This screen allows you to assign locations to employees which can later be used to report the labour costs of each location.
Note: A location doesn't have to be a "geographical place" it could be a branch of your business.
The settings for Locations can be accessed and updated by clicking on the Payroll settings > Location option.
Adding a location
To add a new location you need to enter the following information:
- Location name (required field)
- State
- If you want it to be a sub location of another location
- Whether or not you want the location available to all employees
- External Id - The system will check the external id used and will validate for uniqueness.
- Whether or not you want sub locations to report to this location - when this is enabled, report will not split data into sub locations under this location. All report data will be "rolled up" and included in this location.
- General Ledger Mapping Code (see further down for more information on this)
- Whether or not you want default shift conditions that will automatically apply for any time worked at this location.
The 'parent' location will show at the top, with the sub-locations indented underneath. Additional sub-locations are further indented. E.g. the 'Loungeroom' location is a sub-location of 'Kitchen', which is a sub-location of 'Kook Pty Ltd'
Deleting a location
You are able to delete a location by hovering over the location that you want to delete and clicking the red cross to the right of the screen:
Note: If you delete a location, previous data belonging to that location will still be in the system but you will not be able to report on it, or it will be "lumped" into an unknown location field.
An alternative to deleting a location is to rename your locations to Z_Old {old name}, this way they are still in the system but at the "bottom" of the list.
Restoring a location
You are able to restore a location by going to Payroll settings > Restore deleted items, and selecting 'Location' from the drop down box. A list of all deleted locations will appear and you can click the 'Restore' option against the location that you are wanting to reinstate.
General Ledger Mapping Codes
The General Ledger Export codes are generally used when there are a lot of locations and pay categories and it is used to form 'implicit' account codes.
For example, lets say:
- you have a pay category called 'Ordinary Hours' with a GL mapping code of 'ORD'
- you have a location called 'Sydney' with a GL mapping code of 'SYD' and a location called 'Brisbane' with a GL mapping code of 'BRIS'
What would happen when producing the journals is that any Ordinary Hours earnings in the Sydney'location would be allocated to an account called ORD.SYD . Any Ordinary Hours earnings in the Brisbane location would be allocated to an account called ORD.BRIS
They are not necessary to fill in, and you can generally just set up your accounts in the chart of accounts settings page. If they are not present, the account settings in the chart of accounts will be used.
Note: The employee's primary location will be the location used to assign the leave provisions, not the location where the employee worked.
If you have any feedback or questions please contact us via support@yourpayroll.com.au