Available for the following plans: Employment Lite, Employment Plus
Available for the following Payroll plans: Standard, Premium
What are each of the columns in the Opening Balances template?
This list explains what each column represents. You'll find further clarification of the information provided below if you use it when looking at the different tabs on the Opening Balances page of one of your employee's records.
Columns A to K are always constant regardless of your payroll setup. They are as follows:
| Column | Column Title | Information Required |
|---|---|---|
| Column A | ExternalID | This relates to an employee ID from another external system used in conjunction with the payroll system. This is captured from the "External Id" field in the employee's Details screen. |
| Column B | IRDNumber | This is captured from the "IRD Number" field in the employee's Tax Code Declaration screen. |
| Column C | EmployeeName | This is captured from the employee's "Preferred Name", "Middle Name" and "Surname" fields in the employee's Details screen |
| Column D | TotalHours | Only required if you want to add total hours paid in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (Refer to the Earnings tab of the opening balances page of the employee's record). |
| Column E | GrossEarnings | The total of gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This is displayed at the bottom of the Earnings tab on the opening balances page of the employee's record). NB. You can just enter a total gross earnings figure in this column if you wish but if you choose to enter amounts for specific pay categories (see other columns in the spreadsheet labelled PCxxx, explained below), do NOT enter a total here. The system will calculate the total of all of the Pay Category columns in the spreadsheet once imported and so will automatically calculate the total for this column. |
| Column F | PAYE | The total PAYE deducted from gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This field is displayed on the KiwiSaver & PAYE tab on the opening balances page of the employee's record). Please ensure that if you want to report the ACC Levy Amount separately that it is not also incorporated in the amount entered in this column. |
| Column G | AccLevyAmount | Total ACC Earner Levy amounts deducted from gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This field is displayed on the KiwiSaver & PAYE tab on the opening balances page of the employee's record). If your previous payroll system does not report separate amounts for PAYE and ACC Earner Levy, then leave this field blank as the ACC Levy Amount amount will be incorporated in the PAYE column |
| Column H | StudentLoan | Total student loan repayments deducted from gross earnings paid in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This field is displayed on the KiwiSaver & PAYE tab on the opening balances page of the employee's record). |
| Column I | KiwiSaverEmployeeContributionAmount | Total employee contribution amounts calculated in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This field is displayed on the KiwiSaver & PAYE tab on the opening balances page of the employee's record). You must ensure the amount entered here EXCLUDES employer contribution amounts. |
| Column J | KiwiSaverEmployerContributionAmount | Total employer contribution amounts calculated in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This field is displayed on the KiwiSaver & PAYE tab on the opening balances page of the employee's record). You must ensure the amount entered here EXCLUDES employee contribution amounts. |
| Column K | EsctAmount | Total amount of employer superannuation contribution tax deducted in the initial financial year, up to the day before the period start date of the first pay run in this payroll system. (This field is displayed on the KiwiSaver & PAYE tab on the opening balances page of the employee's record). |
Additional Column Categories
Deduction Categories: The next group of columns represent each of the deduction categories set up in your Deduction Categories payroll settings. In the template they are labelled as DC, then a number (which is the system generated ID code for the deduction category), then the name of the deduction category, eg. "DC141225_ChildSupportPayment". Deduction amounts should be entered accurately and in the correct deduction category so that the employees' YTD net amounts on their pay slip are correct.
Employer Liability Categories: The next group of columns represent each of the employer liability categories set up in your Employer Liability Categories' payroll settings. In the template they are labelled as EL, then a number (which is the system generated ID code for the employer liability category), then the name of the employer liability category, eg. "ELC628_ACCLevy". For these fields you will enter the employee's liability as a dollar amount. If there are no EL columns in your template, this means that no Employer Liability categories are set up in your business.
Pay Categories: The next group of columns represent each of the pay categories set up in your Pay Categories payroll settings. In the template they are labelled as PC, then a number (which is the system generated ID code for the pay category), then the name of the pay category, eg. "PC959199_Ordinary Hours". For these fields you will enter the employee's pay category breakdown as a dollar amount. You only need to enter amounts in these columns if you want the employee to see a breakdown of their YTD pay by pay category or if you want to report total wages broken down by pay category. Otherwise, entering an employee's total gross wage in Column E "GrossEarnings" is sufficient.