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# QRG Create a Pay Advice Template
## Purpose
The purpose of this quick reference guide is to step through the process of creating a Pay Advice
Template. The intended audience for this document is System Administrators/Standard Users.
## Steps
### Create a Pay Advice Template
A Pay Advice Template record forms a combination of the email templates to be used based on the
delivery type, and the Visualforce page to be used for rendering the Pay Advice PDF. You can control this
by specifying the template setup per Record Type on the Pay Advice object.
If you have used the data creation package to create Default Pay Advice Templates, these will be applied
based on the record type of the Pay Advice, PAYG or RCTI, and not cater for variances between Payment
Entities and Pay Schedules. You can either customise the default templates or create new ones using this
QRG. To create a Pay Advice Template, follow the steps below:
1. Click on the **App Launcher** icon (see Figure 1).
2. Go to the **Pay Advice Templates** object by using the Search function (see Figure 2).
3. Click on the **New** button (see Figure 3).
4. Populate the following required fields under the Selection Criteria tab to provide the base details
of the Pay Advice Template (see Figure 4):
1. **Pay Advice Template Name**
2. **Default** (checklist)
3. **Availability For Use**
4. **PDF Email Template**
5. **Link Email Template**
6. **Pay Advice Record Type**
5. Populate one of the following values in the required field **VisualForce Page Name**:
1. **StdAusPayRollPayAdvice\_Page**
2. **SummaryPayRollPayAdvice\_Page**
6. Populate the following optional fields as needed (see Figure 4):
1. To allocate this Pay Advice Template to a specific Payment Entity, populate the **Payment Entity** field.
2. To allocate this Pay Advice Template to a specific Schedule, populate the **Schedule** field.
You can select only one record as Default. To change the Default, you can Edit the
Default record and untick the Default checkbox and tick the Default checkbox in
another Pay Advice Template record.
7. Populate the following optional fields under the Text Overrides tab as needed (see Figure 5):
1. To add customisable text to be displayed in the Pay Advice PDF footer, populate the **Text - Footer** field.
2. To add a customisable message which will appear on all Pay Advice PDFs using this pay advice template record, populate the **Text - Pay Advice Message** field.
3. To add customisable text that will be displayed as centred text at the top of the Pay Advice PDF, populate the **Document Title** field.
4. To indicate where your custom footer text will be displayed on the pay advice PDF, populate a value in the **Position - Footer** picklist.
8. The following fields under the Text Overrides tab do not need to be populated for this record as
they are auto-populated, but can be overridden if required (see Figure 5):
1. **Label Employer Superannuation**
2. **Label Expenses Reimbursements**
3. **Label Goods And Services Tax**
4. **Label Leave Balances**
5. **Label Net Pay Distribution**
6. **Label Non Taxable Payments**
7. **Label PAYG Withholding**
8. **Label Payroll Id**
9. **Label Post Tax Deductions**
10. **Label Pre Tax Deductions**
11. **Label Summary**
12. **Label Superannuation Distribution**
13. **Label Taxable Payments**
14. **Label Total Earnings**
15. **Label Total Net Field**
9. The following fields under the Format Overrides tab can be optionally updated as it’s preferred to
amend the defaults that would be used (see Figure 6):
1. **Colour - Footer Text**
2. **Colour Detail Section Background**
3. **Colour Detail Section Text**
4. **Colour Header Label Text**
5. **Colour Header Value Text**
6. **Colour Section Heading Background**
7. **Colour Section Heading Text**
8. **Display Address Border**
9. **Hide Blank Detail Sections**
10. Click on the **Save** button.
The pre-populated values can be changed to other values if required.
11. A new Pay Advice Template record has been created (see Figure 7).
If you need to change the Visualforce Page, click on the Edit button on the top right
corner, change the value in the Visualforce Page field and click on the Save button.
Please note that changing the Visualforce Page would only change it for the new PDFs
created, and any historic PDFs would continue to be rendered on the original
Visualforce Page assigned to the record.
Pay Advice Template records CAN NOT be deleted if they have related records or are
used in other records. Deleting records is not recommended unless absolutely
essential.
### Payment Entity Logo
If you require a Payment Entity to have a default logo to display on Pay Advices (if no logo is associated
specifically on the Pay Advice Template), you can upload it to the Files tab under the Related List of the
Payment Entity record.
If the logo is uploaded directly to the Pay Advice Template record, it will override the logo that has been
uploaded to the Payment Entity record. The logo can be uploaded to a Pay Advice Template record via
the Pay Advice Template object, using the same steps below.
The logo file must have the following specifications:
* Must be uploaded to the Files tab.
* The logo needs to be:
* Smaller than 20 kb.
* File format must be gif, png, or jpg
* File name must contain the word ‘logo' (i.e. it could be either logo.jpg or Companylogo.gif or PayAdvicelogo.png) or else it will not be displayed as the logo.
To add a logo to the Payment Entity, follow the steps below:
1. Go to the **Accounts** object and open the **Payment Entity** record (see Figure 8).
2. Click on the **Related** tab (see Figure 9).
3. Click on the **Add Files** button (see Figure 10).
4. Click on the **Upload Files** button (see Figure 11).
5. Select the required logo file and click on the **Open** button (see Figure 12).
6. Click on the **Done** button (See Figure 13).
7. The logo has been uploaded under the Files tab (see Figure 14).
You can only attach a .png or .jpg image with the name ‘logo’. This image will be used
as the logo on 2cloudnine Payroll Pay Advice PDFs for this Payment Entity.
If you attach a logo file to a Pay Advice Template record similar to the Payment Entity
record, it overrides the logo attached to the Payment Entity.
If two or more logo files are uploaded on the same Pay Advice Template record,
Salesforce will randomly select one of those as the logo on the PDF file.
## Field Descriptions
**Availability For Use** Indicates whether this Pay Advice Template will be considered during the Pay Advice
creation process. Existing Pay Advice records using a template which is no longer available for use can
still be rendered as they previously were, however, a Pay Advice Template with Available for Use = No, will
not be selected when new Pay Advice records are created.
**Colour - Footer Text** Hex colour code to be used for the footer text - default value is #000000.
**Colour Detail Section Background** Hex colour code to be used for the background shading of each detail
section in the Pay Advice body - default value is #ffffff.
**Colour Detail Section Text** Hex colour code to be used for the text colour of each detail section in the Pay
Advice body - default value is #000000.
**Colour Header Label Text** Hex colour code to be used for the text colour of field labels in the document
header - default value is #000000.
**Colour Header Value Text** Hex colour code to be used for the text colour of field values in the document
header - default value is #000000.
**Colour Section Heading Background** Hex colour code to be used for the background shading of each
section heading - default value is #dddddd.
**Colour Section Heading Text** Hex colour code to be used for the text colour of each section heading in
the Pay Advice - default value is #000000.
**Default (checklist)** This identifies the Pay Advice Template record to be used where a Payment Entity,
Schedule and/or Client specific template has not been defined.
**Display Address Border** Select whether to display a border around the Payee Mailing Address.
**Document Title** Customisable text that will be displayed as centred text at the top of the Pay Advice PDF.
**Hide Blank Detail Sections** Select Yes to hide Pay Advice sections where there are no current period,
prior period, Year to Date or Leave Balance values to display.
**Label Employer Superannuation** Customisable label for the Employer Superannuation header of the Pay
Advice PDF.
**Label Expenses Reimbursements** Customisable label for the Expenses Reimbursements header of the
Pay Advice PDF.
**Label Goods And Services Tax** Customisable label for the Goods and Services Tax header of the Pay
Advice PDF.
**Label Leave Balances** Customisable label for the Leave Balances header of the Pay Advice PDF.
**Label Net Pay Distribution** Customisable label for the Net Pay Distribution header of the Pay Advice PDF.
**Label Non Taxable Payments** Customisable label for the Non Taxable Payments header of the Pay Advice
PDF.
**Label PAYG Withholding** Customisable label for the PAYG Withholding header of the Pay Advice PDF.
**Label Payroll Id** Customisable label for the Payroll Id header of the Pay Advice PDF.
**Label Post Tax Deductions** Customisable label for the Post-Tax Deductions header of the Pay Advice
PDF.
**Label Pre Tax Deductions** Customisable label for the Pre-Tax Deductions header of the Pay Advice PDF.
**Label Summary** Customisable label for the Summary header of the Pay Advice PDF.
**Label Superannuation Distribution** Customisable label for the Superannuation Distribution header of
the Pay Advice PDF.
**Label Taxable Payments** Customisable label for the Taxable Payments header on the Pay Advice PDF.
**Label Total Earnings** Customisable label for the Total Earnings header on the Pay Advice PDF.
**Label Total Net Field** Customisable label for the Total Net Field header on the Pay Advice PDF.
**Pay Advice Record Type** The Pay Advice Record Type this configuration will be applied to.
**Pay Advice Template Name** is the name given to this Pay Advice Template record that is being created.
**Payment Entity** Populate this field to define a Pay Advice template that is specific to a Payment Entity.
**PDF Email Template** Select the email template you wish to use when adding the Pay Advice document
as an attachment.
**Position - Footer** Indicates where your custom footer text will be displayed on the Pay Advice PDF.
**Schedule** Defines the Pay Schedule that applies to the Pay Advice Template.
**Text - Footer** Customizable text to be displayed in the Pay Advice PDF footer. To insert a line break use
the \
HTML element.
**Text - Pay Advice Message** Customisable message which will appear on all Pay Advice PDFs using this
Pay Advice template record. The message on the PDF populates from the Pay Advice Message field on
the following records:
* Payment Entity
* Pay Advice Template
* Payee
* Pay Advice Creation
If the Pay Advice Message is populated on multiple records detailed above, the Pay Advice PDF will
merge all of them together to display only up to a maximum of 255 characters.
**VisualForce Page Name** Select the VisualForce Page you wish to use when rendering the PDF.
* **StdAusPayRollPayAdvice\_Page** includes all Pay Codes processed throughout the financial year
to display their individual YTD at a Pay Code level, and does not include a field for Gross Pay.
* **SummaryPayRollPayAdvice\_Page** only displays Pay Codes in the main section relating to the
current related Pay Batch(es), and includes a summary at the bottom for Gross, Pre-Tax
Deduction, Taxable Gross, Post Tax Deduction, PAYG, Net & Super for this Pay and Year To Date.
## Further Information
| Document | Document Type | Description |
| ----------------------------- | --------------------------- | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- |
| QRG Finalise a Pay Batch | Task Instructions | How to Finalise a Pay Batch, Unfinalise a Pay Batch, Create and Distribute Pay Advice documents, and Create and Release Payment Files through the Pay Batch Manager. |
| QRG Pay Batch Key Information | Information Quick Reference | Outlines useful information relevant to 2cloudnine Payroll’s Pay Batch functionality. The document includes definitions, prerequisites, and other non-instructional information relating to the Pay Batch. This includes details on the Pay Batch Manager and how it facilitates efficient management of Pay Batches from Creation through Review, Calculation and Finalisation. |