Deputy allows for many integrations with Point of Sale (POS) and payroll providers. Using the correct combination of integrations will allow you to use sync timesheet data across your POS, Deputy, and payroll provider in a seamless manner. Once you have this setup, you can use your POS as a time clocking device, Deputy will store your summarized timesheets for application of the appropriate labor law calculations and manager approval, and export that summarized data to your payroll provider.
In this article you will learn:
- How to visualize the workflow between these three types of systems
- The steps to configure your POS and payroll integrations
- Troubleshooting tips to resolve common issues
Visualizing the Data and Workflow
A worker clocks in and out of the POS system
The in and out time data is sent to Deputy via the POS integration and becomes a Deputy timesheet
An approving manager can review and approve the timesheet inside of Deputy. Deputy will automatically apply the labor law calculations to the timesheet based on the pay conditions or awards configured in the worker's Deputy Employee Profile.
An approving manager or payroll administrator exports the timesheet data out of Deputy and into your payroll provider. The process for this will vary based on your payroll provider and the type of integration it has with Deputy.
Deputy has integrations with many popular POS systems and payroll providers. Before you begin, explore our full list of integrations and ensure your providers are supported.
Integrate with your Payroll Provider
The first step is to set up the integration between your payroll provider and Deputy. Many of the supported payroll integrations can be configured inside your Deputy account. Learn more about how to turn on the integration with your payroll provider.
As part of the integration setup, if available, you need to turn on the employee data sync and import your employees to Deputy. Examples of integrations that include an employee data sync are ADP, Xero, and Gusto.
If your payroll provider does not have an employee data sync, you can manually enter your employee information or upload a list of employees from a file.
Pro tip: You MUST ensure that your employees' payroll ID is set under Time Sheet Export Code in the Employment Details of their Employee Profile. This enables the accurate export of their timesheet data to your payroll provider in the final step of this process. If you used the employee data sync from payroll integration, this ID will be set automatically.
You should now have all employees setup in your Deputy account with their corresponding payroll IDs to ensure the timesheets will sync to your payroll provider.
Integrate with your POS System
As part of the integration setup, you need to turn on the timesheet data sync. This will enable the in and out time data to flow from your POS system into Deputy.
Pro tip: If you have already turned on the employee data sync from your payroll provider, you should NOT enable the employee data sync from your POS system. This can create conflicting information which will prevent you from exporting the timesheet data to your payroll provider later.
Additionally, you MUST ensure that the employee details (e.g. first and last name) are the same across all three systems: POS, Deputy, and payroll. If the details do not match, it can break the data flow and result in inaccurate or missing information about the employee's worked time and pay.
Test your Integration Workflow
It is important to test the data is flowing correctly between all three systems: POS, Deputy, and payroll.
To check if everything is working correctly, do the following:
1. Clock on and clock off using your POS system. You will need to wait 15 minutes between the clock on and clock off to ensure a valid timesheet will be sent over to Deputy.
2. Go into the Timesheets tab in your Deputy account, and look for a new timesheet. The timesheet should match the date and time in and time out you used in your POS system.
4. Export the timesheet. This process will vary based on your payroll provider. The three forms this will take are:
- Using the Deputy supported integration with your payroll provider to export the data to your payroll provider via API. Popular examples include ADP, Xero, and Gusto.
- Using an integration built by your payroll provider to pull the data out of Deputy and into your payroll account. Popular examples include Rippling and Onpay.
- Downloading a file from Deputy and uploading it into your payroll provider. Popular examples are Paylocity, Paycor, and Sage.
5. Log in to your payroll provider system and ensure the time data matches the timesheet data in your Deputy account. If it does, you are done!
If you are not seeing the time data across all three systems: Check the employee details. First and last name MUST match across the POS, Deputy, and the payroll provider.
If you are having issues exporting the timesheets to your payroll provider: Check that the employee's payroll ID is present in the Deputy Employee Profile under Employment Details. For most payroll providers, you must have the correct payroll ID entered under the Time Sheet Export Code field to export the timesheet data from Deputy to your payroll system.
Still stuck? Reach out to Deputy support via the chat window in your Deputy account.