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Web Pay
Key Areas
• Processing and verifying data before and after the process
• Generating outputs related to reconciliation, statutory, finance and electronic bank transfers
• All of the activities which should be carried out before processing a payroll
• This is where you do all of the initial and one time configurations
Initializing and
Configuring
Pre-Process Activities
Payroll ProcessPost-Process
Activities & Outputs
Pre – Process Activities
Initializing and
Configuring
Pre-Process Activities
Payroll Process
Post-Process
Activities & Outputs
Loan Up-loader
Manage Process Period
Bank Diskette Details
GL Details
Salary Revision Process
Payroll Validations
Run Process
Salary Increment Details
Assign Pay Items
Add Employees to Payroll
Operational Activities
Add Employees to Payroll form allows you to enter Payroll related information for each employee in the company. This form is handled by the Payroll User.
Operational Activities
STEP 01: Add Employees to Payroll
Tool Tip
Tick the check box to select corresponding employee(s)
• Click on Add New Record button to enter employee’s salary grade detailsBasic Salary
• Tick on the benefits applicable for the packageOther Benefits
• Select the bank name from the drop down list. Bank
• Pick any additional details from User Defined FieldsAdditional Fields
• Pick Relevant taxes • (PAYG) Withholding Tax, Payroll Tax etc...Tax
• All Earnings and deductions assigned to the employee can be viewedPay Items
• finally to Save the entered detailsPress SAVE
Adding employees to Payroll
Tool Tip Follow the above steps in the Screen “ADD EMPLOYEES TO PAYROLL”
Add Employees
Add Employee Bulk Adjustment Add New Record
Select the relevant Pay ItemBased on the nature of selected pay item the Add Employees, Bulk Adjustments
and table columns would be adjusted and displayed.
Select the Pay Item Type
Earnings/Deductions/Basic Salary Liabilities/Exceptions/percentage based earnings and deductions
Assigning Employees to Pay Items
The activity of assigning employees to pay items is done with the use of Assign Employees to Pay Items form.
Same page will be used to enter Pay items, contributions and Salary transfer details
Step 02: Assign Employees to Pay Items
Operational Activities
Tool Tip
Add Employees
Select the relevant Pay Item
Select the Pay Item Type
Select the Employee
Assign Pay ItemAmount Based Unit Based Contribution Direct Transfer
Details
Pay Item SelectionFixed Variable View All
Select Employee
From the Employee Search option
Assigning Pay Items to Employees
The activity of assigning pay items to employees is done with the use of Assign Employees to Pay Items form. This form allows you to assign both fixed and variable pay items (which are further categorized as Amount Based, Unit Based, Contribution and Direct Transfer) to a selected employee.
Step 02 (Alternative 1): Assigning Pay Items to Employees
Operational Activities
Tool Tip
Assign Pay Item
Pay Item Selection
Select Employee
Select Pay Item Type
Select the Pay Item from the drop
down list.
Click on the button to generate the excel file
All valid records of the file will
be shown in the table
Click on the Read button
Specify the Location
Select the Currency
Tick on the records to be
uploaded
Invalid records can be viewed and fixed on original file
Click on SUBMIT to upload
selected records
Tick on the upload types to
be uploaded.
Specify the pay period.
SUBMIT Sent for Approval
Proceed to process
Upload Pay Items - Process
Step 02 (Alternative 2): Upload Pay Items
Operational Activities
Proceed to process
Sent for Approval
11. SUBMIT
10. Specify the pay period.
9. Tick on the upload types to be uploaded.
8. Click on SUBMIT to upload selected records
7. Invalid records can be viewed and fixed on original file
6. Tick on the records to be uploaded
5. Click on the Read button
4. Specify the Location
3. Click on the button to generate the excel file
2. Select the Pay Item from the drop down list.
1. Select Pay Item Type
Payroll Process
Initializing and
Configuring
Pre-Process Activities
Payroll Process
Post-Process
Activities & Outputs
Salary Process
You must make sure that the previous pay period is locked (finalised)
Select your tax year and pay period
Operational→ Manage Process Period
Step 01: Select your process period
Salary Process
Checklist your pay headers that you need to feed data to or have to reconcile and mark them as complete once you are done for the Current Process period.
Dashboard → Activity Completed Status
Step 02: Clear the activity checklist
Salary Process
The following on-screen verifications are possible: Pay Item Reconciliation Employees added or removed from the current
payroll Bank account changes
Apart from these we provide a host of pre-process verification reports
Transaction Report Before Process
Report Navigator→ My reports → Payroll
Operational→ Payroll Validations
Step 03: Verify data and reconciliations for the current Pay Period
Salary Process
The salary process can be run for a single pay period in the following methods:
Select All or Individual Employees by ticking checkbox
Use the employee selection tool
Upload a list of employees in excel and process (useful for reprocessing error lists)
Operational→ Run Process → Salary
Step 04: Run the process in bulk or by batches
Salary Process
Step 05: Verify your outputs
Warnings will be notified to you once the process is run. This will help you isolate and locate an input error very quickly.
Also use Reporting Tools verify that your summary totals and detailed totals match.
Operational→ Run Process → Salary
Report Navigator→ My reports → Payroll
Salary Process
Step 06: Oops!! Found any errors? Reprocess, Rollback or Reset Units
Reprocess Process your payroll multiple times until you are sure it
is perfect. They payroll system will always use the most current
inputs for running a process. Isolate specific employees or groups of employees and
reprocess them only to reduce your processing load / time.
Operational→ Run Process → Salary
Rollback Rollback employees who were not supposed to
processed at all
Reset Units Employees who are paid on an hourly base or on the
basis of units can be reset
Salary Process
Step 07: Finalise your payroll
Lock your pay period once you are certain that salaries are processed properly.
When generating outputs for electronic transfers the system will require you to make this confirmation.
Operational→ Manage Process Period
Salary Process
Post-Processes and Outputs
Initializing and
Configuring
Pre-Process Activities
Payroll Process
Post-Process
Activities & Outputs
Payroll Outputs
The payroll system has the ability to generate several types of outputs for various purposes. The following areas of the system will allow to do so
General Ledger (GL) Navigator•Provides outputs for ledger requirements and financial analysis
Bank Diskette Navigator
•Provides output files for bank transactions
Report Navigator
•Hosted as a separate module, will provide all other statutory and analysis reports
GL Navigator
The purpose of the GL Navigator is to help organisations ...
Generate GL Reports required for financial analysis
Cost Centre wise, Pay Item wise and several other break downs of company costs with respect to payroll
GL Navigator
GL Navigator
Configure GL
Select GL to Generate
Specify Process Period
Validate & Generate GL
Text File
If any errors Rollback GL
Process
Finalise GL
Bank Diskette Navigator
File outputs required for electronic transfers in text or other compatible formats can be generated.
Bank Diskette
Configure Diskette Format
Select Diskette to Generate
Specify Process Period
Validate & Generate
Diskette Text File
If any errors Rollback
Diskette Process
Finalise
Report Navigator
The Report Navigator is hosted as a separate module from payroll, but will give you access to all of your reporting requirements. The features in relation to payroll are:
Statutory Reports
Other financial analysis reports
Integration Reports which can be exported to excel
Statutory Reports
Report Description
Other Reports
Report Description
Basic Reconciliation To display the monthly total reconciliation details of Basic Salary.
Coin Summary Report To display the coin summary details of employees’ salaries for a selected pay frequency, year.
Grand Summary Base Currency To display the grand summary totals of employees’ salaries and transactions.
Grand Summary Currency Wise To display the grand summary totals of employees’ salaries and transactions grouped by currency types.
Pay Slip
Payments Outside Salary
The payments made to employees in addition to the salary such as Bonus, OT, Commission needs to be processed.
They are recognized as Processes within the Payroll System, but outside of Salary.
A separate pay slip maybe generated
Reports specific to this process can be retrieved
Taxation for these payments can be configured and will be automated for consolidation of annual reports
Payments Outside Salary
Select your process period
Run the process in bulk or by
batches
Verify your outputs
Error Correction & Reprocess
Finalize Payment
* Tick on the Use Custom Increment Logic check box if a logic
written dynamically should be used as the increment logic
Select the employee group eligible for the
salary increment
Point or range salary Increments based on salary
grade
Tick on the Use Custom Increment
Logic check box
Specify the Salary Increment Effective Date using the date
picker
Select the Currency in which the increments
are given using the drop down list.
Select the Rounding method applicable
for the salary increment
Enter any necessary
Comments.
Click on the “APPLY ALL” button to process the data
entered.
Select the employees for the increment
The Increment Process
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Salary Increment
Initializing & Configuring
Initializing and
ConfiguringPre-Process Activities
Payroll Process
Post-Process
Activities &
Outputs
Add Pay Group
Process Details•Define Pay Processes•Assign Payroll Actions to Processes
Company & Bank Details
Payroll Configurations
Pay Item Details
Salary Grade Details
Configuration Process
Name of thePay Group to Be created
Created Using Advanced Security Pay Frequency
• Weekly• Monthly• Annually
Save the configurations
Detailed View:-Further configurationsCan be done
Each Pay group is a payroll
Is the first activity that should be performed prior to using the payroll system
Pay Group Configuration
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Eligible Employee Groups
Tick which other sub db groups are eligible to access the payroll.
Tax
Tax information related to payrollcan be specified.
Pay Group Configuration Detailed View
Once this option is ticked the user is refrained from entering data to the system as soon as the given cut off date passes.
Salary
This allows the user to specify a rounding method for Net Salary and following methods are availableNo roundingRound upRound down
Pay Group Configuration Detailed View
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Define Pay Processes
Pay Processes represent payment types that should be made to the employees .
E.g.AllowancesBonusCommissions
defining and configuring pay process consists of the following steps
Process Details
Add New Record Select a Process group from the drop down
Enter Process Code Process Name
Select the Type• Earning• Deduction• Liabilities• Exemptions
Select the Period• Fixed• Variable
Select Payment Type• Unit• Salary
Add Amount To• Add to Net• Add to Gross
Tick the options as required• Allow for Inactive
Employees• Enable Read Only
Save the Record
Configuring the Pay Process
If pay process group is not available then define a new process group using button
1. Restrict editing details of the pay process being defined
2. Enable the pay item being defined
3. Allow assigning the pay process to payroll inactive employees
Define Pay Processes
With the following interface the display name, priority order of the pay process on the pay slip can be configured and further it facilitates entering the basic General Ledger details GL Code Control Account Details
More Details
Entitlement Details
Under Entitlement Details, it allows the user to use workflow level approvals and to use custom entitlement groups for pay processes
Advanced Settings
Under the Contribution section specify which contribution types should be enabled for the pay process specified.
In order to create the custom formula pay items can be passed as parameters
Once ticked pay process amount will be recorded in the company base currency type
If a dynamic script is to be used to do the calculation involved in the pay item it can be specified using this option
In situations where an amount from employee salary is deducted and transferred to a third party it is facilitated through direct transfer types
This form allows the user to specify which actions can be carried out by pay roll users for a specific Pay Process
Select the Pay Process
Tick the Actions as required
Assign Payroll Actions to Processes
Company & Bank Details
Select Group
Select Hierarchy
Enter Code
Enter Company Name
Save
This form allows to define Company and payroll specific other details
System Parameters
System parameters allow you to define parameters unique to your company. configuration parameters (define parameters to be used by the system) user parameters (parameters defined related to a pay item can be defined as user
parameters.)
Pay Item Details
Define Pay Items
This section allows the user to define pay item details in the system. The pay item details defined in the system is used by the payroll process for the calculation
Enter
Code
Enter Name
Select Type
Select Period
Select
Paymen
t Type and Add Amount to
Tick the
options
Save
Custom Name on the Pay Slip
Priority Order of the pay item on the Pay Slip
pay item groups allow users to categorize pay items as groups to be used for reports.
More Details
Advanced Settings
Entitlement Details
Tick this option, If the pay item should be assigned to employees by default
If the pay item involves a workflow level approval, it can be Configured here
Pay items can be entitled to predefined categories (e.g. Salary Grade) using entitlement groups. It allows Default, Max amount and the validity period for the Pay item to be configured as well.
Custom Entitlement Group
•Custom Entitlement Group button will be enabled.
tick Select Entitlement Group
•separate screen will be displayed allowing you to tick on the values of that category
Click the Parameter
•Custom Groups will be created and the result will be displayed in the Group Description table
Tick the values appropriately And Click Create Group
•Unwanted columns will be hidden
Set the columns to be displayed properlyAnd Click View table
•The Record will be savedProvide the details and Click Save
Basically two instances are considered.1. Selecting the pay item type as “Contribution” when defining a contribution.2. Selecting a pay item type which will be included in to the contribution base.
Contribution
Scenario 1• Tick the Fix Amount check box
if a fixed amount is deducted as contribution.
• Enter employee amount and the employer amount in each currency
Scenario2Tick the relevant Pay Items Under Pay Item Base
Custom formula can be built for the pay item
Build Formula
To be ticked if the value of the previous period should be considered
Tick, if the processed prorated salary should be considered
If the formula should be built related to the current pay item tick on the “Build formula related to the current pay item” check box
This form allows to configure pay item details that are to be used at the processing time
Process Configuration
•if the variance of a certain month’s pay item exceeds the threshold after the pay process, then there may be a probable malfunction to consider.
Enter the threshold limit
•Proration has two options•Pay Group Proration•Custom Proration Base
Tick the Use Native Currency/Enable
Proration/Schedule appropriately
•if a dynamic script is to be used to do the calculation involved in the pay item being defined
Tick Define Custom Formula and select
a Script
•Enter the Direct Transfer DetailsTick Direct Transfer Pay Item
•The Record will be savedClick Save
The payroll system facilitates uploading of data from other data sources for its operations. The configurations part of pay items uploading is performed with the use of this form.
Pay Item Upload Configuration
Enter the Upload Type
Select the Data Source
Select the Pay Item
Tick on the Upload Automatically
Select the relevant fields in the data source
Save
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