Managing your Office Codes

In the foundU platform, Office Codes are used for your different paying entities.

You can create a regular Office Code (same ABN) or a Branch Office Code (different ABN). This will enable you to complete tasks and generate reports on for your different paying entities or subsidiaries. Pay entities are also used when paying superannuation in the platform, more information on entities that display in super can be found here.

If you're looking for cost codes (typically used for departments and P& L reporting), check out our guide here.

Adding an office code

To add an office code:

  1. In the quick menu navigate to the hamburger icon to open the full menu and from Payroll Settings > select Office Codes, and then click Add Code.
  2. Enter a label name (office name).
  3. Enter the office address, contact name and contact number.
  4. Enter the following Payment Details:
    • Mail address
    • Account name
    • BSB and account number
    • Account email
    • Any additional information
  5.  Click Save.

Adding a branch office code (separate entity)

To add a office code for a separate entity

  1. In the quick menu navigate to the hamburger icon to open the full menu and from Payroll Settings > select Office Codes then click Add Code.
  2. Enter the Label name (branch name).
  3. Enter the office address, contact name, contact number and reply-to address.
  4. Tick 'Paying Entity'.
  5. Enter the Tax Declaration details:
    • Upload a PDF logo. See how to here. 
    • Website
    • ABN
    • ‘Trading As’ name
    • Contact name, number and email
  6. Enter Invoice Payment details:
    • Mail address
    • Account name, BSB and account number
    • Account email
    • Any additional information
  7. Click Save.

 

You're now able to assign a office code that will apply to a Operation (venue or client).

To edit an existing office code:

  1. In the quick menu navigate to the hamburger icon to open the full menu and from Payroll Settings > select Office Codes then click the Edit icon for the existing office code.
  2. Edit Code details as desired and Save.

 

Assigning a office code to an operation

To assign an office code to an Operation:

  1. In the quick menu select Operations then click Approved Operations.
  2. Select the desired Operation or use the search box to filter and click on the Operation name.
  3. In the Overview sections locate Office Code in the Details section and select an Office Code. If the code doesn't not appear, it means it has not yet been added as an office code in your payroll settings.

 

To assign an office code to multiple Operations:

  • You can also assign an office code in bulk to multiple Operations

  1. In the quick menu select Operations then click Approved Operations (or pending if you'd like).
  2. Select the desired Operation or use the search box to filter and click on the Operation name.
  3. Select Bulk actions and choose Assign Office Code to Selected
  4. Select all the relevant operations, and click Assign.

Enter office code/ paying entity details in ABA Payment settings
To ensure that your office code/ paying entity details is pulled through to your ABA files, you'll need to set up your ABA Payment settings.
To do so:
  1. Navigate to the hamburger icon to open the full menu > Payroll Settings > ABA Payment settings
  2. Enter in your ABA settings including:
    • Financial institution
    • Name of user supplying file
    • Name of user suppling file (APAC ID)
    • Description of entries
    • Transaction code
    • Lodgement reference
    • BSB
    • Account
    • Name of remitter
    • Processing date
    • Debit entry details (optional)
      • BSB
      • Account number
      • Account name
      • Lodgement reference
  3. Turn on Generate ABA automatically when generating pay.
  4. Save. Now when you generate pay, your ABA file will generate automatically.

Changing employee's paying entity (Office Code)

Please see our helpful guide here for changing employee's paying entity (Office codes).

 

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