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• Instructions on areas of maintenance that needs to be updated when adding a new pay code and bill code.

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 When adding new Pay Codes and Bill Codes there are several areas of the system you will that need to updatebe updated.  To ensure these areas are not missed, the below instructions will list these areas.Below are the three-part instructions to complete this process.

Step-by-step guide

PART ONE

Rates & Rules Maintenance > Pay CodesCode:

1. Navigate to Rates & Rules > Maintenance > Pay 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

...

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

...

•  - this is

...

• used for the finance integration

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• Sort Order

...

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

Image Added

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

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

Image Added

• 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.Bill Code
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 Type
• Using the Pencil, link the bill code to the applicable pay code.
• P/L Export Account
• Active tick box
• Sort Order

2.  Save.

Rates & Rules Maintenance > Bill Oncosts:

...

• - Options are;
  • Hour(s)
  • Unit(s)
• P/L Export Account - this is used for the finance integration
• Sort Order - determines the order the Bill Code will appear in lists

Image Added

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

Note: It is possible to link a new Pay Code to an existing Bill Code. One Bill Code may have more than one Pay Code linked to it, however a Pay Code may only be linked to one Bill Code.

PART THREE

After adding a new Pay Code to FT360 there are other areas of the system that will need to be checked and possibly updated.

Rates & Rules Maintenance > Pay Code Group:

Go to Pay Code Group Maintenance in Rates & Rules Maintenance and check to Check to see if you need to link any of the new pay codes Pay Codes to an existing group or create a new pay code group.  If this is needed:Pay Code Group.

1. Go to Rates & Rules > Maintenance > Pay Code Group 

Add pay code to existing pay code group:

Image Added

• • Locate existing Pay Code Group
  • Enter validity end date End Date - this should be the 'Last Timesheet End Date' displayed in the header.
  • Select the + to add a new validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

Adding a new pay code group: 

Image Added

• • Select the + to add a new pay code group
  Enter a name
  • and enter the following details;
    • Name - must be a unique name
  Enter description
  • • Description
  • Select the + and enter a validity
  start date
  • Start Date

Image Added

• Select the Pencil - a screen will appear displaying all active pay codes
• Tick all applicable pay codes and

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• Save

Pay Maintenance > Pay Code Group: 

(This Note: This is a different Pay Code Group to that in Rates & Rules listed in point 6 above).Maintenance

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To ensure the correct wage costs, such as superannuation/, payroll tax/, workers compensation, are calculated and reported for the business, any new pay codes Pay Codes need to be linked to the applicable Pay Code Group.

Add pay code Pay Code to existing pay code group:Pay Code Group:

Image Added

• • Locate existing Pay Code Group
  • Enter validity end date End Date - this should be the 'Last Timesheet End Date' displayed in the header.
  • Select the + to add a new validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

Adding a new pay code group: 

Image Added

• • Select the + to add a new pay code group Enter a name and enter the following details;
    • Name - must be a unique name
    Enter description
    • Description
  • Select the + and enter a validity start date Start Date

Image Added

• Select the Pencil - a screen will appear displaying all active pay codes
• Tick all applicable pay codes and save

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