Templates

To create a new template:

1. Once the Templates file is open, select the Templates node on the left.
2. Click on the Add New button on the right.
   
3. In the pop-up window complete the details for your new template.
   
4. The settings on this screen:

Description: Enter a description for the template. This will normally be named in the governing award. Base rate: This is the default hourly rate for this template, and equates to the standard hourly rate on the employee's default pay settings tab.

5. Close and re-open the Templates File to display the new template.
6. Select the new template on the left, then select the Template Items node.
7. Click the Add New button on the right.
   
8. Complete the details for the pay item.
9. The settings on this screen:

Pay item: Select the required pay item from the template. Hours/units: Enter the standard hours or units (per pay period) which will apply to this pay item. If this value is unknown or fluctuates, you can enter 0 and enter the actual value during the payrun. Pay rate: This is the flat rate for this pay item, without any weighting for overtime etc. This rate equates to the rate on the employee's standard pay items tab.

10. Click OK when ready. Repeat steps 5 to 7 to add more pay items to the template.
11. You must now link the template to employees.

To edit a template:

1. First, open the template file.
2. To edit the Base rate (which equates to the standard hourly rate in the employee's default pay settings tab), select the template name on the left, then edit the base rate on the right.
3. To edit the Pay rate (which equates to the rate on the employees standard pay items tab), select the required template on the left, then select Template Items and edit the required pay item on the right.
   
4. To add or remove a pay item from a template, select the required template on the left, and then the Template Items node. You can now click Add New or Remove to change the pay items on the right.
   
5. Once you have made the required changes, use the template wizard to apply changes to linked employees.

To link a template to related employees:

1. Open the employee file using F3 search.
2. Select the Pay Items node on the left.
3. Click on Standard Pay Items on the right.
4. In the Templates area, click the Browse button .
5. In the Template Selection window, you must choose one of two options:

Replace:  This means that if the employee already has some pay items which are not in the new template, then these pay items will be removed from the employee file. Merge:  This differs from 'Replace' in that the pay items which are already part of the employee file will be retained so that they exist alongside the pay items in the new template.

6. You will then need to select one of the following from the items found in:
• Employee file only: Items in an employee's standard pay which do not exist in the template will be left untouched in the employee file.
• Both employee file and template: If matching pay items are found in the standard pay and template, the standard pay item will be updated with the values of the template item.
• Template only: A pay item in the template which does not exist in the standard pay will be inserted in the employee file.

7. Click OK.

This function allows you to copy an existing template so that you can make changes to the copy in order to create a new template - specifically to the template name ('Description') and to the base rate. The copied template will contain all the same pay items as the original template. This copy process would generally be done during the set-up of a company, particularly when you may have multiple templates with the same, or similar, pay items.

1. Once the templates file is open, select the Templates node from the tree on the left.
2. Select the template to copy in the pane on the right, then click the More button.
3. Choose Copy from the drop-down list of options.
   
4. A 'Copy of' entry will appear in the pane on the right.
5. Double click on the copied template and edit the Description as required.
6. Change the Base Rate of the copied template. This change will apply to all pay items within the template which had a matching base rate.
   For example, if you increase the Base Rate from 25 to 26.50, all pay items in this template with a Base Rate of 25 will be increased to 26.50.
7. Click OK to save the changes and close the pop-up window.

If you make any changes to templates, this function is used to apply those changes to all linked employees.

1. Once the templates file is open, select the Templates node from the tree on the left.
2. On the right, select the templates you have changed. To select multiple templates, use the Ctrl or Shift keys and select on the required templates.
3. Click the drop-down arrow next to More on the toolbar.
4. Choose Apply Related from the drop-down list of options.
   The Apply Related Template Wizard opens on screen.
5. Complete Replace or Merge as required. (see above)
6. Click Next when ready.
   The next screen displays a list of employees whose files are being updated with the changes.
7. Click OK to complete the wizard.

Occasionally you may want to make a change to the template base rate which should be applied globally across all templates, or a selection of templates.

1. Once the templates file is open, select the Templates node from the tree on the left.
2. Select the template/s to which the Rate Change needs to be applied. To select multiple templates, use the Ctrl or Shift keys and select on the required templates.
3. Click the drop-down arrow next to More on the toolbar.
4. Choose Rate Changes by % or $. This displays a pop-up window:
   
   
5. Below Change template base rate by, choose either % of Base or Dollar amount and specify the value required (as a percentage value, or a Dollar amount).
   For example, you may specify '2' and % of Base, and all the values within each selected template will be increased by 2%. Alternatively, specifying '2' and Dollar amount will increase each value by $2.
6. To ensure that this change is applied to all employees within the selected group of templates, tick the box for Update pay rates for related employees.
7. Click Next - this will display a list of templates which will be changed by the specified value.
8. Click Next - this will process the change, and list the employee names affected by the update.
9. Click OK to close the pop-up window.