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 'Business' tab at the top of the screen and selecting the 'Payroll Settings' option. The 'Locations' page is under the 'Pay Run Settings' heading 
To add a New Location you enter the following information:
- Location Name (required field)
- 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
- State
- Whether or not you want sub locations to report to this location. - when this is enabled, report will not split data into sublocations 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)
Once locations have been added they appear slightly differently depending on the settings that you have chosen for them, For example:
- If you have selected that it be available to all employees, an asterisk will display next to it.
- If you have not selected that it be available to all employees, no asterisk will display next to it.
- The parent location will show 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".
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.
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 'Auckland' with a GL mapping code of 'AUK' and a location called 'Wellington' with a GL mapping code of 'WEL'
What would happen when producing the journals is that any Ordinary Hours earnings in the 'Auckland' location would be allocated to an account called ORD.AUK. Any Ordinary Hours earnings in the 'Wellington' location would be allocated to an account called ORD.WEL.
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.
If you have any feedback or questions please contact us via support@nzpayroll.co.nz