How to set up Wiise Payroll and add users

Why set up Wiise Payroll users and settings?

When you set up your people to use Wiise Payroll, they’ll need to have access to the right things. For example, the access you give someone using timesheets will be different from the access for people who can approve timesheets.  

The Payroll Setup is where you add your business settings so you can get started using Wiise Payroll. This includes your bank account, journals, employee information categories (called dimensions in Wiise) and timesheets. 

Before you start, you'll need to have Payroll Administrator access to complete this step. Here’s how to set that up: 

1. From the Wiise role centre, search for and select User Setup. 
2. Find the USER ID you want to give payroll administrator access to. 
3. Tick the box in the PAYROLL OFFICER column at the far right of the line. 

Now, there are three levels of access that you can set up for Payroll users. 

Timesheet Administrators can access, edit, change or delete any timesheet.  

1. From the Wiise role centre, search for and select User Setup. This is where you add users and give them access to Payroll. 
2. Tick the TIMESHEET ADMIN checkbox for each person (USER ID) you want to give access to. Wiise will save this change automatically. 

Timesheet Approvers can approve, reject or reopen a timesheet.  

1. From the Wiise role centre, search for and select Resources. 
2. Then select the resource (usually an employee or consultant) who’ll use the timesheet.  
3. And in Timesheet Approver User ID enter the timesheet approver’s name. Wiise will save this change automatically.  

Timesheet Owners can enter hours they’ve worked on a timesheet and submit it for approval.  

1. From the Wiise role centre, search for and select Resources. 
2. Select the Resource (usually an employee or consultant) who’ll use the timesheet.  
3. In Timesheet Owner User ID, enter the timesheet owner’s name. Wiise will save this change automatically. 

Here's where you can update your business settings before you can start using Wiise Payroll. 

1. From the Wiise role centre, select Payroll > Setup. 
2. Update the fields. 

In the General section: 

1. In Bank Account Number enter the bank account that the company’s wages will be paid from.  
2. The Journal template name will be prefilled.  
3. The Journal batch name will be prefilled. A journal batch allows you to see the difference between collections of journal lines.
4. In Recurring Journal Template Name, select the journal template you want the month-end leave accruals journal batch to be created in.
5. In Recurring Journal Batch Name, select the journal batch you want the collection of journal lines for the calculated month-end leave accruals to be reviewed and posted in.  

In the Advanced section: 

1. Select either Group Transactions by Employee Dimension or Group Transactions by Location Dimension based on how you want to organise imported payroll transactions (set up for reporting). The option Group Transactions by Location Dimension only works when Advanced G/L Account Mapping is enabled.
2. Select Warn If Employees Without Dimensions if you want Wiise to let you know when employees don’t have 'dimensions' or information categories. Use dimensions to categorise the payroll journal by department or cost centre, for example. Learn more about Employee Dimensions. 
3. Select Advanced G/L Account Mapping for a detailed method of mapping G/L accounts with Wiise Payroll account types. This includes: 
   • Amounts paid to an employee as part of a pay run will be automatically added to the bank account journal line when importing payroll transactions into Wiise.
4. Select Auto-post Payroll Journal to post Payroll journals automatically after importing.
5.  Specify the Deduction Grouping using the dropdown menu. Choose one of the following grouping methods:
   1. G/L Account: This is the default option and will group the imported payroll transactions for deductions by G/L Account.
   2. Deduction Category: This option will group the imported payroll transactions for deductions by Deduction Category and will generate a separate journal for each deduction category. 
6. Specify the Rounding G/L Account No. to post discrepancies to when importing pay runs into Wiise. Discrepancies could occur due to differences in decimal values between systems. Only discrepancies greater than $0 and less than $0.50 appear as an additional journal line for the unbalanced amount. 

Note: The deduction grouping method is only available while using simple G/L account mapping. In other words, deduction grouping will not work if Advanced G/L Account Mapping is enabled. 

In the Timesheets section: 

1. Select Enable to allow integration between Wiise and Wiise Payroll. 
2. Work type: You’ll need to copy new work types that you’ve created in Wiise Payroll into Wiise. Please note that if you don’t select the Work Type at this point, the employee will need to select it from their timesheet. 
3. From the Wiise role centre, select Payroll > Work Types.  
4. Then from the ribbon, select Actions > Get Work Types.  
5. In Approver ID, enter the name of the person who’ll approve the timesheets. This will usually be the team manager. 
6. In Gen. Prod. Posting Group, enter the usual product type that will link to the general ledger account. This will be based on how you’ve set up general posting. 
7. Finally, in GST Prod. Posting Group, enter the usual GST type that will link this record’s transactions with the general ledger account. This will be based on how you’ve set up GST posting. 

Return to about Wiise Payroll.