Follow this guide to add a new company from a dummy single FPS. This is a very fast way to setup a new Company, together with Pay and Report defintions, Pay schedules and many other setup items.
Important: Do not use this method for importing existing employees mid-year which should be imported with their YTD values. The recommended way to import an existing company and employees is directly from another payroll system. This will import all the year-to-date values and thereby ensure no issues.
Import a dummy FPS #
Import > HMRC FPS or Quickstart Run > Choose a dummy single FPS XML file of the correct frequency e.g SingleMonthlyFPS.xml. A Worker details file is not required.
Retain the defaults: Parallel run, No postponement Banded earnings] and cick Import files
In a few seconds the import will complete and a new company will be set up.
Rename Company #
Company Setup > Update Test Company
Change the Legal name and update all other fields: address, bank details [if applicable] to match your company. If you don’t have a PAYE or Accounts Office Reference, you can add these later.
Click Update
Pay Schedule #
The pay schedule will usually need to be updated. Company setup > Pay schedules > Update. You will need to Disable the Pay schedule by clearing the Enabled check-box and click Update. Then update the schedule again and change the Target and Pay period dates as required, Re-enable the Pay schedule and click Update.
Once the Pay Scheduel is correct, go to Pay runs and clikc Redo. After a few seconds, the new Pay run will be created. You can then Delete the old incorrectly dated [imported] Pay run.
Test Employee #
The imported FPS will create one employee. This employee can be conveniently repurposed to a Test employee to donate Pay Items to Imported workers. Employee setup > Update and set the Test Worker checkbox and click Update.
Pay Item Editor > select the Test employee and add any Pay Items you are using e.g. Holiday. Click Update.
If you do not need a Test workers, then delete the imported worker by changing their name to delete, cannot be undone then click Update. You will be able to click the Delete button in Employee Setup > Delete
Starters #
We recommend you add new Employees using an Upload Data feed. The import process creates a GB Upload workers CSV data feed that can be adapted.
If you already have existing companies with Pay and Report Definitions that you wish to re-use for the new company, then see the guide here on Bulk upload pay or report definitions.