Creating a Company

The Company List

The Company List in Sage One Payroll is a list view where you can see all the companies that you have created.

To access the company list view, click on the Company main menu option. Please note: If you have no companies created, you will be routed to the Company Details view. Once you have created your first company, you will always be routed to the company list.

  • Search – This field will allow you to search for the company that you are looking for.
  • Company – This is the name of the company that you created.
  • Employees – The total number of active employees will be displayed in this field.
  • % Complete – If you create a company, Sage One Payroll will indicate the percentage of the completion of the company details that you set up.
  • Add New Company – If you want to create a new company, click on the Add New Company option. This will take you to the Company Details screen.

Company Details

When you create a new company, you do not necessarily have to add all the required details at the same time. However, if you are going to be printing pay advices for your employees, it is advisable to add your details since Sage One Payroll uses these details on the documents.

You can edit your company details by clicking on the Company main menu option and then selecting your company name.

The screen below will display when you create a new company:

The Company Detail screen has the following accordions (tabs):

  • Statutory Information
  • Contact Details
  • Banking Details
  • Business Address
  • Postal Address

The Progress Indicator

The progress indicator will show you links of all the mandatory information that must be entered in the Company Section.

Click on the actions in the action list to quickly navigate to the specific information item. As soon as the information is entered, the progress indicator percentage will move up until it reaches 100%.

Statutory Information accordion

Click on the Statutory Information accordion. The following screen will be displayed:

  • Company Name – This is the name of the company that you are creating.
  • Trading Name – If your company is trading under a different name, enter the trading name of your company in this field.
  • Company Pin Number – A Company Personal Identification Number (PIN) is a number which identifies a company or person for purposes of transacting business with the Kenyan Revenue Authority, other Government agencies and service providers.
  • NSSF Number – The National Social Security Fund (NSSF) is a mandatory national scheme whose main objective is to provide basic financial security benefits to Kenyans upon retirement for employees in the both the formal and informal sectors of the economy. NSSF pension contribution rates are based on an individual’s gross income. Enter the company’s NSSF number in this field.
  • NHIF Number – The National Hospital Insurance Fund (NHIF) is to provide medical insurance cover to all its members and their declared dependents (spouse and children). The NHIF membership is open to all Kenyans who have attained the age of 18 years and have a monthly income of more than Kshs 1,000. Enter the company’s NHIF number in this field.
  • Registration Number – Enter the company registration number in this field.
  • HELB CodeHELB (Higher Educations Loan Board) provides affordable loans, bursaries and scholarship to Kenyans pursuing higher education. If your company has a HELB code, enter the code in this field.
  • This employee is exempt from Industrial Training Levy – Check this check box if your employees are excluded or do not contribute to the Industrial Training Levy.
  • Industrial Training Levy Number – If your company contributes towards the Industrial Training Levy, enter the number in this field.

Bureau check box – If you have a bureau company that manages your payroll requirements, check this check box. You must complete the bureau information if this check box is checked. Click on Maintenance…Bureau to add all the information.

Contact Details accordion

Click on the Contact Details accordion. The following screen will be displayed:

Field Explanation
Contact Person Name Enter the name of the contact person of the company.
Contact Person Surname Enter the surname of the contact person of the company.
Contact Telephone Number Enter the telephone number of the contact person at the company.
Contact Email Address Enter the email address of the contact person at the company.
Contact Facsimile Number Enter the facsimile number of the company.

Banking Details accordion

Click on the Banking Details accordion. The following screen will be displayed:

A Bureau will be making all payments on behalf of the business. – If you have a bureau company that will make all the payments on your business’s behalf, check this check box. The option must also be checked in the Statutory Information accordion.

Note that you will have to enter the Bureau banking information in the Maintenance…Bureau option.

The company uses a foreign bank account – If the company makes use of a foreign bank account, check this check box. Note that if this check box is checked, no banking details will be entered in the banking details fields and the company will then be excluded when generating the banking file.

Field Explanation
Branch code The branch code is a five digit number that identifies banks and branches in Kenya. Select the branch code in this field by searching for the respective Bank.
Bank Name Once you have selected your Branch code, the Bank Name field will automatically be entered.
Account Name Enter the company bank account name in this field.
Account Number Enter the company bank account number in this field.

Company Address accordion

Click on the Company Address accordion. The following screen will be displayed:

Field Explanation
Address Line 1 Enter the company physical address in this field.
Address Line 2 – 4 If you have more than one address line, enter the additional lines in the Address Lines 2 – 4.
Suburb Enter the suburb where the company is situated.
Country Select the country where the company is situated.
Province Select the province within the country where the company is situated.
Postcode Enter the postcode where the company is situated.

Postal Address accordion

Click on the Postal Address accordion. The following screen will be displayed:

Field Explanation
Same as Business Address Check this check box if the Postal Address is the same as the Physical Company Address.
Address Line 1 Enter the company postal address in this field.
Address Line 2 – 4 If you have more than one address line, enter the additional lines in the Address Lines 2 – 4.
Suburb Enter the suburb where the postal address is situated.
Country Select the country where the postal address is situated.
Province Select the province within the country where the postal address is situated.
Postcode Enter the postcode where the postal address is situated.

You will notice that once all the fields are entered and selected, your progress indicator will display 100%. The progress indicator section will also show you what the next actions will be. If you click on the links, you will be taken to those screens.

Click on the Save button to save the company that you created.