Syncing Accruals between Millennium and TimeWorksPlus

This article is for partners that have already implemented the TimeWorksPlus – M3 Integration and explains how to configure and sync accruals between the two systems.
 
Before you read this article, you should
  • have the "Accrual" scheduled task setup and running on your Millennium process server.
  • have the "Accrual Note" added to the client's Company Notes in M3.
Instructions on both of these items can be found in the article Millennium – TWP Integration – Installation and Setup.

About the Accrual Integration

With the integration, you have the choice of tracking accruals in either TimeWorksPlus or Millennium and syncing the balance between the two.
 
This article is divided into two sections based on which system will be the accrual system of record. Pick the one that matches your case:

Syncing Accrual Balances from Millennium to TimeWorksPlus

This section is for accounts where Millennium is the system of record and it passes accrual balances to TimeWorksPlus. The employee will be able to view their balance on their time card and request time off through the TimeWorksPlus Employee Self Service portal.

Selecting the Accrual Codes to Send to TWP

You can choose which accrual categories need to be sent to TimeWorksPlus with the following steps.
  1. In M3, go to the Accrual Code page and note the Descriptions of the accruals you want to sync.

    The image below shows an example of this list in M3.
     

    Accrual codes in Millennium

    It is important to use the Description field and not the Code  because the Code cannot be changed, but the Descript can be changed. This allows you some flexibility when mapping the category to TWP.
  2. For each accrual you want synced to TWP, you need to enter the M3 Description in the AccrueUp category list of TWP.
     

    The AccrueUpScript Rule in TimeWorksPlus

    The AccrueUp Category list is found in the AccrueUpScript rule. The click- path is Settings Menu ⇒ Processing Rules ⇒ Accruals category ⇒ AccrueUpScript. You don't need to enter any scripts in this rule, just list the Descriptions category fields.
  3. You should also make sure there is a corresponding category in the TWP PunchCategories Rule.
     

    The PunchCategories Rule in TimeWorksPlus

    This rule is also found on the Processing Rules page under the Processing category.
  4. Add an AccrueDownScript for decrementing the accrual balances in TWP.
     

    The AccrueDownScript Rule in TimeWorksPlus

    More information on writing accrue down scripts can be found in the article Accrual Scripting – Introductory Scripts.
Mapping Multiple Accrual Categories to a Single TWP Category
In the example above, an accrual category was created in TimeWorksPlus for each accrual category in M3 – they had a one-to-one relationship. However, if the client has employee-specific accrual categories (as we see in the example, i.e. "Sick" for hourly, "Sick" for Salary, etc.) and only wants the employees to see "Vacation" and "Sick" when viewing accruals, you can map multiple accrual codes to a single category in TWP by giving them all the same Description in M3.
 

In Millennium, you can give multiple codes a common
description to map to one code in TWP
 
In the above image, the 3 different "Sick" codes and 2 different Vacation codes have been given the same Description. This means they will all be mapped to one category in TWP, provided you alter the TWP setup to reflect that.
 

These categories in TWP will map to the multiple codes shown in the previous image
 
IMPORTANT: This will only work if there is only one "Sick" Code in effect for any one employee. If an employee earned both "Sick" and "Sick1", the system will only upload the balance for one of the Codes.

How Balances are Downloaded to TimeWorksPlus

The integration will update the balances based on the scheduled task that was setup for the Command Line Interface.
 
When Millennium is the system of record for accruals, the check date is the "Last Accrue Date" for each employee. However, TimeWorksPlus displays accrual balances as of the pay period end date.
 
To address this discrepancy, the integration uses the pay period end date from the check that initiated the accrual calculation. The integration then checks the balance in TimeWorksPlus on that date and will only update TimeWorksPlus if there is a difference between the two balances.
More Information on "Effective Dates"
The preceding explanation is very basic version of how the two systems effective date balances. This section provides more detail on the process.
Unfortunately, there is not a one-to-one correlation between M3's accrual and a specific check, so the interface will look for a check where the "Check Date" is the same as the "Last Accrue Date", and use the End Date of that check as the
effective date for the accrual balance in TimeWorksPlus.
 
The interface ignores any checks where the Period Begin Date and Period End Date are the same, with the assumption that this is some kind of correction.
 
It will also ignore any checks where accruals have been blocked on the calendar.
 
This means that unless accruals are blocked, or the Period Begin Date and Period End Date are the same (signifying a correction payroll), every check for an employee must be in a batch that has the correct Period End Date for that
employee.
 
If the interface cannot find a valid check from which to pull the Pay Period End Date, it will use the Last Accrue Date from the employee’s accrual as the effective date for the accrual in TimeWorksPlus.

Finalizing Pay Periods

Finalizing Pay Periods is an important part of locking and protecting timekeeping data after running payroll. If the effective date of the accrual balance in M3 falls within a finalized pay period, the integration will not update the balance on that date. You or the client will need to unfinalize the pay period if they wish to update the accrual balances.

Syncing Accrual Balances from TimeWorksPlus to Millennium

This section is for accounts where TimeWorksPlus is the system of record and it passes accrual balances to Millennium. Paid leave will be accrued through the timekeeping system and the employee will be able to view their balance on their paycheck.

Selecting the Accrual Codes to Send to TWP

In order to sync accrual categories from TimeWorksPlus to M3, the accrual category names in TimeWorksPlus need to match the Descriptions of the accrual codes in M3. It is important to use the M3 Description field, not the accrual Code. This is because the Code cannot be changed in M3.
  1. Edit the accrual code Descriptions in M3 to match your existing accrual categories in TimeWorksPlus.

    The Accrual codes in Millennium

    To check your accrual categories in TimeWorksPlus, you can go to the Processing Rules and look in the AccrueUpScript. The list will be at the bottom of the page.
     

    The accrual categories in the AccrueUpScript Rule in TWP
  2. Delete the accrual table (if one exists) in Millennium. Since M3 will no longer be calculating accruals, all fields on the Accrual Setup tab should be cleared except for Desc, Check Stub/Desc, Divisor and Decimals.
     

    The accrual table in Millennium
There must be a one-to-one correlation between the categories in each system. Unlike the Millennium-to-TWP method, you cannot map one TWP category to multiple M3 categories.
Do Not Change the Name of an Accrual Category in TimeWorksPlus
If your client has already been running accruals in TimeWorksPlus, do not change any of the accrual category name since it will result in inaccurate or no calculations.

How to Download Balances to Millennium

With the accruals configured, there are two ways you or your client can update the balances through the integration: using the scheduled task for the Command Line interface (see Millennium – TWP Integration – Installation and Setup) or using the Millennium 3 interface.
 
Command Line Interface
The command line interface runs periodically and will update accrual balances in M3 based upon the last finalized pay period in TWP. When a payroll is started in M3, the interface detects the change in the calendar and updates the employee’s accrual balances for accrual categories in TWP that match the accrual descriptions in M3. If the corresponding accrual code is already on the employee’s Accrual tab, the interface will update the balance. If not, it will add a new record.
 
Millennium 3 Interface
The alternative to the scheduled Command Line Interface task is to manually use the M3 interface itself.
 
During your setup, when you add the TWP Accrual Note to M3, a new, Update Accrual Balances button will appear on the Payroll Entry page.
 

Balances can be updated through M3 using the "Update Accrual Balances" button
 
We recommend that you instruct your clients or customer service representatives to click on this button after starting payroll. This logic behind this button is a bit more sophisticated than the Command Line Interface in that it is aware of the ending date of the batch(es) and doesn’t rely on the previous pay period being finalized. 
Using the M3 Interface ONLY
There may be situations where you do not wish to have the scheduled Command Line Interface synchronize accruals for a particular company – you would prefer the update to be done manually. To accomplish this, you can enter anything in the Memo field of the TWP Accrual Note.
 

The scheduled task for updating accruals can be disabled by entering anything in the memo of the accrual note
 

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