How to create a Payroll Layout?

A payroll layout determines how worked hours information is exported to the payroll system (TOTVS, SAP, etc.).

It defines fields such as company code, hours format, events, and file settings. Creating a custom layout ensures compatibility with your system. The function is located in Payroll > Layouts and requires payroll permission.

1. Access the layouts page
   • Go to Payroll > Layouts to view the list of existing layouts.
   • Click Create a layout to start a layout.
     
      
2. Set general data
   • In Create new layout, select a title that easily identifies the layout (for example, TOTVS or SAP) in the Name field.
   • In Provider, choose the target system (such as ADP, SAP, etc.).
   • Enter the Company Code and the Competence (format YYYYMM), if requested.
   • Define the Hours Format: Sexagesimal (12:00) for hours in HH:MM format or Centesimal (12,00) for hours in decimal format.
     • Centesimal is the most suitable for automatic calculations. Only the minutes are converted, not the entire hour. If we have 1 hour and 30 minutes in an event, we keep the 1 hour, divide the 30 minutes by 60, thus ending with 1.50 (1 hour and 50 hundredths).
     • Sexagesimal is not the most suitable, since hours as read on the clock are not a proper basis for addition, subtraction, multiplication, or division calculations.
       
        
3. Configure advanced options
   • Check Hide negative sign in event values to remove the negative sign on negative balances.
   • Check When summing events apply absolute function to all values so that, when choosing to sum several different events, only positive and absolute values are counted.
     
      
4. Add events
   • In the Events section, click New events to include codes and their platform equivalents.
   • Enter the event code used in the payroll system and select where the information for that event will come from.
   • Repeat for each necessary event. Remove an event by clicking Delete at the end of the line.
     
      
5. Save
   • After filling out all sections, click Save to create the layout.
   • The layout appears in the list and can be selected when exporting payroll lockings.
     
      

Tips or troubleshooting

• Fill in all required fields to avoid errors when saving.
• Check with your payroll system provider which fields and formats are necessary.
• Test the layout with a sample period or generate a Validation Report before using it in production.

Best practices

• Maintain a standard layout for each payroll system used by the company.
• Document event codes and their purposes internally to facilitate future maintenance.
• Update the layout whenever there are changes in the payroll system or labor legislation.

Frequently Asked Questions

1. Can I have more than one layout for the same system? Yes. You can create as many layouts as needed for different scenarios (e.g., termination, vacation).
2. What happens if I change a layout in use? Future exports will use the new configuration; past exports remain unchanged.
3. Do I need technical knowledge to configure events? It is recommended to have support from the payroll team or system provider to correctly configure event codes.