Guide on how to process Talent in Accountability and Xero
Supplier Invoice entry
- Enter the Supplier invoice as you would normally, either via the Incoming Supplier Invoice screen, or via the Payables/Supplier Invoice/Supplier Invoice screen.
- Code the charge to the relevant Job and select the relevant Talent Task Type.
- On the supplier invoice line entry click on the icon under the “Dissect” column to open up the screen below.
- Click on the icon OTHER CHARGES and this will open up a new screen showing the Talent On Costs
- If you click on the link “WHT” you will see the Withholding Tax amount i.e. the PAYG amount which will be 20%. If you need to amend the PAYG amount check the box OVERRIDE WHT and then amend the WHT amount.
- Once you approve the supplier invoice you can view the GL postings including the Talent On Cost charges onto the relevant job.
Create Payment of Supplier Invoice
- Create and approve the payment of the Talent Supplier Invoice as you would do normally.
- The payment will be made to the Master Supplier i.e. the Talent Agency and will include the deduction for the WHT Tax, which will post to PAYG Accrual GL account.
MONTH END PROCESSES - ACCOUNTABILITY
Run and review the Talent Payment Report
At the end of the month run the Talent Payable Report which will display all the Talent Invoices which have been paid during the selected month.
- Go to Accounting/Payables/Payable Reports and click on “Talent Payment Report” and then set the filters for the report.
- NB the month you select will display the Talent Invoices actually paid during the selected period.
- The report will display the following;
- Invoice Amount (Gross Amount exc GST)
- Tax (GST)
- Invoiced Total
- PAYG
- Amount Paid (Invoiced Total less PAYG)
- Payroll Tax
- Superannuation
- Workcare
Check the data carefully to ensure all is correct.
Send Data to Xero
Once you are satisfied all the data is correct, the next step is transfer the data to Xero to create a Pay Run.
- In the Talent Payment Report screen Accounting/Payables/Payable Reports/Talent Payment Report, click on the link “Send to Xero”.
- The Talent data sent to Xero will be the data for the month selected in the Talent Payment Report filters.
- If you have a previous Pay Run in Xero, which has not been posted then you will need to either first post that Pay Run, or delete it, before transferring the selected month’s data. The system will bring up an error message if this applies.
- If there is an issue in sending the data to Xero, Accountability will display an error message and the Xero Administrator will receive an email from Accountability explaining the error.
- If you have successfully sent the data to Xero the system will show a message confirming this
- Once the Superannuation Payments have been made from Xero the payment will hit your bank account as a direct debit.
- Process this direct debit amount as a payment in Accountability and code it against the Superannuation Accrual Account to clear the accrual for the relevant month.
MONTH END PROCESSES - XERO
- The Talent data sent from Accountability to Xero will check whether an existing Employee exists in Xero.
- If not it will create a new employee bringing over their relevant details from Accountability i.e. First Name, Surname, Date of Birth, Address Details, Tax File No and Super Details.
- A Pay Run will be automatically created in Xero which should replicate the Talent Payment details in Accountability
You must carefully check the Pay Run details in Xero against the Talent Payment Report to ensure they agree, specifically;
- Earnings amount in Xero agrees to the Invoiced Total Amount in Accountability
- Tax amount in Xero agrees to the PAYG amount in Accountability
- Super amount agrees to Superannuation in Accountability
- If there is a difference delete the Draft Pay Run, make the necessary changes in Accountability and then re send the data to Xero
- Assuming it is correct then Post the Pay Run in Xero
Process Superannuation payments in Xero
The Talent Super amounts will be paid from Xero
Process automated super payments
Before you start
• Add a regulated or self-managed super fund.
• Enter super membership for employees.
Create a new payment batch
1. In the Payroll menu, select Superannuation.
2. Click Add Super Payment.
3. From the payment details page, choose the lines to pay from the list of posted pay runs.
You can filter this list by employee, super fund, employee group or payment due date by clicking on the column headings.
4. Once you've selected your accruals for inclusion in this batch, click Submit for Approval.
You'll be redirected to the superannuation home screen where the batch will appear as 'Pending Approval'.
Your nominated authoriser will receive a text from Xero with the authorisation code, which is valid for 24 hours. We'll also send an email to let them know we've sent the code by SMS.
If the nominated authoriser hasn’t received the text after 24 hours, you can resend a new code.
1. In the Payroll menu, select Superannuation.
2. Click on the batch which shows as 'Pending Approval'.
3. Click Approve.
4. Click Haven’t received it? Resend a new code.
Warning
If an auto super batch fails to process, the status updates from Approved, pending processing to Failed. It can take up to 24 hours for this update to arrive in Xero.
Once your batch status updates to Failed, you can update the super accruals in the Add Super Payment screen again, and reprocess the super payments.
Authorise a payment batch
If you've received an SMS with an authorisation code to approve a super payment batch:
1. In the Payroll menu, select Superannuation
2. Click on the batch which shows as 'Pending Approval'.
3. Review the list of payments included in the batch.
• If you notice anything amiss, you can delete the payment.
• If everything looks good, click Approve, then enter the authorisation code you received in the SMS and click Approve & Submit.
Xero will list the payment batch as 'Approved, pending processing'. The payment will then be direct debited from your bank account and appear on your bank statement as 'PayClear Services'.