August and September 2016

Adding a Margin to Rate 1

Location

Payroll > Masterfiles > Employee Details > Tax Codes/Pay Rates tab

Purpose

The Margin On 1 field in the employee masterfile lets you add a dollar-value margin to the employee’s primary rate.

There are two ways to approach this.

Manual updates:

You have the option to manually calculate and update the employee’s rate 1 whenever the margin changes.

Automatic updates:

You can configure the system to automatically add the margin to rate 1 whenever:

  • The Update Pay Rates From Tables process is run.
  • A rate or step in an employee masterfile is manually updated.
  • Timesheets which source rates from the rate table are created.

To configure Affinity to automatically add the margin, go to Administrator > Company Setup and select the Add Premium (Margin On 1) to Rate 1 of Rate Tables option in the Parameters tab.

See Affinity Help for more information about rates and margins.

Focus On: Personnel Files Miscellaneous Details Screen

Location

Human Resources > Personnel Data > Miscellaneous Details

Purpose

The Miscellaneous Details screen records extra HR-related information about employees, separate from their employee masterfile.

Recording certificates, licences and memberships

Record the certificates, licences and professional memberships associated to employees. Note: details are automatically updated in the Learning & Development module.

Tracking equipment and items issued to employees

Allows you to track the issue and return of equipment. Note: for Australian employees, the Termination Wizard refers to this screen when processing terminations.

Tracking bonds

For employees who are bonded to the organisation, this tab lets you track the bond amount and period.

Recording discipline, praise and performance

A flexible tab that allows you to record warnings, praise and appraisals.

See Affinity Help for more information about managing personnel information.

Viewing Affinity Tables in a Spreadsheet Format

Location

Administrator > View Window Manager

Purpose

View Window Manager provides a way to view Affinity tables in a format similar to a spreadsheet. This is useful when you need to check field entries quickly without scrolling through multiple records or screens. You can also compare several tables side by side in the same window.

How to use
  1. Select File > Open View.
  1. Select the Affinity table to view (or use the find feature).
  1. In this example, the EMP table is displayed. The data in this table makes up part of the employee masterfiles. Scroll across to see more data columns. Press the Home button to return to the first column..
  1. You can open more than one table by selecting File > Open View and selecting a different table.
  1. Both tables appear for easy comparison (choose either on top of each other or side-by-side).
  1. You can also link related tables via a primary field (for viewing purposes only; does not affect the database). With all tables open, select Link then confirm.

For example, if you view the EMP and EMPAD tables side by side without linking them, all allowances and deduction codes in the system will display for those employees you select. When the two tables are linked, only the allowances and deductions assigned to those employees will display.

About the 05/505/005 Control Account Report

Location

Reports > Standard Reports

Purpose

This report is generated after a pay is processed. It summarises your pay run in terms of pay codes, allowances and deductions. It totals all main values across four periods: this pay, last pay, month-to-date and year-to-date. It’s important because:

  • Its layout makes it easy to reconcile payroll values at different times of the year. For example, you can use this report to reconcile the total SUPR01 back to your 145 report for the relevant period. It is also vital at tax year-end.
  • Information in this report can be used to calculate regular payments such as income tax, Super and KiwiSaver.

See Affinity Help for more information about standard Affinity reports (and watch the videos).

Maintaining Banking Details via Employee Self Service (ESS)

Location

ESS > My Details > Banking

Purpose

ESS users with the right security settings can update their own banking details via self-service.

How to use

You can edit your account name, account number and any comments. If permissions allow, you can also add or remove accounts and split funds across different accounts.

Clever Forms Elements: Attach Instructions and Explanation Text

About Form Elements

Form elements are the fields, functions and user options that you drag onto Clever Form templates to create dynamic, meaningful forms. It’s important to understand the role each plays.

Attach Instructions

This element allows form creators to attach a document to a form preceded by an introduction paragraph. For example, you might add extra instructions or a related document to a form and draw the user’s attention to it with an opening statement above such as ‘Please read and follow the instructions below.’.

Explanation Text

Adds extra instructions inside a shaded speech bubble (place this element above or below the relevant field on the form).

Tip

The Delete button in the Allowance/Deduction tab in the employee masterfile lets you delete any code that was added in error. Codes can be deleted if:

  • A full update has not been run (i.e. you notice the mistake and delete the code immediately before the update is processed).
  • A full update has been run, but a payroll has not been processed.