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When adding new pay codes and bill codes Pay Codes and Bill Codes there are several areas of the system that need to be updated.  The below instructions list these areas.

Step-by-step guide

Adding New Pay Codes & Bill Codes

The objective of this document is to help guide you through the process when adding new pay codes and bill codes.  There are several areas of the system you will need to update.  To ensure these areas are not missed, the below instructions will list these areas.


PART ONE

Rates & Rules Maintenance > Pay Code:

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  1. Navigate to Rates & Rules Maintenance > Pay

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  1. Code
  2. Search for pay code to ensure pay code Pay Code to ensure Pay Code does not already exist.
  3. Select the Click the + sign symbol to add a new pay code.  You will need to entrynew Pay Code Image Added The following needs to be entered:
  • Name - must be unique

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  • Pay Code Type. Options are;
    • Ordinary
    • Over time
    • Allowance
    • Leave
    • Reimbursement
  • Unit Type. Options are;
    • Hour(s)
    • Unit(s)
  • P/L Export Account

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  •  - this is needed for the finance integration

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  • Sort Order

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If the pay code is an Allowance type, a secondary tab will appear which you will need to complete:

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  • - determines the order the Pay Code will appear in lists, and could also be used to determine the order in which it is displayed on the Payslip
  • Included in Job Rate Estimate - only tick this if the Pay Code is to be included in the Job Rate estimate within the Pay/Bill section on the Job Order

3. Navigate to the Oncosts tab and click the + symbol to link the relevant Bill Oncosts

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4. Select the relevant Bill Oncost from the Name dropdown list and enter and the applicable start date in the Validity Dates field


If the Pay Code Type is Allowance, a secondary tab will need to be completed:


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  • GST Exempt
  • Tax Type. Options are;
    • Taxable
    • Non-Taxable
    • Quantity Threshold - is selected you will be prompted to also enter a validity start date and threshold value
    • Amount Threshold - is selected you will be prompted to also enter a validity start date and threshold value
  • Description
  • Include in Gross Earnings
  • Show on Payment Summary
  • Display on Pay Slip

5. Navigate to top of screen and click Save icon Image Added


PART TWO

Rates & Rules Maintenance > Bill Codes Code:

  1. Once the pay code Pay Code is entered the correlating bill code it must also be added or the pay code linked to a bill code already active.  If the bill code will be used to produce a timesheet based invoice, then make sure you select   ‘Timesheet’ option.an existing Bill Code or a new Bill Code added.
  2. Navigate to Rates & Rules Maintenance > Bill Code
  3. Click the + symbol to add a new Bill Code Image Added
    • Name - must be unique
    • Description
    • Bill Code Type. Options are;
      • Ordinary
      • Over time
      • Allowance
      • Leave 
      • Reimbursement
    • Unit TypeUsing the Pencil, link the bill code to the applicable pay code.Options are;
      • Hour(s)
      • Unit(s)
    • P/L Export Account
    • Active tick box
    • Sort Order

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4. Using the Pencil icon, link the Bill Code to the applicable Pay Code.

5. Navigate to top of screen and click Save icon Image Added


Rates & Rules Maintenance > Bill Oncosts:

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