The Toolshed

The Toolshed supports repeated and specialised changes such as:

  • Weekly uploads of leaver dates

  • GB-specific procedure for a PAYE Reference change

See also Upload Wizards which allow objects of a single kind such as ReportDefinitions or PayDefinitions to be uploaded and paiyroll® Importers which an entire company structure to be uploaded.

The available tools are presented on the Toolshed page:

  • As unconfigured tools sitting on Shelves organised by country which can be Run.

  • Once Run, the now-configured tool also appears on the Workbench. From here, a tool can be re-Run or the results of the previous run can be View-ed.

A tool runs as a series of steps, and is configured as the steps progress. The final step of each tool provides summary information about the running of the tool.

Note

These tools are capable of making extensive changes. Where a tool provides a dry-run mode of operation, it is recommended this be used to verify the changes are as intended.

Each time the tool is re-Run, the configuration is updated and the Workbench updated with the new configuration and the results of the run. This allows repetitive tasks such as to be performed easily and consistently. Examples:

  • Using a weekly CSV upload from an HR system to set the end-date for leavers.

  • After an FPS-based import, bulk upload bank account details.

GB Tools

GB Company P32 summary

This tool displays, and allows for the download of, HMRC payments by tax month.

This tool has the following steps:

Initial choices Preview Review Stop

The first step allows the time span to be specified.

The second step allows the payments to be previewed, and downloaded if required.

GB Company change PAYE Reference

Implements the HMRC-mandated procedure for when the Company PAYE Reference must be changed.

This tool has the following steps:

Initial choices Review affected Employees Run pre-approval for leavers Finalise pay run for leavers Run pre-approval for starters Finalise pay run for starters Stop

Warning

This tool has no dry-run mode of operation, and though the steps perform checks, consult paiyroll® support before using it.

These steps perform one pay run to notify HMRC that all the referenced employees have left the PAYE scheme with the old PAYE Reference, and a second to notify HMRC that the employees have joined the new PAYE scheme.

The procedure can only be performed when the employees are not due any pay, and when no other pay runs are to be performed for the date of the change and the day after; this is enforced by the steps.

GB Company update AE Pay Items

This tool allows the update of AE Pay Items with enrolment and opt-out data downloaded from the pension provider. This synchronises the data held in paiyroll® with the data held by the pension provider. Contact paiyroll® support for details of supported pension providers.

  • For NEST, download both Active and Inactive worker CSV files.
  • For all other providers, download the one combined CSV file.

This tool has the following steps:

Initial choices Upload Review Stop

The first step allows the file or files to be selected.

The second step allows dry-run mode to be cleared.

The third step allows the updates to the Pay Items to be reviewed.

GB Company upload Holiday Pay

This tool allows the upload of Holiday Pay for the 51/104 week history required by GB legislation.

This tool has the following steps:

Initial choices Upload Save options Stop

The first step allows the file to be selected, along with the Pay Schedule (if necessary, to select the date window) and the Pay Definition (if necessary, to select where the history is to be written).

The second step allows the file to be previewed, it’s content to be filtered, and dry-run mode to be cleared. The content of the file must be as for Holiday History, though the Works Id field must be used.

GB Company upload Payments

This tool allows the upload of Payments for GB AWE history.

This tool has the following steps:

Initial choices Upload Save options Stop

The first step allows the file to be selected, along with the Pay Schedule (if necessary, to select the date window) and the Pay Definition (if necessary, to select where the history is to be written).

The second step allows the file to be previewed, it’s content to be filtered, and dry-run mode to be cleared. The content of the file must be as for Payment History, though the Works Id field must be used.

Universal Tools

Universal Company Pay Item uploaders

This tool allows for the download of a workbook of templates which can be used for Pay Item upload. There are sheets for each Pay Definition as well as a sheet for all Pay Definitions. Bureau Operators can use these templates with their clients to manage Pay Item changes using the Upload facility for Pay Items.

Note: for Shift-like Pay Items, see Universal Upload shifts for a more optimised procedure.

This tool has the following steps:

Initial choices Create template Review Stop

The first step allows the Company to be specified.

The second step allows the counts of Pay Items to be previewed, and the workbook downloaded if required.

Universal Employee test “What If”

This tool allows pay item changes to be tested safely by displaying the effect on future payslips without affecting the running system.

The changes are only applied to a temporary copy and the Employee is left unchanged.

This tool has the following steps:

Initial choices Create payslips Review Stop

The first step allows changes to pay items to be entered without affecting the running system.

The second step allows the resulting payslips to be viewed.

Universal Employee bulk edit

Implements a column-by-column lowcode editing capability for Employees.

All selected Employees must be from a single jurisdiction, so they have the same fields.

This tool has the following steps:

Initial choices Upload Save options Stop

The first step allows a spreadsheet to be uploaded, preferably in CSV format. This spreadsheet’s rows must:

  • Identify the employee to be updated.

  • Include the data to be used to perform the update.

The second step provides a preview of the uploaded spreadsheet, and allows:

  • The details of the employee lookup to be specified. The mechanism is similar to the VLOOKUP function in many spreadsheets. You must specify:

    • The key to be used for the lookup, selected from username, works_id, name or full_name.

      Note

      The Employee username cannot be changed if the lookup is to be done based on the username key.

    • Which column in the spreadsheet contains the key value.

  • How the uploaded data is used to be specified:

    • Which Employee fields are to be updated?

    • Which uploaded columns are to be used, and any transformations to be made on them, to perform the update.

The transformations use the Column definition language.