The New/Edit Employees window allows you to:
import new employees from ESS and other third-party systems
import changes to existing employees from ESS and other third-party systems
add new employees using Employee Onboarding. For more information, refer to the article Onboarding a new Employee
add new employees manually using the Add New Employee Wizard. Refer to the article Create an Employee
Import New Employees and Employee Changes
Once ESS or your third-party system has sent the information, you can complete the new employee or employee change record in New/Edit Employee. There is mandatory information that you need to add before the new employee record can be created. And you can edit the information that has been provided.
Employee bank changes made in third-party systems (e.g. ESS etc.) flow through to New/Edit Employees. The EFT will default to the company bank account that has the first ID. IDs are system generated and cannot be edited.
Where you have more than one company bank account setup you should review New Employee or Edit Employee records to ensure the correct EFT has been selected.
To import the records:
Go to Payroll, Maintenance, Employees, New/Edit Employees.
The grid will display employees separated into New for new employees and Edit for existing employees. You will only see the headings if there are outstanding records.
To see what information is included in the records, review the Employee Report. If you want to run the report after you have completed the New Employee records, don't tick Add New Employee to Payroll, but Save the changes and run the report.
For New employees, Edit the record to open the Edit New Employee Wizard.
Review the information and make any necessary changes on each screen. If you have more than one EFT Parameter setup for wages, you should check that the correct EFT is attached to the Bank Accounts.
Click Next to move to the next screen.
Any errors preventing the creation of the new employee record will be displayed on the Confirmation page. If there are no errors, you will be able to tick Add New Employee to Payroll. If you leave this unticked, the record will remain in the grid and can still be edited. You can also process multiple records at the same time from the grid.
Click Save.
You can also see any errors preventing the creation of the new employee in the New/Edit Employees grid by clicking on Reasons for the New Starter.
For Edit employees, if you want to review or amend the record before processing, Edit the record to open the Edit Employee window.
The Employee Changes screen will show the changes that will be made when the employee change is processed.
Click Next to move to the next screen or click on the Details you wish to review. If you have more than one EFT Parameter setup for wages, you should check that the correct EFT is attached to the Bank Accounts.
Any errors preventing the change from updating the employee record will be displayed on the Confirmation page. If there are no errors, you will be able to tick Confirm the changes are correct. If you leave this unticked, the record will remain in the grid and can still be edited. You can also process multiple records at the same time from the grid.
Click Implement to update the employee record.
You can also see any errors preventing the update to the employee in the New/Edit Employees grid by clicking on Reasons for the record.
To add multiple records at the same time, tick Process in the grid for all required records.
Then click Process Batch.
Some information can only be completed after the new employee record has been added to payroll, e.g., leave classes and work patterns. To do this, edit the employee record in Payroll, Maintenance, Employees, Employees.
Delete or Reject New Employee Records
The New/Edit Employees Maintenance grid includes a Delete button. However, in most cases deleting a record will mark it as Rejected and hide it from the grid. This ensures that the history of Onboarding (New) and Employee Changes (Edit) received is retained.
If a record has a status of either Not Initiated or Not Applicable (that is an invite hasn't been sent) when you Delete the record it will be removed entirely. You will receive a confirmation message to 'Delete this Record'.
When the status is anything else the record will be Rejected when you click the Delete button. You will receive a confirmation message to 'Reject this Record'.
If the record has a status of either Invite Sent or In Progress, then the Invite needs to be Cancelled first, which you can do from the Onboarding page when you open the record. If you try to delete a record with either of these statuses you will receive an error that the Invitation needs to be cancelled first.
Edit records will be Rejected when you click the Delete button. You will receive a confirmation message to 'Reject this Record'.
As Rejected records are still retained, you can display them in the New/Edit Employee Maintenance grid by:
Click the Show Filters button above the grid.
Tick Show Rejected.
Click Apply.