Once the company SFTP server is set up, several Illizeo modules use it to deposit files or to collect them. This article says what can be deposited there, where each use is set up, where to follow each deposit and what to do when a deposit fails. It is for administrators and for the people in charge of the modules concerned.
Before you start #
- The server must be set up under Settings › Manage Illizeo › SFTP server (see Setting up the company SFTP server).
- Each use has its own permissions, those of its module: scheduling a report, setting up the payroll deposit, setting up the payroll interface or the budget import.
What goes through this server #
| Use | Where to set it up | Where to follow it |
|---|---|---|
| People Analytics scheduled reports, on the SFTP deposit channel | The report’s scheduling window | The same window: date of the last run, and error message if it failed |
| Swiss payroll outputs: accounting voucher, payslips, pain.001 payment file, certificates and statements | Settings › Swiss payroll › SFTP deposit | The Deposit log on the same page |
| Canadian payroll outputs: accounting voucher, pay statements, T4, records of employment | Settings › Canadian payroll › SFTP deposit | The Deposit log on the same page |
| File exchanges with the payroll software: records, structures, absences, variable items | Settings › Time Management › Payroll interface, one folder per flow | The run reports of each flow |
| Import of payroll actuals, collected every hour | Settings › Budget & payroll costs, SFTP import of actuals card | The module’s import log |
Only the modules enabled in your space are concerned. They all use the same server, the same credentials and the same recorded fingerprint: a removed server or a changed server key stops them all.
Scheduled reports #
A schedule on the SFTP deposit channel uses the company server by default; its list shows this as “Company SFTP” followed by the server name. At the set time, the report file is deposited in the remote folder set for the server. If the run fails, the schedule shows it with a warning icon and the error message, under the date of the last run. Scheduling itself is described in Scheduling a report.
Payroll deposits #
The SFTP deposit page of Swiss payroll and that of Canadian payroll work the same way:
- a banner says whether the company server is set up, with its key fingerprint, and leads to its page;
- under Deposited outputs, tick the outputs to deposit and choose their Folder on the server, placed under the server’s remote folder; each file carries the employee number, never the name;
- the deposit goes out automatically when the output is produced (at closing, when payslips are generated…), and can also be requested by hand from payroll;
- it acts on behalf of the person who performed the action: if they are not allowed to download that file on screen, the deposit is refused.
The Deposit log shows the hundred most recent deposits: Requested on, Output, File, Status, Attempts and By (automatic, or on behalf of whom). A deposit makes three attempts in all: at once, then 5 and 30 minutes later.
| Status | Meaning |
|---|---|
| Pending | In the queue, it goes out within moments. |
| Deposited | The file is on the server, with its deposit date. |
| To retry | The attempt failed; the date of the next attempt is shown. |
| Failed | All three attempts failed. Some causes stop the deposit at the first attempt: no server set up, internal address, server key changed, credentials refused. |
| Refused | The deposit was not attempted: its author is not allowed to download that file on screen. |
| Superseded | A more recent deposit of the same file has succeeded since. |
A missed deposit is reported to the payroll managers. The log’s Relaunch button (Restart for Canadian payroll) sends it again, on your behalf, when your permissions allow it.
Why a deposit fails #
| Reason | What to do |
|---|---|
| No SFTP server configured for the company | Set up the server, then relaunch the deposit. |
| Server on an internal network, not found or unreachable | Check the host and port with your IT department, then test the connection. |
| The server key has changed | Compare and accept the new fingerprint under Settings › Manage Illizeo › SFTP server, if your IT department confirms it. |
| Credentials refused by the server | Update the password or key, then test. |
| The server did not receive the file | Check that the folder exists and that the account can write to it. |
| The author may not download this file | Have the deposit restarted by someone who has that permission. |
Good to know #
- When a scheduled deposit runs into a changed server key, the people who can accept the fingerprint receive a notification in the bell and by email, once per key presented.
- Illizeo keeps no readable copy of pending payroll files: each attempt rebuilds the file from its source.
- The import of payroll actuals (Budget & payroll costs module) moves the files read into “traites” or “refuses” subfolders; it is described in Monitoring payroll costs against the budget.
FAQ #
Can I deposit payroll and reports in different folders? #
Yes. Reports go to the server’s remote folder; each payroll output has its own folder, placed under it.
The log says “Refused” although the server answers. #
The deposit acts with the permissions of the person who triggered it. If they cannot download that file on screen, the deposit is refused: have it restarted by someone who is allowed to.
