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Payrun Tutorial |
  
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Payrun Tutorial |
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Introduction
The actual entering of figures for a person's pay is done in their 'Pay Envelope' as seen below.
Overall Steps in a Payrun
The following steps outline the processing of a payrun in e-PayDay®.
1.Composing Pay(s) - Putting in the figures in the employees' pay envelopes. This leaves them with a 'Yes' beside their name in the Payrun List. See the notes on 'Various
styles of Payruns' at the top of the page.
2.Payrun Reports - Printing of reports specific to this payrun. If an error is picked up in these reports, then you would go back into the respective employee's pay envelopes
and make the necessary correction. Even though an employee has a 'Yes' beside their name in the Payrun list, you can still go into their pay envelope
by double clicking on their name. To access payrun reports, click on the 'Reports' icon at the bottom of the Payrun List window.
3.Backing up - [only if NOT exporting into an accounting package] Backing up this company's data in case you would like to go back to it. This is achieved
by going to the 'Utilities' pull down menu at the top of the screen, and click on the option 'Backup my Data'. See Backup Data
4.Fast Bank - [only if your employees are paid by electronic transfer] Generating a FAST-Bank™ file that can be transferred via a banking program, facilitating the
wages of employees going directly into their bank accounts. See FAST-Bank™
5.Finalising - Finalising the payrun updates the employees' balances and clicks the payment date and current period ending date forward to the next period. Because
we are now in the next pay period, all 'Yes's next to employee names change to 'No'. This is achieved by clicking on the 'Finalise' button (building with
a dollar sign on it) at the bottom of the Payrun List Window.
6.Backing up - [only if exporting into an accounting package] Backing up this company's data in case you would like to go back to it. See Backup Data
How you enter an employee's pay envelope depends upon the style of payrun you are performing.
Different Styles of Payruns
Employees can be paid individually, which means going into their pay envelope (by double clicking on their name), entering figures, and then clicking on 'OK'. This employee ends up with a 'Yes' beside their name in the Payrun List. This is referred to as an 'Individual Payrun'. See Individual Payrun
Alternatively, a series of employees can be paid in a single process. This means going from one pay envelope to another pay envelope until you reach the end of the employees in the Payrun List. This is referred to as a 'Batch Payrun'. See Batch Payrun
A payrun can also be run via the importing of a text file that adheres to a certain specification. Without highlighting employees, clicking on the 'FastPay' icon down the bottom of the Payrun List window, will automatically send e-PayDay® through the intended pay envelopes and those employees will end up with a 'Yes' beside their name in the 'Payrun List'. This is the 'FastPay' facility of e-PayDay®. See FastPay Specification
Alternatively, payruns can be created by posting employee's clock-in times via the plug-in e-PayDay® (Time & Attendance). Or they can be created by using the plug-in e-Time™ (Time Cards). To view the plug-in's you subscribe to look in Plug-In Registration.
The employees on the Payrun List may be sorted by location and / or employment status (e.g. full time, part time). This enables you to organize your payrun so that certain employees are paid in a particular order.
e-Award™ or e-Time™
The Pay Envelope
In an employee's pay envelope there is a set of lines in three different sections, each for Pay Rates, Allowances and Deductions (collectively called Pay Types). To bring up a Pay Type to use, click on the next blank line and a list of the Pay Types will come up. Click on the one you want and it will be inserted into the line you just clicked on. Now adjust the Qty (quantity) and the Rate as required. If you have accidentally brought up a Pay Type you don't want to use, make the Qty zero and press the 'Enter' key on your keyboard. After clicking on 'OK' and then re-entering this employee's pay envelope, you will see this Pay Type is gone.
NB: After adjusting the Qty or Rate for a line, always press the 'Enter' key on your keyboard. This updates the Gross, Tax and Net figures, down the bottom hand right of the pay envelope.
You can also replace a Pay Type, that's already in there, with an alternative. By clicking on it's line, the Pay Types list will be brought up again. Select a Pay Type and you will be prompted whether or not to replce the existing one or not.
Adjusting Total Tax
Once you have entered in all the Pay Types you wish to use, check the Gross, Tax and Net figures down the bottom hand right. The tax figure can be altered by simply clicking into it and changing the figure and then pressing the TAB key on the keyboard. If you then alter any Pay Types the tax will be recalculated so you'll have to make your alteration to the tax again.
Adjusting Super
The amount of super (SGL) for this employee this pay, is shown in green to the right of the phrase "Super this Pay". By double clicking on this figure or on the phrase itself, the figure will become highlighted and able to be changed.
Accessing the Employee's Details
Taking the curser above the employee's name, at the top of their pay envelope, will change it into a "male and female" symbol. By clicking on their name, you will be taken directly into the first set of tabs of their employee details. Make any changes if applicable and then click on 'OK', followed by clicking on the 'BACK' button to exit the Employee list. Now back to the pay envelope, any changes made to the employee's details will bring about a corresponding change in the pay
envelope.
Accessing the Details of the employee's Award
Taking the curser above the employee's award description, just below their name, at the top of their pay envelope, will change it into a "crown" symbol. By clicking on their award description, you will be taken directly to the details of their award. Make any changes if applicable and then click on 'OK', followed by clicking on the 'BACK' button to exit the Award list. Now back to the pay envelope, any changes made to the employee's award details will bring about a corresponding change in the pay envelope.
Adding / Editing Pay Types, Awards and Cost Centres
Pay Messages
A message can be placed on employees' pay advice slips. This is achieved while doing up their pay envelope. See Message on Pay Advice Slip
When you are satisfied with the employee's pay envelope, click on 'OK' or, if performing a batch payrun, click on 'NEXT'.
If not satisfied click on 'CANCEL' to be returned to the Payrun List with none of your changes to the pay envelope saved.
Reversing a Payrun
A payrun, whether it be unfinalised or finalised, may be reversed. See Reversing Payruns