4.01 How to process a pay
Enter the company, pay date (the week ending date) for the pay and the pay frequency. Then select ok.
The pay date is the date you will need to use for all areas where a date is required, including weekly summary and dissection reports, payslips and general ledger updates.
From the Payroll Processing menu, select Enter Pays. Check that the date is the pay week ending date and that the company is showing the correct company for the pays you are about to enter.
Select ‘new’ and then select an employee from the drop down list, and then select ‘continue’.
Enter the number of pay weeks in the first field at the top of the screen. If the pays are fortnightly, enter 2 weeks, if monthly enter 4.33.
For a standard pay where an employee is paid at an hourly rate
In the payroll entry screen you can enter all normal rates of pay for your employees, deductions before and after tax are also entered in this screen. You must enter the number of pay weeks for the tax and entitlements to calculate correctly.
Enter the pay details and then select calculate. If necessary you can round the tax to whole dollars and then select ‘accept’.
For a standard pay where an employee is paid by the trip or kilometre
If an employee is paid primarily by trips, their entitlements calculation should be set to accrue by weeks. This will then correctly calculate annual leave; sick leave and long service leave entitlements for the particular employee.
For other types of pay such as trips these are entered in the miscellaneous screen. To access this, select “Other” and this will take you to the next screen.
The “Other pays” header and details screen allow you to enter all other non-standard pays, such as trips, kilometre pays, loading and unloading. Standard trip rates and kilometre rates can be set up via the driver trip rates and driver rates options in the Utilities menu.
The trips will be calculated from entering a combination of pay type, vehicle, configuration, route and rate. If no combination is found, the information can be manually entered or over-ridden if required. When the trip has been entered, select the ‘save & new’ button to refresh the data entry screen to enter another trip, or select ‘save’ to return to the first pay screen.
All the entries created in this screen will be totalled and displayed in the miscellaneous box on the payroll entry screen. When a payslip is printed the individual details will be listed.
When all entries have been completed for each employee click on calculate. This will automatically calculate the superannuation and tax to be deducted. You can then select accept to complete the pay.
Print EFT Report
This report is used to show a list of payments to be created for employees in the “Create EFT Payment” option.
Create EFT Payment
If you use online banking you can then print the EFT report and create your EFT file ready for importing the file into you banking software ready for transmitting to the bank.
After processing payroll but before updating pays to general ledger, you have the option of creating an EFT transfer file. To create a payment file for transferring to your preferred banking software, select create EFT payment, your company and bank details will automatically display.
Enter the processing date, the period ending date and select a drive path to save the file to, then select OK.
This file can then be selected through your banking software for processing of pays. Norcom does not support banking software so please contact your bank on how to use their program.
Print weekly dissection
In the Payroll Processing Menu – Show Weekly Dissection report and print this report
The weekly dissection report can be printed prior to printing payslips and updating the pays to general ledger for the purpose of checking that all pays have been processed correctly. If any rations to the pays are required this can be done by editing the pays. This report lists employee code, employee name, rate of pay, deductions, allowances, gross, tax and net pays. This report is subtotalled for employees and totalled for company figures.
Show weekly summary
In the Payroll Processing Menu – select Show Weekly Summary report and print this report.
The weekly summary report lists employee code, employee name, gross pay, tax deducted, after tax allowances and nett pay.
After processing the payroll, choose the option to print payslips. You have the option to select one employee or all. The payslip shows employee code, employee name and address, pay details including ‘other pays’, annual leave hours, RDO hours, sick leave hours and year to date figures for gross, tax, nett pay and superannuation. You are able to reprint payslips if required by accessing the ‘reprint payslip’ option in the reports menu.
Update pays to general ledger
Update Pays to General Ledger – Check the company is the correct one that you want to update. Make sure that the month showing on the update screen is relative to the week ending date. For example, if the pay is for July, the month should be 1; August should be month 2 and so on. The general ledger update process will roll all the current pays into a monthly history file.
Select update payroll to general, you will need to enter a week ending date. Select OK. The payroll will be updated to general ledger in Accountmate and the payroll data cleared out ready for processing of the next payroll.
As a final check, preview a Weekly Summary report again, if the pay has been updated, there will be no report to display.
4.02 End of month