JobAdder > Astute Process Documentation (Drafts Enabled) - PAYG Employees

Overview

The following is the process documentation for customers using the JobAdder integration for PAYG Employees (AU entities only). In this article: 

• Managing New Customers
• Insurance Module Settings (if using, at the Customer level)
• Managing New Employees
• Managing New Jobs

Process

To search for new profiles (employees/jobs/customers) in Astute, you will need to use the ‘Job Report’ and filter by ‘Job Added Date’.

Go to Reports > Management > Job Report > Report Settings: 

Managing New Customers in Astute

If a new customer has been created, administrators will need to consider the following settings on a customer profile and whether they need to be updated manually. This is usually required when the invoicing requirements of the customer are an exception to the portal settings. 

• Invoice Payment Terms:
  Users > Customers > select the customer > Billing Details > Invoice Payment Terms

• Invoice Consolidation:
• Users > Customers > select the customer > Default Settings > Invoice consolidation

• Invoice Template:
• Users > Customers > select the customer > Default Settings > Invoice consolidation

• Invoice Schedule:
  Users > Customers > select the customer > Default Settings > Invoice Schedule

• Additional Invoice Recipients:
  Users > Customers > select the customer > Billing Groups > Additional Email Recipients

Insurance Module Settings

If you are using the Insurance Module, you will also need to consider the below: 

• Assigning at a Workplace level:
  Users > Customers > select the customer > Workplaces > Edit > Insurances

• Assigning at a Customer level:
  Users > Customers > select the customer > Default Settings > Insurances

Managing New Employees in Astute 

If a new employee has been created and drafts are enabled, you will first need to activate the employee in Users > Drafts > click on the employee name > Review Profile > Save & Activate. 

• Pay Through Entity (Multi-Entity Portals ONLY and not mapping ‘company entity division’):
  Users > Employees > select employee > Employment > choose Pay Through entity from the dropdown list > Save

• Assign Superannuation Item to Profile:
  Users > Employees > select employee > Pay Item> +Add Superannuation Item > choose super item from the dropdown list > click the disk icon to the right > Save.

• Assign any Deductions Required
  Users > Employees > select employee > Pay Item > +Add Deduction > choose deduction from the dropdown list > enter relevant information > Save

• Assign leave categories (if applicable)
  Users > Employees > select employee > More > Leave > Assign New... > choose leave type from dropdown > Assign > add any opening balances >  Save. 

• Assign leave approver (if applicable)
  Users > Employees > select employee > More > Leave > choose Leave Approver from dropdown >  Save.

Managing New Jobs in Astute 

If a new job has been created and drafts are enabled, you will first need to activate the new job in Users > Drafts > click on the name > Review > Save & Activate. 

• Enable 'Expenses' and 'Leave' for the job (if applicable):
  Users > Employees > click on employee > click on the name of the job > Job Details > tick the 'Expenses' and/or 'Leave' checkbox > Save.

• Set Holiday Group
  Users > Employees > click on employee > click on the name of the job > Job Details > choose the relevant Holiday Group from the dropdown list > Save.

• Set GL Group (if needed at the job level):
  Users > Employees > click on employee > click on the name of the job > Payroll Admin > choose the relevant General Ledger Group from the dropdown list > Save.

• Occupation Library (only if not choosing to map and needed in Astute):
  Users > Employees > click on employee > click on the name of the job > Workplace Details > choose the relevant Occupation Library from the dropdown list > Save.

• Not needed if using occupation libraries - Rule Group (only if not choosing to map from Jobadder and needed in Astute):
  Users > Employees > click on employee > click on the name of the job > Job Details > choose the relevant Rule Group from the dropdown list > Save.

• Not needed if using occupation libraries - Rate Card (only if not choosing to map from Jobadder and needed in Astute):
  Users > Employees > click on employee > click on the name of the job > Job Details > choose the relevant Rate Card from the dropdown list > Save.

• If using the Insurance Module and needing it set at the job level:
• Users > Employees > click on employee > click on the name of the job > Payroll Admin > choose the relevant Insurance from the dropdown list > Save.

• Bill Through Entity (Multi-Entity Portals ONLY and not mapping ‘company entity division’):
  Users > Employees > click on employee > click on the name of the job > Payroll Admin > choose the relevant Bill Through (Entity) from the dropdown list > Save.