Adding a New Pay Code & Bill Code

• 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 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.

Rates & Rules Maintenance > Pay Codes:

1. Search for pay code to ensure pay code does not already exist.
2. Select the + sign to add a new pay code.  You will need to entry:
   • Name - must be unique
   • Select a Pay Code Type
   • Unit Type
   • P/L Export Account (this is needed for the finance integration)
   • Sort Order
   • Validity start date
   • Link the appropriate Bill Oncosts and the Validity Start Date of the oncost.
   • Only tick the 'Include in Job Rate Estimate' if the pay code has to be included in the total rate field on the job order.  Note: generally this should only be ticked for one pay code - usually 'Ordinary'.

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

  • If the item is GST Exempt
  • Tax Type - if Threshold tax type 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

Rates & Rules Maintenance > Bill Codes :

1. Once the pay code is entered the correlating bill code 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.

• Name - must be unique
• Description
• Bill Code Type
• 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:

As a final check go into the Bill Oncost maintenance.  You need to check each bill oncosts to ensure the pay codes display in the linked Pay codes box.

Rates & Rules Maintenance > Pay Code Group:

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

Add pay code to existing pay code group:

• • Enter validity 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: 

• • Select the + to add a new pay code group
  • Enter a name - must be a unique name
  • Enter description
  • Select the + and enter a validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

Pay Maintenance > Pay Code Group: 

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

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

Add pay code to existing pay code group:

• • Enter validity 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: 

• • Select the + to add a new pay code group
  • Enter a name - must be a unique name
  • Enter description
  • Select the + and enter a validity start date
  • Select the Pencil - a screen will appear displaying all active pay codes
  • Tick all applicable pay codes and save

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