Integration with Infusion
Crystal Payroll integrates with Infusion via API or CSV. The API allows you to send payroll data directly from Crystal Payroll to Infusion with a single click, while the CSV method involves downloading the payroll data and uploading it into Infusion. The API method is generally preferred.
The API sends the data as a Cashbook Payment, whereas the CSV method imports the data as a Journal. Instructions for both methods are provided below, along with video tutorials.
Table of Contents
Note: Choose one option, not both. The API is preferred, but you may want a CSV if you prefer a journal over a cashbook payment.
API Integration
Watch our video instructions.
From the Infusion dashboard, go to "Settings" and then "Users".
Click the downward arrow next to the "Add" button in the top-right corner and select "External API User".
In the "Name" field, enter "API - Crystal Payroll". Tick the top checkbox under "Licensee Roles". Click "Save".
Click "More Options" in the top-right corner and select "Create External API Session".
Select "Copy to Clipboard". Save this information for later use if needed.
In Crystal Payroll, go to "Company Settings" and then "Import / Export".
Set the "Accounting System" to "Infusion API", paste the copied API key into the "API Key" field, and click "Save".
Next, select "Set Up General Ledger Code".
Assign the top three codes (Gross Earnings, IRD Deductions, Take Home Pay) for the integration to work correctly. You can add more codes for a more detailed integration.
The default codes are:
- Gross Earnings: Wages and Salary
- IRD Deductions: PAYE & KiwiSaver
- Take Home Pay: Bank Account 1 or Wages Control
You can also set up custom account codes for additional pay items by clicking "Set Up GL Code for Items" in the top-right of this menu.
To split gross earnings across cost centres (e.g., branches, departments, jobs), go to "Company Settings", then "Cost Centres", and fill in the relevant "A/C" or "Account Code" fields.
You're now ready to use the Infusion API. To send data from Crystal Payroll to Infusion, follow these steps:
After running a pay run, go to "Report Centre", then "Accounting Analysis", and select "General Ledger Analysis". Choose the "Pay Period" and click "Send to Infusion".
In Infusion, go to "Financials" and then "Cashbook Payments".
CSV Integration
Watch our video instructions.
From Infusion, go to "Financial" and then "General Ledger".
Note down the "Id"s of the accounts you want to integrate with Crystal Payroll. The default accounts you'll need at a minimum are:
- 3480 Wages and Salary
- 9025 PAYE & KiwiSaver
- 9020 Wages Control
These codes may differ in your Infusion account, so ensure you're noting down the correct codes for Gross Earnings, IRD Deductions, and Take Home Pay.
In Crystal Payroll, go to "Company Settings" and then "Import / Export".
Set the "Accounting System" to "Infusion" and click "Save". Next, select "Set Up General Ledger Code".
Assign the top three codes (Gross Earnings, IRD Deductions, Take Home Pay) for the integration to work correctly. You can add more codes for a more detailed integration.
The default codes are:
- Gross Earnings: 3480
- IRD Deductions: 9025
- Take Home Pay: 9020
You can also set up custom account codes for additional pay items by clicking "Set Up GL Code for Items" in the top-right of this menu.
To split gross earnings across cost centres (e.g., branches, departments, jobs), go to "Company Settings", then "Cost Centres", and fill in the relevant "A/C" or "Account Code" fields.
You're now ready to use the CSV integration. After running a pay run, go to "Report Centre", then "Accounting Analysis", and select "General Ledger Analysis". Choose the "Pay Period" and click "Generate a File". This will download a "PayrollJournal.csv" file to your computer.
Note: Do not open the file in Microsoft Excel, as it may corrupt the data. Simply upload it into Infusion.
In Infusion, go to "Financials" and then "Journals".
Select "Import" in the top-right, and upload the downloaded file.
Once imported, review the data and if everything looks correct, click "Save" to finalise the journal.
