This screen allows you to assign locations to employees which can later be used to report the labour costs of each location. NB. 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' > 'Locations' link on the payroll dashboard.
Adding a location
To add a new location you enter the following information:
- Name: This is a required field and will be shown throughout the platform, employee portal, WorkZone and Clock Me In.
- Regional anniversary day: Select from the dropdown list the region the location applies to. This will allow the system to determine what days are public holidays in timesheets, leave requests and termination pays.
- is a sub location of: A location can be configured as either a sub-location of a location. This can be done so for reporting purposes, in order to report on sub-locations individually and then a total at the location level.
- Make this location available to all employees: If you tick this, it will automatically show as an option for all new and existing employees. Leaving this unticked then requires the user to manually select it on a per employee basis via the employee's Locations page.
- This location correlates with a record in another system: If you're using an external application for timesheets or leave requests, etc you can use the External Id field to enter the relevant code for the location that originates from the external application. This then means that the locations will "sync" when importing data from the external application into this platform or exporting data from this platform and importing to the external application. The system will check the external id used and will validate for uniqueness.
- Make all sub-locations 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.
Once locations are saved, you will notice that the parent location appears at the top, with the sub-locations indented underneath. Additional sub-locations are further indented. E.g. 'Executive' location is a sub-location of 'Management', which is a sub-location of 'Wool and Sheep 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.
If you have any feedback or questions please contact us via support@nzpayroll.co.nz.