How do I add Payroll Pay References to Employee Records?
Pay References are what some Payroll Software Packages (eg. Sage) use to assign the hours worked from Focus to the correct pay amount. In these instances, each pay Rate needs its own Pay Reference number. This information is found in the Rules tab of the Employee Form and can be inputted in two ways. Which method you choose will depend on how many Employee Forms that need editing and how many Pay Reference numbers there are to input.
This guide will look at:
Individually inputting Pay References via the Employee Form
Bulk inputting Pay References via Group Actions
Individually inputting Pay References via the Employee Form
This method is useful when you have several Pay References to input but only one or two Employee Forms to edit. This is because you can input all the different Pay References at the same time.
Select ‘Employees’ from the Menu Bar.
Select the required Employee from the Employees’ Tree.
Select the ‘Rules’ tab from the Employee Form.
In the ‘Rates’ section, using the ‘PayRef’ column, input the required Pay References against the appropriate Rates.
Bulk inputting Pay References via Group Actions
This method is useful when you have multiple Employee Forms to edit, regardless of how many different Pay References you need to input.
Select ‘Employees’ from the Menu Bar.
Right-click on the required Group.
Select ‘Group Actions’ - a pop-up box will appear.
If you only wish to apply the changes to employees whose Primary Group is the one selected, then tick ‘Primary Group Only’.
The Group you originally selected should automatically be ticked. You can add further Groups at this stage simply by ticking all those required.
In ‘Set Field’, select ‘Pay Ref’.
In ‘Rate’, select the required Rate that you wish to assign the Pay Reference to.*
In ‘New Value’, input the required Pay Reference number (maximum of 6 digits).
Select ‘Apply’ - an informative message will appear of the changes about to be made.
Select ‘OK’ - a success message will appear.
Select ‘OK’.
If required, apply further bulk changes immediately by repeating Steps 4-11.*
* Bulk changes can only be made to one Pay Reference at a time.
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