SUPERPAY Demonstration

Transcription

1 SUPERPAY Demonstration for 2003/2004 tax year

2 SUPERPAY 3 (Demonstration Version) TABLE OF CONTENTS Chapter 1 1. SUPERPAY Demonstration Version Introduction Restrictions on use Hardware requirements... 2 Disk capacity & memory requirements Operating systems PAYE calculations Installation of SUPERPAY 3 demo Load SUPERPAY program Printer requirements Exit from SUPERPAY... 5 Chapter 2 2. SUPERPAY - A Guided Tour Overview Overview of a Company Logo Screen... 7 Fill in Select company box... 8 Fill in Select company box Main Menu Options available on Main Menu Run payroll (Main Menu, option 1) Payslips/Reports (Main Menu, option 2) Payments (Main Menu, option 3) User reports (Main Menu, option 4) Employee records (Main Menu, option 5) Year end (Main Menu, option 6) Company record (Main Menu, option 7) Utilities (Main Menu, option 8) i

3 TABLE OF CONTENTS SUPERPAY 3 (Demonstration Version) Chapter 3 3. About The Sample Companies Overview Company 1 - ABC Curtains Ltd...25 Company 2 - HH Transport Ltd...25 Company 3 - XYZ Manufacturing Ltd Dates Chapter 4 4. Run a Payroll and Correct Mistakes Overview of remaining chapters Run a payroll Add extra items to a payslip Starters, leavers & amendments Correct a mistake during Run payroll Correct mistakes after processing payslips Go back more than one week Chapter 5 5. Set Up a New Company Overview Create a new company Chapter 6 6. Some Helpful Features Overview ii

4 SUPERPAY 3 (Demonstration Version) TABLE OF CONTENTS 6.2 Pop-Up Calculator P45 checking Switching between companies Global/Single company backups Report design Networking Chapter 7 7. Fields on Employee Record Employee record - screen Employee record - Screen Employee record - screen Employee record - screen Chapter 8 8. Fields on Payslip Headings Overview Payslip Headings Screen Description Flags NL Code Chapter 9 9. Data Entry and Other items Overview Data Entry - dates Data Entry - Undo a field Data Entry - right-aligned fields iii

5 TABLE OF CONTENTS SUPERPAY 3 (Demonstration Version) 9.5 Data Entry - warning on Exit Data Entry - insert mode Data Entry - system information Data Entry - help messages Data Entry - move Pop-Up boxes Data Entry - enter a range of weeks/months Data Entry - department range Printing - report sequence Export data to a file Historic archive facility Year end - create next year s file BACS payments BACS payment link file Colour iv

6 1 SUPERPAY Demonstration Version 1.1 Introduction Thank you for requesting this demonstration copy of SUPERPAY, the latest version of our Multi-Company payroll program. SUPERPAY is a versatile and easy to use payroll, packed full of features that set a new standard in payroll processing. This booklet guides you briefly through these features and shows you how to set up and run payrolls quickly and easily. Read these instructions carefully. If you require further demo copies of SUPERPAY, or would like more information about any of SUPERPAY s features, telephone our Hotline on Please do not copy the software. About Computastore Computastore Ltd has been heavily involved in payroll software for nearly 25 years. SUPERPAY Version 3 is the result of over 8 years development, based on suggestions by our existing user base of over 1600 UK sites. Many of our users are accountants who use SUPERPAY to operate a payroll bureau service. 1

7 SUPERPAY Demonstration Version 1.2 Restrictions on use The enclosed version is fully working and will allow you to set up and run any payrolls for the tax years 1991 to The only restriction imposed is that the print option has been disabled. You can, however, view all the payslips and reports on the screen using the built-in print viewer. 1.3 Hardware requirements Although you can run SUPERPAY on any PC with a Hard Drive, Computastore recommends a minimum of a 486 processor for small single-user companies, or a 586 (Pentium) for large/multi-company operations. Disk capacity & memory requirements The SUPERPAY program occupies less than 1mb of disk space. Most users data files take up a similar amount of disk space, but obviously this depends on the number of companies and number of employees within a company. SUPERPAY runs in conventional memory and does not require any extended memory. Therefore, you can use any PC with at least 640k RAM. A minimum of 512k available RAM is required. 1.4 Operating systems SUPERPAY is a DOS based product. It will run under both DOS and Windows based computers. For more networking information, refer to 6.7 below. 1.5 PAYE calculations SUPERPAY can process all the statutory calculations (tax, NI, SSP and SMP) for any tax year from 6 April 1991 to the current tax year. When you start a run, SUPERPAY loads into memory the PAYE constants for the date that you enter. This enables you to re-run a payroll from a previous year without having to install a previous program. 2

8 SUPERPAY 3 DEMONSTRATION Installation of SUPERPAY 3 demo When you receive a legislation update from us you can install it immediately, since the update will not come into effect until the appropriate date. When statutory constants (e.g. tax rates or bands) change in the middle of a tax year (e.g. 18th May 2002), SUPERPAY automatically switches in the background, without you having to worry about it. For example, a payroll processed with a date of 17th May 2002 would be processed with pre-18th May tax band changes whereas a payroll processed the next day would have the tax band changes applied. 1.6 Installation of SUPERPAY 3 demo To install SUPERPAY, insert disk 1 in your floppy drive A. From your Windows Desktop click on Start and then choose Run. In the run box type: a:spdemo ENTER The installation screen is displayed. Follow the screens in sequence. During the installation you will be asked to enter the name of a directory you want to install SUPERPAY into. We recommend you use C:\SUPERPAY. If the directory does not exist, the installation will create it for you. The files are then installed into the directory. The installation will add a SUPERPAY icon to your desktop. 3

9 SUPERPAY Demonstration Version Remove the disk from your floppy drive. The installation is now complete. 1.7 Load SUPERPAY program Double click the SUPERPAY icon to start the program. When asked to enter a program licence number type DEMO and press enter. An Evaluation message is then displayed. Press ESC to remove the message. You will then be asked to enter a company number. Note that company numbers 1, 2, & 3 are sample companies. Chapter 3 provides details of the setup of these companies. You can also set up your own companies using number 4 onwards. 1.8 Printer requirements You can not produce printouts using this demonstration version. The live version of SUPERPAY 3 works with most printers, including PCL compatible laser and inkjet printers. For multi-part forms you need an impact type printer (usually a dot-matrix). 4

10 SUPERPAY 3 DEMONSTRATION Exit from SUPERPAY Since SUPERPAY is a DOS based program, you cannot use a printer that does not support DOS printing (e.g. a Windows only printer that relies entirely on the Windows print driver). If you are not sure about this please telephone our hotline for advice ( ). 1.9 Exit from SUPERPAY Press ESC on the Main Menu to close down, and SUPERPAY asks you for confirmation before leaving the program. Key Point: You MUST ALWAYS close down SUPERPAY before switching off your computer. 5

11 SUPERPAY Demonstration Version 6

12 2 SUPERPAY - A Guided Tour 2.1 Overview When you have installed SUPERPAY, it is a good idea to view all the menu screens before going into any one option in detail. This chapter guides you through the screens using Sample Company 1 (ABC Curtains Ltd) to illustrate each option. 2.2 Overview of a Company In SUPERPAY, each company is organised into several different files: There is a file for company details (company name, address etc.) and this is known as the Company record. There is a file for employee details (employee name, pay rates, tax code etc.) and this is known as the Employee records. 2.3 Logo Screen There is a file for common text that appears on a payslip (Basic Pay, Overtime etc.) and this is known as the Payslip headings. Following on from 1.7 Load SUPERPAY Program, you should now be at the opening SUPERPAY logo screen. 7

13 SUPERPAY - A Guided Tour Fill in Select company box 1. In the Number field enter 1 for Sample Company 1. More information about company files Each company is completely independent of any other company. Up to 999 companies can be stored in one directory, and you give each company a unique number (1-999). From then on, you access the company via its number. Note: SUPERPAY provides a fast way of switching between companies for multi-company payrolls. Press ALT-F2 on the Main Menu and SUPERPAY displays the company selection box. You can then change to a different company without having to return to this logo screen. 2. Then enter a date; e.g. 06/04/ Leave the Data path box empty for now. 4. SUPERPAY then displays the Main Menu. 8

14 SUPERPAY 3 DEMONSTRATION Main Menu 2.4 Main Menu Sample Company 1 s name and number (ABC Curtains Ltd) is displayed in the top left of the screen. To select one of the menu options, enter the number of the required option or use the cursor up/down keys until the option you want is highlighted. Then press the ENTER key. 2.5 Options available on Main Menu 1. Run payroll (Main Menu, option 1) This option processes payments for your employees. You can process weekly, monthly, fortnightly, 4-weekly, and irregular payments. Some payroll systems have a screen where you input the payments, and then a separate option to do the calculations before producing the payslips. SUPERPAY does both routines in one go, removing the need for a separate Period end option. SUPERPAY also allows you to do automated salary runs and individual employee processing. When you have run a payroll for a company, you can then print the payslips, reports and payments for that period. 9

15 SUPERPAY - A Guided Tour Running a payroll is discussed in Chapter 4 so bypass this option for now and press ESC to return to the Main Menu. 2. Payslips/Reports (Main Menu, option 2) This option provides a comprehensive list of reports. Remember that even though this demonstration version has disabled the print option, you can still view all the payslips and reports on the screen. Try selecting some of the options and viewing the reports. To do this, choose an option and then press ENTER on all the questions in the sub-menu until a Print prompt is displayed at the bottom of the screen. Press the F8 key and an empty print viewer screen is displayed. There is normally a pause while SUPERPAY gathers the relevant information, before displaying the report on screen. The length of the pause depends on the speed of your computer, and the type of report chosen. The print viewer is like a mini-window which shows part of the report behind it. The payslip and P45 options are designed to print onto pre-printed forms, so the print viewer shows text only, without any boxes. 10

16 SUPERPAY 3 DEMONSTRATION Options available on Main Menu Print viewer When you use F8 to display a report, the report is built up in its entirety before any part is displayed. This means that for larger companies or complex reports, there may be a delay before you see the information. Once visible, you can use your cursor keys to move around the report. PAGE UP/DOWN and SPACE scroll a screen at a time, CTRL-PAGE UP and CTRL- PAGE DOWN scroll a printed page at a time. CURSOR UP/DOWN scroll a line at a time. CURSOR LEFT/RIGHT move the report sideways. The T' key types' the report to the screen continuously. The L' key turns on and off the display of line numbers. HOME and END take you to the first and last line of the report respectively. Press ESC to come out of the viewer when you have finished. Reprinting payslips/reports Reports can be re-printed at any time for any tax period including other tax years (though the sample data only has data for the current year). When you have finished viewing the different reports, press ESC to return to the Main Menu. 3. Payments (Main Menu, option 3) This option allows you to pay your employees in many different ways. 11

17 SUPERPAY - A Guided Tour Sample Company 1 (which is currently loaded) pays all its employees in cash, so you can only view the coin analysis option here. The other options do not display anything since no employees in this sample company are paid by any of these other methods. SUPERPAY allows you to have a mixture of different payment methods for each company, and after you have run a payroll, each payment option prints only the employees belonging to that payment method. Press ESC to return to the Main Menu. 4. User reports (Main Menu, option 4) The User Reports option is used with SUPERPAY s Report Design module. This module allows you to create and print a wide variety of reports that are not included in the standard SUPERPAY. It is not possible to cover here all the possible report options you can design yourself with SUPERPAY s Report Design, so for now bypass this option and telephone Computastore if you would like further information. 5. Employee records (Main Menu, option 5) Choose this option to work on Employee Records or Payslip Headings. For example, when you want to add a starter or change an employee s tax code. 12

18 SUPERPAY 3 DEMONSTRATION Options available on Main Menu The options on the Employee Records Menu are as follows: 1. Employee enquiry/update (E ee records menu, option 1) Choose this option when you want to view or amend an employee s record. The option displays a blank Employee Record screen, from which you can set up a new employee or bring up and alter the details of an existing employee. For now, press ENTER to display the first employee on file - Jane Ellidge. 13

19 SUPERPAY - A Guided Tour Each Employee s Record covers 4 screens. This first screen contains the employee s pay rates/amounts, additions and deductions, any loans, Tax/NI codes, employment dates, and pension details. In the Gross Pay and After Tax items, the number after the * refers to the Payslip Headings. In this case, *1 refers to heading 1 which is Basic Pay. The Payslip Headings are covered in Chapter 8. At the bottom of the screen there is a Prompt line showing what options you can call up from this screen. This Prompt line changes from screen to screen throughout SUPERPAY, so you always know which options are available. One of the prompt options is PgDn - Next Scr, so press the PAGE DOWN key to display the next screen for this employee. This second screen shows SSP, Parental Leave, last net pay/rounding values, details about the employee s main pay and secondary pay (an employee can have two different pay methods), the employee s address, and attachment of earnings details. For more information on SSP, press F4 (Diary) to display Jane Ellidge s sickness record (you can also record Holidays on the diary). You can enter sick days on this diary and SUPERPAY will automatically generate SSP when you next run a payroll. 14

20 SUPERPAY 3 DEMONSTRATION Options available on Main Menu The diary has sections for entering sickness, work patterns (or qualifying days), SSP1(L) details, and sickness before the diary started (for transferring from a different payroll system). Note: The diary can also be called up during Run payroll. When you have finished viewing the diary press ESC to return to the Employee Record screen. Then press PAGE DOWN to display the third screen for Jane Ellidge. This screen shows Jane s totals to date for the tax year. There is a sections for earnings from a P45 as well as current employment totals. 15

21 SUPERPAY - A Guided Tour Then press PAGE DOWN to display the last screen for Jane Ellidge. This screen allows you to enter car details for calculation of class 1A NI and also has a section for setting up Tax Credit payments. Payslip history One of the Prompt options is F8 - PSlip. This option allows you to view all the previous payslips for an employee for the current year. Press F8 and SUPERPAY displays Jane s last payslip. 16

22 SUPERPAY 3 DEMONSTRATION Options available on Main Menu Press PAGE UP a few times and SUPERPAY steps back through Jane s previous payslips for the tax year. When you have finished viewing her payslips press ESC to return to the totals to date screen. Return to Employee Records Menu When you have finished viewing Jane s record, press ESC twice to return to the Employee Records Menu. If you have keyed something into Jane s record whilst browsing through it, when you press ESC SUPERPAY warns you that changes have been made. SUPERPAY then asks you to confirm that you wish to leave the record. Press Y and then ENTER on the warning message to escape from the record without saving the changes. Then press ESC again to return to the Employee Records Menu. 2. Employee reports (E ee records menu, option 2) This option displays a menu of various reports you can print relating to employee totals for the tax year to date. Feel free to view some of these reports on the screen before returning to the Employee records menu. Please note that when you have finished looking at a report on screen you press ESC to return to the menu. 17

23 SUPERPAY - A Guided Tour 3. Payslip headings file (E ee records menu, option 3) Choose this option to view or amend the headings that appear on an employee s payslip. For each company, you can have up to 99 global headings. Once set up, these headings are available to all employees in the company. Each employee can have up to 11 headings in the build-up to gross pay, and a further 7 for after-tax items. On this sample company, only six headings have been set up (heading 1 is Basic pay, heading 2 is Overtime 1 and so on). Four are pre-tax items, two are aftertax. Chapter 8 describes Payslip Headings in much more detail, so for now press ESC to return to the Employee Records Menu. 4. Undo all last run (E ee records menu, option 4) After running a payroll, you may decide you want to start again, and re-input all the payslips. This option allows you to do that. The Undo removes the last payslip for each employee in the range you enter. You can then re-run the payroll for that week/month as if you were starting afresh. 18

24 SUPERPAY 3 DEMONSTRATION Options available on Main Menu 5. Bank details (E ee records menu, option 5) SUPERPAY 3 checks the bank details you enter in your Employee and Company Records against an internal list of over 14,000 UK bank sort codes. This bank list is global across all the companies you set up. Choose this option to check the sort code that an employee has given you or if you want to set up a new sort code which SUPERPAY doesn t have on its standard list (e.g. for a new bank branch). Choose this option and SUPERPAY displays the following screen. Enter a bank sort code. SUPERPAY displays the Bank and Branch details. If the code is new, you then enter these details yourself. Try keying in some valid codes. You can also alter existing branch details in cases where a bank moves or changes its name. When you have finished viewing this option press ESC to return to the Employee Records Menu. 6. Change all tax codes (E ee records menu, option 6) This option updates all tax codes, for example when personal tax allowances increase at the beginning of each tax year. If there are no changes for the current year then a message is displayed instead of the sub-menu. 19

25 SUPERPAY - A Guided Tour Enter the required changes in the sub-box and SUPERPAY then updates each employee s tax code if applicable. You can enter negative numbers as well as positive increases, so you can reverse any changes by entering negative numbers in the sub-box. Press ESC to remove the sub-menu, without making any changes. 7. Print P45 s (E ee records menu, option 7) This option prints P45 s for leavers (the employee must be deleted in employee enquiry before you can print a P45). 8. Import employee data (E ee records menu, option 8) This option is used mainly for converting from a different payroll system. Return to SUPERPAY Main Menu When you have finished viewing the Employee Records Menu press ESC to return to the SUPERPAY Main Menu. 6. Year end (Main Menu, option 6) Choose this option when you want to do your year end procedures. The Year End Menu is displayed: Options 1-4 cover PAYE e ees. Option 5 is for Sub-Contractors. 20

26 SUPERPAY 3 DEMONSTRATION Options available on Main Menu P35, P38, and P14 s (Year end menu, options 1, 2, 3) You can run options 1-3 as many times as you like. In fact, we recommend that you print a P35 regularly during the tax year to check against your weekly/monthly totals. SUPERPAY will print onto the official P14 laser and continuous forms supplied by the Inland revenue. Year end returns on disk (Year end menu, option 4) Option 4 displays the Year end on disk returns menu. This menu allows you to create a floppy disk for submission to the Contributions Agency (DSS/Inland Revenue). This facility is a replace- 21

27 SUPERPAY - A Guided Tour ment for the original method of submitting paper P14 s to the tax office, and greatly speeds up year end processing, cutting down on errors at the same time. Bureaux can submit all their clients year end information on one or more disks to one address (instead of all the individual tax offices). Each disk can hold many different companies. This feature is a standard part of SUPERPAY but you can still submit some or all of your returns on paper if you prefer. Option 1 allows you to select the companies you want on a year end disk, and then produce the disk for sending to the Contributions Agency. Option 2 prints a summary of the disk you have produced, so that you can check the details before submitting the disk. Option 3 print single part P60 s for distribution to your existing employees (there is no need to print P60 s for leavers). Sub contractor CIS36 (Year end menu, option 5) This option prints out a CIS36 form for any subcontractors you have paid during the year. Create next year s files (Year end menu, option 6) Option 6 creates a new set of Employee Records ready for the new tax year, leaving the current year s Records still on file. You only choose this option at the end of the tax year. Since each tax year is retained as a separate file, this allows you to run week 1/month 1 payrolls for the new tax year and then run your year end for the previous tax year later. Return to SUPERPAY Main Menu When you have finished viewing the Year End Menu press ESC to return to the SUPERPAY Main Menu. 22

28 SUPERPAY 3 DEMONSTRATION Options available on Main Menu 7. Company record (Main Menu, option 7) Choose this option when you want to: amend a company s details. enter your PAYE payments. set up a new company. Choose this option to display the currently selected company record. There are 4 screens for each company. Most of the fields are selfexplanatory. However, the following points should be noted: Screen 1 - Passwords Don t enter anything in the passwords fields during this Quick Tour. If you do, you must remember exactly what you enter or you won t be able to get back into the company later. Level 4 stops entry to the company, level 3 stops editing/viewing of payroll data, level 2 stops editing/viewing of monthly details, and level 1 stops deletion of a company. Screen 2 - Extended department codes SUPERPAY uses the first letter of an employee s code as the department, so you can have up to 26 departments per company. If required, enter Y here to sort by the first two characters, which provides up to 260 departments. 23

29 SUPERPAY - A Guided Tour Screen 2 - IR payments in monthly summary Screen 3 allows you to enter PAYE payments. This question on Screen 2 allows you either show these payments on the Monthly Summary report turn off this feature if necessary. Screen 2 - Deduct SSP from fixed first pay item Where you have fixed amounts set up on an employee s record (e.g. monthly salary), SUPERPAY can automatically reduce this amount by any SSP payment during Run Payroll. Screen 3 - Income Tax Year section This section allows you to specify which tax weeks you want in a tax month. If required, you can alter this section to force a tax month to start at a different tax week from the default. Return to SUPERPAY Main Menu See Chapter 5 for more details on setting up a new company. When you have finished viewing the sample Company Record screens press ESC to return to the SUPERPAY Main Menu. 8. Utilities (Main Menu, option 8) This option covers global options such as taking backups and setting up system/printer information. This tutorial manual does not cover any of these subjects. End Tour This is the end of the SUPERPAY Guided Tour. The next chapter discusses the sample companies provided with this demo version. 24

30 3 About The Sample Companies 3.1 Overview Contained on the demo disk are three sample companies (numbered 1 to 3). These companies are automatically loaded onto your hard disk with your demonstration SUPERPAY. Each company has been set up in a different way to cover a broad spectrum of payroll types. All 3 companies have less than 20 employees, so you can see how they are set up and produce payslips quickly and easily. The companies are described below; the text shown in italics is extra information which you may find useful. Company 1 - ABC Curtains Ltd A manufacturing company with 15 weekly paid employees. The employees are paid different hourly rates, and alongside the standard Basic rate, there are other items such as overtime, bonus etc. Payments are made in cash. This company has already been processed up to Week 8, so start at Week 9 - (1st-7th June 2003). Company 2 - HH Transport Ltd A transport company with 6 full-time drivers, 2 part-time drivers, and 4 office staff. There are also 2 directors. The drivers are weekly paid and the office staff/directors are monthly paid. There is a mixture of fixed payments and hourly rates. Payments are made directly into the bank via Nat West s Autopay service. 25

31 About The Sample Companies No payrolls have been run for this company, so start at Week 1 (6th - 12th April 2003) and Month 1 (6th April - 5th May 2003). SUPERPAY automatically produces the correct Autopay report for your bank, based on your company s bank sort code. All the employees are in the company s pension scheme. Each employee pays 3% of his Gross Pay, and the company contributes a further 6.25%. Some of the employees also make additional fixed payments into the scheme. The part-time drivers are set up as casual employees so that SUPERPAY provides a skip option when you run a payroll. When their payslips are displayed, press skip if no payment is due this week. SUPERPAY then moves on to the next employee. The directors have K prefix tax codes (this limits their tax to 50% of Net pay). Their NI is calculated on the annual NI limits rather than the standard monthly limits. Company 3 - XYZ Manufacturing Ltd A manufacturing company with 9 shop floor workers, 2 sales staff, and 5 office staff. They are all paid a fixed monthly wage. The shop floor workers have additional items such as Overtime, Bonus etc., and the sales staff have Overtime and Commission. Payments are made by Credit Transfer. No payrolls have been run for this company, so start at Month 1 (6th April to 5th May 2003). The sales team are paid 2% commission on sales. This has been set up on their Employee Records as a rate of 0.02, so that during Run payroll you can simply enter their monthly sales figures, and SUPERPAY automatically calculates the commission payable. 26

32 SUPERPAY 3 DEMONSTRATION Dates 3.2 Dates One of the key features of SUPERPAY is its ability to run any payroll from 1991 up to the current tax year. To do this, SUPERPAY loads in the appropriate PAYE tables and data files, based on the system date you enter on the opening screen. Similarly, when you choose Run payroll, SUPERPAY automatically works out the tax week or month based on the run date that you enter. This is very useful when you are running a live payroll. However, when working through the three sample companies you must enter a reasonable date in order to achieve meaningful results. Example: Our Sample Company 1 has already been run up to 31st May 2003 (Week 8) and the Run payroll screen displays the following payroll history. The next normal run date for this company would be 6th June (Week 9). If you were to ignore this and enter a different date e.g. 30/09/03 you will not get very meaningful payslips; i.e. for a run date of 30th September, SUPERPAY will run a Week 26 payroll. This will give each employee an 18 week pay interval and therefore no NI will be deducted. They will also all receive tax refunds since no-one has been paid since May. The resulting payslips, though correct, would look a bit odd. 27

33 About The Sample Companies Therefore, in order to get meaningful results, you should always run the next payroll after the latest one listed on the opening Run payroll screen. The next chapter takes you through the process of running a payroll. 28

34 4 Run a Payroll and Correct Mistakes 4.1 Overview of remaining chapters It is not possible to go through all SUPERPAY s facilities in the space of this booklet. Therefore, the following chapters outline the basic features: This chapter - Guides you through a payroll for Sample Company 1 and shows how to correct mistakes. Chapter 5 - Shows you how set up a new company. Chapter 6 - Outlines some key features. Chapter 7 - Steps through each field in an Employee s Record. Chapter 8 - Steps through each field in the Payslip Headings file. Chapter 9 - Explains how to enter information into SUPER- PAY (Data Entry) and outlines some key features which have not been covered elsewhere. After reading this booklet you can use the sample companies to try out any features that interest you. Week/Month To keep this booklet brief, we often use week to refer to the employee s pay interval, whether he is weekly paid, monthly paid, 4 weekly paid etc. 4.2 Run a payroll You can run a payroll for any of the sample companies on the disk, as follows: Load SUPERPAY. On the opening logo screen enter the company 29

35 Run a Payroll and Correct Mistakes number you require, a date between 6th April 2003 and 5th April 2004, and leave the data path field blank. From the SUPERPAY Main Menu, select Run payroll. Enter the next run date for that company (on the right of the screen you will see a list of previous runs ). If the box is empty start from 6th April for a weekly payroll and 30th April for a monthly payroll,otherwise start at the next run date in sequence. If more than one kind of employee is found (e.g. weekly and monthly) SUPERPAY then asks which kind of payroll to run. Enter W or M. If only one kind of employee is unpaid, SUPER- PAY does not ask the question (e.g. on Sample Company 1, all the employees are weekly paid). SUPERPAY then calculates the week/month number and displays it next to the run date. Check it is correct. If not, press ESC and enter another date (to generate a different week/month number). Press ENTER on all the other fields. SUPERPAY then displays the first employee and waits for you to complete the payslip. 30

36 SUPERPAY 3 DEMONSTRATION Run a payroll You build up the payslip item by item. The sample data has a variety of payslip types already set up. Some items have fixed values; some have a default number of hours. Others have no value. Enter hours or amounts as appropriate or press ENTER to bypass an item. As you enter a value the Tax, NI, Pension and Net Pay are instantly updated on the screen so you can see the finished payslip before you STORE it. When the payslip is complete press F9 to STORE, and SUPERPAY moves on to the next employee. Complete and store each employee in turn. When you have stored all the payslips, SUPERPAY returns to the Main Menu. The payroll processing is complete, and you can now print the payslips/reports for the run. Note: The rest of this chapter shows how to make changes and correct mistakes. To try them out, run a payroll again for the next week, stop about halfway through, and then follow the instructions. 31

37 Run a Payroll and Correct Mistakes 4.3 Add extra items to a payslip You often need to add extra items to a payslip as you process it. This is easy to do. First, complete all the normal hours or values and then move the cursor to the next blank line (either in the Gross pay or Aftertax section). Enter a flat amount To enter a flat amount, enter some text followed by a space and then the amount. For example, type: Cleaning ENTER Alternatively you could enter a payslip heading number instead of text. For example, type: * ENTER The description for heading 2 is then displayed. The extra item is added to the payslip. If a deduction from pay is required, enter a minus sign in front of the amount (e.g. Overpayment ). Enter a rate To enter a rate of pay, enter some text, then a space, then sign followed by the rate of pay. For example, type: ENTER Alternatively you could enter a payslip heading number instead of text. For example, type: * ENTER The description for heading 2 is then displayed. SUPERPAY then waits for you to enter the number of units; e.g. hours. (The number you enter can have up to 6 decimal places.) Enter the units and the extra item is then added to the payslip. If a deduction from pay is required, enter a minus sign in front of either the rate or the units. 32

38 SUPERPAY 3 DEMONSTRATION Starters, leavers & amendments Enter a fixed net pay You can enter a net pay amount and SUPERPAY will work backward and calculate the gross pay require to acheive the required net pay amount. For example, type: * 1 250n ENTER to fix the net pay to 250. Note that any other items on the payslip are taken into account when calculating the gross pay. Enter a decription You can also type any message or description onto the payslip. Simply enter the text and leave the amount as zero. Zero s are not shown on the printed payslip and so the text you enter looks like a note. Some examples are: Don t forget P45 Happy birthday Less 1 day Note: Extra items added on the payslip screen are not displayed the following week. To add permanent items, see 4.4 below. 4.4 Starters, leavers & amendments Sections 4.2 and 4.3 above show how to run a payroll where you don t need to make any changes to the Employee Records. However, you often need to set up starters, delete leavers, or make other changes to the Employee Records. If you need to make such changes, before running the payroll, choose Employee records, option 5 on the Main Menu. Then choose Employee enquiry/update, option 1. A blank employee record is then displayed. This is the starting point for the remainder of this section. 33

39 Run a Payroll and Correct Mistakes This chapter does not describe the Employee Record in detail. For an explanation of each field see Chapter 7. Amend an existing employee s details You call up an employee s record by entering his number. If you don t know the employee s number, type a? in the employee code field and press ENTER. SUPERPAY then displays a list of employees. Enter one of the codes shown on the list, and SUPERPAY then displays that employee s record. To move around the screen press the ENTER key (if you go past the field you want to change, press the UP ARROW). Make the required alteration and then press F9 to STORE your change. Set up a new employee At the blank employee screen, enter a new employee code (in the format X99999). For example, any of the following are valid codes: A001, B12345, S9, T03, AB23 The first character of an employee s code must be a letter (this represents the employee s department) followed by up to 5 other characters which can be numbers, letters or a mix of both. 34

40 SUPERPAY 3 DEMONSTRATION Starters, leavers & amendments When you enter a new code, SUPERPAY creates a new record and waits for you to enter the employee s name. Complete the details for the new employee and then press F9 to STORE the new record. Delete a leaver When an employee leaves a company you need to keep his details on file until the tax year end, but do not want him to appear in any future payrolls. To Delete an employee, you first need to display his record. As above, enter his code and SUPERPAY displays his details. Hold down the ENTER key until the highlight is on the Leave date field (in the Constants box). Enter his date of leaving. Then press F5 to delete the employee. Enter Y to confirm. SUPERPAY then deletes his record. If you call up the employee s Record again you will see the word DELETED shown in the top right of the screen. Note: PRINTING P45 s - When you enter a leave date and then delete an employee, a flag is set to produce a P45 for this employee. If you now choose Print P45 s in the Payslips/ Reports Menu, SUPERPAY prints a P45 for that employee. After printing, the flag is cleared. Add permanent extra items to a payslip If you need to add an extra item to a payslip which you want displayed each week, add the item to the employee s Record in the Gross Pay or After-tax sections (screen 1). See Amend an existing employee s details on the previous page. If the item is just a one-off add it to the payslip during Run payroll as described in 4.3 above. 35

41 Run a Payroll and Correct Mistakes 4.5 Correct a mistake during Run payroll In the middle of your payroll you may come to an employee whose details should have been changed first (e.g. payrise or tax code change) as described in 4.4. above. If this happens, simply press ESC twice to leave the Run payroll option. Then change the employee s Record as described in 4.4 above. When you return to Run payroll, SUPERPAY will take up where you left off. If you have already stored the employee s payslip when you realise you should have changed something, press ESC twice to leave the payroll. Then follow point 1 of 4.6 below to UNDO the incorrect payslip, before making the changes. Then return to Run payroll to take up with the restored employee. 4.6 Correct mistakes after processing payslips After you have completed your Run payroll you may realise that you have made some mistakes on one or more payslips (you often pick up errors only when you view your printed payslips or reports). To fix such an error you must first remove the incorrect payslip, and then re-run it. There are two methods you can use to remove incorrect payslips; correct one employee at a time, or correct a group of employees. 1. Correct one employee To remove the last payslip for an employee, go to Employee Enquiry and enter the employee s code to bring up his details on screen. Press the F7 key (Undo Run). 36

42 SUPERPAY 3 DEMONSTRATION Correct mistakes after processing A Pop-up box is displayed. Press ENTER on the highlighted option Undo last run and SUPERPAY removes the incorrect payslip. Press F9 to store the record. Repeat the procedure for any other employees. 2. Correct many employees When there are a lot of mistakes it is often easier to re-run your entire payroll. To do this, choose option 4 Undo all last run on the Employee Records menu (rather than Undo each employee one at a time). Enter the Week to Undo (i.e. the week you have just run) and the range of employees to be re-run. SUPERPAY removes all the payslips it finds in the range entered. Re-run the payslips When you have removed all the incorrect payslips, go back to Run payroll and re-run the same week again. SUPERPAY only displays employees whose payslips have been removed. Correct the details and press STORE. SUPERPAY automatically updates all the relevant payslips/ reports, and you can then reprint them. 37

43 Run a Payroll and Correct Mistakes 4.7 Go back more than one week Many payrolls allow you to go back one week and re-run a payroll. However, SUPERPAY 3 also allows you to take an employee back more than one week, correct any errors and re-run all the payslips and reports again. Restore one employee From the employee enquiry screen, call up an employee s details and press F7 (Undo Run). Then select the second option Restore to... SUPERPAY displays the previous payroll Week number at the bottom of the screen. Enter the Week number you want to restore to or use CURSOR UP/DOWN to step through the Weeks until you come to the Week you want. Then press ENTER. SUPERPAY takes the employee s Record back to that week and you can then STORE and re-run his payslips until his Record is back up to date. Key Point: Restore automatically checks for any changes that you have made to an employee s Record such as a tax code change or a pay rise and warns if the Restore you are attempting will lose any such changes. You can then exit the Restore and print an Alterations report before re-selecting Restore. You can then re-enter any changes as you re-run the subsequent weeks. Restore many employees If you want to take the whole payroll or a group of employees back more than one week Restore each employee in turn as described above. SUPERPAY allows you take the whole payroll (or a group of employees) back one week but does not allow you to take more 38

44 SUPERPAY 3 DEMONSTRATION Go back more than one week than one employee at a time back more than one week. This is a builtin safeguard of the system. Re-run the payroll When a payroll is re-run, the previous Cancelled payslip details are redisplayed. (This saves having to key in everything again just because, for example, you forgot to change an employee s tax code.) Example: In Week 25, a client tells you that an employee got a pay-rise 4 weeks ago and he forgot to tell you at the time. You have already run the payslips for this employee for the past 4 weeks. You Restore the employee back to Week 21, and change the employee s hourly rates. When you run Week 22 again, SUPERPAY displays the details for the Cancelled week 22 payslip. The text Using last runs data is displayed under the week/ month number. To revert to the new employee record settings you press Esc once, and then re-enter the hours for that week. If the re-run is for a different tax period than the most recent Cancelled payslip for an employee you will lose all subsequent cancelled archive payslips. SUPERPAY warns you if this will happen. Example: You run an employee up to week 25 and then restore him back to 21. The you re-run the payroll starting from week 23 and not 22. SUPERPAY warns you that you have previously run the employee for a different tax period. You can then press Esc three times to cancel the run and restart at week 22, or press Esc once and continue if you are sure you don t want a week 22 payslip anymore; the message is simply a precaution so that you do not inadvertently wipe out several weeks work. 39

45 Run a Payroll and Correct Mistakes 40

46 5 Set Up a New Company 5.1 Overview When you have worked through the sample companies and become familiar with the layout of SUPERPAY and its features you can set up your own data and run some payrolls. Unlimited use As mentioned earlier, there is no restriction on the number of companies you can set up with this version. Transfer to live version Any data that you set up on this demo version is completely compatible with the live version should you decide to purchase SUPERPAY later. This means that you can set up and run in parallel with your existing payroll system, and when you buy SUPERPAY for yourself you can continue from where you left off and immediately start producing live results. 5.2 Create a new company There are four steps in setting up a new company: 1. Select an unused company number. 2. Key in and STORE the Company Record (to create a new Company file). 3. Set up the Payslip Headings for the company - see Chapter Key in and STORE each employee on the Employee Records screen - see Chapter 7. And that is it! 41

47 Set Up a New Company You are now ready to run your first payroll for the company. Key Point: The data file you create will match the tax year you are in at the time, so before you start make sure that the date in the top right of the screen is in the right tax year. If you are starting mid-year, you will need to enter the starting totals on each employee s record so that SUPERPAY can continue from that point onwards. However, you might find it easier to go back and start SUPERPAY at Week 1/Month 1 and bring your payrolls up to date on the computer rather than entering mid-year totals. You can then compare your computer results with the payrolls you have already run. 42

48 6 Some Helpful Features 6.1 Overview This chapter describes just a few of SUPERPAY s features. The pop-up calculator and P45 checking are useful for everyone. The other features described below are particularly helpful for bureaux users who run payrolls for their clients. 6.2 Pop-Up Calculator You can call up a Pop-up calculator from anywhere within SUPERPAY. As well as numeric functions it can also perform calculations on dates. You can pull data into the calculator from the field you are on, perform a calculation, and then paste the result back into the same field, or retain it for use in a different field (or even a different company). To pop up the calculator, press ALT-C. The calculator works just like a normal calculator. You use your numeric keypad to enter numbers; the * key is the multiply function. While the calculator is displayed, you can press F3 to alter the display from a large calculator with buttons and tally roll, down to a single line display. 43

49 Some Helpful Features When you press F3 an Options box pops up. Use CURSOR UP/DOWN to highlight the required display option and then press ENTER. The calculator changes accordingly. All the functions work, no matter how big the display is. To leave the calculator press ESC. 6.3 P45 checking It is an employer s responsibility to check the tax calculation on any P45 s they receive from new employees - i.e. you should check that the previous employer hasn t made any mistakes. SUPERPAY can do this tax check for you. To enter a P45 you must first be in an Employee s Record. Press SHIFT- F4 and SUPERPAY displays the P45 box. Enter the values and press F9 to STORE the P45. SUPERPAY checks the tax. If it is wrong, SUPERPAY lets you know and stores the correct value on the Employee s Record. You then enter this correct amount on part 3 of the P45 before sending it off to the Inland Revenue. Note: In cases where you don t want the tax checked (e.g. P6 received), you can bypass this check by only filling in the Tax code, Total Pay, and Total Tax fields in the P45 box. 6.4 Switching between companies On the SUPERPAY Main Menu, you can press ALT-F2 to display the Company Selection box. 44

50 SUPERPAY 3 DEMONSTRATION Global/Single company backups Number - enter a company number (1 to 999) as required. Date - enter a new system date. As well as simply changing the date on your reports etc., you can use this date box to change the tax year and look at or amend data from a different year. Data path - Normally this field is blank. However, if you have more than 999 companies, you can split your data into different directories as required, and then use ALT-F2 to call up this box and enter a new directory name. 6.5 Global/Single company backups SUPERPAY provides full backup and restore functions which allow you to backup or restore a single company, or all your data files in one go. This demonstration booklet does not attempt to fully cover this topic. However, the procedure for taking a global backup is described briefly below: From the SUPERPAY Main Menu, choose Utilities. Next, choose File maintenance and press ENTER on the first option Backup to floppy disk. Type ALL in the company number field and press ENTER. Insert a formatted disk in floppy drive A and press SPACE. SUPERPAY then backs up all the data and user report files. If required, you will be asked to insert further disks. 6.6 Report design As well as the many standard reports provided by SUPERPAY, you can also use the Report Design module to create up to 700 extra reports to cope with specialist reporting. You can also export information out of SUPERPAY for use in another program (spreadsheet, database, wordprocessor etc.). As above, this booklet does not attempt to cover this topic. 45

51 Some Helpful Features 6.7 Networking You can run SUPERPAY over your network. Company file locking Several operators can work on different companies at the same time, with each company locked out to other operators while it is in use. Supported networks You can run SUPERPAY on Novell and Windows networks. For more information on this subject, please telephone our Hotline. 46

52 7 Fields on Employee Record Overview This chapter briefly describes each field on the Employee Record screens. You can either read through this chapter in one go or use it as a reference as you work through SUPERPAY. Shift-F1 On the Employee Record, Company Record or Payslip Headings file you can press SHIFT-F1 to display extra information about the field you are currently on. This extra information overwrites the prompt at the bottom of the screen. When you move to the next field, extra information is displayed about that field and so on, until you press SHIFT-F1 a second time. Load Employee Record To get to the Employee Records, choose Employee enquiry/update from the Employee records menu. 7.1 Employee record - screen Employee Name Enter the employee s name underneath the employee s code. You can enter surnames first (Smith, John) or last (John Smith), but you must be consistent throughout the company. You can also enter titles (Mr., Mrs., Dr., etc.). The name can be altered on any of the three Employee Record screens. 47

53 Fields on Employee Record Gross pay items This section consists of 11 lines where you enter the payments or deductions that make up an employee s Gross pay. Any items you enter here are automatically displayed each week on the employee s payslip screen. Note: One-off or occasional items are best added to the payslip during Run payroll rather than set up here permanently. On any of the 11 lines, you can enter a description (e.g. Salary), or enter a heading number from the Payslip Headings file. You can then enter a rate of pay (and, optionally, a number of hours), a fixed amount, or nothing at all if you want to enter the value each week during Run payroll. Some Gross pay examples are listed below. 48

54 SUPERPAY 3 DEMONSTRATION Employee record - screen 1 : Item * *1 1000n Salary 35 Attendance 5 BUPA Meaning Display on the payslip screen the text from Payslip Heading 1 with a fixed value of Display on the payslip screen the text from Payslip Heading 1, set the net pay to 1000 and calculate gross pay required to acheive 1000 net pay. Display Salary on the payslip screen and enter the value manually on that screen. Display the text from Payslip Heading 2 at a rate of 4.75 per hour, and display 35 hours which can be accepted/changed on the payslip screen. Display on the payslip screen Overtime at a rate of 3.50 per hour and enter the hours on that screen. Display on the payslip screen a 5 Attendance bonus. Deduct from the employee s pay each week (there are not many Gross pay deductions - most are after-tax) Last run This box shows when the employee was last paid. On a new Employee Record there is no pay history and you simply complete the Pay Interval field. Enter W, M, 2, or 4 to represent a Weekly, Monthly, 2-Weekly, or 4-Weekly paid employee. Once the record has been set up, you can only change an employee s pay interval by pressing F After-tax items This section consists of 7 lines where you enter payments or deductions to be taken after tax, NI, and pension(s) have been calculated. Any items you enter here are automatically displayed each week on the employee s payslip screen. You enter After-tax items in exactly the same way as Gross pay items. You can also set up loans, attachment orders and student loan repayments in this section - see below. 49

55 Fields on Employee Record Other payments/deductions Student Loan repayment (*S) To set up a Student loan repayment, enter *S on one of the after tax item lines. SUPERPAY automatically calculates the repayment amount during Run payroll. Accrual (*H) You can accrue Holiday Pay for paying out when an employee goes on holiday. Enter a fixed amount or a percentage to be accrued each week (e.g or 1.5%). The total accrual to date is stored on Screen 3 of his Record. When the employee goes on holiday, enter *h as a Gross pay item on his payslip screen. SUPERPAY then prompts you with the value accrued to date which you can accept or change if you wish. If required, you can add P to the end of the accrual amount (e.g. 6.35P) and SUPERPAY will ask you each week to confirm the accrual. Loan (*L) SUPERPAY can keep track of loans and advances made to employees. Enter the amount of the loan in the loan field, and in the After-tax items, enter *L with a value to deduct each week (e.g. *L -25). The amount in this field is reduced each Run payroll until it reaches zero. If on the last payment, the value outstanding is less than the weekly deduction, SUPERPAY only deducts what is still owing. Attachment (*A) In the same way as loans, SUPERPAY can keep track of court order repayments. There are several types of court order. Whatever the type, you always enter either *A1 (for orders issued before 1/10/98) or *A2 (for orders issued on or after 1/10/99) on an empty line in the Aftertax items. For sliding scale deductions taken at different percentages based on net earnings you do not have to enter anything else. If you have been instructed of the deduction amount, total balance outstanding, protected earnings etc., you fill in the attached fields on screen 2 (see below). 50

56 SUPERPAY 3 DEMONSTRATION Employee record - screen Constants Tax code Enter any valid tax code; e.g. 404L, 440H, 21T, K12, BR, NT, D0. Enter a week 1/month 1 code by adding W1 or M1 after the tax code (e.g. 550T W1). When you set up a new employee SUPERPAY prompts the standard single person s emergency tax code for the date that you enter. So, in the 2002/2003 tax year, SUPERPAY prompts 461LW1. NI code Enter the employee s NI code. SUPERPAY checks this against the employee s date of birth and male/female fields to ensure that a person over retirement age is on C code, and anyone under 16 is on code X. SUPERPAY also checks this during Run payroll. Director (Y/N) Enter Y for director s NI which is on a cumulative basis using annual limits. NI number Enter the NI number; e.g. AA B. If you leave this NI number blank, SUPERPAY prints Not known on the payslip. Male/female Enter M or F. Date of birth, Start date, Leave date Enter as appropriate. CIS Expiry date Enter the expiry date of a sub-contractor s card. When the ticket expires SUPERPAY warns you during Run payroll and automatically switches the tax code of NT to BR. If you want to bypass this warning enter a new date in this field. 51

57 Fields on Employee Record Emp ee type In this field you can enter one or more of the following letters: S4, S5, or S6 tells SUPERPAY that the employee is a CIS4, CIS5, or CIS6 subcontractor, and is to be excluded from your PAYE reports and included in the Sub-Contractors CIS reports. C is for casual employees who don t work every week, Entering C allows you to Skip the employee in Run payroll if no payment is being made. H allows you to hold an employee indefinitely. His record is then retained on file but will not be displayed in Run payroll until the H is removed. T is for import from a timeclock system. A separate timeclock import program is available. P allows you to specify employees who require a P11D. SUPER- PAY can produce an ascii file with P type employee details for use in P11D software (such as the P11D Organiser by PAS Ltd). Clock number Enter a timeclock number if it differs from the E ee code (optional). This field is also used to enter a subcontractors 13 digit card number Pensions Pensions - C/Out no Enter the employee s Pension Scheme Contracted Out Membership Number in this field (e.g. S E). Pension fields An employee can have up to 4 pensions, with separate contributions for employee and employer. Contributions can either be fixed amounts or percentages of gross pay (e.g. 10 or 10%). For non-stakeholder pensions you enter 1, 2, or 3 in the type field, follow by the pension contribution details. Stakeholder pensions are entered on line 4. 52

58 SUPERPAY 3 DEMONSTRATION Employee record - Screen 2 The ID and Reference numbers allow you to identify different pension companies and membership numbers. Examples of pension lines are shown below. Type E ee E er Pay range Description % 8.5% 1 1.8% 3% L U Deduct 10 from the employee each week/month, as a tax-free amount. Employee pays 5% of his gross pay as a tax-free amount. Employer contributes a further 8.5%. COMP scheme type pension where employee/employer amounts are only calculated on pay which falls between the NI limits. Tax free amount. Non-company pension scheme where the employee pays 25 into a pension fund. Tax is taken on the whole of his Gross Pay. Non-company pension scheme where the employee pays into a pension fund (i.e. 30 less Basic Rate Tax). Tax is taken on the whole of his Gross Pay. 7.2 Employee record - Screen 2 53

59 Fields on Employee Record Statutory Sick Pay This box summarises any SSP paid. You enter sickness via the DIARY function, by pressing F4 (from any of the 3 screens). You can also press F4 during Run payroll to access the diary. The DIARY keeps track of sickness and work patterns; e.g. waiting days, SSP1(L) details, irregular work days etc. In the calendar section, you enter the letter S for each sick day. SUPERPAY then calculates and displays any SSP on the employee s payslip screen during Run payroll. If you want to change this SSP value, you must change the DIARY. As you can appreciate, there is a lot more to SSP than this short description. The manual for the live version of SUPERPAY covers SSP in much more depth than can be covered in this demonstration booklet Parental leave You process SMP, SPP, and SAP payments during Run payroll. However, the Parental Leave prompt is only displayed on the payslip screen when a valid EWC date has been set up on this screen. Enter the letters SMP, SPP, or SAP on field 1 to set up either Maternity Pay, Paternity Pay, or Adoption Pay. 54

60 SUPERPAY 3 DEMONSTRATION Employee record - Screen 2 EWC date Enter the Expected week of confinement (EWC/MW - e.g. the date the baby is due). SUPERPAY normally updates the remaining fields during Run payroll. However you can update them yourself if you wish - for example if you are just starting SUPERPAY. MPP start date Enter the date the employee starts her Parental leave. Higher rate (Y/N) Enter Y if the employee qualifies for 6 weeks higher rate Parental Leave. Stop paying SMP Enter Y if the employee returns to work before the end of Parental Leave. Average pay This is the employee s average weekly earnings. Higher rate Parental Leave is currently 90% of this figure. Weeks paid The total number of weeks Parental Leave paid so far is shown here. Weeks worked This shows the total number of weeks worked during her maternity leave. Normally this is zero. Once she has started her Parental Leave (MPP) an employee loses one week s entitlement if she works for part of any week; e.g. if she comes back to help for a day she loses a whole week. Total amount The total amount of Parental Leave paid to the employee is shown here. Amount this year The amount of Parental Leave paid in this tax year is shown here. This is different from the total amount when payments cross a tax year. 55

61 Fields on Employee Record Main pay details If required, an employee s pay can be split into two different payments. For example, where employees are in a savings scheme or want part of their wages in cash and the rest paid into their bank account. The main part of their pay is set up in this section. Pay method Enter a letter to represent the employee s method of payment. Valid letters are as follows: Method A B C G Q O Description Automated payments (e.g. BOBS, Midtel...) BACS (Electronic transfer via disk or modem) Cash Giro (Bank Giro Credit Transfer) Cheque Other form of payment Sort code Enter the employee s bank sort code. SUPERPAY checks your entry against its internal bank list and warns if the code isn t found. See Chapter 2, page 18 for more details. A/c no and a/c name Enter the employee s bank account number. Enter the bank account name only if it differs from the employee s name. Roll No Enter any Building Society Roll Number. Ref For Automated Payments, enter the employee s unique reference number that the bank has issued (usually 5 digits). 56

62 SUPERPAY 3 DEMONSTRATION Employee record - Screen Second pay details All fields in this section are identical to the Main pay details above, apart from one extra field called Amount. Amount Enter a fixed amount or a percentage of the employee s total net pay for payment by the second pay method. Example 1: Enter 50 here and SUPERPAY will deduct 50 from the main pay each week and pay 50 using this second pay method. Example 2: Enter 5% here and SUPERPAY will deduct 5% from the main pay each week and pay it using this second pay method. A fixed second pay amount is not taken if its value is greater than the employee s net pay on his payslip Address Enter the employee s home address (if known) Attachment Enter the attachment amounts for any court order where you have been given specific amounts to deduct each pay period. Field Amount due Admin cost Deduction Protected pay Deduction c/f Prot. c/f Description Enter the total court order amount owed by the employee, or leave blank if not known. Enter any administration charge. Enter the weekly/monthly deduction or leave blank and SUPERPAY will use the sliding scale. As with loans, on the last payment SUPERPAY deducts only the amount outstanding. Enter an amount, below which the deduction is not taken. This field stores any deduction amount not taken in previous weeks due to low earnings. This field stores any protected earnings carried forward from previous weeks when the deduction was not made due to low earnings. 57

63 Fields on Employee Record 7.3 Employee record - screen P45 On this screen SUPERPAY stores all the accumulated year to date totals and any previous employment details The amounts for any earlier payments of Parental leave during the current tax year are also stored here. Shows amounts from an employee joining P45 if they started during the tax year. You can only alter these fields by using the P45 (SHIFT - F4) prompt. SUPERPAY checks the P45 tax - see 6.3 for more details Year to date You cannot change these fields. SUPERPAY displays the amounts automatically. Field Gross for tax Tax Description The total Taxable Gross pay (including any previous employment Gross pay). The total Tax (including any previous employment Tax). 58

64 SUPERPAY 3 DEMONSTRATION Employee record - screen This employment Field Gross: Pay Gross: For tax Gross: For NI Gross: For pension Tax Student Loan HP Accrual Net pay Description Total Gross pay for this employee in this employment. Total Gross pay in this employment that was subject to Tax. Total Gross pay in this employment that was subject to NI. Total Gross pay in this employment that was subject to Pension. Total Tax in this employment. Total Student Loan repayment amount HP Accrual to date. Total Net pay in this employment. The Gross for tax, for NI and for pension fields show the gross that has been used to calculate any tax, NI, or pension. Usually all three fields display the same amount. However, SUPERPAY allows you to exclude certain Gross pay items from tax, NI or pension by using the Flags column in the Payslip Headings file. See 8.4 below for more information Pension totals The totals to date for the four pension schemes set up on Screen 1 are shown here (for both employee and employer) Tax Credit totals The totals for any tax credits paid in this tax year are stored here NI totals This section contains three lines where SUPERPAY stores an employee s NI totals. Lines two and three are blank unless an employee s NI code changes during a tax year. 59

65 Fields on Employee Record The fields on each line show the employee and employer NI contributions to date, together with the gross pay amounts used in the NI calculations. These gross pay fields will alter depending on the tax year you are running. From the 1999/2000 tax year the gross pay is split up into different NI band limits. Field NI Code E ee NI E er NI Gross (to LEL) Gross (to ET) Gross (to UEL) C/Out rebate Description The employee s NI code (A, B, C, D, E, or F). The total employee NI. The total employer NI. The Gross pay up to the Lower Earnings Limit. The Gross pay between the LET and the Earnings Threshold. The Gross pay between the ERT and the Upper Earnings Limit. The amount of rebated NI for contracted out NI table letters. Amounts are shown for both employee and employer. 7.4 Employee record - screen 4 On this screen SUPERPAY stores details of company cars and Tax Credit payments. 60

66 SUPERPAY 3 DEMONSTRATION Employee record - screen Car details NOTE: From April 2001 you no longer pay class 1A NI through the payroll. These fields are left in for backward compatibility Tax credits Tax credit payments are made if you receive a notification from the Revenue. You enter the Start Date, and Daily rate fields. SUPERPAY will then update the Days and Amount fields (previous screen) each time a Tax Credit payment is made in Run payroll. You can stop a tax credit payment by entering a to date if you get a stop notice. SUPERPAY will then pay tax credits up the that date. For award that cross a tax year you can also enter the number of days paid during the previous year for that award. Fields are provided for up to 4 tax credits during a tax year. 61

67 8 Fields on Payslip Headings 8.1 Overview You enter pay headings (such as Basic Pay, Overtime, Bonus) on the Payslip Headings File. You then enter Heading numbers rather than descriptions on each Employee s Record. This saves having to enter the same description on each Record. It also allows you to specify in one place whether the headings are subject to tax, NI and pension rather than entering this information on each Employee s Record. 8.2 Payslip Headings Screen From the Employee Records menu, choose option 4 to display your Payslip Headings: 63

68 Fields on Payslip Headings Each heading has three fields. You can have up to 99 headings for each company, shown over three screens. You press PAGE DOWN to step through the screens. 8.3 Description In the description field you enter whatever text you want printed on the payslip; e.g. Basic Pay, Overtime, Bonus, Attendance, BUPA etc. Global values You can also enter a value or a rate of pay after the text. This is useful when a lot of employees are on the same amount or rate. You only need to enter the heading number on the Employees Records. SUPERPAY will then pay the standard value unless you enter an alternative value or rate on an Employee s Record. Example: You have a Company Mileage allowance of 25p per mile. All employees with a company car receive this mileage rate, so you set up a heading of (say heading 12). For each employee with a company car you enter *12 as an After-tax item on his Record. However, one employee has a company motor bike and he receives 15p per mile. On his Record you enter The advantage of using a global rate or value is that when there is a rate change (e.g. a payrise) you only have one field to change, instead of having to change each Employee s Record. Fixed Headings At the end of the list of 99 headings there are five fixed headings; Misc Gross, Misc Net, HP Accrual, SSP, and SMP. You cannot alter the text for these items. 8.4 Flags Each time you enter the text for a new Payslip Heading, SUPERPAY automatically inserts the Flags NTPH. These letters represent NI, Tax, Pension, and HP Accrual respectively. 64

69 SUPERPAY 3 DEMONSTRATION Flags During Run payroll, SUPERPAY checks the Flags for each heading that is used on the payslip, and includes or excludes the item accordingly when calculating NI, Tax, Pension, and HP Accrual amounts. So, by removing one or more letters from the Flags field, you can exclude the heading from one or more of the above calculations. Example 1: You have a % pension scheme which excludes Bonus and Commission from the pension calculation. Leave the standard NTPH Flags against all the other Gross Pay items and delete the letter P from the Bonus and Commission headings (leaving the letters NTH). Example 2: Your company pays out luncheon vouchers which are free from NI each week. On the Payslip Headings, delete the letter N from the Luncheon Voucher heading (leaving the letters TPH). During Run payroll any amount paid out using this heading is not included in the NI calculation. These flags affect the amounts stored in the Gross totals to date fields on the Employees Records (see above) as follows: Field Gross Pay Gross for Tax Description The total of all items in the Gross Pay section of the payslip. The total of Gross pay items which have the letter T in the Flags field. Gross for NI The value of Gross pay items which have N in the Flags field. Gross for Pension The value of Gross pay items which have P in the Flags field. Flags on fixed headings You can change the Flags for the fixed headings if you wish. For example you might want SSP excluded from the Pension or Holiday Pay accrual calculations. 65

70 Fields on Payslip Headings 8.5 NL Code Enter Nominal Ledger codes against each Heading if use SUPERPAY s Nominal Analysis report to help with posting your payroll totals to your Nominal Ledger. If your Nominal Ledger program can import totals, enter your Nominal codes here so that they will automatically be added to the Nominal Link File option. Note: To complete your double entry book-keeping you need also to enter some Nominal Codes on Screen 3 of your Company Record (e.g. the code for your Cash Book). NL codes on fixed headings You can enter NL codes against the first three fixed headings (Misc Gross, Misc Net and HP Accrual). You cannot enter Nominal Codes against SSP and SMP which are automatically posted to the same account as your Employer s NI. 66

71 9 Data Entry and Other items 9.1 Overview This chapter explains how to enter information into SUPERPAY (Data Entry) and guides you through several features which hare not been covered in the previous chapters. The list is not in any significant order. 9.2 Data Entry - dates Enter all dates as numbers; SUPERPAY inserts any required separators. For example, to enter 6th April 2003 you can type any of the following keystroke sequences: ' 6/4/03' 06/04/03' 6/04/03' 6/0403' Hyphens and full stops are accepted as well as slashes. 9.3 Data Entry - Undo a field All fields have an undo facility. Type CTRL - U to restore the field to the way it was when the cursor landed on it. 9.4 Data Entry - right-aligned fields Fields that are normally right aligned become left aligned when the cursor lands on them, and move right again when it leaves. 67

72 Data Entry and Other items 9.5 Data Entry - warning on Exit All data entry screens warn if a field has been changed and you press ESC before STORING the screen. 9.6 Data Entry - insert mode You can switch between insert and overtype mode by pressing the INSERT key. In insert mode the cursor is shown as a small block, whereas in overtype mode the cursor is shown as an underline. 9.7 Data Entry - system information If you press ALT-F10, SUPERPAY displays a screen which gives some technical data which can be useful to us during telephone support. The screen shows which directory SUPERPAY was loaded from, memory usage, DOS version, etc Data Entry - help messages All help boxes that pop up on the screen require a key to be pressed to clear them (usually ESC). Some help boxes give a choice of actions. 9.9 Data Entry - move Pop-Up boxes Many of the pop-up boxes that are displayed (e.g. date) can be moved around the screen using CTRL-F7 and then the cursor keys. For example, if you press ALT-C to display the calculator, and it is blocking your view, press CTRL-F7 and a dotted line appears around the calculator. Move the square using the cursor keys (left, right, up, down) and when you press ENTER the calculator is moved to the new position Data Entry - enter a range of weeks/months Most reports ask for a range of tax periods and a range of employee codes or departments. If both selections are ranges (i.e. more than one tax period and more than one employee) the report sequence can be chosen - either by tax period or by employee. 68

73 SUPERPAY 3 DEMONSTRATION Data Entry - department range A tax period is referred to by the year in which it ends (e.g. 04' is tax year 2003/2004). Some examples of tax period ranges are: W10' = Week 10 of the current year. 03W5' = Week 5 of 2002/2003 tax year. M2-6' = Months 2 to 6 of the current tax year. W3-15' = Week 3 to 15 of the current tax year. The above examples only include a single pay interval; i.e. W1-10' only includes weekly payrolls, not monthly or four or two weekly payrolls. You can also type ALL' as a tax period range. This will produce a report by employee that includes all payments in the order they were made. This can cover multiple pay intervals (e.g. if someone changes from weekly to monthly in mid year, both intervals will be listed). You can also add a year, as in 03ALL' or 03ALL-04ALL' Data Entry - department range In the Employee code range you can enter a range of departments; e.g.enter A in both fields for department A Printing - report sequence If the sequence is by tax period the report page heading is the tax period and there is a line for each employee. If the sequence is by employee, the report page heading is the employee code and there is a line for each tax period Export data to a file In all places where the print prompt (F10) is displayed, you can also choose SHIFT-F10. You then enter a path and file name and SUPERPAY sends the print to that file. If the name is preceded by a plus sign, this print will be appended to the file if one already exists Historic archive facility When you first set up an employee, SUPERPAY creates a new record which contains any start-up totals. 69

74 Data Entry and Other items After that, each time you process a payslip, or make changes to the employee s record, SUPERPAY records the information. This information is compressed so that the space occupied is kept to a minimum. By recording each payslip/change separately, SUPERPAY s archive information can be used to: restore an employee record to any tax period in the current year (and then re-run his payslips back up to date). print reports for any range of tax periods (including multiple tax years). track alterations made to a file. There is an Employee file for each tax year. SUPERPAY decides which is the current tax year by the date you enter on the Logo screen (if you use ALT-F2 to change the date to a different tax year a warning is displayed). Once a company has been created, you can only be in a tax year for which there is data. For example, if you set up a new company in 2002/2003, you cannot go back to a date in 2001/2002 since there is no data for that year Year end - create next year s file When you run this option, SUPERPAY creates a new file with zero totals for the new tax year, leaving the records for the current year unchanged. So you can run Month 1 before balancing your Month 12 totals. Employees with car benefits who leave in one tax year are kept on file for the new tax year. Their totals are cleared except for the car benefit and they are DELETED so that they will not appear during Run payroll. They are removed automatically at the end of the new tax year. SUPERPAY checks your total NI for the year and if the total falls within the appropriate NI limit, prompts you to set the Small Employer s Relief for next year. When SUPERPAY has finished setting up the new files, change the date to a date in the next tax year to work on the new year's file. 70

75 SUPERPAY 3 DEMONSTRATION BACS payments 9.16 BACS payments You can combine multiple payroll runs (e.g. monthly and weekly) from the same company or from several companies into one BACS file. Each payroll on the disk can have a different processing date. This is very useful for bureaux who can create one BACS disk for several users, each with different payment dates and/or BACS user numbers. You choose which floppy drive you want to use to create the BACS disk in System Details (Utilities). The default is drive A BACS payment link file In addition to the standard BACS disk, SUPERPAY also allows you to create a payments link file to be used as input to a payments program such as Nat West Pay Away, Barclays BusinessMaster, Midland Hexagon etc. The link file option produces a file containing employee pay information for employees with a pay method of B (for BACS). You can change the layout of this file in Report Design if needed. You enter the file name on the System Details screen (Utilities) Colour We hope you like the colour schemes that we have chosen for SUPERPAY. If not, this section explains how to change the standard colours. You can ignore this section if you are happy with our colours. General As well as the standard colour scheme, you can also select a different scheme, or even create your own. To change colours, press ALT-F7. A popup box is displayed listing all the items currently shown on the screen. You can change individual items, or select from a list of pre-programmed colour schemes. Colour schemes you create yourself can be saved and 71

76 Data Entry and Other items given a name, so that if they are changed later, you can simply select the name to revert back again. Load a pre-programmed colour scheme With the pop-up colour box displayed, press F7 to display a list of available colour schemes. Move the cursor to the required scheme and press ENTER. Repeat the procedure to choose a different scheme. When you are happy with the displayed scheme, press ESC to clear the colour box. Alter individual colours If you don t like any of the pre-programmed colours, you can create your own scheme by altering the items shown in the pop-up box list. The items shown are those that appear on the current screen, but remember that they may also be used for other screens (such as Screen fill which appears on most screens), and the colour you select will be shown on all screens that use the item. For each item shown, you can alter both the foreground and background colour (e.g. Red text on a Black background). Underneath the list of items is a colour bar which shows 16 different colours. A dot appears on one of the squares indicating the current selection, and the name of the selected foreground/background colour is shown on the left underneath the colour bar. The current mode (i.e. foreground text or background back ) is shown on the right underneath the colour bar. To alter the colour of an item, press the TAB key to select text or back mode, and then use CURSOR LEFT/RIGHT to move to the required colour. 72

77 SUPERPAY 3 DEMONSTRATION Colour Key Point: When altering the colour of an item, make sure you don t change the text and back colours to the same colour. If you do, you won t be able to read any text on the screen for that item. Colour Pop-Up box - other keys available ALT-A: Changes the list to show all possible items that can be changed, rather than just the ones on the current screen. Press ALT-A again to switch back. ALT-M: Minimises the pop-up box to a single line to show more of the screen behind. Press ALT-M again to switch back. F8: Saves the current colours as a colour scheme. You can enter a new name for the scheme, or overwrite an existing colour scheme. Any letter: Displays the first item (in the item list) starting with this letter. Thankyou for taking the time to evaluate our superpay program. if you have any questions which this booklet has not answered, 73

78 Data Entry and Other items please telephone our hotline on and state that you have an evaluation copy. You will then be put through to our help desk. 74