On the creation of your account, an initial location and default department will be generated as part of the process. The following article details how you can set up additional locations and departments for the needs of your business.

Locations and Departments allow for a way to separate and filter employees for costing and reporting purposes within a single ABN.

NOTE: Employees must be linked to a default location and department on the creation of their employee record, this is needed to indicate to the system where you would like the costings allocated to. 

ALSO: Once employees have been processed against a location or department you will no longer be able to remove it from the system.

This article contains the following items; 

  1. Locations
    1. Adding a Location
    2. Edit An Existing Location
  2. Departments
    1. Adding a new Department
    2. Editing an existing Department

Locations

To open the Locations screen, select the Setup and select Locations.  


From there you have options to add an additional location or to edit existing instances.


Adding a Location

To add a location simply click the Add Location button.


From there you will be presented with the Location Details screen, which is separated into 3 tabs

  1. Details - The main details for the site including its name timezone and contact details
  2. Payments - Details required if you choose to use the EFT/ABA file option to assist with the payment of staff.
  3. Other - Global settings for the location that relates to timesheets that will be used when staff Clock times to the system.


DETAILS

The details screen is split into 3 separate parts as shown below


Details

Fields to note in this section include;

  1. Location Name: Your internal name for the site.
  2. Location Description: The name corresponding to the ABN for the company. 
  3. Branch No.: Allows for sub-category reporting to the ATO. This is usually 001, only be adjusted on the advice from the ATO.
  4. Payroll Tax Number: Provided by the ATO on your registration of payroll tax.
  5. Custom Id: Required only on advice from ClockOn.
  6. Site Number: An individual identifier that you can use to distinguish similar locations.
  7. FBT Exempt: Indicates whether this location has an exemption from paying Fringe Benefit Tax


Contact Details

Fields to note in this section include;

  1. Contact Name: The contact at the site that is in charge is usually the owner. this is also used for STP submissions.


Payroll Tax

Fields to note in this section include;

  1. Payroll Tax Percent: If you are required to pay payroll tax in your state the percentage can be entered here
  2. Threshold: You can enter the amounts per month that you will need to pay in wages before payroll tax will be considered here. There are two methods for this, the first being that you simply enter the monthly amount into the "Monthly" field, or for states such as NSW, you can enter the values based on the number of days within the months


PAYMENTS

The payments tab is split into 2 parts


Electronic Funds Transfer

Fields to note in this section include;

  1. Balance Method: Use the advice from your bank to determine whether you should use the "Self Balancing" (default) of "Credit Only" EFT processing methods.
  2. User Number: Possibly not necessary, provide based on advice from your banking institution.
  3. E.F.T Payroll Description: Possibly not necessary, provide based on advice from your banking institution. 


Single Touch Payroll

Fields to note in this section include;

  1. BMS Id: This field is set by ClockOn on the creation of your account and will uniquely identify your STP submissions through the system against your ABN. 


OTHER

The other tab has a single section as shown below.

Fields to note in this section include;

  1. Default Break Length: This allows you to set the length that you would like timesheets to use for the initial rostered break length. An additional option for this exists on the employee profile screen, on the "Special Options" tab that allows you to override this value on an individual employee basis.
  2. Minus (x) min raises an alert: This value indicates the amount of leeway you wish to provide employees before an alert is raised when clocking on and off prior to the timesheet's shift time.
  3. Plus (x) min raises an alert: The same as above however this is for the amount of leeway that you wish to provide after the shift time.
NOTE: The first line of Minus and Plus refers to the shift start times, while the second refers to the shift end time.

Edit An Existing Location

To make changes to an existing location simply click on the Options dropdown and select the option specific to the change that you would like to make


  1. Edit - Shows all options from the Add Location screen and allows for updates where necessary.
  2. Departments - Allows for the adding\editing of costing departments, see the Departments section for further detail.
  3. Hours - Allows for trading hours for the site to be entered into the system. 
  4. Delete - Removes the location instance (Note that this is only allowed if there is no present payroll data or linked employees for the instance).


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Departments

Under each location in the system, you are able to define departments for your employees to be costed to at payroll. This provides a basis for specialized reporting for particular groups of employees later on.


To open the list of departments set up on your system, simply use the Options button as shown in the Location section against the location's name and select the Departments option



This will open a listing of departments that you have already established in the system.



INFO: The "Default" department was generated when you initially created your account.


Adding a new Department

To create an additional department click the Add Department button on this screen.


This will prompt a screen in which you can define the department settings. This screen is separated into two tabs

  1. Details
  2. Accounts


DETAILS

The details tab allows you to enter items such as the name and description of the department in which you wish to add as well as some custom fields such as a shortcode and site number that can be used later.


The only mandatory field on this screen is the department's name, all others are used for custom items to enhance system functionality later on. 

If you are not sure what to set leave them for now.


Fields to note in this section include;

  1. Auto add break minimum shift: This option allows the system to automatically add a break when a timesheet for an employee is added to the system from the rosters screen (coming soon) based on the length of the timesheet. 


ACCOUNTS

The accounts tab allows you to enter account codes to be used with other systems such as MYOB and XERO once this functionality has been introduced.

Each section is broken down into a fieldset of the following 

  1. Account ID
  2. Tax Code
  3. Job Code
  4. Tracking Name 1 (XERO ONLY)
  5. Tracking Option 1 (XERO ONLY)    
  6. Tracking Name 2 (XERO ONLY) 
  7. Tracking Option 2 (XERO ONLY) 

You will need to refer to your accounting software for the values to enter into these fields.


Editing an existing Department

Once a department exists in the listing you can edit and remove it as needed by using the Options button in the same way that you can update a location's information.


NOTE: You will not be able to delete departments if there are employees attached to them or if an employee has been processed against the department in the past as this will cause issues with historical costing information.


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