Adding and Duplicating Cost Categories

Overview

Cost Groups and Cost Categories are the building blocks of payroll in FlowLogic.

• Cost Groups organise your pay structures
• Cost Categories define how staff are paid

Setting these up correctly ensures:

• Accurate payroll calculations
• Correct award interpretation
• Consistent rostering and costing

Step 1 – Creating a Cost Group

To begin:

• Go to Finance and Payroll
• Select Cost Categories

From here:

• Click the plus (+) button in the Cost Groups panel
• Enter a name (e.g. Full-Time)
• Click Confirm

Cost Groups are used to organise similar pay categories, making larger payroll setups easier to manage.

You may also see advanced options such as rule sets or reference overrides, but these are typically only used in more complex configurations.

Step 2 – Creating or Duplicating a Cost Category

To add a Cost Category:

• Click the plus (+) button in the Cost Categories panel

In most cases, it is best practice to:

• Duplicate an existing category using Duplicate Rates
• Modify the copied version instead of starting from scratch

This ensures consistency and reduces setup time.

Step 3 – Basic Configuration

Inside the Cost Category:

• Assign a label (e.g. Permanent Level)
• Select the Cost Group (e.g. Full-Time)
• Open the Rates section to begin configuration

The Default Rate is the starting point and applies when no other conditions are triggered.

Understanding Rates and Multipliers

Each Cost Category includes multiple rate lines.

The Default Rate:

• Acts as the base rate
• Does not require time ranges
• Drives other rate calculations

The Rate Multiplier:

• Scales pay across different conditions
• Updates automatically when base rates change
• Reduces admin effort during wage increases

You can also configure:

• Cost load percentages (for reporting)
• Minimum and maximum shift durations
• Custom labels for reporting and exports

Export Codes and Payroll Integration

Export Codes are critical for payroll.

They:

• Tell your payroll system how to interpret each pay item
• Ensure correct payment mapping
• Must align with your payroll software (e.g. MYOB, Xero, etc.)

Incorrect export codes can result in payroll errors, so it’s important to validate these during setup.

Weekday and Time-Based Rates

You can define different rates across the day, such as:

• Ordinary hours
• Evening shifts
• Night shifts

Each rate can include:

• Start and end times
• Priority levels

Priorities determine which rate applies when shifts overlap.

Avoid overlapping time ranges, as this can cause incorrect pay calculations.

Overtime Configuration

Overtime rules allow you to:

• Define when overtime begins
• Set daily or weekly limits
• Apply automatic rate changes

FlowLogic:

• Automatically handles fortnight calculations
• Applies correct multipliers based on your setup

This removes the need for manual payroll adjustments.

Weekend and Public Holiday Rates

Weekend rates are typically simpler:

• Usually higher base rates
• Often no need for multiple time bands

Public holidays can be configured with:

• Unique multipliers
• Dedicated export codes

These ensure compliance with award requirements.

Sleepovers and Wake-Ups

For organisations with overnight supports:

• Define sleepover time ranges
• Configure wake-up rules
• Apply specific export codes

You can also:

• Set thresholds for wake-up payments
• Apply different rules across weekdays, weekends, and public holidays

Additional Settings

Other configurable options include:

• Breaks and travel (kilometres)
• Minimum shift durations with filler codes
• Out-of-span and overtime rules
• Leave settings and loading

These settings help fine-tune payroll behaviour and reduce manual corrections.

Best Practice Recommendations

• Duplicate existing categories instead of building from scratch
• Keep naming consistent and clear
• Align export codes with your payroll system
• Test configurations before full rollout
• Avoid overlapping time ranges
• Use onboarding or payroll specialists for complex setups

Finalising the Setup

Once complete:

• Click Save and Close
• Confirm your changes

Your Cost Category will now appear under its assigned Cost Group and be ready for use in:

• Rostering
• Timesheets
• Payroll exports

Summary

Creating Cost Groups and Cost Categories allows you to:

• Structure payroll correctly
• Apply accurate pay rules
• Automate complex award calculations

While setup can be detailed, once configured correctly, it creates a reliable and scalable payroll system within FlowLogic.