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Currencies code table

Chris Ayris
Updated
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If your organisation uses multiple currencies when recording the pay for employees the Currency table can be used to aid conversions and to determine the number of decimal places to calculate to.
 

Contents

To view Currencies

  • Go to the following area:
    • Latest (left-hand) menu: Data Management > Code Tables
    • Pre-2025 menu: System > System Administration > Code Tables
  • From the Group choose Job and Pay and then select the Currencies table
  • The screen will display all the existing codes


 

To create a new Currency

  • Click Insert New Record
  • The screen will display a table with two tabs - Currency Details and Conversion Rates
  • On the Currency Details tab Enter a Code and a Description
  • The Euro slider is a legacy field and should be ignored
  • Type the number of decimals for currencies to be calculated to

  • Click Update
  • The conversions can now be entered on the Conversion Rates tab
Tip: You can use either divide or multiply, depending on how you wish to convert the rate
  • Click Add new record and record the relevant conversions that are being made
  • Save changes

Note: It is essential to also put a corresponding entry against the currency record that you are converting into: i.e. if you’ve entered an exchange rate from the Euro to Sterling you must enter a value against the Sterling record converting into Euros with the same effective date - you will get a warning if this is not present.
Note: The Conversion Rates should be maintained and kept up to date in order to ensure that pay related reports are accurate.

 

Currency units

  • Currency can also be set up to record a unit of measurement, that Payroll can then use to calculate payments and deductions such as:
    • Units
    • Days
    • Hours
    • Sessions
  • This can be useful for examples such as holiday pay/reclaim in days or hours for a leaver, as the currency can be selected when adding a Payment for an employee
  • The currency can be created following the steps in the previous section, but no conversion rates are necessary. An example of a Days Currency is shown below:

  • Once your Currency is set up, you can add it to a Payment or Allowance code to record the number of units for Payroll to calculate
  • The images below show an example of a Payment code created in:
    • Latest (left-hand) menu: Data Management > Code Tables > Job and Pay Group > Payments Code Table
    • Pre-2025 menu: System > System Administration > Code Tables > Job and Pay Group > Payments Code Table
  • The Payment Details should have a 0 Overtime Rate, and a 0 Payment Rate added on the second tab with the relevant Currency (eg Days)

  • You can then insert a Payment/Allowance for an employee via:
    •  Latest (left-hand) menu: Job, Pay & Reward > Payments / Allowances
    • Pre-2025 menu: Personal Data > Job, Pay & Reward > Payments/Allowances
  • The example below continues the example of Leaver Holiday Pay in Days

  • If you use the Paylink, save the record leaving the Output to Payroll? slider on, and when you run the paylink workflow the amount will pull through if it falls within the run date range
Note: For more details on Payments and/or Allowances, please refer to the related help guides
Note: For more details on the Paylink please refer to the related help guides; in particular the Updating Payments and Allowances guide, as you will need to discuss any new codes you wish to add to the paylink with your payroll team/provider. This is essential to ensure the payroll system has been configured for all new elements to be successfully received and processed.

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