QRG Create an Account - Payment Entity

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Purpose

The purpose of this quick reference guide is to step through the process of setting up a Payment Entity record. The intended audience for this document is System Administrators / Standard Users.

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Steps

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Create a new Payment Entity record

The Payment Entity record holds company information related to the Employer processing payments to Employees in Pay Batches. To create a Payment Entity record, follow the steps below:

1. Go to the Accounts object and click on the New button. (See Figure 1)

2. Choose the record type Payment Entity and click Next .

3. Populate the following required fields to provide the base details of the Payment Entity (see Figure 3):
   1. Account Name
   2. Available Payment Methods
   3. Maximum Payment Distribution
   4. Parent Account
   5. STP Contact Name
   6. STP Contact Email
   7. STP Contact Phone
   8. STP Declarer Identifier
   9. STP Address Line 1
   10. STP Suburb/Town
   11. STP State
   12. STP Postcode
   13. STP Country
4. Populate the following optional fields as needed (see Figure 3):
   1. To provide details of the Payment Entity’s registered business, populate the following optional fields:
      1. ABN
      2. Branch
   2. To declare if the payment details are complete, populate the Payment Details Complete field. If not, populate the Payment Details Incomplete Reason field.
   3. To add a custom message on the Pay Advice PDF, populate the optional field Pay Advice Message .
   4. To indicate whether or not the Payment Files related to this payment entity must be approved before they can be released, populate the optional field Payment Files Require Approval .
   5. To automate the creation of the Employee Community User accounts, populate the optional fields Auto Create Employee Community Users and Employee Community .
   6. To provide details of the Payment Entity’s preferred Superannuation provider, populate the following fields:
      1. Superannuation Payment Type
      2. Superannuation Contact First Name
      3. Superannuation Contact Last Name
      4. Superannuation Contact Phone
      5. Superannuation Contact Email
5. Click on the Save button.

6. A new Payment Entity record has been created and ready for use in Assignments, Payees and other related records. (See Figure 4)

7. To modify an existing Payment Entity record, open the required record and select the Edit button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
8. When complete, click on the Save button.

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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.

• 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 something similar) 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 5)

2. Click on the Related tab. (See Figure 6)

3. Click on the Add Files button. (See Figure 7)

4. Click on the Upload Files button. (See Figure 8)

5. Select the required logo file and click on the Open button. (See Figure 9)

6. Click on the Done button. (See Figure 10)

7. The logo has been uploaded under the Files tab. (See Figure 11)

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Field Descriptions

ABN is the Australian Business Number of the Account. ABN Lookup is used to confirm the entered ABN in the Australian Business Register ABN Lookup website matches the correct company name. Account Name is the name given to the new Account/Payment Entity record that is being created. Auto Create Employee Community Users defines that Employee Community Users will be automatically created for Employees related to the Payment Entity via their Primary Payee. Available Payment Methods are the payment methods that are available to use by the Payment Entity. Branch is the ATO Branch of Payment Entity for inclusion in STP communication. Employee Community defines the Employee Community that will be used by Employees related to the Payment Entity via their Primary Payee. This value is used in auto creating Community User records. Maximum Payment Distributions is the maximum number of payment distributions allowed per Payee for the Payment Entity. A global maximum of 5 applies. Pay Advice Message is the message that displays in the Pay Advice document. 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. Parent Account is the name given to the parent company of the Account record. Payment Details Complete represents that the payment details are complete. Payment Details Incomplete Reason is the reason why the payment details are not complete. Payment Files Require Approval indicates whether Payment Files related to this Payment Entity must go through an approval process before they can be released. STP Contact Email is the email address of the contact person for inclusion in STP communication. STP Country is the country of source payer for inclusion in STP communication. STP Declarer Identifier is the Declarer Identifier of source payer for inclusion in STP communication. STP Address Line 1 is the Business Address Line 1 of source payer for inclusion in STP communication. STP Address Line 2 is the Business Address Line 2 of source payer for inclusion in STP communication. STP Contact Name is the contact person for inclusion in STP communication. STP Contact Phone is the phone number of the contact person for inclusion in STP communication. STP Postcode is the Post Code of source payer for inclusion in STP communication. STP State is the state of source payer for inclusion in STP communication. STP Suburb/Town is the Suburb/Town of source payer for inclusion in STP communication. Superannuation Contact Email is the email address of appointed Superannuation Contact. Superannuation Contact First Name is the first name of appointed Superannuation Contact. Superannuation Contact Last Name is the last name of appointed Superannuation Contact. Superannuation Contact Phone is the phone number of appointed Superannuation Contact. Superannuation Payment Type is the method by which superannuation contributions will be paid included in SuperChoice Contributions API.

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Further Information