MDP - Client - Adding / Updating Pay Items

This support article provides a step-by-step guide on how to add, manage, and update pay items.

Quick Navigation

Accessing the Pay Items section

The fourth step in the client setup process is configuring pay items. You can access this section while setting up a new client or when updating an existing client's details.

Managing Pay Items

The pay items screen displays a list of all pay items added for your client. You can view the pay items list from the create/edit pay items screen.

It also includes system-generated pay items, which you can review for additional details. You need to click on the "info" icon.

Actions Available

Click the Settings icon to access the following options:

Edit: Modify the details of an existing pay item. Once changes are made, click Apply.
Duplicate: Creates a copy of the pay item, including its settings. After duplicating, rename the pay item and click Save.
Deactivate: Removes the pay item from appearing in payroll calculations while retaining it in the system. You can also click on the green box on the left side to activate and deactivate it
Activate: Activates the pay items for usage.

Info Icon

Clicking the Info icon provides details on how a pay item is treated for tax and deductions (NI, pension, PAYE, etc.).

Adding Pay Items

You can add pay items using one of the following methods:

Add System-Generated Pay Items – Search and add system-generated pay items.
Add Pay Item Packs – Add a predefined set of system-generated pay items.
Create Pay Items – Manually create a custom pay item.

Adding System-Generated Pay Items

Click the + Add Pay Items button.
A list of system-built pay items will be displayed.
Search and select the pay items you need.
Click Add to include them in your client's pay structure.

Adding Pay Item Pack

If you wish to add all default system-generated pay items at once:

Click + Add Pay Item Packs.
Select the "Standard Pack" pack.
Click Add to open the pop-up with all the pay items
Unselect the unwanted ones, and click the "Add" button.
Note: If you have already added certain system-generated pay items using the Add Pay Items option, you may encounter an "Already Exists" message when adding a pay pack. This message indicates that the selected pay items are already included and therefore won't be added again.

Creating a custom pay Item

If a required pay item is not available in the system-generated list, you can create a custom pay item:

Click + Create Pay Items.
Enter the Pay Item Name, Units, and Rate.
Select whether the pay item is a Payment or Deduction from the "Type" dropdown.
Choose whether the pay item is subjected to NI, Pension, PAYE, etc.
If applicable, enable the Recurring Pay Item toggle.
Click + Create to save.

Please click on the "Back" button to go back to the previous screen without adding. You can create multiple pay items as needed and duplicate existing ones for convenience.

You need to click "Next" to proceed to the next section. You can also click "Next" without filling in this section and update it later.

Updating Pay Items

To update pay items after the initial setup or add pay items after the basic client setup, follow these steps:

Navigate to the Dashboard by clicking on the logo.
On the "Manage Clients" list, locate the client you wish to update and click the Edit icon in the corresponding row. This will open the client details page.
In the Pay Items section, you will have two options based on the initial setup
1. Add: If you haven't added any pay items in the initial setup, you will have the "+ Add" option. To add items, please check this section.
2. More: If you have already added the pay items during the initial setup, you will have the option "More" to edit details.
Clicking Add or More in the Pay Items section will open a slider, allowing you to manage pay items as shown below.
You can add pay items using the three options
1. Add System-generated Pay Items: To search and add the system-built pay items. Please see this section for more details.
2. Add Pay Items Packs: To add the system-built pay item pack. Please see this section for more details.
3. Create Pay Items: To create your custom pay item. Please see this section for more details.
Below the Create Pay Items option, you will see two tabs:
- Pay Items: Displays all manually created pay items, along with the count on the tab. The custom pay element will be shown with a "C" tag.
- System-Generated Pay Items: Lists system-generated pay items, along with the count on the tab.
Make the necessary changes and click "Save" to update the information.
If you do not wish to make any changes, click the close icon at the top right of the slider to close it.

Additional Features

Search Box: Located in the top-right corner, this feature allows you to search for specific pay items within each tab. Enter the pay item name to search, and click the X icon to clear the search field.
Info Icon: Click this to view details about a pay item, including whether it is subject to National Insurance (NI), Pension, PAYE, and other deductions.
Settings Icon:
1. Custom Pay Item: Clicking the Settings icon provides the following options:
  1. Edit: Modify an existing pay item’s details. Click Apply to save changes. When editing a pay item, the section will appear in red to indicate that changes have been made. This visual cue remains until the modifications are saved, helping you easily identify which items are modified.
  2. Duplicate: Create a copy of an existing pay item, including its settings. Rename the duplicated item and click Save.
  3. Deactivate: Removes the pay item from appearing in payroll calculations while retaining it in the system.
  4. Activate: Activates the pay item to use in the payroll calculations.
2. System Generated Pay Items: Clicking the Settings icon allows you to update Nominal Codes/Journal Codes (such as expense codes and analysis codes). Click Apply to save changes or Cancel to exit without applying modifications.