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# QRG Create Pay Codes - Expense Pay Codes
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## Purpose
The purpose of this quick reference guide is to step through the process of creating Expense Pay Codes.
The intended audience for this document are system administrators / standard users.
## Steps
### Create a new Expense Pay Code record
Pay Codes are applied to Pay Transactions processed for an Employee.
The Expense Pay Code record is used to define the Pay Codes for Expense payments made to a Payee. The
record holds General Information and Pay Code Setup details.
Create an Expense Pay Code by following the below steps:
1. Click on the **App Launcher** icon (See Figure 1).
2. Go to the **Pay Codes** object by using the Search function (See Figure 2).
3. Click on the **New** button (See Figure 3).
4. Select **Expense** from the available record types and click on the **Next** button (see Figure 4).
5. Populate the following required fields to provide the base details of the Expense Pay Code (see
Figure 5):
1. **Pay Code Name**
2. **Description**
3. **Pay Advice Description**
4. **Pay Advice Sort Order**
5. **Pay Rate Multiplier**
6. **Invoice Taxable**
6. Populate the following optional fields as required:
1. If Pay Transactions associated with this Pay Code will be invoiced to clients, populate the
**Invoice Name** field.
2. If Pay Transactions associated with this Pay Code are GST exempt, populate the **GST**
**Exempt** checkbox .
3. To exclude any transactions related to this Pay Code from the standard Pay Advice PDF,
populate the **Exclude From Pay Advice** checkbox.
7. Click on the **Save** button.
The Pay Rate Multiplier field is applied to the Pay Rate on the Assignment Rate Record,
to determine the Pay Rate to apply on the Pay Transactions.
A new **Expense Pay Code** is now created (see Figure 6).
Expense Pay Codes CAN NOT be deleted if they have related records or are used in other
records. Deleting records is not recommended unless absolutely essential.
Only limited ‘edits’ can be made to a Pay Code once they have been referenced in Pay Transactions.
In these instances, a completely new Pay Code needs to be created, and all references to the old
Pay Code need to be amended.
8. To modify an existing **Expense Pay Code** record, open the required record and select the **Edit**
button available on the top right side of the page. You can also double click within fields that need
editing or just click on the pencil icon that appears within fields when hovering with your
cursor.
9. When complete, click on the **Save** button.
## Field Descriptions
**Description** is the description of this Pay Code.
**Exclude From Pay Advice** indicates that any transactions related to this Pay Code will not be displayed on
the standard Pay Advice PDF.
**GST Exempt?** When set to true any Pay Transactions using this Pay Code will not attract GST during
Australian Contractor Payroll calculation.
**Invoice Name** defines the Name that will be used on Invoices for the Pay Code, and can only be a
maximum of 15 characters. If not populated, any Invoices referencing this Pay Code will be displayed as
blank.
**Invoice Taxable** indicates if the Pay Code should have GST tax applied to the Invoice.
**Pay Advice Description** is the description that will be displayed to a Payee on their Pay Advice PDFs for
any Pay Transactions related to this Pay Code.
**Pay Advice Sort Order** defines the order in which Pay Codes will be displayed on Pay Advice PDFs.
**Pay Code Name** is the name given to the Pay Code record that is being created.
**Pay Rate Multiplier** is the pay rate multiplier which will be applied to the Pay Rate on Pay Transactions
using this Pay Code.
## Further Information
| Document | Document Type | Description |
| -------------------------------------- | ----------------- | --------------------------------- |
| Create Pay Codes - Allowance Pay Codes | Task Instructions | How to create Allowance Pay Codes |
| Create Pay Codes - Deduction Pay Codes | Task Instructions | How to create Deduction Pay Codes |
| Create Pay Codes - ETP Pay Codes | Task Instructions | How to create ETP Pay Codes |
| Create Pay Codes - Lump Sum Pay Codes | Task Instructions | How to create Lump Sum Pay Codes |
| Create Pay Codes - Payment Pay Codes | Task Instructions | How to create Payment Pay Codes |
