This support article provides a step-by-step guide on how to add, manage, and update pay items.
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Accessing the Pay Items section
Pay Items is the sixth step in the company setup process. You can access this section when setting up a new company or when updating an existing company's details.
Adding Pay Items
The Pay Items screen displays all pay items added to your company. You can view and manage these pay items from the Create/Edit Pay Items screen.
Pay Items: Displays all manually created pay items, along with the count shown on the tab. Custom pay items are identified with a C tag.
System-Generated Pay Items: Lists system-generated pay items, along with the count on the tab.
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 + Add Pay Items.
A list of system-generated pay items will be displayed.
Search for and select the pay items you need.
Click Add to include them in your company's pay structure.
Adding Pay Item Packs
If you want to add all default system-generated pay items at once:
Click + Add Pay Item Packs.
Select Standard Pack.
Click Add to open the pop-up containing all available pay items.
Deselect any pay items you do not want to add, then click Add.
Note: If you have already added certain system-generated pay items using + Add Pay Items, you may see an "Already Exists" message when adding a pay item pack. This means that the selected pay items have already been added and will not be added again.
Creating a custom pay item
If the required pay item is not available in the system-generated list, you can create a custom pay item:
Click the + Create Pay Items.
Enter the Pay Item Name, Units (4 decimal places), and Rate (3 decimal places).
From the Type dropdown, select Payment or Deduction.
If required, enter the Expense Code and Analysis Code.
Select whether the pay item is subject to NI, Pension, AHP, PAYE, etc.
If applicable, enable the Recurring Pay Item toggle.
Click + Create to save.
Click Back to return to the previous screen without adding the pay item. You can create multiple pay items as needed and duplicate existing ones for convenience.
Click Next to proceed to the next section. You can also click Next without completing this section and update it later.
Updating Pay Items
To add or update Pay Items after the initial company setup:
Navigate to the Dashboard by clicking the logo. The Company List will then be displayed.
Locate the company you want to update and click the Edit
icon.
In the Pay Items section, the available option depends on whether pay items have already been added:
+ Add – If no pay items have been added, click + Add. For more information, refer to the Adding Pay Items section.
More – If pay items have already been added, click More to add, view or update them.
Clicking Add or More in the Pay Items section opens a slider where you can manage your pay items, as shown below.
You can add pay items using the following three options:
Make the necessary changes and click Save to update the information.
Managing Pay Items
Search for a Pay Item
Use the search box in the top-right corner to find a specific pay item within the selected tab. Enter the pay item name, then click X to clear the search.
View Pay Item Details
Click the Info icon to view details about a pay item, including whether it is subject to NI, Pension, PAYE, and other deductions.
Pay Item Settings
Click the Settings icon next to the pay item to view the available options.
Edit: Modify an existing pay item’s details. Click Apply to save changes.
When a pay item is being edited, the section is highlighted in red to indicate that changes have been made. This visual indicator remains until the changes are saved, making it easy to identify modified pay items.
Edit Nominal Codes: Update the Expense Code and Analysis Code. Click Apply to save your changes.
Duplicate: Create a copy of an existing pay item, including its settings. Rename the duplicated item and click Save.
Activate: Activate a pay item to make it available for payroll calculations. You can also click the green box on the left of the pay item to activate or deactivate it.
Deactivate: Deactivate the pay item so it is no longer available for payroll calculations.
Remove: The remove option is available only for existing system-generated pay items that were added using + Add Pay Items or + Add Pay Item Packs.
Note: Clicking Remove temporarily removes the pay item from the list. Click Save to apply the change.
For system-generated pay items, the Settings icon only displays the option to update Nominal Codes, such as the Expense Code and Analysis Code.
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