Payroll is a module within the AUTOLINE Rev.8 Personnel suite, and is used in conjunction with the Employee module. These are used in conjunction with the Nominal Ledger which is part of the Accounts suite of modules.
The Employee file within the Employee module governs the Employee number. The Employee must be unique within the employee file and this file must exist before Payroll or human resource files can be set up. The key is made up of two parts:
Employee number: 6 digits.
Company number: 2 characters.
The Employees are held in a Company 00 file but the Payroll must be set up separately for each company. The above structure will allow the use of the same basic payroll number within each payroll company, i.e. company 01 can have employee number 000001 as well as company 02.
The Payroll file will be accessed by the 6-character Employee number and the company number will be appended to it to form the key into the Employee file automatically by the system.
Only authorized users will be allowed access to the payroll records. Access is restricted by user id and password, set up inside the payroll password option. Further restrictions can be made within this option by payroll type.
There can be as many payroll types defined as required such as weekly, monthly, two-weekly, four-weekly (lunar-monthly), etc.
Having gained access to the menu for a given PAYROLL TYPE all functions will be for that payroll type until the option to change payroll type is taken.
The main function of the Payroll module is to provide a comprehensive facility for the calculation of weekly and monthly payrolls, the production of payslips, BACS, cheques and giro credits as well as reports and automatic posting into the Nominal Ledger in the form of a consolidated journal.
The payroll module contains such features as multiple rates, additions/deductions, benefits, SSP, SMP,SPP, SAP, tax credits, student loans and court order calculations.
Calculations can be performed as many times as is required to obtain a correct payroll until the period is confirmed so that final reports can be produced. A strict tagging and reporting procedure is adopted so that every employee goes through the payroll cycle correctly.
The Payroll system must be installed by an AUTOLINE consultant before it can be used to ensure that all basic set up procedures have been performed.
Note: Some background parameters MUST be correctly completed before any data is input to avoid wasted effort and loss of analysis.
At least one payroll type must exist and the relevant data files and parameters created.
Cost centres must be present in the Nominal Ledger before employee details can be input to the Employee file. (See the Employee module on-line help.)
A chart of accounts must be present in the Nominal Ledger before employee details can be input to the Payroll file.
The default payroll record must exist before employee details can be input to the Payroll file.
The Payroll record is designed to control all areas of activity on payroll as follows:-
The system allows the printing of various documents such as by the use of:-
The Payroll system is integrated to the other modules of the Autoline system, and the inter-activity between modules allows you to carry out a great number of varied tasks from within the payroll system.
The other modules integrated to Payroll are as follows:
The payroll module is capable of accessing and updating data from any one of these modules. This makes the reporting capabilities of the payroll module very powerful.
The design and structure of the payroll system has evolved over 20+ years, and takes into account most of the requirements put to us by not only existing customers, but also potential customers. Due to the very diverse needs of different business and franchise requirements, the payroll system revolves around parameter and priority settings. This has two major advantages. Primarily, it allows you, as a user, to define how the payroll system should work within your company. Secondly, it allows you to have a system that works to your business needs, but still utilises the same software. This makes it easier to support and upgrade.
The payroll system has all the facilities required to improve the efficiency and profitability of your business. However, it is essential that initial planning and training take place prior to installation. Management should also be aware of any changes to procedures or staff functions.
The following preparation should take place prior to live operation:
Gain a general understanding of how the payroll system works.
Plan as to how the system best suits your business, identifying new procedures and job functions.
Define system parameters
Define payroll type parameters
Carry out general practice and in-house training on a test system if provided.
Taking these measures at an early stage helps to ensure that the system works for you and not against you.
Make amendments to existing employees and create new employee and payroll records and if used, Human Resource records for joiners using either the main employee records or payroll menu option called Full employee edit or the Employee records main menu option called Add/modify employee details, the main payroll menu option called Add/modify payroll record and the main human resources menu option called Human resource records.
Input pay details option to input the main payroll details.
Enter sickness details option to input the sickness details if this option is to be used on your system.
Enter maternity details option to input the maternity details.
Enter paternity details option to input the paternity details.
Enter adoption details option to input the adoption details.
Enter court orders/CSL option to input the court orders and student loan collections.
Enter leaving dates option to maintain leavers and to re-instate payroll records to perform final irregular payments to left employees.
Calculate period payroll option to calculate the payroll.
Reports & enquiries option may be used at this or at any other entry stage to check the data that has been entered onto the system.
Print payslips option to first preview the payslips on screen or to print them on plain paper for checking and then to print the payslips followed by selecting the Update option.
Print cheques option to first preview and then to print cheques if used as a payment method followed by selecting the Update option.
Print bank giros option to first preview and then to print bank giros if used as a payment method followed by selecting the Update option.
Confirm/reset period payroll option to freeze the input of the payroll and to generate nominal and optional BACS postings held at this stage within the payroll module.
BACS listing option to produce a BACS listing report if BACS is used.
Transfer BACS buffer to BACS option to copy the payment data to the BACS submission module on the main accounting system or the payroll system ready for transmission to BACS if BACS is used.
Confirm/reset period payroll option to possibly reset the payroll and to correct the original generated payroll. This is typically followed by selective use of all the steps prior to the first use of the Confirm/reset period payroll option.
Execute EOP options option to produce the reports set up for mandatory running within the payroll period - this is best left until you are satisfied with the accuracy of the payroll processed.
Reports & enquiries option to produce any other optional reports and at payroll year end mandatory reporting.
Select new period option after a nightly system backup to select into the next payroll period or payroll year including the optional copying of the nominal ledger postings to the main accounting system and any other BACS generated postings to the BACS submission module on either the main accounting system or the payroll system ready for transmission to BACS.
Changing your own password: Use the miscellaneous options menu option called Change password.
Creating a new user on the payroll system: Use various options described in this help file.
Maintaining password records: Use the system maintenance menu option called Passwords.
The PAYROLL menu is displayed when you select the Payroll option from the Master Menu and successfully enter your password. From this menu you can perform most of the key payroll processing stages.
Input pay details: The main option used to enter payroll period details.
Enter sickness details: Entry of sickness and absence.
Enter maternity details: Entry of maternity details.
Enter paternity details: Entry of paternity details.
Enter adoption details: Entry of adoption details.
Edit court orders/CSL: Entry of court orders and Student loan collections.
Edit leaving date: Entry of leaving details.
Display payroll record: Display payroll records.
Add/modify payroll record: Creation, amendment and display of payroll records.
Edit all employee details: Maintenance of employee record, payroll record and if present, human resources record subject to security access.
Calculate pay: Calculate pay selectively or for all.
Print payslips: Selective, range or all payslips preview or print.
Print cheques: Selective, range or all cheques preview or print.
Print bank giros: Selective, range or all bank giros preview or print.
Confirm/reset period payroll: Check, verify payroll and generate nominal and BACS postings.
Execute EOP options: Run reports set up for mandatory running.
Select new period: Select a new payroll period or perform a payroll year end.
Transfer holiday totals: Update holiday balances and accrued data.
Miscellaneous options: General options for payroll set up not needed on a day to day basis.
System maintenance: Advanced options for system set up including application of the payroll updates.
Utilities menu: High priority access options.
Display current period: Shows current payroll status.
Alter payroll type: Change the payroll type
Payslip documents: Allow for archived payslips to be displayed or printed
