> ## Documentation Index
> Fetch the complete documentation index at: https://docs.2cloudnine.com/llms.txt
> Use this file to discover all available pages before exploring further.
# QRG Create an Account - Payment Entity
## Purpose
The purpose of this quick reference guide is to step through the process of setting up a Payment Entity record. The intended audience for this document is System Administrators / Standard Users.
## Steps
### Create a new Payment Entity record
The Payment Entity record holds company information related to the Employer processing payments to Employees in Pay Batches. Create a new Payment Entity by following the steps below:
1. Go to the **Accounts** object and click on the **New** button (see Figure 1).
Figure 1
2. Choose the record type **Payment Entity** and click **Next** (see Figure 2).
Figure 2
3. Populate the following required fields to detail the record’s identifying information (see Figure 3):
1. Record a name for the Payment Entity by populating the **Account Name** field.
2. If this record relates to an existing Payment Entity, use the **Parent Account** lookup field to link the records.
3. Use the **ABN** field to capture the Australian Business Number for the Payment Entity.
4. Enter the Payment Entity’s Branch for use in STP Lodgements by populating the **Branch** field.
Figure 3
> [!NOTE]
>
> **Payment Entity Account Information**
>
> The External ID field is used to reference corresponding records from external systems. This field is only applicable if completing data import using the Integrated Import Tool.
4. Populate the following required fields to capture Payment information for the Payment Entity (see Figure 4):
1. Nominate acceptable payment types by populating the **Chosen** column in the **Available Payment Methods** field using the arrow buttons provided.
2. Determine whether each new Payment File requires review and approval prior to creation by selecting from the **Payment Files Require Approval** picklist field.
3. Specify whether a separate Payment File Line containing the Pay Batch PAYG Total is required on related Payment Files by selecting from the **Include PAYG in Payment Files?** picklist field.
1. Select **Yes** for Payment Entities using Australian Bank Transfers, to include a separate Payment File Line specific for the PAYG Total Value reported in the Pay Batch.
2. Select **No** if PAYG Remittance is processed externally from 2cloudnine Payment Files for this Payment Entity.
3. If **Yes** is selected in the Include PAYG in Payment Files? field, Users are required to specify the bank details for PAYG Payments by populating the following fields:
1. **PAYG Bank Branch Code**
2. **PAYG Bank Account Number**
3. **PAYG Bank Account Name**
4. Enter the ATO Payment Reference to be included on the PAYG line of your Payment File using the **PAYG Payment Reference Number (PRN)** field.
5. Use the **Maximum Payment Distributions** field to define the total amount of payment distributions allowable (from 1 - 5) per Payee.
5. Populate the following optional field as required:
1. To include a specific message on Pay Advice PDFs generated for this Payment Entity, populate the **Pay Advice Message** field.
Figure 4
> [!NOTE]
>
> **Payment Entity Banking Details**
>
> The Payment Details Complete / Payment Details Incomplete Reason should not be manually populated, as system automation will update these values once the record has been saved.
>
> If Yes is selected in Include PAYG in Payment Files, bank account information MUST be completed.
6. Populate the following fields to provide the Single Touch Payroll (STP) Contact information (see Figure 5):
1. **STP Contact Name**
2. **STP Contact Email**
3. **STP Contact Phone**
4. **STP Declarer Identifier**
5. **STP Address Line 1**
6. **STP Address Line 2**
7. **STP Suburb/Town**
8. **STP State**
9. **STP Postcode**
10. **STP Country**
Figure 5
7. Populate the following fields to provide the Superannuation details:
1. **Enable SuperChoice Contributions API?**
8. If **Yes** was selected for Enable SuperChoice Contributions API?, the following additional fields must be populated:
1. **Superannuation Contact First Name**
2. **Superannuation Contact Last Name**
3. **Superannuation Contact Phone**
4. **Superannuation Contact Email**
5. **Superannuation Payment Type**
6. **Superannuation Payment Reference**
9. Populate the following fields to provide the Payroll Specific details (see Figure 6):
1. Determine whether related Employees are automatically provisioned with Community User access by populating the **Auto Create Employee Community Users** picklist field.
1. If Yes, Users must also select the applicable Site from the **Employee Community** picklist field.
10. Click on the **Save** button.
Figure 6
> [!NOTE]
>
> **ABN Lookup via Payment Entity Record**
>
> Once saved, the ABN Lookup field will display a link that may be selected to launch a lookup to the Australian Business Register website and display the details of the entered ABN.
11. A new Payment Entity record has been created and is ready for use in Assignments, Payees and other related records (see Figure 7).
Figure 7
12. To modify an existing **Payment Entity** record, open the required record and select the **Edit** button available on the top right side of the page. You can also double click in any of the fields that need editing or just click on the pencil icon that appears within fields when you move your cursor over the field.
13. When complete, click on the **Save** button.
> [!NOTE]
>
> **Payment Entity Record Management**
>
> Payment Entity records CANNOT be deleted if they have related records or are used in other records. Deleting records is not recommended unless absolutely essential.
### Upload Payment Entity Logo
If the new Payment Entity requires a specific Logo to be displayed on associated Pay Advice Files (i.e. where no logo exists on the active Pay Advice Template), you can upload an image via the Files tab from the record’s Related list.
The logo file must have the following specifications:
* Must be uploaded to the Files tab.
* The logo needs to be:
* Smaller than 20 kb.
* File format must be gif, png, or jpg
* File name must contain the word ‘logo' (i.e. it could be either logo.jpg or Companylogo.gif or PayAdvicelogo.png or something similar).
To add a logo to the Payment Entity, follow the steps below:
1. Go to the **Accounts** object and open the **Payment Entity** record (see Figure 8).
Figure 8
2. Click on the **Related** tab (see Figure 9).
Figure 9
3. Click on the **Add Files** button (see Figure 10).
Figure 10
4. Click on the **Upload Files** button (see Figure 11).
Figure 11
5. Select the required logo file and click on the **Open** button (see Figure 12).
Figure 12
6. Click on the **Done** button (see Figure 13).
Figure 13
7. The logo has been uploaded under the **Files** tab (see Figure 14).
Figure 14
> [!NOTE]
>
> **Payment Entity Logo**
>
> You can only attach a .png or .jpg image with the name ‘logo’. This image will be used as the logo on 2cloudnine Payroll Pay Advice PDFs for this Payment Entity.
>
> If you attach a logo file to a Pay Advice Template record similar to the Payment Entity record, it overrides the logo attached to the Payment Entity.
>
> If two or more logo files are uploaded on the same Payment Entity record, Salesforce will randomly select one of those as the logo on the PDF files.
## Field Descriptions
| Field Name | Description |
| - | - |
| **ABN** | The Australian Business Number of the Payment Entity. |
| **ABN Lookup** | Used to confirm the entered ABN in the Australian Business Register ABN Lookup website matches the correct company name. |
| **Account Name** | The name given to the Payment Entity Account record being created. |
| **Auto Create Employee Community Users** | Defines that Employee Community Users will be automatically created for Employees related to the Payment Entity via their Primary Payee. |
| **Available Payment Methods** | The accepted payment methods that are available to use by the Payment Entity. |
| **Branch** | The ATO Branch of this Payment Entity for inclusion in STP Lodgements. |
| **Employee Community** | Defines the Employee Community that will be used by Employees related to the Payment Entity via their Primary Payee. This value is used in auto-creating Community User records. |
| **Enable SuperChoice Contributions API?** | Indicates whether the standard 2cloudnine API for managing Superannuation contributions via SuperChoice is enabled. |
| **Include PAYG in Payment Files?** | Indicates the PAYG total value within a Pay Batch will be included for payment as a separate line for Australian Bank aba files. |
| **Maximum Payment Distributions** | The maximum number of payment distributions allowed per Payee for the Payment Entity. A global maximum of 5 is available. |
| **Pay Advice Message** | The message displayed on each Pay Advice PDF issued for the Account. The final message displayed will be a collation of all Pay Advice messages captured on the following related records: - Payment Entity
- Pay Advice Template
- Payee
- Pay Advice Creation
If individual Pay Advice Messages are defined for multiple records related to the Pay Advice, these messages will be merged and capped at 255 characters. |
| **Parent Account** | The name given to the parent company of the Payment Entity record. |
| **Payment Details Complete** | Indicates if all required Payment Details have been populated. |
| **Payment Details Incomplete Reason** | Automated statement briefly explaining the reason for any missing/incomplete Payment Details. |
| **Payment Files Require Approval** | Indicates whether Payment Files related to this Payment Entity must go through an Approval Process before they can be Released. |
| **PAYG Bank Account Name** | The Account Name of the bank account if PAYG payments are made within Payee Payment Files. |
| **PAYG Bank Account Number** | The Account Number of the bank account if PAYG payments are made within Payee Payment Files. |
| **PAYG Bank Branch Code** | The Branch Code (BSB) of the bank account if PAYG payments are made within Payee Payment Files. |
| **PAYG Payment Reference Number (PRN)** | The ATO Payment Reference to be included if processing PAYG payments within Payee Payment Files. |
| **STP Address Line 1** | The Business Address Line 1 of the source payer for inclusion in STP Lodgements. |
| **STP Address Line 2** | The Business Address Line 2 of the source payer for inclusion in STP Lodgements. |
| **STP Contact Email** | The contact person's email address for inclusion in STP Lodgements. |
| **STP Country** | The country of the source payer for inclusion in STP Lodgements. |
| **STP Declarer Identifier** | The Declarer Identifier of the source payer for inclusion in STP Lodgements. |
| **STP Contact Name** | The contact person's name for inclusion in STP Lodgements. |
| **STP Contact Phone** | The contact person's phone number for inclusion in STP Lodgements. |
| **STP Postcode** | The Post Code of the source payer for inclusion in STP Lodgements. |
| **STP State** | The State of the source payer for inclusion in STP Lodgements. |
| **STP Suburb/Town** | The Suburb/Town of the source payer for inclusion in STP Lodgements. |
| **Superannuation Contact Email** | The email address of the appointed Superannuation Contact. |
| **Superannuation Contact First Name** | The first name of the appointed Superannuation Contact. |
| **Superannuation Contact Last Name** | The last name of the appointed Superannuation Contact. |
| **Superannuation Contact Phone** | The phone number of the appointed Superannuation Contact. |
| **Superannuation Payment Reference** | The default Payment Reference Number that should be allocated to your Superannuation payments, if applicable. If your PRN changes with each Super lodgement submission, you should enter it on the Lodgement Manager UI before sending the contributions. |
| **Superannuation Payment Type** | The method by which superannuation contributions will be paid - included in SuperChoice Contributions API. Picklist values are: - Direct Debit
- Direct Credit
- Data Only
|
## Further Information
| Document | Document Type | Description |
| - | - | - |
| QRG Create an Assignment - Employee | Task Instructions | How to create an Assignment for autopay Employees |
| QRG Create an Assignment - Temp | Task Instructions | How to create an Assignment for Timesheet Employees |
| QRG Create a Pay Schedule | Task Instructions | How to create a Pay Schedule |
| QRG Create Timesheet Calendar | Task Instructions | How to create a Timesheet Calendar and Calendar Periods |
| Create Payment Details | Task Instructions | How to create a Payment Details record for Payees and Payment Entities |
* First Published: 25th March, 2022
* Last Published: 29th September, 2026