Prepare for your Integration with JobAdder

Overview

The integration cannot be customised. There is one Standard Mapping for JobAdder to Astute.

Your JobAdder setup may not look exactly the same as the screenshots below. If you are missing fields on your Placement screen that you require, please contact the JobAdder team and advise that you want to integrate with Astute and need all required fields available.

Step 1 – Create API Key in Astute

To allow the system to connect with your JobAdder database, you will need to set up an API Key, username, and password. JobAdder uses these details to allow the flow of data into Astute, so you will need to provide this information to them. 

JobAdder is only able to connect to one portal at a time, so this process will need to be done twice: 

• the first connection will be to a sandbox (test) environment. 
• the second connection will be to your live portal.

In Astute, you will need to create a Portal Administrator profile for the JobAdder system to access your portal. To do this:

1. Go to Users > Staff/Admins > Create New User.

2. Set the Profile Type as Administrator with the below username details:

• First Name: jobadder
• Last Name: api

3. Click Create User.

4. Enter a Primary Email Address for the password to be sent to.

5. If you have multiple entities, go to the Job Details tab and select an Associated Entity from the drop down list.

6. Click Save and Activate.

7. Retrieve the email and login, and complete the password set up.

1. Once the password has been set up, email [e-mail] requesting that full API access be enabled on the new profile. Please include the portal URL and the name of the profile in the email.

   You will also need to send the password to the JobAdder team. We recommend sending this via SMS for security purposes.

   The API key will be the first part of the URL (eg yourportal.astutepayroll.com will have an API key of yourportal). For example, for sandbox testing you will supply JobAdder with:

   • API key (yourportal_sandbox)
   • Username (jobadder.api)
   • Password (via SMS or another secure method)

Step 2 – Review the Standard Mapping

You will need to review and understand the fields that map from JobAdder to Astute from a Placement. 

The Standard Mapping tables provide the following information:

JobAdder Field	The field name in JobAdder
Astute System Section	Section that the field is found within Astute Payroll
Astute Field	The field name in the user interface in Astute Payroll
Astute WS Field Name	The field name in the Web Service (API) in Astute Payroll
Comments	Additional information relating to the fields

 

Step 3 - Check the Integrity of your JobAdder Data

It is vital that you check the integrity and quality of your data and your processes in JobAdder, as the integration relies on consistent and accurate processes and data to be effective.

If your data is incorrect, you should get it as clean as possible before connecting it with Astute. 

It is important that you document your processes to ensure that all of your staff understand the steps that they will take in both systems.

Contingent Placements: Fields in JobAdder.

Fields required for successful Astute export marked with a *

*Candidate Name	Will prefill from the Candidate being placed on the job
Job Reference	Automatically generated by JobAdder
Job Title	Will prefill from the Job, can update if required
*Company	Will prefill from the Job
*Workplace Office	Will prefill from the Job
Workplace Location	Will prefill from the Job
Workplace Postcode	Will prefill from the Job
Contact	Will prefill from the Job, can update if required
*Placement Type	Will prefill from the Job Can update if required, however it needs to be ‘Contract’ or ‘Temporary’ depending on your JobAdder drop down options.
*Payment Type	This field defaults to ‘ABN’ if nothing is selected, so it’s important to select ‘PAYG’ if required. Selecting ‘ABN’ will create a user profile and Job in Astute. The Supplier will still need to be created in Astute and added to the employee profile before it’s activated.
*Start Date	Will prefill from the Job if it was selected when the Job was created. Otherwise select a date.
End Date	Will prefill from the Job if it was selected when the Job was created. Otherwise select a date if one is needed.
*Rate Type	Will prefill from the Job if it was selected when the Job was created. Otherwise select Hourly, Daily or Fixed Fee.
Hours Per Week	Option to fill in hours per week
*Client Rate	Enter the charge rate, exclusive of GST
*Candidate Rate	For PAYG employees, this needs to be exclusive of SGC. For ABN Contractors, this needs to be inclusive of SGC.
Oncosts	Can be entered as a $ or % value in JobAdder. Astute will convert these into a %. Refer to the Estimated Profit Report guide to ensure you understand how to calculate the % oncost correctly for reporting requirements in Astute.
Net Margin	JobAdder specific field that updates automatically based on JobAdder settings
Weekly Margin	JobAdder specific field that updates automatically based on JobAdder settings
*EXPORT	Tick the ‘Export to payroll/timesheets’ option.
Primary Approver	Select a Primary Approver from the drop down list
Other Approvers	Select the Secondary Approver timesheet approve, if required. Any contact set up against your Customer will appear in this drop down if they have an email address.
*STATUS	Tick ‘Approved’ before you click Save Changes Active Placement/Inactive Placement/Placed will update automatically
Applicant Status	JobAdder specific field that updates automatically based on JobAdder settings
Job Status	JobAdder specific field that updates automatically based on JobAdder settings
Billing Contact	Select the Billing Contact from the drop down list.
Billing Email	Will prefill based on the Billing Contact selected above
Billing Address	Will prefill from the Job
PO Number	Enter a PO Number if required
Invoice Number	JobAdder Specific field, does not push to Astute.  Once pushed through to Astute, the Astute invoice number will show here.
Payment Terms	JobAdder specific field, does not push to Astute
Due Date	JobAdder specific field, does not push to Astute
Job Owner	Prefills from the Job in JobAdder. This field maps to the Primary Recruiter field in Astute.
Recruiters	The Job Owner will be ticked automatically. If other recruiters need to be added, they need to be selected on the Job first
Select Recruiters/Split Fees	Select Recruiters that are already selected on the Job form, with the option to allocate a percentage split to each Recruiter.
Terms	JobAdder specific field, attachments can be added here.
Multiple Entity Query	If you are using multiple entities in Astute, this can be set up so that you can select both the Bill Through Entity and the Pay Through Entity separately.  If this is a single field only in JobAdder, this will select the same entity for both Pay Through and Bill Through.
Award Query	Select a Rule Group from the drop down list. This list is based on data from your Astute portal.
Occupation Query	If you’re using Occupation Libraries in Astute, you’ll be able to select one from the drop down list. This list is based on data from your Astute portal.
Company Entity Division	This will show the Billing Entity Options set up in Astute (note the Pay Through entity will automatically create using your default Entity in Astute). You can change this at an Employee level once in Astute if required. If the default entity is not the correct entity for your employees, you should stop all Placements in draft so you can allocate the correct entity before saving and activating.

Contingent Placement View:

Fields required for successful Astute export marked in red

Permanent Placements: Fields in JobAdder required for Astute

Permanent Placements will create an Invoice, Customer record and Billing Group only in Astute. 

*Candidate Name	Will prefill from Job Will be inserted in the description of the Invoiceable Item in Astute. The remainder of the description can be configured in Astute.
Job Reference	Automatically generated by JobAdder
Job Title	Will prefill from Job, can change if required
Company	Will prefill from Job
Workplace Office	Will prefill from Job, can change if required
Workplace Location	Will prefill from Job
Workplace Postcode	Will prefill from Job
*Placement Type	Will prefill from Job if it was selected, otherwise select ‘Permanent’ as the placement type.
Payment Type	Not required for permanent placements, but options are ABN or PAYG
*Start Date	Will prefill from Job if it was selected, otherwise select one Will be inserted in the description of the Invoiceable Item in Astute. The remainder of the description can be configured in Astute.
Base Salary	JobAdder specific field, does not push through to Astute
Superannuation	Prefills as 9.5%. JobAdder specific field, does not push through to Astute
Total Remuneration	JobAdder specific field, does not push through to Astute
*Fee	Enter the Fee payable This becomes the value of the invoice.  GST will be added in Astute.
EXPORT	Tick ‘Export to payroll / timesheets’
Primary Approver	Not required for permanent placements, but options will be based on Company contacts in JobAdder
Other Approvers	Not required for permanent placements, but options will be based on Company contacts in JobAdder
STATUS	Tick ‘Approved’ before clicking Create/Save Changes Active Placement/Inactive Placement/Placed will prefill from JobAdder
Applicant Status	JobAdder specific field, does not push through to Astute
Job Status	JobAdder specific field, does not push through to Astute
Billing Contact	Select from the drop down list. If nothing selected, will use default billing group in Astute.
Billing Address	Will prefill from the Job
PO Number	If you enter a PO Number in JobAdder, it will override any existing ones in Astute.
Invoice Number	JobAdder specific field, does not push through to Astute
Payment Terms	JobAdder specific field, does not push through to Astute
Due Date	JobAdder specific field, does not push through to Astute
Job Owner	Will prefill from the Job
Recruiters	Job Owner will be ticked by default.
Terms	JobAdder specific field, attachments can be added here if required.
Multiple Entity Query	Not required for permanent placements
Award Query	Not required for permanent placements
Occupation Query	Not required for permanent placements

Permanent Placement View

Fields required for successful Astute export marked in red

Create a Charge Item

For Permanent Placements, a Charge Item needs to be created in Astute and assigned as the default Charge Item for the webservice. To do this: 

1. Go to Config > Invoicing > Charge Items.
2. Click Add New Charge Item. You can name this something like ‘Permanent Placement’ and enter an optional Description.
3. Set the Rate Multiplier as 1.0000.
4. Select Other as the Invoice Item Type or create a new Invoice Item Type or rename Other to something more meaningful.
5. Enter an Income Account Code.
6. Click Save.
7. Go to Config > Invoicing > Invoice Admin.
8. Select your Permanent Placement charge item in the ‘Webservice Default Charge Item’ field.
9. Click Save.

 

Step 4 - Connect with an Existing Astute Payroll System

If you have already been using your Astute Payroll system you will need to connect the existing information with the associated information in JobAdder. 

If you don’t do this, duplicate records will be created when the integration is turned on. 

You need to connect all of the records that already exist in Astute, including:

• Employees 
• Jobs (Placements in JobAdder)
• Customers
• Workplaces (JobAdder may need to assist in finding Workplace IDs)
• Approvers
• Recruiters
• Billing Groups

We recommend that you connect all active and inactive records. 

If you don’t connect inactive records and subsequently make a Placement with that record, it will be duplicated. For example, an ‘inactive approver’ will receive a new account that cannot be connected to their previous login. 

If you don’t connect your Customers, you will end up with duplicate Customer records.

If you have been using the Astute Payroll module to pay your employees, it is essential that you connect any employees that you have paid during the current financial year so that their tax and payment summaries are all correct. Duplicates cannot be removed from the system.

In practice, you may decide that it is okay for duplicates to occur prior to a chosen point in time.

Please note: 

• If the record exists only in JobAdder and not in Astute, you don’t need to connect these as there is nothing to connect it to. If you make a Placement with that information, it will automatically establish the connection when the data is pushed across.
• Free text fields (in Astute) do not need to be connected as they will be overridden.
• If you add more records into Astute after we have created the import file, you will need to manually connect these.

Connection Methods 

To establish the connection, input the JobAdder ID for each of the records into Users > Employees > select the employee > Payroll Admin > API Remote ID.

If you have a small data set, you can do this manually through the Astute User Interface. Please contact [e-mail] or your Implementation Consultant as this will need to be enabled in your portal first.

If your data set is large, it will be faster and more accurate to use an import file. 

A .csv file containing all of the current fields in Astute can be generated for you to enter your JobAdder IDs. Once completed, send the file back to the Astute team so that it can be imported into your portal.

If you have any questions about how to obtain your JobAdder IDs, please contact your JobAdder Account Manager.