The Input pay details option is the main menu option used to enter the payroll information used within a payroll period.
The default settings and functionality found within this option depends on a set of payroll type parameters found on the Input options TAB that are explained within the parameters section of this help file. Payroll type parameters are maintained by a priority 8 user only within the Systems maintenance menu.
To access Input pay details
The Payroll Password form is displayed.
Enter your payroll password.
The PAYROLL menu is displayed.
Select the Input pay details option.
The Payroll period information form is displayed. This should be checked to ensure you are in the correct payroll type and period.
Note: If the payroll has been confirmed for the current period the message Period payroll has been confirmed is displayed at which point you should select the Exit option to return you to the payroll menu since further updating of the payroll is not possible without the payroll being reset.
Select the OK option.
The Input pay details form is displayed.
The Input pay details form is displayed when you select the Input pay details option from the PAYROLL menu and select OK to the payroll period information form.
The input pay details form consists of up to 4 different TABs:- Rates, Addition/deductions, Benefits and Holidays but the Holidays TAB may be not shown depending on the system set up.
What do you want to do?
Employee selection
Employee number: The individual number allocated to each employee consisting of up to six digits. The first available employee number within the chosen selection sequence will either be shown if the payroll type parameter called Employee default is ticked otherwise will default to number zero. The employee number chosen may however be changed by the user by entering the employee number or by using the search function described in the tip below.
Tip : Click the Ellipsis button
to search for an employee number from the employee records file by either a surname search or a word search. The search will only list those employees that have been created for your current payroll company and payroll type that do not have their left flag set to Y or P indicating a left employee in the current and previous tax year respectively.
If the payroll type parameter called Block edit of own record is ticked it is not possible to select your own record as identified by the Employee record containing your user id in the User ID field. If you enter your own payroll record number the error message You are not permitted to edit your own payroll record is shown.
To enter the data for the selected employee press the TAB key once the employee number is shown, TAB past the collation batch number field is shown or simply point and click into the required grid position.
Collation batch: The batch number between one and the maximum number of batches per payroll period as defined by the payroll type parameter called Maximum batch number. Use the drop down to select a bath number or the previous and next buttons or arrows to scroll through the batches. The Collation batch number field is only shown if the payroll type parameter called Collation system used is set to either the Y or R settings described below:-
Y: Yes - the standard collation system is enabled.
R: Rates forced collation system is enabled - this is a specialised system where weekly data is calculated with incentive calculations applied on a weekly basis and the data shown on a monthly issued payslip.
N: No - collation system is not used.
PUSH BUTTONS:
Exit: Returns you to the PR MAIN MENU.
Save: Saves any changes that you have made to the employee and returns you to the PR MAIN MENU.
If the payroll type parameter called Posting warning before confirm is ticked the nominal ledger postings to be generated as a result of using the option are verified and any posting validation errors are brought to your attention. Press Continue to close the form and correct the employee or payroll record as soon as possible. Posting errors will normally be due to the Cost centre or Cost centre split fields on the employee record forming an invalid account combination with the NL Grade field on the Static 1 TAB of the payroll record.
Cancel: Cancels any changes that you have made to the maternity details form and returns you to the PR MAIN MENU.
Help: Displays help on the current application in your default company browser.
Next: The next available employee in the chosen input pay order may be chosen by either selecting the right hand arrow or greater than sign to the right of the employee number or by selecting the Next button. The Next button will be disabled when the last employee for the chosen input order within the payroll is loaded.
Previous: The previous available employee in the chosen input pay order may be chosen by either selecting the left hand arrow or less than sign to the right of the employee number or by selecting the Previous button. The Previous button will be disabled when the first employee for the chosen input order within the payroll is loaded.
Input method - collation entry
Collation is the term used to describe the process of inputting payroll data in batches to form a larger payroll period, for example, a monthly payroll has data batched into the system on a weekly basis with perhaps efficiency calculations performed on a weekly basis. Systems are not set up including collation as the norm.
The input method radio button is only shown on a collation system, a choice can be made between input of data onto the payroll record directly or onto the collation records, the default will be onto collation records when a collation system is used. On the standard collation systems rates data is always added up from the individual collation batches and saved as a grand total on the payroll record. On the Rates forced collation systems the values are calculated and stored and used on the individual collation batches for rates.
On the R - rates forced collation systems both specific and temporary addition/deductions and benefits may be entered on the collation records and are always copied across to the payroll record.
For the standard collation systems the following processes are used for addition/deductions:-
F: Fixed - the value is generated centrally and may not be entered into the collation record.
B: Basic - as per type F above but selecting a new period defaults in the basic period pay off the payroll record.
S: Specific - the specific value is entered on the payroll record and not the collation records. Selecting a new payroll period keeps the value on the payroll record. The nature of specific type addition/deductions is that they should not be varied however in the event of a change being required the user should click the Normal button in input pay details and enter the revised amount. Any revised amount remains as the default for the following payroll period.
T: Temporary - the amounts may be entered into the collation records and are added up from all of the batches and copied into the payroll record. Selecting a new payroll period resets the payroll and collation records to a zero value.
Rates entry
Each payroll type has a 20 row rates table allowing for a range of pay calculations to be performed such as hourly or value based entries. The rates table is shown on the Rates TAB. You are allowed to enter data depending on your priority and the edit priorities stored within the payroll type parameters. For a fuller description on the rates table refer to the Miscellaneous menu option called Rates table
To access a rate line, TAB off the employee number and either click the Rates TAB or click into the required grid position if the rates TAB is automatically shown, enter the value and either TAB off the field or click elsewhere such as the Save button or another row or TAB, it is not necessary to click the Save button for each TAB being amended but just once for the employee.
The full list of fields that may be entered is shown below.
Hours/units: The number of hours to pay the employee or for value based methods, the value or number of units. A maximum of 999999.99 for the A - Absolute method for priority 2+ users otherwise 9999.99 may be entered into these fields. If an amount of money is being taken off the employee such as for absence then the factor should be negative but the value is entered as a positive number only. Access to this field is only possible if your payroll priority matches or exceeds the payroll type parameter called Edit priority - Factor.
If the Updatecolumn has another rate line number entered the other rate line will be updated as a result of entering hours or units in the current rate row, for example, entering hours in a holiday rate row may deduct the equivalent number of hours from the basic pay rate row.
Once the number of hours or units has been entered the value is calculated and provided you are a priority 2 user the rates value is shown in the This period column.
If the value of the rate entered is greater than the warning input level defined on the rates table but not exceeding the action input level defined on the rates table you will be shown a warning message when saving the data Rate ## entry warning level of ######.## exceeded. It is recommended that you review your input source or input into the system in case of a keying in error.
If the value of the rate entered is greater than the action input level defined on the rates table and your priority is less than the override action maximum priority defined in the payroll type parameters on the Input options TAB you will be shown an action status message when attempting to Save the data Rate ## entry action level of ######.## exceeded. It is not possible to save this data, if the data is valid for entry you should refer the matter to a user whose payroll priority matches or exceeds the override action maximum priority - this may be the payroll manager.
If the value of the rate entered is greater than the action input level defined on the rates table and your priority matches or exceeds the override action maximum priority defined in the payroll type parameters on the Input options TAB you will be shown an action status message when attempting to Save the data Rate ## entry action level of ######.## exceeded, do you want to override it?. It is recommended that you check the data entered, you may however select Yes to override the action level message if required.
SSP: The number of SSP days to replace. This field is only accessible if the rates line is set up on the rates table as a company payment rate that is to replace Statutory Sick Pay (SSP) generated as a result of using the Enter sickness details option and also if your payroll priority matches or exceeds the payroll type parameter called Edit priority - SSP days and this parameter is not set to N.
If all statutory sickness days are to be replaced the field may be left as zero days. The field only needs to be entered in cases where a payroll period is being processed containing a mixture of SSP days and company sick pay days, for example, 1 day of company sick pay is logged worth 100 pounds with 5 days of SSP worth for 2005/2006 5 x 13.64 = 68.20 pounds, because the 100 pounds will on a pound for pound basis totally replace the SSP it is necessary to enter 1 SSP day if the intention is to pay 1 company sick pay day worth 100 pounds and 4 SSP payment days worth 4 x 13.64 = 54.56 pounds.
Factor: The rate of payment, the meaning of the factor field depends on the payment method being used as follows:-
S: Salaried - the factor is not used.
B: Percentage of Basic - the factor is a percentage of the basic hourly rate defined as the basic per pay / standard hours per period.
G: Percentage of Gross - the factor is a percentage of the value of the rates calculated so far.
A: Absolute rate - the factor represents an hourly rate to be used.
V: Average rate - the factor is either 0 indicating the true average pay is used or is set as a minimum percentage of the basic hourly rate to be used where the basic hourly rate is defined as the basic per pay / standard hours per period.
P: Period pay - the factor will be divided by the employees standard hours per period to arrive at an hourly rate for this payment.
T: Time sheets - the factor is not used.
This field is only accessible if the rates line is set up on the rates table as a Specific type meaning the factor is defined for each individual payroll record and also if your payroll priority matches or exceeds the payroll type parameter called Edit priority - Factor.
Units: Tick the units field if the number of hours or units is to be shown on the payslip, for basic salary or Absolute payment rates it is normal not to show the units on the payslip.
This field is only accessible if your payroll priority matches or exceeds the payroll type parameter called Edit priority - Show units.
Y-T-D B/Fwd: The accumulator value for payments made, this represents a period defined on the rates table within the Clear field, it will be one of the following:-
P: Payroll year - the normal setting.
C: Customised year end defined by the payroll type parameter field called Last period in customised year.
N: Never - the accumulator represents a life to date total.
This field is only accessible if the payroll type called Set up mode is ticked and your payroll priority matches or exceeds the payroll type parameter called Edit priority - YTD accumulator.
What do you want to do?
Additions/deductions entry
Each payroll company has an addition/deductions file maintained within the Miscellaneous options menu option called Additions/deductions. A maximum of up to 20 addition/deduction records may be attached to an individual payroll record and used within the Additions/deductions TAB.
To access an addition/deduction line, TAB off the employee number and either click the Additions/deductions TAB or click into the required grid position if the additions/deductions TAB is automatically shown, enter the value and either TAB off the field or click elsewhere such as the Save button or another row or TAB, it is not necessary to click the Save button for each TAB being amended but just once for the employee.
To attach a new addition/deduction code onto a payroll record click the Create button at the bottom of the form, choose a free occurrence number and then proceed to complete the fields shown below.
To delete an addition/deduction code from a payroll record click the Delete button at the bottom of the form, this is only possible if the addition/deduction code has zero Outstanding and Y-T-D B/Fwd values.
The full list of fields that may be entered is shown below, the list is shown in their display order, the access order when entering data varies depending on the type of addition/deduction code being used.
Code: The four addition/deduction character code, this field may be reached by SHIFT and TABBING back from the Status field or by clicking into the field.
Tip : Click the Ellipsis button
Status: The one character code that governs what happens with the addition/deduction code for the payroll record when calculating the period payroll and also when selecting a new payroll period or at payroll year end. This field may be reached by SHIFT and TABBING back from the Specific field or by clicking into the field. The following options are available:-
A: Active - this means any value entered will be included in the next calculation run provided the employee is included in the payroll run and not on advanced holiday - this is the normal setting.
S: Suspended - any value entered is temporarily stopped from being included in the payroll run.
D: Deletion - the addition/deduction code is to be deleted at the end of the current payroll year.
C: Court order suspended - this is a system generated status code used only for court order administration fees that have to be temporarily stopped due to no court order deduction being taken. Any C status code is automatically changed back to the Active status either when there is sufficient income to take a court order or when selecting a new payroll period.
Specific: This is normally the first prompted field and allows a value ranging from -9,999,999.99 to 9,999,999.99 to be entered for the employee. This field will not be accessible if the addition/deduction record itself is set up as a fixed or basic pay type but will instead show the value from the addition/deduction record itself. IF the status is not A - Active you will be warned WARNING The addition/deduction line is not at Active status and therefore will not be processed. You should tick the check box titled Do not show this warning again in this input session if you do not wish to see this addition/deduction warning again whilst in the input pay details option for this occasion and click OK.
If the value of the addition/deduction entered is greater than the warning input level defined on the addition/deduction record but not exceeding the action input level defined on the addition/deduction record you will be shown a warning message when saving the data Addition/deduction XXXX entry warning level of ######.## exceeded. It is recommended that you review your input source or input into the system in case of a keying in error.
If the value of the addition/deduction entered is greater than the action input level defined on the addition/deduction record and your priority is less than the override action maximum priority defined in the payroll type parameters on the Input options TAB you will be shown an action status message when attempting to Save the data Addition/deduction XXXX entry action level of ######.## exceeded. It is not possible to save this data, if the data is valid for entry you should refer the matter to a user whose payroll priority matches or exceeds the override action maximum priority - this may be the payroll manager.
If the value of the addition/deduction entered is greater than the action input level defined on the addition/deduction record and your priority matches or exceeds the override action maximum priority defined in the payroll type parameters on the Input options TAB you will be shown an action status message when attempting to Save the data Addition/deduction XXXX entry action level of ######.## exceeded, do you want to override it?. It is recommended that you check the data entered, you may however select Yes to override the action level message if required.
SSP: The number of SSP days to replace. This field is only accessible if the addition/deduction record is set up with the Allow against statutory sick pay (SSP) field ticked indicating the company payment is to replace Statutory Sick Pay (SSP) generated as a result of using the Enter sickness details option and also if your payroll priority matches or exceeds the payroll type parameter called Edit priority - SSP days and this parameter is not set to N.
If all statutory sickness days are to be replaced the field may be left as zero days. The field only needs to be entered in cases where a payroll period is being processed containing a mixture of SSP days and company sick payments, for example, 100 pounds of pay is logged with 5 days of SSP worth for 2005/2006 5 x 13.64 = 68.20 pounds, because the 100 pounds will on a pound for pound basis totally replace the SSP it is necessary to enter 1 SSP day if the intention is to pay 100 pounds of company sick pay and 4 SSP payment days worth 4 x 13.64 = 54.56 pounds.
Outstanding: The amount of a loan advance or loan recovery outstanding. This field is only accessible if the addition/deduction record is set up with the Reducing balance field ticked.
The outstanding balance after the period recovery or payment will be shown on the payslip whenever an outstanding amount exists.
Reducing balance addition/deduction records will automatically adjust the final payment or recovery in order to ensure a zero outstanding balance and then automatically stop being paid or recovery.
If the leaving date has been entered for an employee and an outstanding amount exists the calculate process will automatically deduct the remainder of the loan from the employee with an action status message printed if the employee has insufficient earnings to fully recovery a loan. In this extreme case it would be necessary to recover the loan from the employee outside of the payroll module and to manually adjust the outstanding figure to the maximum amount of a loan that could be deducted in the final payroll period for the employee.
Y-T-D B/Fwd: The accumulator value for payments made, this represents a period defined on the addition/deduction record within the Clear B/Fwd balance field, it will be one of the following:-
P: Payroll year - the normal setting.
C: Customised year end defined by the payroll type parameter field called Last period in customised year.
N: Never - the accumulator represents a life to date total.
This field is only accessible if the payroll type called Set up mode is ticked and your payroll priority matches or exceeds the payroll type parameter called Edit priority - YTD accumulator.
Benefits entry
Each payroll company has a benefits file maintained within the Miscellaneous options menu option called Benefits. A maximum of up to 40 benefit records may be attached to an individual payroll record and used within the Benefits TAB.
Benefit records are not shown on the standard payslips since they are not payments made to the employee, they are instead used for P11D reporting purposes and to generate postings into the nominal ledger.
To access a benefit line, TAB off the employee number and either click the Benefits TAB or click into the required grid position if the benefits TAB is automatically shown, enter the value and either TAB off the field or click elsewhere such as the Save button or another row or TAB, it is not necessary to click the Save button for each TAB being amended but just once for the employee.
To attach a new benefit code onto a payroll record click the Create button at the bottom of the form, choose a free occurrence number and then proceed to complete the fields shown below.
To delete a benefit code from a payroll record click the Delete button at the bottom of the form, this is only possible if the benefit code has a zero Y-T-D B/Fwd value.
The full list of fields that may be entered is shown below, the list is shown in their display order, the access order when entering data varies depending on the type of benefit code being used.
Code: The four character benefit code, this field may be reached by SHIFT and TABBING back from the Status field or by clicking into the field.
Tip : Click the Ellipsis button
Status: The one character code that governs what happens with the benefit code for the payroll record when calculating the period payroll and also when selecting a payroll year end. This field may be reached by SHIFT and TABBING back from the Specific field or by clicking into the field. The following options are available:-
A: Active - this means any value entered will be included in the next calculation run provided the employee is included in the payroll run and not on advanced holiday - this is the normal setting.
S: Suspended - any value entered is temporarily stopped from being included in the payroll run.
D: Deletion - the benefit code is to be deleted at the end of the current payroll year.
Specific: This is normally the first prompted field and allows a value ranging from -9,999,999.99 to 9,999,999.99 to be entered for the employee. This field will not be accessible if the benefit record itself is set up as a fixed or temporary type but will instead show the value from the benefit record itself. IF the status is not A - Active you will be warned WARNING The benefit line is not at Active status and therefore will not be processed. You should tick the check box titled Do not show this warning again in this input session if you do not wish to see this benefit warning again whilst in the input pay details option for this occasion and click OK.
If the value of the benefit entered is greater than the warning input level defined on the benefit record but not exceeding the action input level defined on the benefit record you will be shown a warning message when saving the data Benefit XXXX entry warning level of ######.## exceeded. It is recommended that you review your input source or input into the system in case of a keying in error.
If the value of the benefit entered is greater than the action input level defined on the benefit record and your priority is less than the override action maximum priority defined in the payroll type parameters on the Input options TAB you will be shown an action status message when attempting to Save the data Benefit XXXX entry action level of ######.## exceeded. It is not possible to save this data, if the data is valid for entry you should refer the matter to a user whose payroll priority matches or exceeds the override action maximum priority - this may be the payroll manager.
If the value of the benefit entered is greater than the action input level defined on the benefit record and your priority matches or exceeds the override action maximum priority defined in the payroll type parameters on the Input options TAB you will be shown an action status message when attempting to Save the data Benefit XXXX entry action level of ######.## exceeded, do you want to override it?. It is recommended that you check the data entered, you may however select Yes to override the action level message if required.
Y-T-D B/Fwd: The accumulator value for benefits provided, this represents a period defined on the benefit record within the Clear brought forward balance field, it will be one of the following:-
P: Payroll year - the normal setting.
C: Customised year end defined by the payroll type parameter field called Last period in customised year.
N: Never - the accumulator represents a life to date total.
This field is only accessible if the payroll type called Set up mode is ticked and your payroll priority matches or exceeds the payroll type parameter called Edit priority - YTD accumulator.
Holiday entry
The Holidays TAB is optionally shown depending on the setting of a payroll type parameter called Holiday input which has the following settings:-
P: Periods - this is used for typically for weekly payrolls where advanced holiday pay is recorded.
D: Days - this is used where holiday day balances are recorded. Systems using the Human Resources (HR) module generally do not require this option since the HR module contains a calendar for recording holiday absence and entitlement.
B: Both - this is where both periods and days are required.
N: None - this is where the Holidays TAB is not shown at all.
To access the holiday fields click the Holidays TAB, enter the value and either TAB off the field or click elsewhere such as the Save button or another TAB, it is not necessary to click the Save button for each TAB being amended but just once for the employee.
Holiday periods: The number of advanced holiday periods that the employee is to have included in the current payroll period payslip. This is typically only used on weekly payrolls and is only shown when the payroll type parameter called Holiday input is set to Periods or Both.
The number of holiday periods entered will be saved and seen on the Static 2 TAB of the payroll record within the Holiday Periods field.
Note: All advanced holiday payments must be analysed as Holiday in order for calculations such as National Insurance, PAYE and court orders to work correctly.
When an employee is paid advanced holiday and you select the next payroll period a check is performed on the Holiday Periods and Holiday Counter fields seen on the Static 2 TAB of the payroll record. If the holiday counter field is less than the holiday periods field the counter is incremented by one and the employee remains excluded from the next payroll period. On the other hand if the holiday counter and holiday periods fields match both fields are reset to zero and the employee is included in the next payroll period.
Payment data may be keyed into a payroll record whilst an employee is away on their advanced holiday but it will not be processed and paid to the employee until the employee has returned into the payroll.
Days holiday taken: The number of days holiday being taken within the current payroll period. This is typically only used on systems without the Human Resources module since the Human Resources module contains a calendar allowing for far more detailed record keeping of holidays and holiday entitlement. It is only shown when the payroll type parameter called Holiday input is set to Days or Both.
The number of holiday days taken entered will be saved and seen on the Totals TAB of the payroll record within the Holiday Days Balance field as a negative number, that is to say, the balance is being reduced by the number of days holiday taken.
Parameter settings
Employee default
The first available employee number within the chosen selection sequence will either be shown if the payroll type parameter called Employee default is ticked otherwise the form will default to number zero. Payroll systems should not have a payroll record with number zero.
Input order
The input pay order is shown at the top of the form, it may be defined using the payroll type parameter called Input sequence and set to one of the following:-
E: Employee number
S: Surname, initials and title
C: Cost centre and employee number
N: NI number and employee number
P: Pay sort code and employee number
T: Trade and employee number
Default tab
When an employee number is entered and the TAB key is pressed the default form shown is controlled by a payroll type parameter called Input default and set to one of the following:-
R: Rates - the default setting
A: Additions/deductions
B: Benefits
T: TAB from selection
Navigation Save
The system can be defaulted to one of two modes when the Save button is pressed and altered at a time of the choice of the user. The default setting is controlled by a payroll type parameter called Navigation save and set to one of the following:-
S: Save
N: Save and Next - the default setting - this means the next available employee in the chosen order is loaded once the previous employee is saved.
Navigation Row
The system can be further defaulted to one of two modes when the Save button is pressed and altered at a time of the choice of the user. The default setting is controlled by a payroll type parameter called Navigation row and set to one of the following:-
T: Top row - the default setting
C: Current row - the same rates row or addition/deduction or benefit code row are selected
Priorities
The rates table input form is priority controlled, all users at priority 2 or above will be shown the payment value on the rates input form, entering data within the rates columns is controlled by a priority parameter for each of the following columns:-
