Setup and manage employing entities | Payroll Web Platform

Overview

As an organisation, you may utilise multiple employing entities that each have a different ABN and that need customisation options tailored for each entity. By utilising a payroll platform that offers this level of flexibility will enable you to tailor your organisational setup based on each entity, meaning you can view, report and process payroll actions on a per entity basis.

The Employing Entities feature in the payroll platform allows you to add employing entities to your platform and specify details such as the unique NZBM, contact name, address and signatory name. This feature also allows your organisation, for example, to have the correct pay slip information and logo displayed for your employees regardless of which entity they work under. 

Warning

When you create an employing entity on the HR platform, it synchronises your organisational details with the payroll platform automatically. However, when you create an entity on the payroll platform, it does not automatically synchronise with the HR platform. To read information on how to synchronise the changes made on the payroll platform with the HR platform, refer to the following article.

Whilst you can process a single pay run with employees from multiple entities, the pay run will still only produce one pay run in a journal. I.e, we will not create a separate journal for each employing entity. To achieve that, you will need to split the pay runs and process separate pay runs for each employing entity.

Availability

Payroll Plan:   Standard   Premium

Getting started

The below premise will walk you through how to set up an employing entity.

Add an employing entity
  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the   Employing Entities button.
  4. Click the Manage Employing Entities tab.
  5. Click the   Add button.
    Manage__NZ__1.jpg
  6. Complete the following fields:
    • Name.
    • NZBN.
    • Address line 1.
    • Address line 2.
    • Town/City , postcode.
    • Contact name.
    • Contact phone number.
    • Contact fax number.
    • Contact email address.
    • Signatory name.
    • Pay slip notification from email.
    • External ID.
  7. Click the Save button.
    Manage__NZ__2.jpg
Add an employing entity logo
  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the   Employing Entities button.
  4. Click the Manage Employing Entities tab.
  5. Click the Employing Entity that needs a logo added.
    Manage__NZ__3.jpg
  6. Click the Choose a Logo button and select the required file.
    Manage__NZ__4.jpg

    Helpful Hint

    You will now see the uploaded logo on your screen.

    Manage__NZ__5.jpg

Maintain

The below premise will walk you through how to update an employing entity.

Edit an employing entity logo
  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the   Employing Entities button.
  4. Click the Manage Employing Entities tab.
  5. Click the Employing Entity that needs a logo changed.
    Manage__NZ__3.jpg
  6. Click the Choose another Logo button and select the required file.
    Manage__NZ__6.jpg

    Helpful Hint

    You will now see the uploaded logo on your screen.

    Manage__NZ__7.jpg
Edit an employing entity
  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the   Employing Entities button.
  4. Click the Manage Employing Entities tab.
  5. Click the Employing Entity that needs editing.
    Manage__NZ__3.jpg
  6. Make the required changes and click the Save button.
    Manage__NZ__8.jpg
Delete an employing entity logo
  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the   Employing Entities button.
  4. Click the Manage Employing Entities tab.
  5. Click the Employing Entity that needs a logo deleted.
    Manage__NZ__3.jpg
  6. Click the Remove Logo button.
    Manage__NZ__9.jpg
  7. Click the Ok button.
    Manage__NZ__10.jpg
Delete an employing entity

Warning

The payroll platform only allows the deletion of an employing entity when an employee assigned to that entity has not received payment in a pay run.

  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the   Employing Entities button.
  4. Click the Manage Employing Entities tab.
  5. Click the   button.
    Manage__NZ__11.jpg
  6. Click the OK button.
    Managing__NZ__12.jpg
Restore a deleted employing entity
  1. Click the   Business Settings menu.
  2. Click the Payroll Settings submenu.
  3. Click the  Deleted Items button. 
  4. Click the   Restore Business Category drop-down and select the Employing Entities option. restore__1_.jpg
  5. Locate the entity you wish to restore and click the Restore button. restore_2.jpg
  6. Click the Restore button. restore_3.jpg

Author recommended

So you have now set up and managed yoru employing entities and you are now wondering, what next can I do. There are two recommendations I would make on this front and they are:

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