🚀 G o a l | We are delighted to roll out our new Production Version Release Notes X8.0 The version release notes provide the summary of all new features, enhancements, current process changes, and resolved issues in the latest version of the Entire OnHire application. This facilitates us to keep you updated with what’s going on with our products and services. Explore the comprehensive Production Version Release Notes X8.0 with each new feature, enhancement, and current process change explained lucidly with the help of screenshots ??. | ||||||
👁 W a t c h T h i s S p a c e F o r | |||||||
📰 New Features | |||||||
🎢 Enhancements | |||||||
📸 Current Process Changes | Finance Application: | ||||||
💬 Resolved Issues | |||||||
📈 Product Roadmap | Our product roadmap provides a high-level visual summary that maps out the vision and direction of our product offering over time. Visit our Product Roadmap site to keep updated with our new and exciting offering. | ||||||
📅 Version Available From | November 2022 | ||||||
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On This PageNew Features
What is STP Phase 2?
The Australian government announced the expansion of the Single Touch Payroll (STP) which includes additional information. This expansion of STP, also known as STP Phase 2, reduces the burden on employers who need to report employees' information to multiple government agencies. It also helps Services Australia’s customers who may be your employee, get the right payment at the right time 🤑 🤗.
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Note that now the validation of a single pay event file takes just around a few seconds 👏 😃. |
What is the Impact?
The STP reduces business reporting requirements and enables Australian businesses to digitally engage with Government agencies in a Single Touch Process 💻.
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STP Phase 2 is in continuation of STP and remains mandatory. It is advised to all businesses to timely plan the implementation of STP Phase 2. This ensures that compliance deadlines are met and avoids unnecessary penalties. |
Important dates to be noted:
Approval Date | September 2022 |
Roll Over Date | October 2022 |
What are the Key Changes?
The major key changes of the STP Phase 2 are explained below 🔐 🏖 .
1. Gross Formula
The Gross is calculated for the Employee File and Header File using distinct new formulas.
Gross for Employee File
Now, the Gross for Employee File is calculated based on the new formula provided below 🔣.
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The Gross for Employee File Tuple is created for the employee as shown in the figure below.
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Gross for Header File
Now, the Gross for Header File is calculated based on the new formula provided below 🔣.
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The Gross for Header File Tuple is created for the employer as shown in the figure below.
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2. Tax File Number ‘987654321’ is no Longer Valid
The member should not report an invalid Tax File Number (TFN) that will fail to validate while processing the STP run.
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Also, the system will validate the TFNs during STP processing by clicking Verify Employee Details (Mandatory). In case any member has TFN ‘987654321’, the member details will appear in the list of Invalid TFNs.
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How to Generate Existing Members List with TFN ‘987654321’?
In the Staff portal application, to generate the list of the existing members having TFN ‘987654321’:
Click Reports
→Member Reports→Member Detail Report and the Member Report opensSelect the filter option as the Financial Details option and click Export Members Report to Excel and the Members Detail Report is downloaded
Open the CSV file to fetch the list of members by filtering TFN ‘987654321’
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3. Visa Country of Existing Working Holiday Makers
You need to mandatorily report the visa country for the employees who report to tax jurisdictions outside of Australia. This is relevant for businesses with staff having specific visas (i.e., Australian residents working overseas or Working Holiday Makers).
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In the Staff portal application, the Passport Country is the mandatory field in the Visa tab for the member in the Employment Details page as shown in the figure below 🌏.
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4. Review/Update all Allowances/Additions Settings in the Masters as per ATO Guidelines along with their Remapped Codes
In STP Phase 2, all the Allowances and Additions are itemised separately, not just expense allowances that may have been deductible on the employee’s IITR. This means that allowances and additions that used to be reported as Gross for the income type must now be separately itemised in STP Phase 2 reporting.
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While transitioning from STP Phase 1 to STP Phase 2, all the existing Allowances and Additions codes will be remapped by the Entire OnHire team with the new codes defined as per ATO guidelines based on the data shared by you in the prerequisites document. You need to review the remapped Allowances and Additions codes after STP Phase 2 rollout and ensure that the codes are set as per your requirement for successful STP run. |
5. Change in Workers Holiday Maker Scale
As per the ATO obligation, the clients must be registered as an employer of Working Holiday Maker in case of employment or planning to employ workers who hold either:
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6. Validations to Restrict User to Change the Tax Scale from Workers Holiday Maker Scale to Australian Resident Scale and Vice versa
As per the ATO guidelines for STP Phase 2, the staff is restricted to update to any Workers Holiday Maker Tax Scale, once the payrun for the member has been performed on the Australian Resident Tax Scale.
In the Finance application, when the staff changes the Tax Scale of the member to any Workers Holiday Maker Tax Scale from the selected Australian Resident Scale and the payrun of the member is already performed in the selected branch (with the Australian Resident Scale), the staff will get a validation pop-up on clicking the save button as shown in the figure below and staff will not be able to change the Tax Scale.
Similarly, in the Staff portal application, the staff is restricted to update to any Workers Holiday Maker Tax Scale, once the payrun for the member has been performed on the Australian Resident Tax Scale.
As per the ATO guidelines for STP Phase 2, the staff is restricted to update to any Australian Resident Tax Scale once the payrun for the member has been performed on the Workers Holiday Maker Tax Scale.
In the Finance application, when the staff changes the Tax Scale of the member to any Australian Resident Scale from the selected Workers Holiday Maker Scale and the payrun of the member is already performed in the selected branch (with the Workers Holiday Maker Scale), the staff will get a validation pop-up on clicking the save button as shown in the figure below and staff will not be able to change the Tax Scale.
Similarly, in the Staff portal application, the staff is restricted to update to any Australian Resident Tax Scale once the payrun for the member has been performed on the Workers Holiday Maker Tax Scale.
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7. Payment Date by Entity
You should ensure to submit STP run on or before the Payment Date. The Payment Date is the date when the payslip is processed. While processing the STP run, validations are in place for the Payment Date by Entity.
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🔗 Click this link to view the STP Phase 2 Transition Guide 😊.
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Import Shifts
The Import Shifts feature facilitates to create customized shift import templates, configure templates, import files, and view shift import logs. Following the simple steps, you can easily import shifts into our Entire OnHire application as per your requirements 🤠 👏.
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You can view the Shifts Import Logs that show the status of the event 🧐.
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Shift Import Template
On clicking the Import Shift(s) or Timesheet(s), the Shift Import Template page opens. The Shift Import Template page displays all the existing templates and forms a repository of all the available Shift Import Templates.
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🔗 For a detailed Import Shifts document, refer to this link.
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XeopleSign Phase 2
The XeopleSign Phase 2 is the enhanced version of the XeopleSign Phase 1. The major enhancements in this version include Document Mapping, XeopleSign Authorisation, the addition of a new User Type as a Professional, and share documents with professionals.
The Document Mapping facilitates to map the XeopleSign documents with the Entire OnHire documents. The XeopleSign Authorisation helps to setup the set up access to the XeopleSign Dashboard for Authorised Users 😎.
Click the link to visit XeopleSign Phase 1 document 🔗 https://entiresoftware.atlassian.net/l/cp/XGj5pYj9
XeopleSign Job Board
To access the XeopleSign Dashboard, the XeopleSign Job Board should exist in the Job Boards Master as shown in the figure below. The XeopleSign Job Boards detail includes the Job Board Name, Job Board Description, API Key, API Secret Key, Entire API, and Status.
The access to the XeopleSign Dashboard is authenticated by providing the valid API Key and API Secret Key.
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XeopleSign Authorised User
The Staff needs to add authorised users to access the XeopleSign Dashboard in the Entire OnHire application. The new authorised user detail includes the Internal Staff name, Job Board User Name, Job Board User Id, Job Board User Password, and Status.
To access XeopleSign Dashboard, the Status of the authorised user should be Active.
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Document Mapping
Document Mapping is a tool that facilitates to map the XeopleSign documents with the Entire OnHire documents. The mapped Entire OnHire documents are displayed as the Member documents on the Document page/ Training Details page/ Health Details page.
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Bulk Sharing with Professional
To share the documents with the Professionals for e-signing, select the required Professionals from the Search Professional page and click the XeopleSign logo as shown in the figure below.
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You should have a valid Email ID for the professional before sharing the document. |
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Contact Log
When the XeopleSign documents are sent for e-signing to a Professional from the Staff Portal or XeopleSign application, the logs are created in the Contact Log against its Clients. If the professional is linked with multiple clients, the document logs are created against all the Clients to which the professional is linked.
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🔗 For a detailed XeopleSign Phase 2 document, refer to this link 😊 .
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Enhancements
Finance Application
Shift Allowances for Unmanaged Job in Import Shifts
This functionality applies to the shifts of Unmanaged Jobs while using the Import Shifts utility. When the shifts of Unmanaged Jobs are imported against a Job into the Entire OnHire system using the Import Shifts utility, in case the Job contains the Shift Allowances, the Finance application:
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Note that for the Shift Allowance, even if the allowance is set to “Exclude as default allowance” in the Pay and Invoice Allowances screen:
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Default Allowances
The Default Allowances are now shown based on the “Exclude as Default Allowance” checkbox field as shown in the figure below.
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When you mouse hover on the “Exclude as Default Allowance” an information tool tip is displayed. |
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Entity Details
You can now print different Entity Details on your invoices than provided in your Software Registration Details screen.
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The figure below shows the new Entity Details of the organization for the invoices provided in the Entity Details screen.
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Allowances
In the Allowances screen, you can select either Appear Separately on Group Certificates or Exclude From Gross Payment Summary in the Allowances Details. Note that the STP Gross formula for the Employee File of STP Phase 2 deducts any one of the specified allowances at a time.
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Member App
Casual Availability Screen Improvements
In the Casual Availability screen, now the Shifts Day count in the Enter Availability screen displays the data dynamically.
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In the Casual Availability screen, now the Shifts Day reflected are 15 days only in the Enter Availability as shown in the figure below.
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Released/ Assigned Shifts Improvements
When the Client Compliance flag is set as ON and the Gastro Restrictions are applicable on the shift, while accepting the shift, now the member will be able to accept the shift without viewing the compliance rules.
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This is reflected in the Assigned Shift screen while the member accepts the shift as shown in the figure below.
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Shift and Job Timesheet Improvements
Shift Timesheet
For the Shift Timesheet, the Review Submission screen now shows the Travel Claims and Shifts Documents details to the Client/ Supervisor when the flag is set as ON respectively.
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Click Shift Document to view the Attached Document as shown in the figure below.
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Job Timesheet
When the Client reviews the Job Timesheet, the Review Submission screen shows the Travel and Notes details to the Client/ Supervisor when the flag is set as ON respectively.
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Note that for the Job/ Shift Timesheet, if the Travel and/ or Documents are provided by the member and the Flag is set as ON, only in that scenario, the details are visible to the Client/ Supervisor for review. |
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Member Distance Restriction for Check
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-Out
The Member App can restrict members to Check in-In / Check out -Out the Shift within the provided Member
Check in-In / Check out -Out distance restriction parameter. This parameter is set in the Application Settings of the Entire OnHire Staff Portal application.
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To set the Member distance restriction parameter to Check in-In / Check out -Out for the members in the Staff Portal application:
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In the Application Settings, click System Configurations
Now, in the Other Settings provide the value greater than 0.0 KM in ‘Member Check-In / Check-Out distance restriction: Apply distance in KMS restriction as per Client location address’ to set the distance restriction for the members in the Member App.
You can set the ‘Member Check-In / Check-Out distance restriction’ parameter that is greater than between 0.0 01 KM up to 1.0 KM.
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This setting is enabled only in case the ‘Enable shift check-in/check-out in Member App’flag is set to ON. |
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In the Record Shift Timings screen of the Member App, the member can Check in-In / Check out -Out within the provided range in the Application Settings of the Staff Portal application. The Member Check in-In / Check out -Out distance restriction range set can be greater than 0.0 KM up to 1.0 KM of the client location.
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The value 0.0 KM means no restriction in the Check in-In / Check out -Out to Record Shift Timings. |
For instance, if the ‘Member Check-In / Check-Out distance restriction: Apply distance in KMS restriction as per Client location address’parameter is set to 1.0 KM in the Application Settings of the Staff portal application. The Record Shift Timings screen allows members to Check in-In / Check out -Out to record the Shift Timings within the range of 1.0 KM of the Client’s Location as shown in the figure below.
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In case the member tries to Check in-In / Check out -Out outside this client’s location range, a Shift Check-in / Check-out location violated alert message is generated as ‘Your current Check check-in / Check check-out location is outside the range of the client’s location' as shown in the figure below.
The member can Check in-In / Check out -Out successfully only when the member is within the distance restriction parameter provided of the client’s location.
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Employment Details – Passport Country for Visa
In the Employment Details page of the member, the Passport Country in the Visa tab is now shown as a drop-down selection. In Passport Country, the user needs to select the required country from the drop-down that is sorted in alphabetical order 
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If the provided Passport Country does not exist in the Passport Country drop-down, an alert message icon is displayed. Hover on the alert icon and the message is displayed ‘Last country entered was "<name of the country>" . This is invalid country name . Please select Country from the dropdown'. |
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Current Booking Report Improvements
In the Current Booking Report, new fields are added that allow the user to search bookings for Jobs and Shifts. The details of new fields added in the Current Booking Report are:
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Click Report to generate the report for the selected data. To export the generated data into CSV, click Export to CSV. In the downloaded CSV file, new fields data is reflected for Reference Number, Booking Type, Job ID, and Allowances Name and are appended at the end of the CSV file 🗒 😃.
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Access to Import Data - Modified
Access to the Import data has changed in the Entire OnHire application. To access Import Data:
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Note that the functionality of Import Data is not modified, refer to the detailed Import Data document by clicking the link here. 🔗
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Automated Non-Compliance
On the Personnel Card of the applicant, the default value of the Non-Compliant is shown as ‘Yes’ for the sections that has Must Comply set as ‘Yes’, when the applicant is created.
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This change will not be effective for any of the previous non-compliance details of the applicant. |
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Members Employment Work Status Report Improvements
Now, you can export the data of the Members Employment Work Status Report into the Excel sheet. To export the data into the Excel sheet:
Click Reports → Recruitment Reports → Members Employment Work Status Report
Select all the required details and click Report
To export this report, click Export to Excel and the data is exported into the Excel sheet 😊
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Client/ Professional Portal Messages
You can now customise the Portal Messages for Client/ Professional portals. To modify the Portal Messages:
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Click Keyword Description to view the provided Message, for instance in the figure below on clicking the FOUNDER’S VISION, provided Message is displayed.
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Resolved Issues
We are constantly working to improve our Entire OnHire Application and have resolved all these issues for you 😊.
Issues | Summary | Status | ||||||
When a Shift is locked by the Staff in the Finance portal, validation messages should be shown in the Client/ Professional Portals accordingly. | Issue Amended. When the Shift(s) are locked in the Finance Application, the professional will not be able to approve the timesheets in the Client/ Professional portal. In the Client/ Professional portal while approving the timesheet, the validation message appears on clicking the ‘Docket Number’ or ‘Pending for Client Review’ hyperlink or ‘Approve Multiple Timesheets’ as “You cannot process this shift as shift is locked in the Finance portal”. |
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Reports: Send Email not delivering the email to the customized Email ID. | Issue Amended. In the Professional → Search Professional, while Sending Email now you can provide the customized Email Id and the mail will be delivered successfully. |
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In the Applicant portal, if the BSB is not listed, the applicant is not able to save his bank details and gets error. | Issue Amended. In the Applicant Portal → Finance, the applicant can now add the BSB details in the Banking Details by selecting “If your Bank BSB is not listed above then please check the box to enter your Bank Details” checkbox, if the BSB is not already listed. |
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While Reviewing Timesheet, the formatting is not retained in the ‘By Client’ field for the disputed shift, when closing the Review Timesheet pop-up. | Issue Amended. When the Client/ Supervisor Reviews Timesheets, now while disputing the shift the formatting is retained in the ‘By Client’ field on closing the Review Timesheet pop-up. |
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While submitting the timesheet, the attached timesheet image is missing. | Issue Amended. Now, the timesheet submission email notification is sent along with the attached timesheet image successfully, when the member submits the timesheet to the Staff. This is applicable for Single/ Multiple Timesheet submission for both Shifts and Jobs. |
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Error message generated when adding a new delivery location in the Client Details page | Issue Amended. In the Client Details page, user can now Add Delivery location below the parent client successfully. |
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Calendar Format in the Entire Recruit OnHire Application should be from Monday to Sunday (Mon to Sun). | Issue Amended. Now, in the Entire Recruit OnHire application, the Calendar Format followed is from Monday to Sunday. |
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Issue in adding the Client details for a new Client | Issue Amended. Now, in the View Login Details, the limit of client Login Password is increased and the new client details are added successfully for the client. |
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Edit Shift details not allowed with the Status as Timesheet Submitted in the Allocations screen | Issue Amended. In the Allocations screen of the Staff portal application, user will not be allowed to Edit Shift details with the Shift Status as Timesheet Submitted except the Order No. |
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Feedback
We have incorporated the new features, enhancements, and fixes to provide you with a delightful user experience 😌. We would love to hear back from you about your experience with our product or service. Please drop your suggestions and feedback at 📭 feedback@entiresoftware.com.
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