> ## Documentation Index > Fetch the complete documentation index at: https://documentation.2cloudnine.com/llms.txt > Use this file to discover all available pages before exploring further. # QRG Create an Employment Cost record - RC export const InlineImage = ({src, alt = "", height = "1.6em"}) => { return {alt}; }; ## Purpose The purpose of this quick reference guide is to step through the process of creating an Employment Cost record. Employment Cost records are used within Rate Calculators to define Employment Costs, as well as in the General Ledger, to create Pay Transaction Distribution records to report additional costs in the Payroll Journals, which can be reported within their Accounting software. When used within a General Ledger, Employment Costs allow you to accurately record and measure your Payroll Tax and Workcover liability for each qualifying Pay Transaction. The intended audience for this document is System Administrators / Standard Users. ## Steps ### Create an Employment Cost record To create an Employment Cost record, follow the steps below:
1. Click on the **App Launcher** icon (see Figure 1).
Screenshot from QRG Create an Employment Cost record - GL
2. Go to the **Employment Costs** object by using the Search function (see Figure 2).
Screenshot from QRG Create an Employment Cost record - GL
3. Click on the **New** button (see Figure 3). Screenshot from QRG Create an Employment Cost record - GL 4. Please choose one of the following and click on the **Next** button (see Figure 4): 1. Follow steps 5 to 8 when you select one of the following Record Types: * Custom Cost 1, 2, 3, 4, Custom Post Cost 1, 2, 3, 4, Insurance, Superannuation, or WHS. 2. Follow steps 9 to 12 when you select one of the following Record Types: * Payroll Tax or WorkCover. Screenshot from QRG Create an Employment Cost record - GL **Important Notes**\ *(Figure 4)* It is important to note that while all Record Types are relevant to the Rate Calculator functionality, only Payroll Tax and WorkCover Record Types are used for the General Ledger. 5. Populate the following required fields to provide the base details of the Employment Cost record (see Figure 5): 1. To define a unique identifier for the Employment Cost, populate the **Employment Cost** **Name** field. 2. To define how the Effective and Expiry Dates of a child Employment Cost Item will be applied to Rate Calculator Lines, populate the **Assignment Handling** field using the available picklist options: * When using Rate Calculator, to create separate Rate Calculator Lines for every Employment Cost Item within the effective period of the Rate Calculator, select **Rolling** . * When using Rate Calculator, to create Rate Calculator Lines for only the most recent Employment Cost Item, select **Fixed** . 3. To define the Location that is associated with this Employment Cost, populate the **Location** field using the lookup options available. In most scenarios, this field must be populated as **All** . 6. In most scenarios, Employment Costs are not client-specific and are used globally. The **Globally** **Enabled** checkbox is currently not in use, except for listing Employment Costs under the Globally Enabled list on a Rate Calculator. 7. Click on the Save button (see Figure 5). Screenshot from QRG Create an Employment Cost record - GL **Important Notes**\ *(Figure 5)* While one Employment Cost Item must be created for every Location record, individual Location records should NOT be populated for the parent Employment Cost. Instead, a single catch-all Location record, such as All Locations or Any Location, should be used within Rate Calculator Templates. The Assignment Handling field should be set to Rolling in most cases, so that when Employment Cost Items are expired and replaced with new records, the changes are applied to all related Rate Calculators. The Last Date Rate Calc Update Required and Last Date Rate Calc Update Completed fields are populated via system automation to reflect the status of Rate Calculator updates relating to the Employment Cost record. These fields should never be manually populated or overridden. 8. A new **Employment Cost** record is now created (see Figure 6). Screenshot from QRG Create an Employment Cost record - GL 9. For Payroll Tax or WorkCover record Types, populate the following required fields to provide the base details of the Employment Cost record (see Figure 7): 1. To define a unique identifier for the Employment Cost, populate the **Employment Cost** **Name** field. 2. To define the Location that is associated with this Employment Cost, populate the **Location** field using the lookup options available. * If a specific Location is not applicable, populate this field with a generic Location record, such as **All** . 10. In most scenarios, Employment costs are not client-specific and are used globally. The **Globally** Enabled checkbox is currently not in use, except for listing Employment Costs under the **Globally** Enabled list on a Rate Calculator. **Enabled** checkbox is currently not in use, except for listing Employment Costs under the Globally Enabled list on a Rate Calculator. 11. Click on the **Save** button. Screenshot from QRG Create an Employment Cost record - GL **Important Notes**\ *(Figure 7)* While one Employment Cost Item must be created for every Location record, individual Location records should NOT be populated for the parent Employment Cost. Instead, a single catch-all Location record, such as All Locations or Any Location, should be used within Rate Calculator Templates 12. A new **Employment Cost** record is now created (see Figure 8). Screenshot from QRG Create an Employment Cost record - GL Employment Cost records CAN NOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential. 13. To modify an existing **Employment Cost** 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. 14. When complete, click on the **Save** button. ## Field Descriptions | Field Name | Description | | --------------------------------------------------------------------------------------------------------------------------------- | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | **Assignment Handling** | Defines how the Effective and Expiry Dates of related Employment Cost Item will be applied to Rate Calculator Lines: | | **Employment Cost Name** | Indicates the unique name given to the Employment Cost for identifcation. | | **Globally Enabled** | This checkbox is currently not in use. When it is functioning, the intention is that when ticked, the Employment Cost record will appear under the Globally Enabled list on the Rate Calculator record, rather than the Client Enabled list. | | **Last Date Rate Calc** **Update Completed** | Indicates the time and date that the last update was completed for the Rate Calculator associated with this Employment Cost. This field is updated via system automation and should not be overridden. | | **Last Date Rate Calc** **Update Required** | Indicates the time and date that the last update was required for the Rate Calculator associated with this Employment Cost. This field is updated via system automation and should not be overridden. | | **Location** Defines the Location associated with the Employment Cost. In most scenarios, this field must be populated as**All**. | **Location** Defines the Location associated with the Employment Cost. In most scenarios, this field must be populated as**All**. | ## Further Information | Document | Document Type | Description | | --------------------------------------------------------------- | --------------------------- | --------------------------------------------------------------------------------------------------------------------------------------------------------------------- | | QRG General Ledger Key Information | Key Information | Outlines useful information relevant to the General Ledger functionality. The document includes definitions, prerequisites, and other non-instructional information. | | QRG Create an Employment Cost Template Group | Task Instructions | How to create an Employment Cost Template Group record. | | QRG Create an Assignment - Employee | Task Instructions | How to create an Assignment record. | | Accounting System Setup | Task Instructions | How to create the Accounting System Setup record. | | Create Accounting Segments - Natural Account | Task Instructions | How to create a Natural Account Accounting Segment record. | | Accounting Payment Entity Defaults | Task Instructions | How to create the Accounting Payment Entity Default record. | | QRG Create an Accounting Assignment Department | Task Instructions | How to create an Accounting Assignment Department record. | | --- | --- | --- | | QRG Rate Calculator Key Information | Information Quick Reference | Outlines useful information relevant to the Rate Calculator functionality. The document includes definitions, prerequisites, and other non-instructional information. | | QRG Create a Location record | Task Instructions | How to create a Location record used for Rate Calculators. | | QRG Create a Calculation Method | Task Instructions | How to create Calculation Methods to defne the calculation type and unit of calculation for Rate Calculator records. | | QRG Manage Employment Cost Items using ECM | Task Instructions | How to manage Employment Cost Items using the Employment Cost Manager. | | QRG Create an Employment Cost Exception | Task Instructions | How to apply Employment Cost Exceptions to Clients, Payees & Pay Codes. | | QRG Create Pay Rate Loadings | Task Instructions | How to create Pay Rate Loadings used for Casual Loading or Shift Loading. | | QRG Create Rate Calculators - Templates - Initial Setup | Task Instructions | How to create Rate Calculator Templates - Initial Setup. | | QRG Create Rate Calculator Templates - Final Setup | Task Instructions | How to create Rate Calculator Templates - Final Setup. | | QRG Create Rate Calculators - Employee Specific | Task Instructions | How to create an Employee Specific Rate calculator using Template automation. | | QRG Create Rate Calculators - Preview, Clone & Save as Template | Task Instructions | How to create Rate Calculator Previews, Save existing Rate Calculators as Templates, and use the Clone functionality. |