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Entering Existing Balances |
  
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Entering Existing Balances |
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This topic refers to entering in existing balances for employees rather than re-entering pays from the first of July, as a result of commencing e-PayDay® after the start of the financial year. It is the quicker alternative but has the disadvantage of the fact that the balances at the end of financial year will not match the payrun transactions. The payrun transactions covering the balances entered into e-PayDay® from the previous payroll system will have to be added to the the YTD Employee Transactions report in order to match up with the YTD Balances Report.
Non-Accrual balances
These balances refer to gross pay, total tax, net pay etc. All the fields in the screen capture below will have to be considered.
For each employee as at and including the last pay in the previous payroll system, work out the financial year to date (YTD) balances for gross, tax and net etc. These figures need to be entered in the employee's Balances 3 TAB, as seen above.
1. Click on the 'Employees' picture button from the top of the main screen of e-PayDay®.
2. Double click the employee's name you wish to enter the balances for.
3. Click on the 'More' button, bottom left
4. Click on the 'Balances 3' TAB
5. Click on 'Edit', bottom left
6. Enter the figures into the appropriate fields. If a field is not applicable, then leave it with zero
as it's value
7. Click on 'OK' to save your changes.
Accrual balances
As at the last pay in the previous payroll system and NOT including the rise in accruals you would expect as a result of the time worked between that pay and the first pay in e-PayDay®, work out the accrual balances for each employee. Accruals refer to Annual Leave, Sick Leave, Long Service Leave, RDO's, Time in lieu (TIL) . Casual employees, of course, would have zero balances for their accruals. These figures are entered in the employee's Accruals 2 TAB.
1. Click on the 'Employees' picture button, from the main screen of e-PayDay®
2. Highlight an employee's name and then click on 'Edit'
3. Click on the 'More' button, bottom left
4. Click on the 'Accruals 2' TAB
5. Click on 'Edit', bottom left
6. All accrual balances are in hours, so in the 'hours column', in the 'balance' field, for each
accrual, enter the appropriate figure. The only exception to this is Long Service Leave, which
has it's figure entered into the 'Accrued' field.
7. Click 'OK' to save your changes
Superannuation
1. Click on the 'Employees' picture button, from the main screen of e-PayDay®
2. Highlight an employee's name and then click on 'Edit'
3. Click on the 'More' button, bottom left
You are now in the employee's superannuation tab. Up the top right there will be the following two fields
'Superannuation Guarantee YTD' - The running total of SGL from all the pays upto and including the pay before the first one to be entered into e-PayDay®
'Superannuation Guarantee Paid' - That portion of the YTD that has actually has been forwarded to the super fund.
As an example, if the first pay I was going to enter was in the middle of November, then presumably the Paid balance would be all the SGL for the employee from the start of July to the end of October. The YTD would be all the SGL from the start of July upto and including the pay before the one I am going to enter in.
Update these two fields.
NB: It is assumed before doing the step below, that at least one employee has been added in e-PayDay®.
Resetting dates to do the first pay in e-PayDay®
1. Click on the 'PayDay' picture button within the main screen of e-PayDay®
OR
Click on the word 'PayDay' at the top of the main screen then select 'Process Pays / Individual'
2. This takes you to the 'Payrun List'. At the top left of this screen there is the Payment Date
and Period Ending Date. These will most likely be close to the date you actually first installed
e-PayDay®.
3. Click into each of the Payment Date and Period Ending Date and change them to what they
should be for the first pay you wish to do in e-PayDay®. The Payment Date is the date the
employees got paid. The Period Ending Date is that date which the payrun paid them upto.
4. Double click on an employee's name, it doesn't matter who. A message will come up asking for
the new dates to be confirmed. Click to accept the dates.
5. You're now in that employee's pay envelope. Click on 'Cancel', bottom right to exit.
NB: Normally we never need to change the payrun dates, as they take care of themselves, but when we do, we have to "zip" in and out of an employee's pay envelope, in order to get the message confirming the dates.
Providing you have finished setting up your awards, pay types, superannuation funds, and employees, as per the Tutorial, you're now set to commence pays in e-PayDay®.
See Payrun Tutorial on how to go about processing pays in e-PayDay®.