How to Create a New 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.

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.

1

On the Add Pay Company screen, click the Contact Details tab.

The Contact Details tab is activated.

2

In the First Name field, key in the first name of the person who will act as the main contact person for the pay company.

3

In the Surname field, key in the surname of the person who will act as the main contact person for the pay company.

4

In the Phone field and/or the Mobile field, key in the telephone number or mobile telephone number of the contact person respectively.

5

In the Email field, key in the email address of the contact person.

7

Key in the pay company's mailing address details. The exact fields that are available for keying in the address will depend on the address format of the payroll country to which the pay company belongs.

9

Key in the pay company's registered address details.

1

On the Add Pay Company screen, click the Payslip Details tab.

The Payslip Details tab is activated.

2

In the Payslip Contact field, key in the first name and surname of the person who will be the contact person for the pay company regarding any payslip queries from payees.

3

In the Payslip Contact Email field, key in the email address of the payslip contact person to which payees will be able to send emails regarding payslip queries.

4

If the pay company has a company logo that is to appear on payslips that it issues, click Add File and use the Windows Open dialog box to find and select the relevant logo image file.

Otherwise, skip this step.

5

In the Payslip Message field, key in a textual message that is to appear on payslips issued by the pay company if required. Otherwise, skip this step.

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.

• 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.

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.

• In the EFT File Type field, select the electronic funds transfer (EFT) file format that is required to be used for electronic payment of earnings and deductions by the bank at which the account is held.

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.

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.

1

On the Add Pay Company Entry, click the Office Link tab.

The Office Link tab is activated.

2

Click Add.

A blank row appears in the list of office links.

3

In the Office Code column, select the agency office to which the pay company is to be linked.

4

Next to the Validity Start Date field, click and use the calendar control to select the date on which the validity period of the link between the pay company and the agency office starts.

5

Next to the Validity End Date field, click and use the calendar control to select the date on which the validity period of the link between the pay company and the agency office ends. Alternatively, skip this step if the office link is to remain effective indefinitely.

6

Repeat steps 2-5 to link the pay company to more than one agency office if necessary. Alternatively, you can add more office links to the pay company at a later stage after the pay company record has been saved (for more information, see How to Edit an Existing Pay Company).

1

On the Add Pay Company screen, click the Custom Fields tab.

The Custom Fields tab is activated.

2

Key in the relevant values in the relevant custom fields that are available.

1

At the top of the Add Pay Company Entry screen, click Save.

A confirmation message opens, indicating the pay company has been saved.