This article reviews Locations within Workforce. Here, Users can create, edit, and archive Workforce Locations.

Locations in Workforce are utilized for various R365 Payroll purposes, such as determining tax forms for Employees, calculating taxes for payroll payments, and providing Workers' Compensation Job Code options on Employee Records. 

When setting up a Location within Workforce, the 'Name' must be exactly the same as the R365 Location associated with Accounting and Operations. This ensures that earnings exported from Smart Ops flow to the correct Pay Runs, and Payroll Journal Entries are attributed to the correct Location in Accounting.

Article Topics

• Security
• Navigation
• Locations List
  • Columns
• Adding a New Location
  • Address Verification
• Editing a Location
  • Editing Name & Address
  • Archiving a Workforce Location

Security

The Permissions listed here are associated with Workforce Locations. These Permissions can be added to Custom User Roles or single Users. Learn more about managing Permissions and Custom User Roles here.

Workforce Locations are found in the Permission Tree as follows:

• Payroll Labor
  • Workforce Payroll
    • Locations
      • View Locations
      • Edit Locations
        
        

The Permission Access Report can be used to determine which User Roles or Users already have these Permissions assigned.

Learn more about User Setup and Security here.

Navigation

First, navigate to Workforce, then select 'Locations' in the left navigation menu.

Locations List

The Locations list displays all of the Workforce Locations that have been configured for the database.

Columns

• Name - Location Name. 
  • Important Note: The name of the Location within Workforce must be exactly the same as the Location name on the R365 Location Record.
    
    
• City, State - City and state associated with the Location's address
  
  
• Terminals - Number of Terminals associated with the Location
  
  
• People - Number of Employees who have the Location assigned as their 'Legal Work Location' on the Job tab of their Employee Profile.

Adding a New Location

To add a new Location, click 'Add Location' to open the New Location sidesheet

The following fields are required to save a new Location:

• Location Name
• Address

Address Verification

Workforce Locations require a validated address. This ensures that the correct tax information is associated with the Location. To verify the Location's address, click 'manually enter it'. 

Additional address fields will be displayed. 

Enter address information, then click 'Verify Address'. A map will be displayed. 

Click 'Save' to create the new Workforce Location

• Note: The Location can be saved even if the provided map has an error 

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Editing a Location

To edit a Location's details or archive the Location, click the pencil icon to open the Location Information sidesheet

Editing Name & Address

1. Open the Location Information sidesheet for the desired Workforce Location
   
   
2. Enter changes
   • Note: Any changes to the address will need to be re-verified
     
     
     
3. Click 'Save' to apply changes

Archiving a Workforce Location

Workforce Locations cannot be deleted; instead, they are archived. To archive a Workforce Location:

1. Open the Location Information sidesheet for the desired Workforce Location
   
   
2. Click 'Archive' to archive the Location
   
   
3. Confirm that the Workforce Location should be archived. 

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