP WFN Export by:

1. Heading to Apps & Integrations > My Integrations > ADP WFN Export and click on 'Settings.'

2. Under the 'Custom Export Codes' tab, scroll down and set the optional codes for 'Paid Time Off', 'Sick Paid Time Off', and 'Unpaid Time Off' hours. 

3. Be sure to hit 'Save.'

These fields are optional. If no code is provided, the default columns for Paid Time Off, Sick Paid Time, and Unpaid Time Off will be exported as:

PTO

SPTO

UPTO

Including Tips

Accounts using a supported POS integration will be able to send their tip data to 7shifts. From there, this information can be included with your time-clocking data when processing payroll.

2. On the Validation Tables page, use the search bar or head to the Payroll column. 

3. Scroll down to Paydata.

3. Find and click on the 'Hours & Earnings Codes' and 'Memo' options:

4. Under 'Hours & Earnings Codes' complete the following:

• Click on 'Add'.
• In the Type dropdown, select the appropriate Hour/Earnings code.
• Enter 'T' in the Code field (no accumulators or mapped pay codes are required).
• Ensure the 'Active' setting is toggled on.
• Ensure the 'Use default pay statement labels' setting is toggled on.
• The Short Name field can be anything, such as 'Tips.'
• Click on 'Done' when you're finished. 

5. Under 'Memo' complete the following:

• Click on 'Add.'
• Enter '5' in the Code field.
• The Description field can be anything, such as 'Tips.'
• Ensure the 'Active' setting is toggled on.
• Click on 'Done' when you're finished. 

After you've completed these steps in your ADP WFN account, you're ready to enable syncing your Tip data within 7shifts.