Before getting started
This article has been put together for Lucca software administrators using the Payroll Assistant to centralize export generation, without any payroll software connectors.
To activate Lucca Payroll Assistant exports and to find out more, see this help sheet: Preparing your payroll with Lucca Payroll Assistant - File export (without connector)
We recommend using the Payroll Assistant to:
- Generate payroll export files containing Employee data (Core HR)
- Generate payroll export files containingAbsences for the period (Lucca Absences)
- Generate payroll export files for fixed and variable pay items for the period (Lucca Compensation)
- Attach additional files that are useful for payroll preparation.
Settings
The configuration is done through two simple steps
Step 1: define the secure FTP server that will be used
Scenario 1: if you haven't set up an FTP server yet Refer to the following help sheets for more information: Administrating an FTP server and FTP server FAQ.
If you already have a server, you'll just need to enter the required connection details so that the Payroll Assistant can upload the files to your server.
If you don't have a server, not to worry, Lucca is here to help and can set you up with one. Contact your consultant or the Help Desk for information and to find out how to create a Lucca server (if this isn't already included in your sales proposal).
Scenario 2: if you already have an FTP server set up with a ready-to-use folder, you can select it directly via the drop-down menu and save your settings.
Step 2: activate file uploads to the server in the Payroll Assistant, for the relevant payroll file(s).
Each export configuration is independent:
- this means that you can decide to automate the uploading to the secure server for just one export. For example, you could decide to only upload the employee data export file to the secure server.
- You can also choose to use different servers and destination folders for each module (employee export, absence export, remuneration export or additional files and information).
To set up the upload for additional files and information, go into the settings for the payroll file in the "General settings" tab.
To set up the upload for payroll export files, go into the settings for the payroll file in the "Data and export methods" tab.
- Select the export level if this hasn't already been done by clicking on "Automate the collection of employee data from an export of the HR file"
- Select the export in question
- Click the button to activate the upload to an sFTP server
- Select the destination secure FTP server and its folder (Endpoint)
How the upload works
When are files uploaded to the secure FTP server?
The export files (export level only) generated in the Payroll Assistant, along with additional information entered or attachments in the Go-ahead email, will be uploaded to the Lucca secure FTP server(s) or your server(s), when the payroll period is closed.
How can I tell whether the upload to a secure FTP server has been activated?
After clicking on the "Close payroll period" button, you can view the modules for which the upload to the secure FTP server is activated.
How can I tell whether the files have been correctly uploaded to the secure FTP server?
After closing the payroll period by using the "Close and notify" button, the upload to the destination server(s) will be launched automatically via the "Close payroll period" button.
An upload tracking window will open for each file. You can see the upload status of each file in the "Status" column with the date and time of upload, as well as the file's destination location.
The status of the upload to the secure FTP server is also shown in the Payroll Assistant dashboard:
- "In progress" when files are still uploading
- "Successful" when all of the files have been successfully uploaded
- "Failed" when at least one file couldn't be uploaded to the destination server
What do I do if one or more files haven't been uploaded to the secure FTP server (upload failed)?
You have two options in the event of a file upload failure:
- Restart the file upload manually by clicking the "Relaunch" button in the tracking window. To access it, click the button
- Download all of the files by clicking the "Download payroll files" button and manually upload them to the FTP server
What happens if I re-open the payroll period?
Files already uploaded to the FTP server when the period was initially closed won't be deleted. You'll need to manually delete them if you don't want duplicates when you close the payroll period again. With each payroll period closure, we re-upload all of the files generated for which an upload to an FTP server has been set up.