Creating a new pay company is a multi-stage process that involves the following stages:
adding a new pay company record and keying in the header details.
keying in the pay company contact details.
keying in the pay company payslip details.
keying in the pay company banking details.
creating one or more office links
keying in values for any mandatory pay company custom fields, if applicable
saving the pay company record.
Each of these stages is described below. Once the pay company record has been created and saved, it is possible to add or modify various attributes of the pay company, including the following:
the superannuation funds to which the pay company will pay superannuation contributions (for Australia only)
the pay company's employer numbers for each scheme administrator to which the pay company pays employee benefits (for Australia only)
the default settings that will apply to payees employed by the pay company
the account numbers to which financial data pertaining to the pay company will be mapped in a third-party finance system.
For more information, see How to Edit an Existing Pay Company.
1 | Go to Payroll > Maintenance > Pay Company. The Pay Company Maintenance screen opens. | |
2 | Click Add. The Add Pay Company screen opens. |  |
3 | In the Name field, key in the name of the pay company as it is to be displayed in the system wherever the pay company can be selected. | |
4 | In the Trade Name field, key in the name under which the pay company is registered as a legal entity. | |
5 | For 🇦🇺 AU Payroll In the ABN field, key in the Australian Business Number that identifies the pay company. If the pay company is part of a group of entities registered under the one ABN, key in the ABN of the grouping in the ABN field and then key in the ABN branch number at step 6 (for more information, see below). The ABN field cannot be edited once pay transactions have been processed for the pay company. Therefore, take care to ensure that you key the correct ABN. If the pay company is part of a group of entities registered under the same ABN, key in the registered branch number that uniquely identifies the pay company in the ABN Branch field. The ABN Branch field cannot be edited once an ABN branch number has been keyed and pay transactions have been processed for the pay company. Therefore, take care to ensure that you key the correct ABN branch. Skip this step if the pay company does not have a branch number.
For 🇳🇿 NZ Payroll In the IRD Number field, key in the unique number that the IRD uses to identify this pay company. In the GST Number field, key in the unique number under which this pay company is registered to collect GST.
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7 | If you do not want the pay company to be available for use immediately as soon as the pay company record is saved, click the Active field to clear the tick. This will allow you to complete configuring the attributes of the pay company before the pay company comes into operation. If the pay company is to come into operation as soon as the pay company record is saved, skip this step. | |
8 | VAT/GST adjustments can be entered in the VAT/GST stage of a pay batch. This is used when a payee’s VAT/GST registration status changes which needs to be backdated to a prior period. In some countries, it is a regulatory requirement that GST/VAT Adjustments needs to exist on its own document for auditing purposes. Where this is required, check the field VAT/GST Adjustments on Separate Payslip. This will control whether the user can add an adjustment to a payee if they have other entries in a pay batch or if a a separate pay batch where no data exists, only the adjustment. | |
At this point, you can proceed to key in the pay company contact details (for more information, see below).
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1 | On the Add Pay Company Entry, click the Banking Details tab. The Banking Details tab is activated. | |
2 | In the Account Name field, key in the name of the bank account from which the pay company will pay payees. | |
3 | For 🇦🇺 AU Payroll In the Bank Abbreviation field, key in the official abbreviation of the bank at which the pay company's account is held. For example, if the account is held with ANZ Bank, key in ANZ. In the BSB, key in the Bank/State/Branch number that identifies the specific bank branch at which the pay company's account is held. The system checks the BSB number you have specified against a pre-configured list of BSB numbers and where the number matches a number in the file, the corresponding bank branch name is displayed in the Branch field. Otherwise, the text Branch Not Found is displayed in the Branch field to indicate that the BSB number you specified is not recognised.
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The pay company record can be saved if the BSB number you specify cannot be matched against an existing number in the BSB file. However, you should check that the number you have specified is correct and if the number is correct, the number may need to be added to the BSB file. For more information, see BSB Number Maintenance. |
In the Bank User/Pay Company ID field, key in the bulk payments or direct entry ID that has been issued to the pay company by the Australian Payments Clearing Association (APCA) to allow clearing of payments made by the pay company. In the EFT File Type field, select ABA as the electronic funds transfer (EFT) file format that is to be used for electronic payment of earnings and deductions.
The Self-Balancing File field is enabled. If the bank with which the pay company's account is held requires EFT files to be self-balancing, click the Self-Balancing File field so that a tick is displayed.
Skip this step if the bank does not require self-balancing EFT files or contact the bank if you are unsure if self-balancing files are required.
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4 | For 🇳🇿 NZ Payroll In the Bank Abbreviation field, key in the official abbreviation of the bank at which the pay company's account is held. For example, if the account is held with Bank of New Zealand, key in ANZ. In the NCC, key in the national clearing code number that identifies the specific bank branch at which the pay company's account is held.
The system checks the NCC number you have specified against a pre-configured list of NCC numbers and where the number matches a number in the file, the corresponding bank branch name is displayed in the Branch field. Otherwise, the text Branch Not Found is displayed in the Branch field to indicate that the NCC number you specified is not recognised.
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The pay company record can be saved if the NCC number you specify cannot be matched against an existing number in the NCC file. However, you should check that the number you have specified is correct and if the number is correct, the number may need to be added to the NCC file which can be done under Portal > Pay > Maintenance > NCC Numbers. |
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5 | For 🇬🇧 UK Payroll In the Bank Name field, key in the bank name e.g. Barclays In the Sort Code, key in the sort code that identifies the specific bank branch at which the pay company's account is held. In the EFT File Type field, select BACS if using BACS approved software or Internet if using a banks online payment facility. If BACS is chosen, the BACS User Number must be entered. In the BACS User Number enter the 5 digit SUN number to output onto the BACS file.
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6 | In the Account Number field, key in the account number that uniquely identifies the pay company's account. | |
7 | In the Account Reference field, key in the transaction description that will appear on bank statements whenever the pay company pays a payee. | |
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