Payroll Categories


Every Payroll Category in your MYOB® company file must also be included in your Data Set file.


Click the button highlighted below to add/edit or map Payroll Categories.




This will bring up the Payroll Category Mapping screen. Initially this may be blank. Click 'Update from Company File' - this will import all Payroll Categories from the linked company file. When you use the Load Data from MYOB file, STP Creator will also map the default payroll categories as well as any payroll categories you have assigned to an ATO Category (if you are using AR2022)


Once all the Payroll Categories are included in the list, for any that haven't been mapped, you need to 'map' all the one you have used (or will use) during this payroll year. You do not have to map Entitlements. You do not have to map Payroll Categories you have not used during this payroll year.

Rather than mapping manually from this screen, we recommend you close this screen and go to the Main Screen. If there are payroll categories that you have used and which are not yet mapped, there will be an next to Step 4 Check Payroll Categories. Click the button 4. Check Payroll Categories and this will show you the Payroll Categories that are left to map. Follow the prompts to map.


Mapping

Select a Cat ID and then click Edit to add mapping for that Payroll Category. Where several Payroll Categories are to be mapped the same way, you can select all of them by placing a tick next to the Cat ID, then click Edit. The mapping you choose will be applied to all selected Payroll Categories.


If you miss any Payroll Categories, you will be alerted to the fact later in the process. You will not be able to complete the STP Creator process unless all used Payroll Categories have been mapped - otherwise STP Creator will not know what to do with amounts paid against this Payroll Category.




Add

Brings up a message advising to Add Payroll categories via your MYOB® company file, not here.


Edit

Brings up a Payroll Category Editor - allowing you to add Mapping and other data.


NEW! - If you have multiple payroll categories which need to be mapped with the same settings (for example 'GrossAmount' and W1), select all relevant payroll categories, then click Edit. The Mapping and W1 W2  field etc will be updated on all selected payroll categories.


Delete

Allows you to delete the selected Payroll Category. You should only delete a Payroll Category if it has already been deleted from your MYOB® company file. Any Payroll Category in your company file MUST be in this table, even if it is not used or mapped.


Update from Company File

This will load Payroll Category data from the linked MYOB® company file into this table. This is used at the creation of a new Data Set file as well as when new Payroll Categories are added to the company file. If Payroll Categories exist in this table already, they will not be replaced, nor will any mappings be disturbed, the only thing that will change is the Payroll Category name will be updated to match any name change in the company file.


Check Mappings

This will check all mappings are validly mapped to existing STP Fields. This is useful after an import to ensure all mapping information is correct. Any errors will be highlighted.


FYI - this does not check that the Mappings are correct, only that the mapping information is valid, in other words that a STP Field with that name exists. It will not alert you to unmapped fields (as these may be deliberately left unmapped).


Copy Table

Copy table to clipboard for pasting to another application.


Import

Replaces all table data with data from a tab delimited import file. To update mapping where there is a large number of Payroll Categories, first use the Export button to export the Payroll Categories and a list of valid mapping fields (based on selections you have made from the STP Fields table) to a tab delimited file. Edit that file in Excel or other program by adding mappings. Map one manually before exporting to see what is required. Once mapping has been completed, save as tab delimited and then import via this button.


If you get import errors, in excel, try selecting all cells from A1 to Fx (where x is the last row used) copy this and paste into a new spreadsheet. Saved a Tab Delimited and try to import again.



Export

Exported current table data to tab delimited file.



Help

Access on-line Help.


Ok

Clicking this button will save any changes and return you to the Data Set screen.


Cancel

Close this screen without saving any changes. This will bring you back to the Data Set screen.




Errors


Update from Company File

When using the 'Update from Company File' feature, STP Creator checks that the Payroll Categories being added do not already exist in the Data Set file. If a Payroll Category exists in this table already, it will not be replaced, the details will be updated to match the current details in the company file. This can be useful when updating Payroll Category names. Existing Mappings are not affected.


STP Creator uses the Cat ID to identify Payroll Categories (not the Name etc). The Cat ID is a unique identifier, and is unique to each MYOB® company file. If the MYOB® has a Payroll Category with Cat ID 'x', and the Payroll Category Table has a 'Payroll Category'  with Cat ID 'x', STP Creator will check that the Type (for example Wages, Deduction, Superannuation etc) matches to ensure the correct company file is being used. If there is a miss-match you will be alerted. For example you may see a message similar to this:



'The Pay Category with ID = "x" in this company file has a different type to the same Pay Category ID in this Permanent File. This indicates this Permanent File and this Company file do not match. No changes have been made. Ensure you have selected the correct files before proceeding.'


As there is never a good reason for this difference STP Creator will not update any of the Payroll Categories.  You cannot substitute one MYOB® for another as key elements such as Employee ID and Payroll Categories IDs will be different between files. MYOB® allocates a unique identifier as each are added to the company file. So even if you have employees or payroll categories with the same names in both files, the unique ID's will be different. If you want to use a different company file, you MUST start a new Data Set file.


After updating the table with Payroll Category data from a company file (assuming no miss-matches), STP Creator then checks to see if there are Payroll Categories in the table that are not in the MYOB® company file. You may see this message:


'The Pay Category with ID = "x" in this table does not exist in the company file. Provided you have selected the correct Company File, this Cat ID can be deleted from this table'



Again take care, this can happen if the Payroll Category has been deleted from the MYOB® file since this Data Set file was created. If using a MYOB® company file, all Payroll Categories in the file must be in the Payroll Category Table, even if that Payroll Category is not used.


Importing Errors


'This file cannot be imported as number of fields per line is not 6. Ensure you are using a file originally exported from this screen and updated.'



To import Payroll Categories, you must first use the Export button to export Payroll Categories to a tab-delimited file. This file will have 6 columns. The import file must also have 6 columns. If you receive this error message, open the file again in excel, highlighted from cell A1 to F1 and down to the last row used, copy and paste into a new spreadsheet. Save this as tab-delimited. Try to import again. This should ensure any extra cells are not included in the import file.


Note that the export and import files will not have any of the fields relating to Salary Sacrifice Mapping - these must be manually updated.


'No Payroll Categories data imported. See Help for assistance'


This error usually occurs if the Cat ID field cannot be converted to a number. If unable to resolve import errors, email a copy of the spreadsheet to sales@namich.com.au so we can examine and advise.


'There was a problem with the Mapping field on one or more imports. The Mapping Field must match exactly the STP Field name. Click the 'Check Mapping' button to identify any errors.'


This error indicates that one or more of the Payroll Categories imported had a mapping field, however that field was not a valid STP Field. This could happen for example is a Wages Payroll Category is mapped to 'PAYGWAmount' instead of 'PAYGAmount''. We recommend using 'copy' and 'paste' from the available fields in the export file, rather than typing to avoid such errors.


If you encounter this error, click 'Check Mapping', then sort by 'Mapped to STP Field' and look for 'error' - select and Edit this Payroll Category and select valid mapping from the drop down lists.



Mapping Errors


When you click 'Check Mapping' you may see one of a number of errors.


Mapping errors were detected. Sort table by 'Mapped to STP Field' and 'W1 W2' field to identify and then fix the errors - look for 'error'.


Mapping errors were detected. Sort table by 'Mapped to STP Field' to identify and then fix the errors - look for 'error'.


Mapping errors were detected. Sort table by W1 W2 field to identify and then fix the errors - look for 'error'.



To identify, sort Table by 'Mapped to STP Field' or 'W1 W2' and look for 'error' - select and Edit this Payroll Category and select valid mapping from the drop down lists.