Sage Evolution Payroll vs Sage Pastel Partner Payroll Basic Comparative User Guide. Sage Pastel Payroll & HR March 2014

Transcription

1 Sage Evolution Payroll vs Sage Pastel Partner Payroll Basic Comparative User Guide Sage Pastel Payroll & HR March 2014

2 Sage Evolution Payroll vs Sage Pastel Partner Payroll Basic Comparative User Guide 1.0 Introduction The button guide Introduction to the filter screen Entering company details Entering Company Details in Sage Pastel Evolution Payroll Entering Company Details in Sage Pastel Partner Payroll Creating and editing employees Creating / Editing an Employee in Sage Pastel Evolution Payroll Creating / Editing an Employee in Sage Pastel Partner Payroll 11 To Edit an Employee: Performing a payroll transactions How default payroll transactions are set up in Sage Pastel Evolution Payroll How transactions pertaining to a specific period is processed in Sage Pastel Evolution Payroll Processing Payroll Transactions in Sage Pastel Partner Payroll 14 Working on the different tabs: 14 Adding a new transaction: 16 Processing Leave: 17 The Override checkbox: Processing a payroll run How to do a Payroll Run in Sage Pastel Partner Payroll Reports used most often and where to find them Making and restoring backups How to make a backup in Sage Pastel Evolution Payroll How to make a backup in Sage Pastel Partner Payroll How to restore a backup in Sage Evolution Payroll How to restore a backup in Sage Pastel Evolution Payroll How to restore a backup in Sage Pastel Partner Payroll 25 Page 2 of 26

3 1.0 Introduction Basic comparative user guide Welcome to the Sage Pastel Evolution Payroll vs. Sage Pastel Partner Payroll Basic Comparative User Guide. The aim of this guide is not to teach the reader payroll administration from scratch, but rather to build upon the knowledge that the payroll administrator will already have from using Sage Pastel Evolution Payroll and then illustrate how certain core processes are performed using Sage Pastel Partner Payroll. The guide s format works as follows: First the steps originally used to perform a certain task in Sage Pastel Evolution Payroll are given briefly. Then the steps to perform the same task within Sage Pastel Partner Payroll will follow in more detail. For the sake of keeping this guide at a practical length, the Sage Pastel Evolution Payroll steps are not detailed and the steps indicated are also in most cases not the only way of performing that specific function. Why include the Sage Pastel Evolution Payroll steps then? Placing the steps to do the same function in the different software packages in direct comparison to one another creates a strong visual impact which creates a link between the old and the new way of performing a specific task. This quickens the learning process. We at Sage Pastel Payroll & HR hope that you find this guide useful and that it will give you a good jumpstart on your payroll processing journey with Sage Pastel Partner Payroll. All with your payroll success in mind! Regards, The Sage Pastel Evolution Payroll Conversion Team Page 3 of 26

4 Additional Information For more in-depth information about Sage Pastel Partner Payroll the following steps can be taken: Consult the Help file in Sage Pastel Partner Payroll by pressing the F1 button on your keyboard. Have a look at the Demo Company to get examples of how Sage Pastel Partner Payroll works and to test the scenario that you want to set up beforehand. Contact the Sage Pastel Payroll & HR Support Centre on (011) for telephonic support or send an to support@pastelpayroll.co.za. Book one of our professional consultants to assist you on site by phoning (011) or sending an to support@pastelpayroll.co.za. Alternatively contact your Pastel Certified Installer to assist you on-site. You can also broaden your knowledge and skills through various training opportunities through our Training Centres. Contact them by calling (011) or them at training@pastelpayroll.co.za. *All values, names and company information used to populate fields in screenshots are fictitious and for illustrative purposes only. Page 4 of 26

5 2.0 The button guide Basic comparative user guide Main screen Button Description Function Shortcut key Open Company Backup Company Edit Employee Masterfile Process Payslips Payroll Run and Print Payslips Status Opens the Open a Company screen where a payroll company can be opened, added and removed. The Manage Server button allows the user to connect to the payroll server and activate/deactivate companies. Opens the Backup Company screen. Opens the Employee Masterfile screen where the user can create employees or make changes to existing employees. Opens the Process Payslips screen, where the user can set up and add transactions and also process values for existing transactions. Opens the Payroll Run Assistant where the user can do a Payroll Run and also print or payslips Gives a summarised view of a company s employees and their current status. Help Opens the comprehensive Help facility. F1 Edit Employee Masterfile Button Description Function Shortcut key New Opens a blank Employee Masterfile to enable the user to add a new employee. Edit (Appears only when New button was selected) Takes the user back to Edit Employee mode to view/make changes to existing employees. Delete Deletes the current employee masterfile. Save Saves changes that were made. Ctrl + Enter Cancel Cancels changes that were made. Page 5 of 26

6 Zoom button Code Surname First, Last, Previous, Next Terminate Reinstate View Payslip Payroll Run Opens a list of all the records in a particular group (e.g. Employee Masterfiles). The user can use it to quickly search for records, edit existing records and create new records. Note: Shortcut keys for the Zoom screen will only function when you are in a field that has a small zoom button in that field e.g.: The Code and Surname buttons are used in conjunction with the Zoom button to search for employees according to their surnames or employee codes. These buttons are used to navigate to the first, last, previous or next record. This button is used to discharge a specified employee. This button appears once an Employee has been discharged. Clicking it will give the user the option of reinstating the discharged employee. This button gives you a preview of the physical payslip as the employee will see it. Performs a payroll run for a specified employee. F5: Open Zoom Screen. F6: Add new record. F7: Edit existing record. On Zoom screen: Code: Alt+C Name: Alt+N Previous: Page Up Next: Page Down Clear Run Flags Quick Edit Mode Normal Edit Mode This button reverses a Payroll Run for a specified employee and allows the user to make changes if necessary. Takes you to a minimized version of the employee masterfile screen, displaying only the most important fields for creating/editing an employee. This button appears when Quick Edit Mode is active and will take you back to Normal Edit Mode. Close Exits the screen. Esc Page 6 of 26

7 Process Payslips Button Description Function Shortcut key View Calc Delete line Employee Filter AutoCalc On View calculations done for a specified transaction. Removes a specified line on the Process Payslips screen. Opens the Employee Filter Screen, enabling the user to include or exclude employees on a certain screen/report to be generated. When Autocalc is on, the effect that a change to a transaction has on other transactions will be visible as soon as the user moves to another line. AutoCalc Off Restore Columns When Autocalc is off, the effect that a change to a transaction line has on other transaction lines will only be visible once the Save/ Payroll Run button is clicked. The columns on the Process Payslips screen can be adjusted by clicking and dragging the lines that separate the columns. Clicking this button restores these columns to their default settings. Navigating through tabs: To page through the different tabs on the Process Payslips screen, press either Home (first tab) or End (last tab) and then use the left and right arrow keys to browse from side to side. To select a specific tab on the Process Payslips screen press Alt+(The letter in the tab s heading that is underlined) Ex. : For the Deductions tab: Alt+D) Page 7 of 26

8 Setup Transactions Button Description Function Shortcut key New Creates a blank transaction record enabling the user to add a new transaction. Delete Deletes the current transaction record. Other shortcuts To move to the next available field on a screen To move to the previous field on a screen Select or deselect a tickbox Tab Shift + Tab Spacebar Page 8 of 26

9 3.0 Introduction to the filter screen Basic comparative user guide The Employee Filter is used throughout Sage Pastel Partner Payroll to include/exclude employees from a selection pertaining to a certain report or screen: (1) Use this section to select to display Processed Employees, Active Employees or All Employees. (2) Use the Filter section to choose between (based the choice selected in (1) ): All employees All the employees from a specific pay frequency e. g. Monthly, Weekly. All the Terminated (Discharged) employees. Once the group of employees has been specified (e.g. Monthly) the user can select if he wants to filter according to: Employees (they can in turn be ordered according to Surname or Code) Cost Centres Job Codes Pay Points (3) Once the selections in section (1) and (2) have been made, Sage Pastel Partner Payroll will automatically group all the selected groups / employees in the Employees to Process section on the right. The user can then use the Select All, Deselect All and Move Selected buttons to exclude any groups / employees from the report by moving it to the Employees To Select From section on the left. Once OK is clicked all the employees / groups in the Employees to Process section will be included in the selection. Page 9 of 26

10 4.0 Entering company details Basic comparative user guide 4.1 Entering Company Details in Sage Pastel Evolution Payroll Maintenance > Common > Company Details 4.2 Entering Company Details in Sage Pastel Partner Payroll Setup > Company Parameters Complete the relevant information on the each of the different tabs on the screen and click OK. Tip: On the Settings tab on the Setup Company Parameters screen there is a Suppress Zero Payslips checkbox. Selecting this box will cause the program to not print payslips when the net pay is zero. Page 10 of 26

11 5.0 Creating and editing employees Basic comparative user guide 5.1 Creating / Editing an Employee in Sage Pastel Evolution Payroll Maintenance > Payroll > Employees > Add 5.2 Creating / Editing an Employee in Sage Pastel Partner Payroll To create a New Employee: Click on the Edit Employee Masterfile button on the icon bar at the top of the screen: Click on the New button on the Employee Masterfile screen: Page 11 of 26

12 Fill in all the relevant fields on each of the tabs. To Edit an Employee: To Edit or make changes to an existing employee, click on the Edit Employee Masterfile button on the icon bar at the top of the screen: The Employee Masterfile screen will open. Make the required changes, click on Save. Page 12 of 26

13 6.0 Performing a payroll transactions Basic comparative user guide 6.1 How default payroll transactions are set up in Sage Pastel Evolution Payroll Maintenance > Payroll > Employees > Double-click on Employee > Transactions 6.2 How transactions pertaining to a specific period is processed in Sage Pastel Evolution Payroll Transactions > Payroll >Transactions Page 13 of 26

14 6.3 Processing Payroll Transactions in Sage Pastel Partner Payroll Click on the Process Payslips button: The Process Payslips screen will open with the Default tab selected. Working on the different tabs: Transactions that apply to every pay period are entered on the Default tab (indicated above). At the beginning of a new pay period, before the user opens the Process Payslips screen for the first time, the system looks at the values on the Default tab and distributes these transactions and their values to the other tabs according to their type (Income, Deductions, Benefits and Contributions). The user will then open each of the other tabs as necessary and change these transactions to reflect the correct values with regards to the current pay period. Example 1: An employee who works 40 hours per week at a rate of R20.00 per hour can earn a maximum of R per week and thus he will have the following transaction on his default tab: But this week the employee only worked 35 hours, so the payroll administrator will go to the Income tab, which will at first display like this, Page 14 of 26

15 And change the Quantity field, so the line will change to reflect this: Example 2: An employee receives a different amount of Commission each month. To process this the Default tab should have the following transaction set up: This will cause the system to pull Commission through to the Income tab each payroll period, but with a zero value, which the payroll administrator will change to the correct amount on the Income tab each period: Tip: Payroll Administrators can save a lot of time by using the Process Batch Transaction function. Go to Process > Process Batches> Batch Transactions Types of transactions Type of Effect on transaction Taxable Income Code Non Taxable Income Various Income transactions with Non-taxable in the transaction description Tax deductable deduction Code Income Increases Taxable Income No effect on taxable income Decreases Taxable Income Effect on Nett pay Increases Nett Pay Increases Nett Pay Will decrease Nett Pay or leave it unaffected depending on transaction settings Example Code Basic Salary Code 5025 Income nontaxable Code 7100 Retirement Annuity Notes Excersize caution when using these transactions as it can cause an employee to pay tax in at the end of the year if used under incorrect circumstances. Page 15 of 26

16 Non-tax deductable deduction Code Benefits Code Contributions Code No effect on taxable income Increases Taxable Income No effect on taxable Income Decreases Nett Pay No effect on Nett Pay No effect on Nett Pay Code 8500 Sundry Deductions 1 - Amount Code 6020 Use of Motor Vehicle Code 9150 Skills Development Levy The amount is deducted after tax is calculated Used to be a Perk in Sage Evolution Payroll. Any amount which the company contributes Adding a new transaction: When a transaction is added to the Default tab with a certain value, the transaction will appear with the same value in following periods. However, if a transaction is added to the Income, Deductions, Benefits, Contributions or Leave tab, then the transaction will only be there for that period. To add a new transaction on any tab, click just below the last transaction in the Tran Code Column. The field will be highlighted and the Zoom button will appear as indicated in the insert below: Type in the transaction code or press F5 to open the Transactions Zoom screen. Select Code to search for a transaction according to Code, or Name to search according to the transaction description. Tip: It is advisable to read through the transaction list to get an overall idea of what transactions are available. Tip: If you are at all uncertain about adding a transaction, consult the Help function or call our Support Centre at , as it is important to set up transactions correctly to prevent future difficulties. Page 16 of 26

17 Processing Leave: In order to process any kind of leave for an employee, the type of leave should first be set up in the Employee Masterfile. Example: To process leave for an employee open Process Payslips, browse to the employee, click on the Leave tab. Enter the code for the type of leave to be processed. Enter the From and To Dates and then Days Taken will be generated automatically. When Annual Leave is processed, Sage Pastel Payroll & HR will use code 5012 BCEA Leave Take to pay any leave pay that is due to the employee. Tip: To pay out Annual Leave days due upon termination of an employee, select code 0001 Annual Leave and tick the Pay Out checkbox. All the Annual Leave days due will be paid out to the employee. Tip: The transaction cycle take-on assistant is an easy way to set up or correct a group of employees sick leave balances and can The Override checkbox: The user can override any system calculated value on the Process Payslips screen by selecting the Override checkbox and entering a value in the Period Amount column for that transaction. This gives a lot of flexibility to the user but can also be quite dangerous. There are 2 main things to remember whenever using an Override checkbox: Sage Pastel Payroll & HR does not take reponsibility for the effects caused by a transaction that has been overriden. If an amount isn t calculating what the user expects it to pay out it is most likely a setting that needs to be adjusted. Before using the overide checkbox rather call our Support Centre on to assist you to correct the core problem rather then just fixing a symptom. Page 17 of 26

18 7.0 Processing a payroll run Basic comparative user guide Once entering, editing and checking all information on the Process Payslips screen (or on a batch) for a certain payroll period, a Payroll Run needs to be done. This is a process where Sage Pastel Partner Payroll does a final calculation and performs validation checks to prevent certain problems at year end on the IRP5/IT3(a) certificates. Once the Payroll Run has been completed, the payslips can also be printed using the Payroll Run screen. 7.1 How to do a Payroll Run in Sage Pastel Partner Payroll Click on the Payroll Run and Print Payslips button at the top of the Main Screen: The Payroll Run Assistant will open. Read the Payroll Run Overview, make a backup and then proceed by clicking Next: Page 18 of 26

19 The Select a Payroll Run Option screen will appear. Select the appropriate option, click on the Filter button to select which employees to include and click Next: The Confirm Operation screen will appear. To continue, click Process. The Operation in Progress screen will display. Once the progress bar has reached 100%, the user will be prompted to select a printer to print the payslips (if the option to print the payslips after the payroll run was selected). If the user selected the option to do the Payroll Run without printing payslips, the Operation Complete screen will display. Click Finish. Page 19 of 26

20 8.0 Reports used most often and where to find them Basic comparative user guide Report Name Use Location Payslips (current period) Reprint Payslips EMP201 Monthly Declaration EMP201 Detail EMP 501 Reconciliation UIF Return UIF Electronic declaration Pay Reconciliation Report Prints payslips for the current period To print payslips from previous periods in the current financial year A summarised report that displays the PAYE, UIF and SDL paid for a certain group of employees for a given month in the current financial year. This report is usually drawn to pay PAYE, UIF and SDL to SARS at the end of each month after all processing for the month has been completed. Displays the PAYE, UIF and SDL paid for a certain group of employees per employee (more detail) and then gives a summary at the end of the report for a given month in the current tax year. This report is usually drawn for investigative or more detailed reporting purposes. Lists the total PAYE, UIF and SDL per month for a selected number of months in the current tax year. Usually used for biannual and year end reconciliation purposes. Displays UIF related information with regards to contributors, contributions made as well as termination details. This report is usually used to complete a manual UI19 declaration form at the end of each period. This function creates an with an electronic UIF declaration file attached which is conveniently already addressed to the correct UIF address. This function is used for electronic declaration purposes. Good replacement for the Summary Pay Run Report in Sage Evolution Payroll. This report gives an analysis of selected employees Income, Deductions, Benefits and Company Contributions for the current period, month-to-date and year-to date. At the end of the report it gives a summary in the same format. >See Payroll Run section< View > Payroll Reports > Reprint Payslips View > Statutory Reports > EMP201 > EMP201 Monthly Declaration View > Statutory Reports > EMP201 > EMP201 Detail View > Statutory Reports > EMP 501 Reconciliation View > Statutory Reports > UIF Return View > Statutory Reports > UIF Electronic Declaration View > Payroll Reports > Pay Reconciliation Page 20 of 26

21 Monthly Analysis Report Company Parameters Report Employee Masterfile Report This report lists an employee s Income, Deductions, Benefits and Company Contributions for a selected amount of months at a selected level of detail. It gives information per employee but ends with a summary at the end of the report. It is advisable to only draw this report once a Payroll Run has been done for all active employees for the current period. Gives all company details and setup information as entered in Setup > Company Parameters. Gives all the details entered in Employee Masterfiles View > Payroll Reports > Monthly Analysis View > Parameters > Company Parameters View > Masterfiles > Employee Masterfile Note: It is advisable to look at the different reports available in the View menu as each company has unique requirements when it comes to reports. Experiment by previewing different reports using the different options which are available on each report setup screen. Page 21 of 26

22 9.0 Making and restoring backups Basic comparative user guide 9.1 How to make a backup in Sage Pastel Evolution Payroll Click on the Sage Evolution Payroll icon and open the login screen. Click on the Backup button: 9.2 How to make a backup in Sage Pastel Partner Payroll Click on the Backup button: The Backup screen will open: (1) The Backup Images checkbox gives you the option to exclude images in your payroll when making a backup (e.g. employee photos in payroll) in order to save space. Page 22 of 26

23 (2) Type a name for the backup in the File Name section. It is recommended to give each backup a descriptive name e.g. DEMOP(BeforePeriodClose30Nov2013) (3) Select where you want to Save the backup using the Where To Backup To section: Select the drop-down list to select the drive where the backup should be saved. Once the drive has been selected browse to the folder where the backup should be saved. Once section (1), (2) and (3) has been set up correctly, click on Process. The following screen will appear to indicate the system s progress on creating the backup: Once completed the following notification will appear: Click OK. Page 23 of 26

24 Once the Backup Completed message appears, click on Close. Page 24 of 26

25 10.0 How to restore a backup in Sage Evolution Payroll Basic comparative user guide How to restore a backup in Sage Pastel Evolution Payroll Click on the Sage Evolution Payroll icon and open the login screen. Click on the Restore button: 10.2 How to restore a backup in Sage Pastel Partner Payroll Click on File > Restore 2 1 (1) Select the location of the backup to be restored using the Where To Restore From section: Page 25 of 26

26 Select the drive where the backup is located from the drop-down list. Once the drive has been selected browse to the folder where the backup is located. (2) All the available backups in the selected Folder will display in the File Name screen. The user can then select the appropriate backup to restore and click on Process. The following warning will appear. Take note of the warning and then click OK. The Restore process will start. When the Restore Completed screen appears click on Close Page 26 of 26