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Overview: The integration with Heartland is done through an export/import process. When it's time to process payroll, you will export the Heartland-specific file and upload it into their system.
Instructions:
Enable the Heartland Integration
1. To enable the Heartland integration, start by going to Settings --> Integrations:
2. Click the Heartland Settings button:
3. Check the box next to Enable Integration with Heartland Then enter:
Heartland Company Code: This number can be found in your Heartland account.
Heartland Column Names: This will indicate which column the specified time off type should be included under.
And click Save:
Note: The mapping categories are controlled by your Time Off Types, which can be found by going to Settings --> Time Off in Buddy Punch.
Enter Employee IDs
Any worker you want to show up on the Heartland export needs to have an Employee ID in Buddy Punch that matches the File ID in Heartland.
To find the employee ID in Heartland, go to Employees → General → Summary tab and look for the "Employee Information" box, as detailed in this resource provided by Heartland.
More details on where to find/enter the Employee ID in Buddy Punch can be found here: https://docs.buddypunch.com/en/articles/9430602-how-to-find-enter-an-employee-id
Map Department Codes (Optional)
If you plan to use Buddy Punch Department Codes and want to include them on the Heartland export, a Payroll Code can be added to new or pre-existing Department Codes from the Settings --> Department Codes page:
Export the Heartland File
1. To export the Heartland file, go to Reports --> Payroll Export:
2. Choose your pay period and any filters, and click Run Report. You'll then want to click the Export dropdown followed by Heartland Format:
Important: Do not open the file in Excel and re-save it. Doing so will change the data in the file (ie, 001 becomes 1). Also, do not modify the file name; if you change the name, it will fail to import into Heartland.
Import into Heartland
After you've exported the Heartland file as outlined above, you can then import the file into Heartland with the below steps:
Navigate to Administration - Import
Select Upload under Employee Profile Updates.
Select which fields you would like to update under Which Fields Do You Want to Bulk Update.
Choose either to Upload Employee Fields in Separate Columns, or to Upload with Employee Template, select the input field, and the choose which fields you wish to add from the dropdown that appears.
Enter an Effective Date for the update.
Select Download Template. This will download an Excel spreadsheet with all of the existing data, including the system employee id.
Update the information that you would like to update for the employees into the spreadsheet and save your spreadsheet. Note: Do not modify the Employee System ID column.
Enter a name for the import in the Import Name box.
Select Browse under Upload the Completed Templates.
You will now see a copy of the file you just uploaded.
The Review section will display any errors to be fixed. Fix the errors if necessary and re-upload the spreadsheet. If no errors display, select Import.
For a more detailed walkthrough including screenshots, please review the resource from Heartland, or contact Heartland for further assistance.
Export Example
Following is an example of how the Heartland report will look when you export it from the Payroll Export Report page:
