Available for the following Payroll plans: Standard, Premium
Available for the following User Access levels: Owner, Admin
Match your payroll exports to your accounting structure and keep your location lists tidy. You can show the full path of each location in your payroll report exports, so you can see which entity, department or team it belongs to without manual cross-referencing. You can also archive locations you no longer use.
This article will show you how to manage the following:
- Show the full location path in payroll report exports
- Archive and restore locations
- Further information
Show the full location path in payroll report exports
By default, a payroll report export shows only the name of the location, for example, "Warehouse". When you turn on the full path setting, the export shows where that location sits in your structure, for example, "Victoria > Operations > Warehouse". The setting is off until you turn it on, so your exports stay the same until you choose to change them.
- Log in to Employment Hero.
- Go to Business Settings > Business Details.
- Turn on the Show full location path in exports toggle.
- Enter your preferred separator in the Path separator field (optional). The default is >. The separator can be up to ten characters long and cannot be left empty.
- Click Save. If you see an error, for example, because the separator is empty or too long, correct the field and try again.
- Open the payroll report you want to export. The Further information section below lists the reports that support the full path.
- Export the report as a CSV (comma-separated values) or Excel file. The location column now shows the full path with your chosen separator. If a location has no parent, only its name appears.
Turn off the Show full location path in exports setting. Your payroll report exports then show only the name of each location, as they did before.
Archive and restore locations
You cannot delete locations that have historical pay runs, employee records and reports attached. If you have restructured or closed projects, these locations can crowd your selection lists. Archive them to keep your active lists clean while you keep your history.
When you archive a location:
- It no longer appears in the lists you use for employee assignment, pay run allocation and pay run inclusions.
- It still shows correctly on historical reports and on existing employee records.
- You can restore it at any time.
Important
Before you archive a location, you must reassign any employees currently assigned to it. You cannot archive a location that an open pay run uses.
- Log in to Employment Hero.
- Go to Payroll Settings > Locations.
- Click Archive on the location you want to archive.
The location list in Payroll Settings shows only active locations by default. Use the toggle to show archived locations as well. A visual indicator marks each archived location, so you can tell it apart from the active ones.
You can restore an archived location at any time.
Further information
These reports support the full path: Pay Run Audit Report, Payroll Tax Report, Costing Report, Pay Run Variance Report, Detailed Activity Report and Detailed File Export. In New Zealand, the KiwiSaver Report also supports it.
The separator cannot be empty and can be up to ten characters long. If you enter an invalid value, you see an error. Correct the field before you save.
The full location path is available for both Australian and New Zealand payroll, including the New Zealand KiwiSaver Report. Archiving locations are also available in both regions.
Archived locations continue to show correctly on historical reports and on existing employee records.