Templates (Payroll Tab)

This screen is optional - This step is not required to perform the payroll procedure. However, we suggest that you use employee templates to expedite the process of adding new staff. If you wish to use a manual approach when adding new employees, you can skip this screen.

This screen is used to create and edit employee Templates - the records that contain information about payroll items and settings that are common to similar types of workers. Templates simplify the set up process for new employees because you define the earnings, deductions, and accmumualrors needed for a certain type of employee, and then apply these settings in one step.

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For example, employees that work in the company factory may have hourly-based earnings (regular, overtime, shift premiums, etc.) while office employees may have salary-based earnings. In this case, you would set up a separate template for each employee type (e.g. Hourly and Salary) so that each time an Hourly employee is added to the payroll, they would automatically be assigned the appropriate earning types (along with any other item that is applicable for these types of employees).

Choose a Template Before Adding Employees - Choosing the template prior to selecting the New button is the recommended method of applying employee templates. If you add (and save) an employee without having first applied a template, the employee will have no pre-defend settings applied (i.e. no earning, deductions, etc.). If you wish to apply a template after the employee has already been saved, simply edit the employee's row, choose the desired option from the Template column, and then save the row change. This action will apply all of the template items to the employee.

Applying Multiple Templates to the Same Employee - eNETEmployer allows you to apply different templates to a single employee, but note that this will result in the employee having two sets of assigned employment characteristics. It may even result in the employee having conflicting payroll items. For example, if an employee is moving from an hourly to a salaried position and you have subsequently applied the Salary template, the employee may no longer be eligible for the Vacation Pay accumulator (since vacation pay is commonly assigned to hourly-based employees only). In this case, you would need to manually remove the vacation accumulator from the employee after you have applied the new salary template.

Reapplying Employee Templates - If you are adding a new item to your payroll (e.g. a new earning type) and wish all of the employees to be assigned the new item, you can do so easily:

Add the new item to your payroll (earning, deduction, benefit accumulator, etc.).
Open the Templates screen, and assign the new item to the appropriate category. For example if you are adding a new earning type, you would open the Earnings drop-down list and place a beside the newly adding earning type.
Save the change to the template row.
Choose the Apply button. All employees who are associated with the template will now have the new item applied. Refer to the Apply feature for more details.

Editing Employee Templates - Care should be taken if you change an employee template after it has already been applied to a number of employees. Templates are designed to add items to an employee - you cannot use a template to remove an item from an employee. For example, if you added an employee using a template that contained 5 earnings and then subsequently removed one of the earnings from the template, reapplying the template would not remove the deleted earning - you would need to remove the redundant earning manually.

Common Buttons (included on all screens)

The following command buttons appear on all screens. Choose a button to view detailed description of each command. Note: If a button is unavailable (i.e. its text appears in Gray), either the command is not applicable to the current screen, or its function has already been applied (e.g. you clicked the New button for an item that can only be added one time). You can also view the Button Descriptions help page to see the detailed descriptions of all program button on a single help page.

Save New Delete Reload Tools Help

Save - Clicking this button saves all pending table changes to the program database. If a row is currently being edited, the changes will be saved and the row's checkmark () will remain so that you can continue making further edits.

New - This button allows you insert a new row (item) in the current table. Clicking the button adds the new row at the top of the table and activates Edit Mode so you can enter the data required for each cell. Note: If this button includes a drop-down list immediately to its right, you must first select an item from the list so that the new row will be based on the chosen list item.

Delete - Clicking this button removes the current row from the table. If you have multiple rows selected, all of the rows will be removed. When you click the button, you are prompted to make sure you want to delete the item(s) as the action cannot be undone.

Important Considerations - While most program screens allow you to delete a row easily, some screens contain items that require special consideration before deleting:

Employees - When you delete an employee from the Payroll tab's Employee - Setup Employee screen, the employee will no longer be visible on any screen in the Payroll tab other than the Employee - Status Parameters screen (the latter screen is required so that the employee can undeleted if necessary). If you delete an employee from the Employee Database, the employee is irretrievable. Refer to the Deleting Employees tutorial for more information.

Linked Items - Care should be taken when deleting an item(s) as they may be associated with other items in your database. If you attempt to delete an item and receive the following message: "Cannot delete <item> because it is linked to the following item:", it means that the item is associated (linked) with another item in the program. The item cannot be deleted until you remove the link/association between the two items. Refer to the Deleting Linked Items help page for more information.

Sub Rows - Some screens contain sub-rows that will appear under the main row that you are deleting. If you see an Expand icon () at the leftmost side of the row, you may wish to expand the main row to ensure that you are deleting the proper items. Note: If you are presented with an error message stating that "the first item should be deleted last", it indicates that you must delete all of the sub rows first before you can delete the main row. For screens that offer a Trash icon () to the left of the main row, you can choose the icon to remove the row and all of it's sub-rows in one action.

Reload - Clicking this button refreshes the browser page and replaces the data in the current screen with the last saved copy from the database. This is useful if you have made a number of changes to a row and wish to discard them all in one operation. Note: Remember that eNETEmployer saves the changes to a row each time a new row is selected. Thus, if you edit three rows in succession and then select the Reload button, only the third row will be restored.

Tools - Clicking the button displays a drop-down menu with special data functions that are available for the current screen. Depending on the which screen you are viewing, the options may include any of all of the following:

Audit - This option opens the History window that displays a list of changes that have been made to the current row. Changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Backup - This option creates a backup file that contains your complete company database (from all program modules, including Payroll, HR, Recruitment, etc.) - including all of the necessary information required to restore your data to the last program state when the backup was created. Depending on your browser settings, the backup file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Click here to view a detailed description of the Backup command.

Export - This option saves the current table's data to a semicolon-separated file that can be opened in a spreadsheet program. The export function is carried out immediately upon choosing the command. Depending on your browser settings, the file will either be stored in your Downloads folder or you may be presented with a window that will prompt you where to save the file. Refer to the Export a File for Proper Formatting note above for more information on the export feature.

Import - This option allows you to import data from a character-separated (comma or semi-colon) spreadsheet file. Choosing the option opens a popup window where you can specify the file to be imported.

Messages - This option displays the Messages Log window that contains a running log of program messages that appear above the table. This log will be active for the login session, and will be cleared when you log out or the program, or if the system times out. The popup window contains thee command buttons:

Print - This button opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Copy - This button copies the full contents of the Messages Log window to your computer's virtual clipboard. If you wish to copy only a portion of the text shown, select the desired text, and then press <Ctrl>+<C> on your keyboard.

More - This button scrolls the window so that you can view messages that appear outside of the current view. You can also use the scroll bars at the left of the window to scroll through the window.

Print - This option opens the Print window so that you can print a copy of the current table. A preview of the table will appear in a preview window before printing so that you can adjust the print settings as needed.

Report - Available on the Payroll tab's Payroll Processing - Calculations screen only, this option generates an interim Payroll Register report so that you can review the details of the current pay sequence.

Help - Clicking this button displays a list of the various tutorials and online help tools that are provided for the current screen. The Online Help option provides a detailed description of each column and item on the current screen. The Step-by-Step option provides a tutorial for the current screen where you can follow along with the lesson one step at a time.

Table Columns

The following section of this help page describes the various columns that can appear in the main table on this screen. If you see a column description below that does not appear on your screen, you can add the column to your view by using the Customize option under the Views button (located at the left side of the screen just above the table). Refer to the Customize View help page for more help on this feature.

Accumulators

Use this cell to specify the accumulators that will be assigned to employee if the current template is used. Editing the cell displays a drop-down menu where you can choose various accumulators that may be assigned via their corresponding checkbox. The menu also includes a search box at the top where you can type in a word (or words) and have matching items displayed quickly in the list. The accumulators shown in this drop-down list can be viewed or edited via the Payroll tab's Current Payroll - Accumulators menu option.

Apply

Use this cell to apply the current template settings to all employee who are associated with this template (i.e. who already have the template assigned to them in the Setup Employee screen).

This option is useful when you need to assign a new payroll item to employees who are already associated with the template. If there are any additions to the template, the employees will have the new items applied. Refer to the Reapplying an Employee Template note for further details.

Audit

This button allows you to view a list of changes that have been made to the current item. Choosing the button opens the Audit History window where item changes are shown in colored text. Note: Audit History is a developing feature and subject to updates as new functionality is added.

Business Account

Use this cell to specify the business account that will be assigned to employee if the current template is used. The business account will be used when calculating the current employee's payroll information and is required for reporting and T4 processing purposes. Refer to the Business Accounts help page to learn more about this feature.

Deductions/Benefits

Use this cell to specify the deductions/benefits that will be assigned to the employee if the current template is used. Editing the cell displays a drop-down menu where you can choose various deductions/benefits that may be assigned via their corresponding checkbox. The menu also includes a search box at the top where you can type in a word (or words) and have matching items displayed quickly in the list. The deductions/benefits shown in this drop-down list can be viewed or edited via the Payroll tab's Current Payroll - Deductions or Benefits menu commands.

Distribution

Use this cell to specify the distribution that will be assigned to employee if the current template is used. Editing the cell displays a drop-down menu where you can choose various distribution categories may be assigned. The distributions shown in this drop-down list can be viewed or edited via the Payroll tab's Current Payroll - Distributions menu option. Refer to the Distributions help page for more information on this feature.

Earnings

Use this cell to specify the earnings that will be assigned to employee if the current template is used. Editing the cell displays a drop-down menu where you can choose various earnings that may be assigned via their corresponding checkbox. The menu also includes a search box at the top where you can type in a word (or words) and have matching items displayed quickly in the list. The earnings shown in this drop-down list can be viewed or edited via the Payroll tab's Current Payroll - Earnings screen.

Name

Use this cell to enter a name for the template. This name will appear in the drop-down list beside the New button on the Setup Employee screen when you add new employees to the payroll.

Tax Province

Use this cell to define the home province that will be assigned to employee if the current template is used. The thirteen Canadian provinces and territories are available.

Statistic Code

Use this cell to specify the Statistic Code that will be assigned to employee if the current template is used. You can enter Hourly, Salary or Other. The Statistic Code designates the employee's wage method for Statistics Canada reporting.

WCB

Use this cell to specify the Workers Compensation rate code that will be assigned to the employee if the current template is used. Editing the cell displays a drop-down menu where you can choose various WCB rates may be assigned. The WCB rates shown in this drop-down list can be viewed or edited via the Payroll tab's Current Payroll - WCB screen.

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