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Interfacing Aesop & MUNIS Spring 2015 KASBO
Brittany Combs Montgomery County BOE
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The Crow and the Pitcher
A crow perishing with thirst saw a pitcher, and hoping to find water, flew to it with delight. When he reached it, he discovered to his grief that it contained so little water that he could not possibly get at it. He tried everything he could think of to reach the water, but all his efforts were in vain. At last he collected as many stones as he could carry and dropped them one by one with his beak into the pitcher, until he brought the water within his reach and thus saved his life. Necessity is the mother of invention.
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Aesop/MUNIS Interface
Setting up new pay types Forms Definition setup Aesop pay codes/accounting codes setup Importing accrual balances into Aesop Aesop Report Writer
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MUNIS Setup
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Accrual Import: Sick Pay Master
Short Desc=Sick, which must match Aesop Units are in days Factor/Comp factor=0
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Sick Pay Master Cont.
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Sick Pay Master Cont. For sick, personal, emergency, and NC days, the impact must read subtract only
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New Pay Types Sick (713) Personal (714) Emergency (715)
Non-Contract (716) Jury Duty (717) Military (718)
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Sub Import: Classified Pay Type
Notice the Units are in hours Factor/Comp factor=1.000
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Classified Cont.
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Classified Cont. No impact to any accruals
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Certified Pay Type Notice the units are in days
Factor/Comp factor= 1.000
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Forms Definition – Accrual Import
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Forms Definition- Sub Import
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Payroll Setup Payroll Payroll setup Payroll control settings
Time Entry-Rollup time & attendance pays (This is checked so that it will combine absence records)
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Aesop Setup
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Employee Main Screen Ex.
Identifier= Munis Employee Number Accounting code= Munis Job pay code External ID= Job Class
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Substitute Main Screen Ex.
Identifier=Munis Employee Number External ID= Munis Employee Job Class Munis Pay Type
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Pay Codes in Aesop
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Accounting Codes
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Absence Reason Example
External ID = Short Desc of day in MUNIS External ID 2 = MUNIS Pay Type
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Employee Absence Reason Balance
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Upload Accrual Balances Into Aesop
Identifier=Munis Emp # Absence Reason External ID ex. SICK, NON-CONTRA Balance=get this from Munis accrual balance As of date-use 1 day before the payroll begins, ex. for beginning of year use 06/30/??, Instead of 07/01/??
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Search For All Active Accruals
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Upload Accrual Balances
Export all active accruals to Excel check Employee Number, Type Desc, and available
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Upload Accrual Balances
You will need to sort by Type Desc and change to the Aesop Absence External ID (ex. For Sick-change desc to SICK instead of SICK ACCRUAL)
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Importing File Into Aesop
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Manual Adjustments After the fact changes (only super-users allowed )
Donated/sick bank days Rollover for the year Vacation days updated each month
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Creating Aesop Reports
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Aesop Report Writer
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Aesop Settings Aesop customer service assisted in setting up specifications (½ day or full day)
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Aesop Settings 15 This is so that half day am/half day pm will not get lumped together- so that a full day will be deducted
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Accrual Import
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How to run the MUNIS Employee Accrual Extract
Login to Aesop Navigator Report Writer Find your accrual extract file, run with new filters Enter the fixed payroll dates CSV
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How to Run the MUNIS Employee Accrual Extract
Copy date column, and paste it to another column Highlight both date columns, and make format mm/dd/yyyy Make all job class codes XXXX custom format Makes all pay codes XXX custom format Scroll down to see that each blank is filled in
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How to Run the MUNIS Employee Accrual Extract
Print Delete Employee Name Column, delete headers, delete absence description column Save as a CSV file You are now ready to import the file into Munis Payroll
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Aesop settings The Aesop team will help to set up your rounding for Class/Cert staff hours/days
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How to Run the Substitute Time Export
Go to Aesop under Report Writer Find Substitute Time Export file Run With New Filters - enter the correct fixed payroll dates
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How to Run the Substitute Time Export
Highlight both date columns and change the format of them to mm/dd/yyyy Delete substitute name and accounting code description columns Sort data by 300/350 pay types
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How to Run the Substitute Time Export
Make sure the pay types are correct for the job class they are subbing for Make a column at the very end that says “S”; copy and paste this all the way down. Make sure the Org and Object are text fields, in format XXXXXXX XXXX ex You are now ready to import the file into Munis
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Certified Ex. The days are rounded to either half days or whole days
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Classified Ex. The Aesop team helped me to set up the classified 350 pay type so that it would round to the nearest quarter
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Importing CSV file into MUNIS
You will need to GENERATE the payroll before you can import any files Go to Time Entry in Munis Import
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Importing CSV file into Munis
Verify Click move This will bring up the generate screen, click execute, continue with payroll process Print the time entry proof and detail summary You will then go to Earnings & Deductions and go through the rest of the payroll process as normal
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Thank you! Questions? Brittany Combs Aesop Integration MUNIS Support
ext. 231 Aesop Integration Live Chat- Greg Weldon MUNIS Support
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