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| − | Running a Pay
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| − | The Pay Staff button is where you process your Weekly/Fortnightly/Monthly payroll, as well as being a report displaying the
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| − | Summary of the Payroll to date. ERP Payroll links with many other modules within ERP to ensure the full and efficient
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| − | processing of periodic pay runs. These areas include: Employee, Awards, Timesheet Entries, Deductions, Departments, Jobs,
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| − | Tax Scales, Employee Services, Payroll Preferences, Accounts, EFT and more. It is important to familiarise yourself with all
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| − | aspects of the above to ensure you have a complete picture of what feeds into the Payroll Pay Staff area.
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| − | For Payroll data to feed through ERP in the correct manner, all Employee payroll data needs to be entered against the
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| − | Employee card, and all Company Payroll Info and Company Payroll Preferences must be set. This way all the required rates
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| − | for Salary, Wages, PAYG, Superannuation, Commissions etc will flow through the system correctly.
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| − | NB: Please ensure your Employee cards are updated for Payroll before running a Pay Staff.
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| − | Do you know how to organise a Pay run?
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| − | Select the 'Payroll Tab'
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| − | Select the 'Pay Staff' Button
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| − | As per other lists within ERP you can: -
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| − | Customise the Pay Summary screen.
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| − | Export the Pay Summary screen.
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| − | Perform Searches within the Pay Summary screen.
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| − | Execute Filters within the Pay Summary screen.
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| − | Print the Pay Summary screen.
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| − | Please refer to Global_Features<LinkId=272> for details on the functionality of the above choices.
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| − | Select from the radio buttons, 'Pay'; 'Do Not Pay'; 'All Pays' to display the required list.
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| − | The Pay Date; Date Paid; Pay Period columns indicate the next pay to be completed.
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| − | The next 'Pay Date' is the end of the current pay period
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| − | The 'Date Paid' is literally the date that you made the last payment
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| − | The 'Pay Period' is the actual period for your Company pay runs as per Employee card and Preference settings
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| − | 'Wages' displays the value of the wage to be paid for this pay period as per the figures
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| − | entered into the Employee card.
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| − | 'Commission' is dependant upon whether the Employee is eligible to be paid commission as per Employee card
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| − | settings, i.e. per Invoice, per Product etc. Commissions are not automatically added into the pay. You must enter
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| − | them manuallly. See Commissions<LinkId=245>
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| − | If there are any Deductions, Allowances, Sundries for this pay period that are not a standard entry then you have
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| − | the option to enter them before running the pay.
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| − | The Pay Staff screen also lists the Superannuation, Gross, CDEP, Tax and Net wages due for the next pay, in accordance
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| − | with the default data entered against each employee.
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| − | The 'Pay Periods' indicates the number of pay periods being paid in One Pay, e.g. If your normal pay period is weekly
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| − | but you need to pay an employee 2 weeks worth of wages in the one pay run, then you would set the Pay Periods to 2.
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| − | To do this double-click on the employee within the Pay Staff list.
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| − | 'Send Pay Slips via' indicates which email address a Pay Slip should be sent to if authorised.
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| − | The 'Pay' column allows you to select 'Yes' or 'No' whether to pay each employee, e.g. Dene's pay may need to
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| − | be revised further, but you do not wish to hold up the processing of all the other pays. Therefore if you select 'No'
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| − | against Dene's entry, all other pays can be processed. Dene's pay for this period will now be displayed in the
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| − | 'Do Not Pay' list.
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| − | Manually entering the tax.
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| − | Select the 'Manual Tax' tick box at the top right of screen.
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| − | Enter the manually calculated tax figure directly into the Tax field.
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| − | The total Net pay will re-calculate accordingly.
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| − | Select 'Prepared'.
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| − | Select the 'Prepared' tick box once you have completed any amendments for each Employee's pay.
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| − | The Employee entry in the 'Pay Summary' list will then be highlighted.
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| − | Select the 'Payslip Report' button to Print/Preview the overall Pay Report for the pay period.
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| − | Select the 'Preview Pay Slip' button to preview all payslips before printing
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| − | Note: When 'Pay Staff' is completed a Pay Slip will automatically be printed/previewed.
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| − | Select the 'Pay Staff' button at the bottom of the 'Pay Summary' screen when you are ready to process the pay
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| − | for this period.
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| − | This will load the 'Action Authority' screen to authorise the processing of the pay. Refer to Access Levels for
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| − | setting the required authorisation for each employee.
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| − | Enter the Employee and Password (as per log-in name and password).
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| − | Select 'Approved'
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| − | This will load the 'Pay Period' screen where you enter the date 'You are about to Pay Staff through to' and the
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| − | actual 'Paid Date'.
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| − | Select 'OK'
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| − | Pay Slips for each Employee just paid will be printed/emailed, or previewed for you to choose whether to print.
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| − | After all Pay Slips have been printed/previewed the 'Payroll Completed' Information screen will display.
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| − | Select OK
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| − | The Pay Summary screen will now display the next pay date
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| − | NB: If the Preference/Speed 'Disable List Updates on Save' is selected, you will need to 'Refresh' the Pay Summary screen
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| − | to display this change.
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| − | If 'Add to EFT' was selected, the pays we have just run will be loaded into the Banking/EFT ready for the file to be
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| − | sent to your bank for electronic processing.
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| − | Refer to Banking/EFT for instructions on processing.
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| − | NB: When a 'Pay Staff' has been run, the payments are allocated by default to the 'Payroll Bank' account within ERP.
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| − | This account is a clearing account therefore the funds need to be transferred regularly between Payroll Bank and the actual
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| − | Bank Account where the wages are being debited from. NOTE: Under no circumstances should the Payroll Clearing account
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| − | be replaced in preferences with an actual Bank account as these transactions will not be reconcilable as a bank
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| − | account. Please refer below for instructions on creating the Journal Entry for the transfer.
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| − | In your Accounts List (Chart of Accounts Tree), and Balance Sheet there will be entries against the Payroll Bank account.
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| − | On a regular basis this must be cleared and your actual Bank Account debited, bringing your Payroll Bank balance
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| − | back to $0.00
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| − | The Chart of Accounts Tree is a drillable report. Double-click to take you to the Details by Account list if you wish
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| − | to view the transactions making up the Payroll Bank figure.
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| − | Select the Accounts tab
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| − | Select the Journal Entry button
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| − | Select the Payroll Bank account from the drop-down Account list.
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| − | Debit from the Payroll Bank the total amount that has been posted to this account and has been paid out of your
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| − | Bank Account.
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| − | Credit your Bank Account (the actual account the payroll funds have been debited from).
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| − | Select 'SAVE'
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| − | Open your Chart of Accounts in Tree mode, or your Balance Sheet.
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| − | NB: The balance of your Payroll Bank is now $0.00 and the balance of your Bank Account has been debited by the amount
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| − | you have just created a Journal Entry for from Payroll Bank.
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| − | An Update Batch may need to be run for the journal entry to be reflected in the reports.
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| − | · Select the Profit & Loss Report for a breakdown of your payroll expenses.
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| − | Deleting a Pay that has been Created in Error
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| − | Select the Pay History button from within the Payroll tab.
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| − | Select the incorrect pay, e.g. Pay No 21 for Gaye Paris.
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| − | Double-click to drill into the Employee Pay.
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| − | Select the 'Deleted' tick box at the bottom right of screen.
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| − | You will be prompted with a confirmation box, select 'Yes'.
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| − | Select 'SAVE'.
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| − | Select the 'Deleted Pays' radio button to display the Pay History deleted pays list.
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| − | NB: If the Preference/Speed 'Disable List Updates on Save' is selected, you will need to 'Refresh' the Pay Summary screen
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| − | to display this change.
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