Getting Started. Congratulations on choosing MYOB Payroll. This guide takes you through installing, registering and setting up.

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1 Getting Started MYOB Payroll 2016 Congratulations on choosing MYOB Payroll. This guide takes you through installing, registering and setting up. Need more help? You ll find a user guide on your installation CD. The MYOB Payroll User Guide is a comprehensive reference guide to using MYOB Payroll. If you need more assistance, such as phone and online help, see page 10. Task 1: Check the system requirements Component Operating system Processor Memory Hard disk Display Other Minimum requirements Windows 8 Windows 7 (Service Pack 1) Windows Vista Ultimate (Service Pack 1) Windows Vista Business Windows XP Professional (Service Pack 2) Pentium 4 processor (or equivalent) at 1.5GHz or faster 1GB RAM or more 1GB or more of free disk space 1024x768 pixels Some features require internet access and Microsoft Internet Explorer 7 or later. NOTE : Integrating with MYOB AccountRight? You also need to meet the minimum requirements for AccountRight. See myob.co.nz/minimum_specs. Note that AccountRight doesn t work with Microsoft XP. PAY08001/v2016

2 Task 2: Install 1 If your computer only allows users with administrator privileges to install programs, log in as an administrator. 2 If a virus scanner is enabled, disable it. Some components may fail if you have a virus scanner running. 3 Close any open programs. 4 Insert the installation CD. An installation window appears. If an installation window does not appear, open Windows Explorer, go to your CD drive and double click the autorun file. 5 Click Install MYOB Payroll. The MYOB Payroll Setup window appears. 6 Follow the on screen installation instructions. 7 When the installation is complete, you are prompted to restart your computer. 8 If you disabled a virus scanner at step 2, re enable it after you restart. 2 GETTING STARTED

3 Task 3: Register your software You need to register your software to: activate your software. You will have 90 days before you will need to activate. receive your free 30 day membership to MYOB businessupport You need to provide your product serial number when registering. Your serial number is printed on the sleeve of your installation CD. TO REGISTER MYOB PAYROLL 1 Go to 2 Enter your registration details, including the 12 digit serial number provided with this product, and click Continue. Your registration details are submitted to MYOB to be processed. Task 4: Set up a payroll data file You can set up a new payroll data file by: converting an existing payroll system, see page 4 creating a new payroll file, see page 8. Below is a list of information that is generally required to set up your payroll. Employee list Pay codes (the components that make up an employee s pay, such as ordinary time, overtime, leave, tax, and so on) Departments Cost centres Leave details Leave anniversaries PAYE settings Direct credit files GETTING STARTED 3

4 CONVERTING FROM AN EXISTING PAYROLL You can enter historical information from your previous payroll system to get you ready to process your next pay run. Entering historical information is optional Pay history is used for the calculation of annual leave rates. If you don t enter historical information, you ll need to manually override the gross earnings for the last 12 months each time an employee takes leave. Annual Leave anniversary Before you start, decide if you will use a common anniversary (used when a firm has a compulsory closedown period such as two weeks over Christmas) or individual anniversaries (based on the employee s start date). TO CREATE A PAYROLL DATA FILE FOR AN EXISTING PAYROLL 1 Start MYOB Payroll and click Create a new Payroll from the welcome window that appears. The New Payroll window appears. 2 Enter the company name. This will be the name of the payroll data file. 3 Change Tax Year End to the relevant year for processing live pays. 4 Set the current month to the month prior to the first month you want to enter pay history. 5 Click OK. The Payroll Options window appears. 4 GETTING STARTED

5 6 Enter your payroll details. If you are using a common anniversary set this under the Leave tab. See the user guide or F1 help for more information. 7 Click OK. The Payroll command centre now appears. 8 [Optional] Set up Departments/Cost centres. Some businesses use separate departments to track wages expenses and other employee information. a Go to the Maintenance command centre and click Maintain Departments. b Click New in the window that appears. The New Department/Costcentre window appears. c Enter the details of your department and then click OK. d Repeat from step a above for each department. e Click Close. NOTE : General Ledger codes A message will appear to let you know that general ledger codes haven t been assigned to your departments. Return to this window and enter the General Ledger codes after setting up your accounting integration. For information about integrating with your accounting software, see the Your first day chapter of the User Guide. 9 Set up Employees. a Go to the Maintenance command centre and click Maintain Employees. GETTING STARTED 5

6 b Click New in the window that appears. The New Employee window appears. c Enter a code (usually the first three letters of their surname followed by their first two initials this ensures reports are in alphabetical order. Numeric codes can be used, however, include leading zeros to ensure the sort order is correct, e.g. 001, 002 etc.). TIP : The Copy the following information option is useful when adding employees with similar information. You can customise employee details once the employee is added (such as assign a department and add a start date). Click in the field and press F9. In the list that appears, select the employee you want to copy details from and click OK. d e f g h i j Click OK. The first step of the New Employee Setup Wizard appears. Enter the basic pay details such as start date, IRD number and tax code. Click Next and enter the days per week and hours per day normally worked. Your normal hours per week is calculated. Normal hours per week is used to calculate employee leave allocation. For example, if your normal hours per week is 40, your employees will be allocated 4 weeks of 40 hours of annual leave per year (160 hours). Click Next and enter the KiwiSaver details for the employee. Click Next and then Finish. Repeat from step a above for each employee. Click Close. 10 If you want to enter pay history, you can enter it now by processing the historical pay runs. See F1 help or the user guide for more information. 11 Enter Leave details. Before you enter these details, you will need leave information from your previous payroll system. a Go to the Maintenance command centre and click Maintain Employees. b Click the Leave Details tab and then click Annual Leave & Holiday Pay. 6 GETTING STARTED

7 c d e Enter an anniversary date. This date is used to calculate leave. By default, the anniversary date is based on the employee start date, for example, 12 months after start date. If you are converting from another payroll system, you will need to enter the anniversary date to ensure leave is correctly calculated. Enter the gross earnings since the employees start date (or the employees last anniversary date) and the holiday pay percentage. The holiday pay percentage is usually 8% (that is, four weeks annual leave). The opening Holiday Pay Due balance needs to be manually entered. In most cases, it is 8% of the gross earnings figure. When you start processing payroll, this figure is automatically updated after each pay is finalised. Enter any annual leave due when you started using MYOB Payroll in the Annual Leave due as at field (this may be negative for employees who have taken leave in advance). The Current Annual Leave due should now show the employees correct amount of leave due. If it doesn t, modify the hours in the Annual Leave due as at field to correct (negative amounts can be used). f In the Other Leave tab, enter: sick leave days currently owing in the Current Sick Leave field. Also enter the maximum number of days that can be accrued, and the number of days that should accrue each year. alternative holidays currently owing in the Current Alternative Holidays Due field. GETTING STARTED 7

8 CREATING A NEW PAYROLL FILE TO CREATE A NEW PAYROLL DATA FILE 1 Start MYOB Payroll and click Create a new Payroll from the welcome window that appears. The New Payroll window appears. 2 Enter the company name. This will be the name of the payroll data file. 3 Set the current month to the month you want to process live pays. This ensures the Employer Monthly Schedule (EMS) is correct. 4 Click OK. The Payroll Options window appears. 5 Enter your payroll details. If you are using a common anniversary set this under the Leave tab. Note that this information can be changed after the payroll has been created. For more information on setting up payroll options, see the user guide or F1 help. 6 Click OK. The Payroll command centre now appears. Before you start recording your pays, you need to: finish entering payroll information in the Payroll Options window. set up employees, pay codes or departments. For information, see the user guide or F1 help. 8 GETTING STARTED

9 Task 5: Activate your payroll file Once you ve registered your MYOB Payroll software and created a payroll file, you can activate it. You have 90 days to activate new files. After activation, you will be periodically prompted to re confirm your payroll data file. NOTE : Serial number required You need your product serial number to activate a payroll data file. The serial number is printed on the sleeve of your installation CD. Note that this is your MYOB Payroll serial number, not your MYOB AccountRight serial number. If you don t have a record of your serial number, please contact MYOB on TO ACTIVATE ONLINE After you have created your payroll data file, the following window appears. 1 Select the online activation option and click Next. 2 Enter your MYOB Payroll serial number and press Tab. Your file code is generated. 3 Click Next. Your serial number and file code are sent to MYOB for verification. Note that only your serial number and confirmation codes are sent to MYOB. We are committed to ensuring the privacy of your data, as outlined in our privacy statement. To read our privacy statement, visit and click the Privacy Policy link at the bottom of the home page. 4 Your confirmation code is returned from MYOB and displayed in this window. 5 Click Next. Your payroll data file has now been activated and confirmed. Periodically you will be asked to confirm your payroll data file. GETTING STARTED 9

10 6 If you want to automatically confirm your payroll data file, go to the Tools menu and choose Options, click on the System tab, and then select the Use automated online Payroll data file confirmation option. If you need to create more payroll data files than you are licensed for, you can purchase additional licences by calling MYOB on For more information about activation, press F1 in any of the Activation windows to view the online help. Technical Support HOW OUR SUPPORT TEAM CAN HELP When you register your software, you receive a 30 day free subscription to MYOB businessupport Intro, which entitles you to contact Technical Support via , live chat or phone, and get assistance with installing, using and troubleshooting your software. When the 30 days free MYOB businessupport Intro expires, you can renew it or pay for each technical support call you make. CALLING MYOB TECHNICAL SUPPORT MYOB businessupport is a subscription support service. For a modest monthly investment over an initial minimum period of 12 months, you can join MYOB businessupport and receive full technical support for your product. To find out more, phone Pay Per Call is available by calling Support limitations MYOB cannot resolve connectivity issues caused by third party services, service providers, hardware or software, or networking problems. MYOB does not cover enquiries about general accounting or taxation issues, nor does it include application consulting or training. 10 GETTING STARTED

11 MYOB WEBSITES Support Notes Visit myob.co.nz/supportnotes to get help with installing, setting up and customising your MYOB software. MYOB website Visit myob.co.nz for news and links to many useful resources. my.myob Log into my.myob.co.nz and access resources available only to registered customers. Community Forum Visit the MYOB Community Forum at community.myob.com, to access the expertise and support of MYOB Partners and other business peers. FACE-TO-FACE ASSISTANCE MYOB Training MYOB Training provides courses designed and written by educational, technical and accounting experts, and delivered by professional trainers. There are courses designed for beginners and experienced software users. To find out more about MYOB Training, visit myob.co.nz/training or call MYOB Approved Partners MYOB Approved Partners are independent consultants whose knowledge, skill and experience are endorsed by MYOB. Partners can assist you with installing, setting up and using your software. They can also provide product demonstrations and one to one training. To locate an MYOB Partner, visit myob.co.nz/partners. GETTING STARTED 11