December and January 2016 – 2017

Hiding Obsolete Lookup List Values


Main Menu > Payroll > System Organisation > Dictionaries


You can archive unused values that appear in Branch, Department, Division and Group lookups in Affinity Payroll screens.

How to use

Go to Main Menu > Payroll > System Organisation and double-click Dictionaries. Sort the list in ascending order by selecting the Description column name twice (or search by typing the first few letters of the description). Double-click the lookup that contains the value you want to hide (Branch, Dept, Divisions or Groupd).

Select Edit, tick the value(s) that you want to hide then select Save.

For more information about Dictionaries (lookups), see Affinity Help.

Stop Regular Employee Allowances and Deductions


Payroll > Masterfiles > Employee Details > Allowances/Deductions tab

How to use

Open the employee masterfile and select the Allowances/Deductions tab. Select Edit and change the status of the relevant allowance or deduction to 1 (0 = active; 1 = inactive). Save the employee masterfile. To re-activate the allowance or deduction, tick the Show Terminated box then change the status of the allowance or deduction to 0.

Learn about the other status options in Affinity Help.

Creating Personalised Letters and Documents


Reports > Query Manager


Use an Affinity data query to create a mail merge data source.

How to use

Go to Reports > Query Manager and create a query.

  1. From the menu select File > Mail Merge then select the type of mail merge document that you want to create.
  1. Microsoft® Word will open automatically and the mail merge file will be ready to use.

Read Affinity Help to learn how to create data queries. Refer to Microsoft® Word help for more information about mail merge.

About the 001 Payroll Summary Report


Reports > Standard Reports


This report summarises a payroll after it has been processed. This report is important because it:

  • Summarises information about the payroll on an employee-by-employee basis.
  • Provides both period-end and year-end totals for each employee.
  • Displays grand totals on the last page.
  • Shows a full-component breakdown of items processed (e.g. leave, allowances and deductions and earnings).
  • Includes recently-terminated employees (for up to six pay periods).
  • Includes unpaid employees.

Affinity Help contains a video about this report. Press F1 from Affinity Payroll to launch Affinity Help.

Saving Clever Timesheets as Favourites


Available in Calendar view.


Favourite timesheet rows automatically repeat from period to period, saving data entry.

How to use
  1. Method 1: Select the Set as favourite option when defining new timesheet row criteria.
  1. Method 2: Favourite an existing timesheet row.

Clever Forms Elements: Numeric Fields

About Affinity Clever Forms

Affinity Clever Forms lets you create dynamic online forms complete with approval workflow. As a result, HR and payroll processes become more efficient, accurate and compliant.

About form elements

Form elements are the fields, functions and user options that you drag onto Clever Forms templates to create dynamic, meaningful forms. This month we showcase elements that simplify numeric data entry and enforce specific formats.

Currency Box

Appears as a currency field on the form (complete with a $ symbol).

Number with decimals

Only accepts decimal numbers such as 123.45, 207.36 and 3,215.01. For example, where the complete cost of a job (dollars and cents) must be entered.

Number without decimals

Only accepts non-decimal (whole) numbers. For example, where a decimal value is not required.


Remember to click the Update Emps button in position profiles to push out changes to linked employee masterfile fields to employees in the same position.