Summary

The process of creating a new entity record is the same for each entity. PayGlobal excepts all character types for the Code and Description fields. However it is recommended that spaces in the Code field should not be used.

Example: Use "REPT_PG" not Use "REPT PG"

If spaces are used in a code you run the risk of creating database integrity issues.

Most entity records are likely to be referenced by other entity records in PayGlobal. Therefore when creating new entity records it is recommended that an appropriate and or meaningful code and description are used.

PayGlobal can automatically generate the Code for an entity record, but these are only numeric codes. For example, if your database entity contained 10 records with customised codes and you allowed PayGlobal to generate a code for the next new record the resulting code will be number 11 (the 11th record to be entered into that entity table).

Procedure

The procedure for creating a new entity record is as follows:

1. Go to the entity the new record will be added
2. There are two ways to create a new record:
   • Press the Insert key on the keyboard, or
   • Right-click the mouse anywhere in the View Entities window and select Add Record.
3. In the Code field type a code.
4. Press Tab to move to the Description field.
5. In the Description field type a description of the new record.
6. Click the Save button.

   Note: For some entity records there are "required" fields. PayGlobal will advise you which fields need to be completed prior when you click the save or save & close button. Once all the "required" fields have been completed you can click the save button.

At this point you have created your new entity record. However some entity records have other fields that may also need to be populated. This is to allow the new record to be more meaningful or link to other entity tables within PayGlobal. If this is the case you will need to continue with the following steps:

1. Click the Edit button and then click into an empty field on the entity record form.
2. Complete each required field.
3. Click the Save & Close button.

Example

Your company has new premises located in Christchurch. To identify which staff work at this location you need to create a new location record. To do this you need to do the following:

1. Navigate to Organisation | Divisions | Locations.
2. Press Insert (this brings up the Add Locations form).
3. All of your existing locations have a two digit numeric code with the last code created being 05. My new code will be 06.
4. Press the Tab key to move to the Description field.
5. In the Description field type Christchurch.
6. Click Save.

You now have a new location record

• Code = 06
• Description = Christchurch