The purpose of this article is to outline the procedures for changing your company details, i.e., company name and ABN, and retaining Set Up items, e.g,. Awards and retaining non terminated employees, without YTDs, in the new company. These instructions can also be used if you want to create a new company by copying an existing company's setup.
Part 1: Finalise the processing of pays in the original company
Part 1: Finalise the processing of pays in the original company
Process timesheets as per normal for the final pays under the old ABN/Company for all employees.
After creating the bank file, report the Pay Event to the ATO, as normal. Once the Pay event has been reported, select STP UPDATE. On the STP Update filters screen, select All Employees and the current financial year, and OK. When all employees appear on the STP Update screen, select the Mark All as Final option and then Report to ATO.
Part 2: Copy the original database
Part 2: Copy the original database
1.Back up the database.
2. Copy the database.
To copy the database: Ensure the database is closed, on the bottom left-hand side of your computer screen, right-click on the Start button (the Windows logo/symbol), then left-click on Explore\File Explorer to find the location of your current database.
This file will have a platinum or grey cup icon on a piece of white paper and a file extension .wed. (This is often found at C:\Users\Public\Documents\Wage Easy Payroll or C:\Documents and Settings\All Users\Documents\Wage Easy Payroll). If you have problems locating it, open WageEasy and you will see the file path where the database is located, in the bottom left-hand corner of the WageEasy screen.
Once you have located the database, right mouse click on the database and select Copy, then right click again in a blank space on the same screen and choose Paste. This will create another database called copy of database name.
Rename Copy of…… by right-clicking on the file name and selecting Rename. Type the name of the new database. If you are not aware of the new company name, rename the file NEW COMPANY (or any name that suits), as you can rename it again at a later stage. You now have two databases, clearly named as the original and the new company.
3. Open WageEasy again. Note: This only applies to changing ABN and not when you want to create a new company by copying an existing database. In the original company database, click HELP, Show Licence and select Next, and then Change Licence Details. Click Next until the Active Employees Licensing Details screen appears. Reduce the number of employees to zero, continue through the wizard, print the registration form when prompted, and email it to [email protected] using the email address on the registration form.
We recommend you take two (2) backups of your current database (i.e., the old company) to archive. This only applies to changing ABN and not when you want to create a new company by copying an existing database.
Part 3: Clear the NEW database for use
Part 3: Clear the NEW database for use
Open up the new company database file. In here, you will still have all the values from the original company. The House clean function is designed to remove pay slips, audit details, and terminated employee records from the previous financial years. All Leave balances and employee data for non-terminated employees will remain in the database.
Go to File, Maintenance, House Clean. This will clear out all payslips, leave records, and ATO summaries for employees.
The House Cleaning Wizard will step you through the process. Click Next.
Select the financial year (from the dropdown) of the data you would like to remove. Start with the oldest year and move forward. If you would like to remove more than one year of data, then repeat the process one year at a time, Next.
Select All terminated employees to delete from WageEasy, Next.
Select Change of Ownership for the Company, Next.
Tick both the ‘House clean Audit details’ and ‘Proceed with house cleaning’, Next.
Please note the warning and select Proceed with house cleaning, and click Next to finish.
At the end of this process, you will be prompted to compact your database. We recommend you take this course of action as it will further enhance the everyday operation of your database.
Once completed, select Finish and repeat the process for subsequent financial years.
The current year’s house clean will need to be done by the WageEasy Helpdesk.
Take a backup of your database.
Raise a new case online, reference the title of this article, and our Support team will assist you.
Once Helpdesk sends the database back, restore and replace the database for the ‘NEW’ company.
Change the company name and details, create the registration form, and send it to [email protected].
Notes
If Leave Without Pay records exist in your database, you must run a LWOP report prior to housecleaning as the removal of pay slips with Leave Without Pay records may result in your employees' leave accruals re-adjusting. We recommend you also run a Leave Entitlement report to ensure the leave totals remain intact for employees.
If your database is completely house cleaned, active allowances will need to be reactivated within employee files.
IMPORTANT REMINDER
If the company has changed ABN: When printing out and faxing through Registration forms to WageEasy, please note you need to print out and send Registration Forms for both companies (the original one at zero and the new one as the number of licenses you need). If this process is a change of ownership, please complete the Request for Change Form and email it to: [email protected]