User Manual USER MANUAL. Date: July 2014

Transcription

1 User Manual Date: July 2014 Cpyright 2014 Supernva Cnsulting Ltd. All rights reserved. The current versin f the cpyrights, trademarks, and disclaimers at is valid fr this dcument. This cntent may nt be reprduced r transmitted in any frm r by any means, electrnic r mechanical, including phtcpy, recrding, r any infrmatin strage r retrieval system, withut written permissin. Requests fr permissin shuld be directed t inf@supernva-cnsulting.cm, , r mailed t Supernva Cnsulting Ltd, P.O. Bx 56747, 3309, Limassl, Cyprus Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 1 f 95

2 Dcument Details Area Title Detail User Manual Last Updated 14/07/2014 Versin Sftware versin 4 Owner Authr Supernva Cnsulting Ltd Supernva Cnsulting Ltd Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Cpyright in the whle and every part f this dcument belngs t Supernva Cnsulting Ltd, with the exceptin f prprietary material and the brand r prduct names f ther parties fr which the rights in such material r trademarks remain with their respective wners. Names and data used in examples herein are fictitius unless therwise nted. Disclaimer This dcument and the sftware it describes are furnished by Supernva Cnsulting Ltd under a Sftware Licensing Agreement, Facility Management Agreement r Cnfidentiality Agreement, and may be used r cpied nly in accrdance with the terms f such Agreement. Neither this dcument nr the sftware it describes may be used, sld, transferred, cpied, translated, reprduced r transmitted in any frm r by any means, electrnic r mechanical, fr any purpse, in whle r in part, ther than in accrdance with the terms f such Agreement, r therwise withut prir written cnsent f the Supernva Cnsulting Ltd. This dcument describes a generic prduct r service and shuld be read in cnjunctin with ther dcuments relevant t the cnfiguratin f any specific system. The licensee f Supernva sftware r user f Supernva services is respnsible fr ensuring that the prduct r service described herein meets its wn requirements. The infrmatin cntained in this dcument is subject t change withut ntice and shuld nt be taken as a cmmitment by Supernva Cnsulting Ltd. Supernva Cnsulting Ltd assumes n respnsibility fr any errrs that may appear in this dcument. Nthing in this dcument shuld be assumed t grant a license fr any sftware mdules, interfaces, enhancements, features r functinalities that are nt licensed under the Sftware Licensing Agreement r Facility Management Agreement and/r Addendums t it. Cnfidentiality The infrmatin cntained herein is the prperty f Supernva Cnsulting Ltd. This specificatin cntains CONFIDENTIAL infrmatin that is prduced slely fr the benefit f the named parties. All parties shuld keep all infrmatin cntained herein cnfidential, and n n accunt shuld the infrmatin, in whle r in part, be disclsed r disseminated t any third party withut the express written permissin f Supernva Cnsulting Ltd. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 2 f 95

3 TABLE OF CONTENTS 1. LOGIN AND MAIN WINDOW PAYROLL PARAMETERS PAYROLL OPTIONS SOCIAL INSURANCE DEPARTMENTS CREATE AND MAINTAIN EMPLOYEES EMPLOYEES LIST ADD NEW EMPLOYEE DEFINE EMPLOYEE PAYROLL CHANGE EMPLOYEE SALARY CORRECTING SALARIES CALCULATION METHODS OF SALARY EMPLOYEE ADDITIONS / DEDUCTIONS EMPLOYEE VACATION DAYS / TERMINATION MANAGE AND TRANSFER VACATION DAYS RE-HIRING EMPLOYEES IR DELETE AN EMPLOYEE MERGE EMPLOYEES ADDITIONAL ACTIONS ON EMPLOYEE LIST OTHER GRANTS AND SALARIES (NOT FROM PAYROLL) TIMESHEETS AUTOMATIC CREATION OF TIMESHEETS CREATE TIMESHEETS ADD HOURS PER PROJECT/SERVICE APPROVE TIMESHEETS IMPORT TIMESHEETS IMPORT TIME FROM FINIRIS CLOCK SYSTEM ENTER ABSENCE / OVERTIME ADDITIONS OR DEDUCTIONS SCHEDULED ADDITIONS AND DEDUCTIONS CREATE A SCHEDULED ADDITION OR DEDUCTION PAYROLL PAY EMPLOYEES PAYCHECK LIST PAYCHECK DETAILS - EDIT PAYCHECK PRINT VARIOUS PAYROLL FORMS PRINT ALL PAY PERIOD PAYSLIPS PRINT PAYSLIP SEND PAYROLL S CHEQUES BANK TRANSFER REQUEST, FAX / LETTER ADDITIONAL REPORTS TO CHECKING PAYROLL EMPLOYEE LOANS SOCIAL INSURANCE AND INCOME TAX PAYMENTS PAY SOCIAL INSURANCE PAY INCOME TAX Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 3 f 95

4 8. CLOSE PAYROLL PERIOD EXPORT PAYCHECKS EXPORT BANK FILE ENTER BANK DATA CHECK BANK CODES CHECK EMPLOYEE PAYMENT DETAILS CREATE BANK PAYMENT FILE CREATE EURO AUTOPAY PAYMENT FILE EXPORT PROVIDENT FUND SETUP EXPORT CUSTOMERS & PROJECTS CUSTOMERS AND PROJECTS LIST ADD NEW CUSTOMER ADD NEW PROJECT ENTER TIMESHEET DETAILS PER PROJECT REPORTS SELECT REPORT FOR PRINTING REPORT IR REPORT IR REPORTS IR ANNUAL LEAVE STATUS BY EMPLOYEE PERIODIC ACTIONS PREPARE FOR A NEW YEAR CREATE NEW PAY PERIODS CHANGE COLA PRODUCE THE ELECTRONIC FILE OF IR Preparatin Prduce File IR 63 / IR 7 REPORTS SETUP Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 4 f 95

5 1. Lgin and Main Windw Duble-click the icn "PayrllOne v4" which is usually fund n the desktp t pen the lgin screen where can enter yur username and passwrd t cnnect t the system. After successful lgin, the main windw f the prgram appears as shwn belw. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 5 f 95

6 2. Payrll Parameters 2.1. Payrll Optins Frm the main windw f the prgram, click Optins. The fllwing windw appears with the payrll ptins. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 6 f 95

7 Payrll: Pay 13th/14 salary based n Regular Salary: If this is ON, instead f hurs, the system calculates the percentage based n salary. It cmpares expected ed salary f each mnth as ppsed t actual regular salary the emplyee earned in each mnth and calculates a yearly percentage. If this is OFF, F, the system sums up the yearly number f hurs that the emplyee has wrked. Then it sums up the number f hurs that the emplyee was expected t have wrked and takes the prtin as a percentage. Fr example, if Emplyee A has wrked 1250 hurs in the year, and he/she was expected t have wrked 1920 hurs, then the prtin used t calculate the 13th salary is 1250/1920. Calculate the 13/14th salaries based n average: If this is ON, the average salary f the emplyee during the year will be used instead. If this is OFF, the salary t apply t the percentage calculated in (1) abve is the salary f Nvember. Emplyee Defaults: Frm here, yu can define the system parameters that affect all r the majrity f the emplyees. These fields can als be fund n the emplyee page, making it pssible t set different values fr each emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 7 f 95

8 2.2. Scial Insurance Departments If the cmpany has mre that ne Scial Insurance Cmpany N, then yu must send separate Scial Insurance Payments reprts (ΚΑΤΑΣΤΑΣΗ ΑΠΟ ΟΧΩΝ ΚΑΙ ΕΙΣΦΟΡΩΝ) fr each number. Yu can als define a different cmpany name fr each number. The name and address f the cmpany n the reprt is specified in the Scial Insurance Departments screen shwn belw. 1. Manage Scial Insurance Departments Click n the menu ptin Lists Cmpany Departments (Sc. Ins). In this screen yu can enter a new scial insurance cmpany number, with a different cmpany name and address. New recrds can be entered in the last empty line. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 8 f 95

9 Frm here, yu may als update the existing scial insurance cmpany numbers and cmpany details. Yu may delete numbers that n lnger apply. Nte that the Scial Insurance Cmpany numbers which are used by emplyees cannt be deleted. T delete a recrd, click n the X t the left f the line that yu wuld like t delete. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 9 f 95

10 2. Assign Emplyees t Scial Insurance Departments Each emplyee must belng t ne f the scial insurance departments that exist in the system. Selecting this number is dne frm the emplyee page as shwn belw: 3. Print Scial Insurance Reprt (ΚΑΤΑΣΤΑΣΗ ΑΠΟ ΟΧΩΝ ΚΑΙ ΕΙΣΦΟΡΩΝ) The prcedure f printing the scial insurance reprt is the same when yu have multiple cmpany numbers. During the printing f the reprt, the system autmatically prints different pages fr each scial insurance cmpany number in the system with its crrespnding emplyees. See als sectin Scial Insurance and Incme Tax Payments. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 10 f 95

11 3. Create and Maintain Emplyees 3.1. Emplyees List T add new emplyees r change existing nes, prceed as fllws: Frm the main windw f the prgram, in the Lists area, click Emplyees. This will take yu t the Emplyees List. The windw tlbar nw has the fllwing ptins: Add, Edit, Delete, Actins, Reprts, Excel, and Clumns. T add an emplyee recrd, click Add. T update emplyee recrd, select the emplyee and then n the tlbar click Edit r duble click n the required emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 11 f 95

12 3.2. Add New Emplyee Click Add t pen a new emplyee page where yu can fill in the emplyee details. Enter all items marked in red (required) such as the emplyee name and hire date and click Save. This will enable the rest f the 5 tabs with the rest f the emplyee details. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 12 f 95

13 3.3. Define Emplyee Payrll In the Payrll tab, yu can enter r change the Salary, Regular Days and Hurs f Wrk, Cmpany Paid Taxes and Cntributins and Emplyee Deductins, Cntributins, Additins and Taxes. Besides the salary, the rest f the fields are already filled in using the default ptins selected in the Payrll Optins Emplyee Defaults Change Emplyee Salary There are tw methds t change emplyee salaries: Frm the Emplyee page Payrll tab Change Salary buttn (shwn abve). Frm the Emplyee list right click n the selected emplyee Change Salary. Frm the Emplyee page Payrll tab: Click the Change Salary buttn. Enter the Effective Date f the new salary (item 1 shwn in the image belw). When calculating payrll, the system takes the emplyee salary that is applicable at the beginning f a payrll perid. Example: if yu enter 15/01/2008 as the effective date f a new salary, the change will be applicable n the February payrll. Enter the new GROSS salary (item 2 shwn in the image belw). If an emplyee is paid by the hur, then select the ptin Per Hur and enter the Grss salary f the emplyee per hur. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 13 f 95

14 After entering a new grss salary, press the <TAB> key n the keybard. This will run calculatins and fill in the values in the Emplyee Net and Cmpany Cst fields. The Emplyee Net, is the net salary that they emplyee is paid ever perid. If yu knw nly the net salary f the emplyee, then yu must enter the grss amunt until yu match the required net amunt r calculate Grss Salary = Net Salary (1-6.8%). Click OK t save the new salary. If the emplyee page is pen, the new salary will appear in the Salary Histry area (item 3 shwn in the image abve). After the change f salary, it wuld be advisable t print and sign the new IR 59. Fr emplyees wh are paid based n COLA, the screen lks as fllws: Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 14 f 95

15 By entering the Basic Salary and then <TAB> n the keybard, the system update the Salary munt. By entering the Salary and then <TΑΒ> n the keybard, the system updates the Basic Salary Crrecting Salaries In case a mistake was made in entering a salary, yu may delete the salary frm the red X buttn in the Salary Histry windw that appears n the left f every salary recrd. Nte that yu cannt delete a salary that has been used in calculating a mnthly payrll Calculatin Methds f Salary The system supprts different methds f calculating salary per hur. The parameters used t calculate salary can all be defined in the emplyee page as shwn belw. Yu may select ne f the fllwing calculatin methds fr each emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 15 f 95

16 1. Fixed Mnthly Rate Hurly Salary = divide the mnthly emplyee salary by a cnstant number f hurs entered in the emplyee screen. This fixed number f hurs is usually 168 but yu may enter a different number as shwn in the image belw. With this methd, fr mnthly emplyees, the salary per hur remains the same each mnth. Emplyees get paid the amunt f hurs wrked multiplied by the fixed mnthly rate. Example: Emplyee salary, per mnth: Fixed wrk hurs f emplyee, per mnth: 168 Perid Salary / Fixed Perid Hurs = 1000 / 168 = 5.95 Grss Salary with 1 day f absence (8 hurs) = 160 * 5.95 = Perid Salary / Cnstant Perid Hurs Hurly Salary t be used t calculate the deductins = divide the regular perid salary by a cnstant number f hurs entered in the emplyee screen. This fixed number f hurs is usually 168 but yu may enter a different number as shwn in the image belw. With this methd, fr mnthly emplyees, the salary per hur remains the same each mnth. The fixed rate is used t deduct amunts when the emplyee is absent and nt t calculate the salary. Example: Emplyee salary, per mnth: Fixed wrk hurs f emplyee, per mnth: 168 Hurly Rate fr deducted hurs = Perid Salary / Fixed Perid Hurs = 1000 / 168 = 5.95 Deduct 1 day f absence = 5.95 * 8 wrk hurs = Regular perid hurs = 178 Hurly Rate fr salary = Perid Salary / Regular Hurs = 1000 / 178 = 5.61 Regular salary = Regular Perid Hurs * Emplyee Hurly Rate = 178 * 5.61 = Perid Salary / Perid Hurs Salary per Hur = divide the regular perid salary by the regular hurs f the perid. With this methd, the salary per hur changes fr mnthly emplyees accrding t the regular hurs f the mnth. Example: Emplyee salary, per mnth: Regular wrk hurs f emplyee, January: 168 Perid Salary / Perid Hurs = 1000 / 168 = 5.95 Deduct 1 day f absence, January = 5.95 * 8 wrk hurs = Regular wrk hurs f emplyee, February: 152 Perid Salary / Perid Hurs = 1000 / 152 = 6.57 Deduct 1 day f absence, February = 6.57 * 8 wrk hurs = Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 16 f 95

17 4. Yearly Salary / Cnstant Year Hurs Salary per Hur = divide the regular yearly salary by the regular yearly hurs. With this methd, fr mnthly emplyees, the salary per hur remains the same every mnth. Example: Emplyee salary, per mnth: Regular wrk hurs f emplyee, Year: 2080 Salary per Hur = 12000/2080 = 5.76 Deduct 1 day f absence = 5.76 * 8 wrk hurs = Emplyee Additins / Deductins The system autmatically fills in the emplyee additins and deductins accrding t Scial Insurance Type selected in the first tab f the emplyee page. In case yu wuld like t insert additinal deductins and cntributins fr a particular emplyee yu may use the fllwing methd. Examples: 1. An emplyee has a fixed deductin amunt n every paycheck e.g. Rent 200 n every payment. 2. An emplyee as a fixed additin amunt n every paycheck e.g. Travelling Allwance 100 n every payment. Frm the Emplyee page, select the Payrll tab [1]. At the bttm right crner, yu will see the Emplyee Deductins, Cntributins, Additins and Taxes. On the last empty line f this table, use the muse t select a new payrll item frm the cmb bx that yu wuld like t add t this emplyee [2]. In the bx next t yur selectin, enter the amunt f the additin/deductin. This will apply n every paycheck until yu manually cme and remve this additin/deductin frm the emplyee. T remve an additin/deductin, simply click n the X n the left f the line. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 17 f 95

18 3.8. Emplyee Vacatin Days / Terminatin On the Vacatin Days / Terminatin tab, yu can define the available days given by the cmpany. Payrll Year: select the year fr which the vacatin days are applied. Available Vacatin Days: the number f vacatin days that the emplyee can take, FOR THE ENTIRE YEAR. Add all the vacatin days that the emplyee is entitled t, even if he/she was hired in the middle f the year. The system will autmatically calculate the applicable prtin based n the hire date entered fr the emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 18 f 95

19 Earned: displays the prtin f the earned vacatin dates accrding t the time emplyed at the cmpany during the payrll year. Taken T Date: displays the vacatin days that have been used by the emplyee during the year. Refer t sectin n Timesheets Enter Absence. Earned Days Left: displays the number f days that the emplyee is allwed t take (Earned days minus Used Days). Earned Days Left, XXXX: Earned days minus Used days frm previus year. Nte that if the cmpany pays Hliday Fund, then d nt fill in the Available Vacatin Days fr the emplyee. Als frm this page yu may terminate an emplyee, entering the Last Wrk Date. This day must be AFTER the last payment date f the emplyee. Yu may als select here whether the emplyee will als be paid fr the prtin f the 13th/14th salary that applies until the terminatin date, as well as remaining vacatin days. Nte that by law, the emplyee is entitled t bth f these benefits. Alternatively, yu may als terminate an emplyee frm the Emplyees List page as shwn belw. Find the emplyee that will be terminated and right click n his line and chse Terminatin. Fllw the same steps described abve. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 19 f 95

20 3.9. Manage and Transfer Vacatin Days The fllwing guide describes three additinal functins f the system relating t emplyee vacatin days. The 3 functins are: Annual Leave Types Transfer Available Vacatin Days Update Vacatin Days 1. Mechanism Activatin: T activate the annual leave management system g t the main windw f the sftware and click Optins General and press the checkbx Advance Days Off System t activate it. As a result, 3 new menu ptins appear under the menu ptin Time. 1. Annual Leave Types 2. Transfer Available Vacatin Days 3. Update Vacatin Days Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 20 f 95

21 2. Define Annual Leave Types and Rules The term Leave Type is used t grup emplyees where each grup is allwed X days f annual leave fr Y years f service. This way yu can define different grups f emplyees with different annual leave types. 3. Annual Leave Types Click the Annual Leave Types menu ptin as shwn abve. The fllwing windw appears where yu can define new leave types r edit existing nes. In this first field yu can set the name f a new type f annual leave. Example: we have 2 types f leaves and we want t create a 3rd. In annual leave type, enter TYPE 3 and press <Enter>. Yu will receive a cnfirmatin message befre adding the new annual leave type t the list. After creatin, it is nw pssible t cmplete the fields belw. 4. Annual Leaves Rules Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 21 f 95

22 As shwn in the image abve, yu can fill in the varius categries f annual leaves based n years f service f emplyees in the cmpany. Example: in this type f leave, there are 3 categries. The emplyees wh are in the cmpany up t 1 year, thse wh have cmpleted 1-3 years and thse emplyed fr mre than 3 years. Fr each categry, yu can specify the number f days fr annual leave, sick days, and als hw many days can be transferred t the fllwing year. Yu can create as many leave types as needed. 5. Delete Leave Rule Press the Delete buttn (as shwn in the image abve), t delete the selected leave type. 6. Define the Leave Type f each Emplyee Frm the main windw, click Lists Emplyees Open Emplyee page Vacatin Days/Terminatin. At the bttm f the page the field Annual Leave Type appears. In this field yu can determine the annual leave type f each emplyee. Specifying an annual leave type n the emplyee, yu can see that the available vacatin days and sick days change and adapt t the selected annual leave type. Example 1: The emplyees that wrk 5 days in a week can have 20 days leave, fr service up t 5 years. The emplyees that wrk 5 days in a week can have 25 days leave, fr service 5 years and ver. The emplyees that wrk 6 days in a week can have 22 days leave, fr service up t 5 years. The emplyees that wrk 6 days a week can have 27 days leave, fr service 5 years and ver. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 22 f 95

23 Fr this example, yu will have t create 2 annual leave types, with names 5 days and 6 days. Each f these types will have 2 lines with apprpriate values. Example 2: All the emplyees can have 20 days annual leave regardless f service years. Fr this example, yu will have t create ne annual leave type with name Regular and with nly ne rule. Example 3: The emplyees can have 20 leave days, fr service up t 5 years. The emplyees can have 25 leave days, fr service frm 5 years t 10. The emplyees can have 25 leave days, fr service 10 years and ver. Yu shuld create ne annual leave type with name Nrmal and three rules. 7. Transfer Available Vacatin Days Frm the main windw click the menu: Time Transfer Available Vacatin Days The fllwing cnfirmatin message appears: Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 23 f 95

24 Click OK t autmatically transfer the annual leave f emplyees frm the previus year t the next ne, with the maximum transfer available vacatin days, based n their annual leave type. If the emplyee has used all the leave in the previus year, it will nt transfer any days. In case the emplyee has mre days remaining than the maximum transfer days defined in the annual leave type, then nly the maximum transfer days will be transferred t the new year. If the cmpany has nt defined leave types with maximum transfer days, then the system will transfer all f the remaining days that the emplyee has earned. 8. Update Vacatin Days Frm the main windw, click the menu: Time Update Vacatin Days The fllwing cnfirmatin message appears: Click OK t autmatically update all emplyees annual leave days, with the vacatin days that can take based n their assigned annual leave type. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 24 f 95

25 3.10. Re-hiring Emplyees Frm the main windw f the prgram, click Lists Emplyees. Select t view Nn Active emplyees. Frm the Emplyee List, find the emplyee that will be reactivated, right click n the line and select Terminatin. Fr an already terminated emplyee, the system pens a windw where yu can enter the date f rehire. Enter the rehire date and click k. Frm this date nwards, the emplyee will be cnsidered as an active emplyee in the cmpany. The hire date that will appear n all screens and reprts f the system will be the latest rehire date entered and nt the initial hire date. This affects nly emplyees wh have been terminated in the past and were rehired. Example: if an emplyee has wrked at the cmpany frm 01/01/ /06/2007, was terminated, and then rehired n 01/01/2008, the hire date fr Incme Tax and Scial Insurance purpses etc will be 01/01/2008. In the emplyee page, there is a buttn next t the field Hire Date which displays the emplyment histry f an emplyee that was terminated and rehired. Nte that this buttn appears nly fr emplyees wh have been previusly terminated and then rehired. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 25 f 95

26 3.11. IR 59 Frm the emplyee page, (see previus screen) at the lwer left side, yu can access the electrnic IR59. In this page, the incme and deductins are autmatically filled in based n the emplyee payrll data entered in the emplyee page. Yu can fill in the rest f the details and Save. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 26 f 95

27 Click the Calculatins t see the fllwing incme and deductin calculatins Delete an Emplyee In the emplyee list, select the emplyee yu wuld like t delete and click the Delete buttn n the tlbar. Yu cannt delete an emplyee with recrded paychecks r timesheets Merge Emplyees The Merge Emplyee functin is useful if an emplyee was accidentally entered int the system twice. In this case incme tax des nt allw an emplyee duble entry in the annual IR7. T merge tw emplyees, perfrm the fllwing steps: Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 27 f 95

28 Frm the main windw, click Lists Emplyees Right click n emplyee name Merge OR frm the Actins menu click Merge. In the screen that appears, select the emplyee that will merge (2) with the emplyee selected in the list f emplyees (1), as shwn belw. Click OK. The system will check the ID Number f the tw emplyees if it is the same befre the merge. If nt, it will stp the prcess. If the ID numbers match, then it prceeds t merge the 2 recrds. When cmpleted: There will be ne less emplyee in the system. The payments, salary histry, annual leaves, and emplyment histry have been transferred t ne emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 28 f 95

29 3.14. Additinal Actins n Emplyee List Pressing the buttn Actins r by right click n Emplyee List, a menu with additinal ptins appears. Emplyee Number Crrectin: allws fr the crrectin f the emplyee number. When creating a new emplyee, the system autmatically prduces a new incremental number which cannt be changed frm the emplyee page. With this facility, yu may change this number. Nte that this number is unique and n tw emplyees can have the same number. Clck Card Numbers: allws the management f time clck numbers that belng t an emplyee. This applies t cmpanies that use the time clck interface and sftware. Paid Vacatin Days: pens the fllwing screen where yu may enter the transferred and allwed annual vacatin days f each emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 29 f 95

30 3.15. Other Grants and Salaries (NOT FROM PAYROLL) In cases where in the cmpany there are Management Cnsultants wh receive a specific remuneratin that is nt cnsidered part f the payrll (i.e. the remuneratin is nt included in a nrmal paycheck but is paid utside the regular payrll), then this can be entered in IR59 f the system as shwn belw. The system allws the entry f tw such amunts. On the left clumn is the descriptin f the remuneratin and n the right is the amunt. Yu may select ne frm the list r create a new ne by typing in the descriptin yu wuld like t appear. These grants and salaries will then appear n the IR7 in clumn 6 and n the IR63 f the emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 30 f 95

31 4. Timesheets 4.1. Autmatic Creatin f Timesheets If yur system is cnfigured t create paychecks using emplyee regular wrk hurs and if n timesheet is fund fr the pay perid (Payrll Optins Timesheet), then yu d nt need t enter detailed timesheets befre running payrll. During the payrll calculatin, the system will autmatically fill in the dates during which there are n hurs recrded based n the emplyee defaults defined in the emplyee page. Yu may then pen the timesheet and make crrectins if needed Create Timesheets T enter timesheets fr emplyees, fllw these steps: Frm the main windw, click Timesheet. Yu get the fllwing screen. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 31 f 95

32 Here yu can find the hurs entered fr each emplyee. In this windw, yu can als enter r change the hurs f an emplyee as well as allcate hurs t prjects and custmers if needed. T enter hurs wrked: Select an Emplyee frm the list, r click the icn next t the Emplyee Name field t chse ne frm the list. Select a Pay Perid. When this windw pens, the current payrll perid appears. Click the blue arrws t g t the next r the previus perid. Alternatively, yu can click n the icn next t the Pay Perid Ends field t chse ne frm the list. Click the Defaults buttn t fill the screen with the wrk hurs as defined in the emplyee page Payrll tab Regular Days and Hurs f Wrk. Yu may change the default values entered with ther hurs such as: vertime, leave, hliday, r break the day int multiple parts. Example: in the image belw, n 15/05 the emplyee has recrded 8 hurs f regular salary and 2 hurs f Overtime 1-1. A different type f vertime can als be selected such as 1-2 r 1-3. On the 17/05, the emplyee has wrked fr 4 hurs but was absent fr 4 mre hurs. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 32 f 95

33 The Department buttn allws yu t t select a department and the list f emplyees is filtered based n that. Click Department. This will pen a pp-up windw as shwn belw. Click nce t select a department frm the list. Click Ok t clse the windw and return t the timesheet windw. The Emplyee Name list is refreshed t shw nly emplyees f the selected department. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 33 f 95

34 T clear the Department filter, click the Department buttn and withut selecting anything frm the list, click Ok. The Paycheck buttn pens the paycheck that is related t the selected payrll perid if it has already been calculated. If there is n payment fr the selected emplyee and payrll perid, then this buttn is nt enabled. The Reprt buttn pens 0027 Daily Timesheet Entry reprt t be displayed n the screen r be printed. Create new recrd T enter a new recrd f hurs fr a selected date, click the date clumn n the last line f the table, the line that displays a star in the left clumn. Press <Tab> t g t the next field and enter the number f hurs. Select the payrll item frm the list and press the <Enter> key n the keybard t save the recrd in the database. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 34 f 95

35 Edit a recrd Click n the date clumn in the recrd that yu want t change. The sign in the left clumn changes t a black triangle. While yu are editing a recrd, the symbl n the left clumn changes t a pencil until yu press <Enter> t save the recrd in the database. Delete ne r mre recrds Click n the left clumn f the screen t select a recrd. T select multiple rws, click n the left clumn f the screen n the first date that yu want t delete. Then press the <Shift> key n the keybard and click n the left clumn f the screen the last date that yu want t delete. The system selects all recrds frm the first until the last date. Alternatively, yu can use the muse t select and scrll dwn the rws yu want t select. Press the delete n the keybard t delete all the recrds selected frm the database. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 35 f 95

36 4.3. Add Hurs per Prject/Service If yur cmpany needs t manage time per prject and service, Supernva Cnsulting will cnfigure the system t display tw additinal clumns in the Timesheet screen fr: Prject [1] and Service [2]. It can als be cnfigured t enter a Start-End time [3]. This ptin allws the user t enter the start time and the end time and the system will autmatically calculate the ttal hurs. Example: if yu enter Start time = 8:30 and End time 09:30, then Hurs are autmatically calculated t 1. With this ptin, it is pssible t enter multiple hurs per Prject and Service per day thus allwing the cst calculatin f the emplyee per prject and per service. See als sectin n Custmers and Prjects. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 36 f 95

37 4.4. Apprve Timesheets This prcedure applies nly t cmpanies where wrking hurs must be apprved befre calculating payrll. If the ptin Require Timesheet Apprvals is enabled, then yu cannt issue paychecks based n the wrking hurs if they are nt first apprved by the system administratr. This ptin is recmmended in cases where the emplyees enter their wn timesheets (with Access Level Timesheet User ) and their hurs must first be apprved befre prducing payments. Frm the main menu, select Time Timesheet List. Select the required filters n the tp f the screen t view the recrds f ne r mre emplyees fr a perid. Frm the menu, select Actins, r right click Apprve Entry t apprve the selected recrd ONLY, i.e. the recrd that is highlighted in the list. Frm the menu, select Actins, r right click Apprve ALL t apprve all recrds in the list. Alternatively, yu may apprve the wrking hurs frm the Timesheets windw: Frm the main windw, click Timesheets. Select the rw t be apprved and click Apprve. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 37 f 95

38 4.5. Imprt Timesheets This prcedure applies nly t cmpanies that have a very large number f emplyees with cmplex timesheet entries. It allws them t autmate the timesheet entry by using a spreadsheet instead f the sftware t enter timesheets. Once yu have created the spreadsheet t be imprted in the frmat required, fllw these steps. Click n the Time menu ptin Timesheet List Then click n Actins Imprt Frm Excel Then select the required file and imprt. Nte: the file frmat f the spreadsheet is specific. Cntact Supernva Cnsulting t request a cpy f the template. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 38 f 95

39 4.6. Imprt Time frm Finiris Clck System This prcedure applies nly t cmpanies that have implemented and are using the clck attendance system frm Finiris. It allws them t autmate the timesheet entry by using a quick imprt methd instead f the sftware t enter timesheets. Prerequisites Befre the first use f the imprt, yu must link the Emplyee Number f the Finiris system with the crrespnding Emplyee recrd in PayrllOne. The Finiris system is usually using the Emplyee s ID. T perfrm this link between the 2 emplyee recrds, fllw these steps: Frm Main Menu, g t Emplyees. Right click n the required emplyee. Click Emplyee Number Crrectin. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 39 f 95

40 In the Emplyee N clumn enter the same Emplyee N as shwn in the Finiris system. These tw numbers must match between the tw systems befre imprting the data. Repeat the same fr each emplyee in the list. When finished, click Clse t save and clse the windw. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 40 f 95

41 Imprting Prcedure Once yu have exprted the necessary file frm the Finiris system in the frmat required (.bdf), fllw these steps. Click n the Time menu ptin Timesheet List Frm the Tlbar, click Actins Imprt Finiris Time Cards Click t select the dbf file that was exprted frm the Finiris system: Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 41 f 95

42 The file lcated under: My Cmputer Lcal Disk CLOCK Select the file and click OK t cntinue and finish the imprt. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 42 f 95

43 4.7. Enter Absence / Overtime The Absences and Overtime f emplyees are added frm the Timesheet as shwn abve n the day that they were absent r wrked vertime. The system supprts multiple types f absences and several types f vertime, such as Overtime 1-1 (ne-t-ne), Overtime 1-1½ (ne t ne and a half), etc. If an emplyee was absent fr multiple days r yu want t recrd multiple vertime recrds, yu may find that the timesheet screen is nt practical. In such case, yu may use the fllwing methds t quickly enter multiple absence/vertime recrds using the methds described belw. Absences Frm the main menu select Time Absences - Entry. The fllwing screen is displayed. Yu can enter the absence f emplyees using a Frm-T date / hur and the type f absence which can be: paid sick leave, unpaid leave, army absence, etc. Click Save, t recrd the leave t the timesheet f the selected emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 43 f 95

44 Absences Mass Entry Use this functin t enter the same vacatin days t mre than ne emplyees in ne actin. This is especially helpful if the cmpany clses fr 1-2 weeks during August. Frm the main menu select Time Absences Mass Entry. The fllwing screen is displayed Type the Start Date and End Date f the vacatin t be applied. Click n the Select All buttn t select all emplyees. Then yu can click n any emplyee t remve (black highlighted means selected). Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 44 f 95

45 Alternatively, yu can use the filters n the screen t find a smaller grup f emplyees frm the list. The numbers at the bttm display the fllwing: 1 st number: the ttal number f selected emplyees in the list (black hightlight) 2 nd number: the ttal number f emplyees in the list Click Cntinue t execute. The system will take sme time t save this entry s yu must wait fr the prcess t cmplete. Yu can als change the timesheet f each emplyee after yu run the Mass Entry utility. Overtime Frm the main menu select Time and then Overtime Entry. The fllwing screen is displayed. Yu can enter the vertime f emplyees using a Frm-T date / hur and the type f vertime. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 45 f 95

46 Emplyee Name: select the emplyee fr the vertime entry. Wrk day: enter the date f vertime. The + buttn changes the date in the next day by the current day. - buttn changes the date in the previus day by the current ne. Start: the hurs frm/t vertime. Hurs Wrked: hurs f vertime. Calculated autmatically if yu enter frm/t hurs r fill in with a number if frm/t is empty. Overtime Type: the type f vertime. Click Save, t recrd the vertime t the timesheet f the selected emplyee. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 46 f 95

47 5. Additins r Deductins 5.1. Scheduled Additins and Deductins Yu may use this functinality f the system t add planned (scheduled) additins r deductins t the payrll f an emplyee if yu knw frm befre what shuld be added/deducted and when. Example: n 15/05 the emplyee takes 200 as an advance payment n his/her salary. Yu may cme here t recrd this and the system will deduct it frm the May salary. Frm the main windw press Payrll Scheduled Additins and Deductins. The fllwing windw appears. Yu can view here all the scheduled additins and deductins previusly entered in the system r create new nes. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 47 f 95

48 5.2. Create a Scheduled Additin r Deductin T enter a scheduled additin r deductin n a salary, befre running payrll, select frm the main menu Payrll Scheduled Additins and Deductins as shwn in the image abve. In the fllwing windw that appears, click Add. The fllwing windw appears where yu can fill in the details f the additin/deductin. Select the emplyee name, amunt, effective date and payrll item. The entry yu make here will be applied in the payrll perid f the effective date selected. Eg. In the example belw, the deductin will appear in the payrll f February f Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 48 f 95

49 6. Payrll 6.1. Pay Emplyees In rder t make a new payment, frm the main windw select Pay Emplyees, which pens the Create Paycheck windw. First, select the Payrll Perid which appears in the yellw highlighted area as shwn belw. The windw pens with the Payrll Perid that fllws the last lck perid in the system. Select Payrll Perid: use the blue arrws t select the next (right arrw) r previus (left arrw) perid frm the ne that appears. Yu may als use the icn Select Perid that pens a windw with a list f all perids f the year. The selected perid will appear n the screen in a yellw highlighted area as shwn belw. Once yu have selected a Payrll Perid, the list will display the active emplyees f the cmpany fr the selected perid. Select frm the list the Emplyees fr which t run payrll, either by clicking n them ne by ne, r by clicking n Select All frm the tlbar. Select Nne: clears the selected emplyees. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 49 f 95

50 Select All: selects all emplyees in the list fr payments. Select ne r sme emplyees: click n the line where the name appears f an emplyee t select him/her fr a payment. Click n an already selected line t remve the emplyee frm the list f payments. The field Selected Emplyees displays the ttal number f emplyees selected fr payrll. After selecting the perid and the emplyees, press Calculate Payrll. Cheque Numbers: fr cmpanies that print cheques, yu may define the next cheque number fr every bank accunt. During payrll calculatin, the system will give this number t the first payment and will increment it by 1 fr the next payment. Nte that a cheque number is prvided ONLY t emplyees defined with a payment methd Cheque. Payment Nte: yu can enter ne cmmn message t be printed n all perid paychecks Click Payment Nte t pen a windw where yu can type a message. Click Ok t clse the windw and accept changes. The message yu have typed, will be cpied t each paycheck yu create fr the selected payrll perid. This message can then be changed/custmized fr each emplyee in each individual paycheck. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 50 f 95

51 Check Date: this is the date f payment fr payments t be made. It is autmatically filled in with the last date f the perid if yu have selected the ptin Autmatically Fill Payment Date n Create Paycheck in the system Optins. This date is als the date used fr psting the recrds in yur accunting system (Psting Date). Calculate Payrll: begins the prcess f payment calculatins. Once cmpleted, the system pens the Paycheck List windw. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 51 f 95

52 6.2. Paycheck List Having calculated the payrll, the system displays a windw with the list f the paychecks created. Here yu have the ptin t add, refresh r delete the paychecks created. Press Calculate Payrll, then the calculatin f payrll is made and the Paycheck List pens. This is the list f all paychecks created in the selected payrll perid. There are several clumns f infrmatin. Yu can custmize which clumns t see, by clicking the Clumns icn n the tlbar and selecting the required fields. Yu may als select which payments t view in the list by using the filters n the tp part f the screen. When this windw pens, the system autmatically selects the last calculated perid. Yu may select t view payments f a different perid by selecting the apprpriate field. Yu may als select t see all payments f a single emplyee by selecting the emplyee name frm the apprpriate field. In this windw, yu may view als related reprts frm the Reprts icn n the tlbar. Frm this menu, yu may select the required reprt. In the selected reprt, the system will include nly the payments that appear in the list belw. Therefre, the payments filters that apply fr the list, als apply fr the selected reprt. Duble click n ne emplyee t pen the Paycheck Details windws pen (see sectin belw). At this pint yu have the ptin t add, update, r delete payrll amunts. Yu can g t the Paycheck List at any time by pressing Edit/ View Paychecks in the main windw. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 52 f 95

53 Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 53 f 95

54 6.3. Paycheck Details - Edit Paycheck On this page yu can see the emplyee salary details. Frm here, yu can: Enter cheque number if the emplyee is paid by cheque. Change the payment accunt in case yu want t pay frm anther accunt. Enter a special additin/deductin by clicking n the icn n the tp tlbar shwn in the image abve. Remve a payrll item in case it was added by mistake r des nt apply fr the selected payrll perid. Click n the icn n the tp tlbar called Delete Paycheck Item. See the calculatin f incme tax, by clicking n the icn f the Incme Tax. T recalculate the salary by clicking Recalculate. This is dne in case the emplyee hurs have changed, hliday was added r sme f the payrll items f the emplyee changed. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 54 f 95

55 6.4. Print Varius Payrll Frms Frm the Paycheck List described abve, select Reprts, where the fllwing ptins are shwn: 6.5. Print All Pay Perid Payslips Chsing this ptin, the system prints payrll receipts fr all emplyees. Yu may filter the paychecks yu see n the screen using the values in the filters n the tp f the Payckeck List screen (as shwn belw) and print all f the payslips fr the filtered recrds nly. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 55 f 95

56 6.6. Print Payslip Chsing this ptin, the system prints a payrll receipt fr ne emplyee selected in the list belw. Alternatively, the printing f paysplips can als be perfrmed frm the Reprts windw Reprt Send Payrll s Yu may als chse t send the payslip infrmatin autmatically t all emplyee s. The system will create ne Draft message fr each emplyee. When ready, yu can send them frm MS-Outlk. In rder fr this feature t wrk, the address must first be defined in the emplyee page. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 56 f 95

57 6.8. Cheques Select in case cheques are issued and printed frm within the system. Yu may filter the paychecks yu see n the screen using the values in the filters n the tp f the screen and print all f the cheques fr the filtered recrds nly. Prerequisites: Fr printing f cheques, yu must cntact ne f the cmpanies that are licensed by the lcal banks t print blank cheques (e.g. PRINTAFORM This design includes details such as the psitins f the lg, amunts and cheque numbers. They will then prduce and give yur cmpany a set f empty cheques. Yu must then cntact Supernva Cnsulting s that we will cnfigure yur system t use these predesigned checks. We may require t perfrm special custmizatins fr the exact design f yur cheque. Please cntact Supernva Cnsulting supprt fr mre infrmatin. Once yu have the system cnfigured t print cheques, the system will print ne cheque fr each emplyee wh was cnfigured t be paid by cheque. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 57 f 95

58 6.9. Bank Transfer Request, Fax / Letter Select this reprt t print the letter r fax t be sent t the bank with instructins t transfer salaries t emplyee bank accunts. This reprt will include emplyees that have Bank Transfer as their selected payment methd. Befre printing this reprt, all the bank details f the cmpany as well as the bank and accunt details f the emplyee must be recrded in the emplyee page Accunting tab Additinal reprts t checking payrll There are als sme additinal reprts that are helpful t cntrl and check payments. All reprts are fund in the reprt sectin f the system. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 58 f 95

59 6.11. Emplyee Lans Frm the main windw press Payrll Emplyee Lans. The lans list windw pens. Click Add frm the tp tlbar t pen the windw where yu can enter the lan details. Select Emplyee Name, Original Balance, Deductin Amunt and Initial Deductin Date. Frm the date entered, the system will autmatically begin t deduct payments t settle the pending lan and will stp when the lan has been fully paid ff. In the lan list yu can see at any mment the status f all emplyee lans. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 59 f 95

60 7. Scial Insurance and Incme Tax Payments Use the related ptins frm the main windw f the system Pay Scial Insurance With this functinality, the system prduces the Mnthly Scial Insurance Reprt (Μηνιαία Κατάσταση Αποδοχών και Εισφορών), fr the payment f scial insurance. Befre prducing this reprt, make sure that ALL salaries f the selected mnth have been calculated and paid t the emplyees. Frm the main windw click Pay Scial Insurance. In the windw that appears, enter the Reprting Perid date t see nly the recrds due fr the selected perid. Yu may als print reprts f previus perid. With the click f -, the perid changes t the previus ne, and + the perid changes t the next ne. If fr the selected perid, a reprt has already been prduced, then the icn will display Print If fr the selected perid, a reprt has nt been prduced, then the icn will display Print and Save Reprt. This is because the system allws the user t create nly ne reprt per perid and stres that reprt in the Scial Insurance Reprting table with the date and time that it was created, the user wh created it and the payments that it included. In additin, all payments included in the reprt are lcked and n mre changes are allwed in the system that will affect the scial insurance amunts. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 60 f 95

61 After checking the amunts displayed n the screen, click Print and Save Reprt t create the reprt and print. The system will display the scial insurance reprt which yu may print and submit t the Scial Insurance Department. Yu may delete the reprt and recreate it by clicking n the menu ptin Taxes Scial Insurance Reprting and then n the X t the left f the reprt that yu must delete. It is advisable nt t delete any reprts that have already been settled with the Scial Insurance department. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 61 f 95

62 7.2. Pay Incme Tax Frm the main windw click Pay Incme Tax. In the windw that appears, enter the Reprting Perid date t see nly the recrds due fr the selected perid. Yu may als print reprts f previus perid. With the click f -, the perid changes t the previus ne, and + the perid changes t the next ne. Click Print create the reprt and print. After checking the amunts displayed n the screen, click Print and Save Reprt t create the reprt and print. The system will display the tax payments reprt which yu may print and submit t the Internal Revenue department. Yu may delete the reprt and recreate it by clicking n the menu ptin Taxes Incme Tax Reprts and then n the X t the left f the reprt that yu must delete. It is advisable nt t delete any reprts that have already been settled with the Internal Revenue department. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 62 f 95

63 8. Clse Payrll Perid By clsing a payrll perid, the payrll payments f the selected perid get lcked and yu can n lnger make changes, deletins, r calculatins f new payments. Only users with access level Financial Cntrller may clse r pen payrll perids. Frm the main windw press Pay Perids Actins Lck / Unlck Perid. If the perid is nt already clsed then this actin will clse the selected Pay Perid. T pen the pay perid, fllw the same prcedure. If the pay perid is clsed, then this activity will unlck it. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 63 f 95

64 9. Exprt Paychecks Frm the main windw press Edit / View Paychecks. The paychecks windw pens up. Select Exprt Payments frm the tlbar. If this ptin is nt available, then cntact Supernva Cnsulting Ltd fr infrmatin n hw t cnnect yur system t payrll accunting. The fllwing windw appears. Clicking n the three dts t the right, chse the flder where the file will be saved. After that click n Cntinue t exprt the file int the selected flder. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 64 f 95

65 10. Exprt Bank File Enter Bank Data Frm main menu, press Lists Accunts. The fllwing windw pens. Select the line f the Bank f yur chice and then click the buttn Bank inf. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 65 f 95

66 Fill ut all the bank details. Items in red are required (mandatry). Please cntact yur bank t supply yu with a 3 digit cde fr Cmpany Bank Cde. Press Save and then Clse Check Bank Cdes Frm main menu, press Lists Banks. Befre exprting the bank file, check that the bank cdes are as fllws: Enter the fllwing cdes in the SWIFT Cde clumn if needed. Bank Name Laiki Bank Bank f Cyprus SWIFT Cde LIKICY2N BCYPCY2N Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 66 f 95

67 Hellenic Bank Natinal Bank CO-OP Central Bank Peires Alpha Bank Empriki Universal Bank Sciete Generale Eur Bank HEBACY2N ETHNCY2N CCBKCY2N PIRBCY2N ABKLCY2N EMPOCY2N UNVKCY2N SOGECY2N EFGBCY2N Check Emplyee Payment Details T enter emplyee payment infrmatin fllw these steps: Frm Lists in the Payrll main screen, select Emplyees t g t the Emplyees lists. Duble-click n the emplyee yu are interested. Frm the Accunting and Csts tab, define hw t pay an emplyee. Select in the Payment Accunt the bank frm which the payment will be made. Select the Payment Methd Electrnic Bank Transfer. Fill in the Bank Accunt Number field with the emplyee bank accunt number. Select the Bank f the emplyee. If making payments t freign banks, fill in als the fllwing fields: IBAN Accunt Number: entering the emplyee bank Accunt IBAN Number. This is a required field fr EURO AutPay File, and the system displays an errr t the user and stps the file creatin if empty. SWIFT Cdes: fr Banks perating in Cyprus, the SWIFT Cde field n the Emplyee page is autmatically entered when a bank is selected frm the infrmatin entered in step 1 abve. Fr Banks that are nt in the standard Bank list f the system, yu have the fllwing ptins: Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 67 f 95

68 - Enter the Bank Name in the Bank field. When tab key is pressed r the user mves t anther field, the system detects a new bank entry and asks fr cnfirmatin t enter it in the system. Once entered in the system, the SWIFT Cde must be updated frm the Bank screen. This is the recmmended actin fr verseas banks t be used when mre than 2 emplyees have accunts at the selected bank. - The Bank field can be left empty and the SWIFT cde entered manually. This is the recmmended actin fr verseas banks with nly 1-2 emplyee accunts. During EURO AUTO PAY file creatin, the system first lks at the SWIFT Cde f the selected bank ( Bank field in emplyee page). If there is n value, the system lks fr a SWIFT cde n the emplyee recrd instead. If bth SWIFT Cde in bank and emplyee windws are empty, it displays an errr and stps the file creatin. Beneficiary Name and ID: enter in the case the emplyee salary is transferred t an accunt f a different hlder than the emplyee. During file creatin that system first checks the Beneficiary Name and ID fields. If Beneficiary Name has value, then Beneficiary ID must als have a value. If these fields are blank, the system uses the Emplyee name instead. Fr Beneficiary ID, the system uses the Cyprus ID Number f the emplyee first, r if blank the passprt number. Bth Beneficiary Name and ID are required s if any ne f them is empty, the system displays an errr t the user and stps the file creatin. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 68 f 95

69 Descriptin field: Hellenic Bank and Alpha Bank require that yu specify in the payment file that the payment is abut payrll. G t the Human Resurces tab and enter the required text in the Descriptin fields shwn belw. Press Save and then Clse Create Bank Payment File After running the mnthly payrll, fllw these steps t exprt the electrnic bank file: Frm the main menu f the system, select Payrll Create Bank Payment File. The fllwing screen appears. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 69 f 95

70 Click n the three dts n the right t chse the flder where t save the file that will be created. Select the required pay perid and the cmpany's accunt frm which payments will be made. Click Cntinue. This creates a file ready t be sent electrnically r be upladed in e-banking system f the bank. Fr the selected bank (Payment Accunt), the system will create ne file with all the salaries that were paid by this accunt. If n Payment Accunt is selected, the system will create ne file per bank in case yu make payments frm mre than ne bank r bank accunt. The file will include nly emplyees that their payment is made by Electrnic Bank Transfer. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 70 f 95

71 10.5. Create Eur AutPay Payment File Set EURO PAY File system ptin: by default, the system generates the standard bank payment file which is suitable fr payments within Cyprus. T make payments t ther banks as well as verseas banks, yu need t create a EURO Payment file which must first be enabled in the system. Frm the main windw f the prgram, click Optins. Enable the ptin Create EURO PAY file fr Bank Files. This ptin applies fr payments made by Laiki Bank and Hellenic Bank accunts nly. Yu nly need t enable this ptin nce. Fill in the necessary bank related fields n the emplyee Accunting page as shwn in the Check Emplyee Payment Details sectin abve. Create the bank payment file as described in the Create Bank Payment File sectin abve. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 71 f 95

72 11. Exprt Prvident Fund Setup In rder fr the exprt t wrk prperly, the fllwing must first be setup Frm the main windw f the prgram, click Optins. In the General tab, enter the Prvident Fund accunt number t be used Exprt Frm the main menu press Payrll Prvident Fund. The prvident fund payments windw pens up. Select the required payment perid. (1) If yu have already exprted the selected pay perid, chse Yes in the exprted field t see the already exprted payments. Otherwise, keep the default selectin N. (2) Select Exprt Payments frm the tlbar. (3) Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 72 f 95

73 The fllwing windw appears. Clicking n the three dts t the right, chse the flder where the file will be saved. After that click n Cntinue t exprt the file int the selected flder. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 73 f 95

74 12. Custmers & Prjects Custmers and Prjects List The main windw has tw icns: "Custmers and Prjects" and "Services" which are used fr adding services and hurs per custmer. Clicking n Custmers and Prjects pens the clients and prjects list. Frm this page yu can add a new custmer r prject and make changes t existing nes. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 74 f 95

75 12.2. Add new Custmer Click Add t pen the windw fr creating a new custmer and a cntact persn. After entering prjects, they will als appear n the page f each custmer. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 75 f 95

76 12.3. Add new Prject In the image abve, yu can see the screen fr entering new prjects. There are the fllwing fields t fill: Prject name and Custmer f the prject. In additin, yu can enter the Prject Cde if ne exists. Prject date, budgeted hurs and status. Actual end date is entered when a prject is cmpleted and the actual hurs are autmatically entered by the system as yu enter them in the timesheets. Cntact Name in case it is nt the same as the ne defined in the custmer recrd. Persn respnsible fr the prject as well as ther peple invlved. Yu can als add incme frm this prject fr better cntrlling the prfitability f this prject. This can be used in several prject reprts (i.e. Reprt 160) Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 76 f 95

77 12.4. Enter Timesheet Details per Prject This prcedure applies nly t cmpanies that mnitr the csts f their prjects. G t Timesheets where yu can enter the hurs wrked fr each emplyee. As shwn belw, yu can enter here the hurs per day, per prject and per type f service. Fr each day, yu can enter as many entries as needed (see red bx belw), since each emplyee can wrk n tw r mre prjects in the same day. Enter the required details cncerning the emplyee wrking n a particular prject. In the Custmer/Prject field, select the prject n which the emplyee is wrking. This way, yu can a precise csting r evaluatin f the prjects that ur cmpany is dealing with. Depending n the hurly rate, and the hurs wrked f each emplyee, the cst per prject can then be calculated. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 77 f 95

78 13. Reprts PayrllOne prvides a wide selectin f reprts. Each reprt has a unique cde number and belngs t ne f the fllwing categries: 1. Lists 2. Emplyee 3. Payrll Items 4. Timesheet 5. Payments 6. Unin 7. Taxes 8. Accunting 9. Payrll Cst 10. Jb (prject) Csting Yu may access the reprts windw by clicking n the Reprts icn n the main windw. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 78 f 95

79 13.1. Select Reprt fr Printing Yu can print all reprts frm the Reprt Selectin Windw. 1. Reprt Type: select ne f the ptins in the list. The reprt list (2) displayed belw is filtered accrding t the type selected. 2. Reprt List: the selected reprt (highlighted in black e.g in the image abve) will be printed with the click f the Print buttn (8). 3. Quick search: if yu knw the reprt number, yu can simply type it here and press <Enter>. The system will find and select this reprt in the Reprt list (2). 4. Criteria: yu may chse t filter the data in the reprt by ne r mre f the criteria prvided (e.g. fr the selected reprt 00078, we can select t display nly ne emplyee with number 1200). 5. Selected Criteria: select a value in Criteria and press Set (6) t select it. Yu may chse t remve a selected criteria by pressing the X buttn n the right f the Selected Criteria bx. 6. Criteria values: this is the area where yu select the values fr the criteria yu want t apply. 7. Type f Printing: yu may chse t print directly n the printer r n screen where yu can first view and then print. 8. Print buttn. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 79 f 95

80 13.2. Reprt IR7 Frm the main windw click Reprts. The system pens the screen Reprt Selectin Windw. Select: Reprt Type: Taxes Reprt Number: Title: IR 7 - Analysis Select the required Criteria and Set t select each ne. Click Print. Reprt IR7 can be prduced by a cmpany with mre than 6 emplyees. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 80 f 95

81 13.3. Reprt IR63 Frm the main windw click Reprts. The system pens the screen Reprt Selectin Windw. Select: Reprt Type: Taxes Reprt Number: Title: EPR-63 Select the required Criteria and Set t select each ne. Click Print. Printed cpies can then be given t emplyees. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 81 f 95

82 13.4. Reprts IR59 Frm the main windw click Reprts. The system pens the screen Reprt Selectin Windw. Select: Reprt type: Taxes Reprt Number: Title: IR-59 Select the required Criteria and Set t select each ne. Click Print. The printed reprt can then be given t the emplyees. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 82 f 95

83 13.5. Annual Leave Status by Emplyee Frm the main windw click Reprts. The system pens the screen Reprt Selectin Windw. Select: Reprt type: Timesheet Reprt Number: Title: Annual Leave Status by Emplyee Select the required Criteria and Set t select each ne. Click Print This reprt returns the nn used annual leave days fr each emplyee.. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 83 f 95

84 14. Peridic Actins Prepare fr a New Year Dwnlad the latest versin f the sftware which will update the system with the infrmatin needed fr the prper peratin f the system fr the new year. Update the Hlidays list fr the new year. Under the Lists menu ptin, click Hlidays. Frm this screen, yu can update the hlidays, delete the nes that d nt apply, and add thers that apply in yur cmpany. Create the new Pay Perids. Frm the main windw, click Pay Perids under the Lists area. Select the current year. Click Actins Create Year. Click Actins New Extra Salary Perid t add the extra pay perids (i.e. 13 th salary). Nte: Yu nly need t perfrm this if the extra salary perids have nt already been created by the system r if yu need t create additinal extra salary perids that did nt exist in the previus year. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 84 f 95

85 Check Max taxable salaries used fr Scial Insurance purpses: Frm the main windw, click Optins. Check the new values fr Mnthly and Weekly emplyees as they have been updated by the last system dwnlad yu have perfrmed fr the new year. These amunts change accrding t the Scial Insurance regulatins annunced by the Ministry f Labr and Scial Insurance. Update the IR-59 frm fr the crrect calculatin f Incme Tax. In reprts, select Reprt 00207: IR-59 empty, print and distribute t all emplyees t fill ut. After receiving the cmpleted IR-59 reprts, click Taxes Emplyee Incme Tax Declaratin Frm fr t enter the data in the electrnic frm. Frm this screen, yu can enter the IR-59 fr all emplyees. By law, each cmpany must keep a recrd f all signed IR-59 frms fr each emplyee. See als the Reprts sectin f this manual. Print and deliver the IR-63 frm t each emplyee. In reprts, select Reprt 00080: EPR-63 (ΠΙΣΤΟΠΟΙΗΤΙΚΟ ΑΠΟ ΟΧΩΝ ΦΟΡΟΥ ΕΙΣΟ ΗΜΑΤΟΣ), and select the previus year under Criteria. Update the vacatin days f emplyees. This applies nly t cmpanies that pay the emplyee annual leave and d nt pay Hliday Fund. Fr mre details, refer t sectin n Maintaining and Transferring Vacatin Days. Click n the menu ptin Time Update Vacatin Days. This will update all emplyees with the annual leave that they are entitled t. Click n the menu ptin Time Transfer Available Vacatin Days. This will transfer the unused vacatin days frm the previus year t the new ne. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 85 f 95

86 14.2. Create new Pay Perids Frm the main windw, click n Pay Perids as shwn belw: Click n the arrw next t the year t select the required year. Click Actins Create Year. Check that all perid have been created as shwn belw: Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 86 f 95

87 Click Actins New Extra Salary Perid t create the 13 th and 14 th salary as needed. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 87 f 95

88 14.3. Change COLA COLA = Cst-f-Living Adjustment This sectin applies nly t cmpanies that calculate payrll based n COLA. Frm the main windw, click n the menu ptin Payrll COLA Histry. The COLA Histry windw appears that shws all the values f COLA by date. Click the Change Current COLA buttn t enter a new COLA value. This pens the windw where yu can enter the new COLA values: New COLA value: enter the new value Effective Date in the System: enter the date (i.e. 02/07/2010) that the related gvernment annuncement mentins as the effective date. Based n this date, the system will calculate retrspectively, all the payments that have been made t emplyees frm the effective date entered until tday. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 88 f 95

89 Frm / T: enter the dates that the new COLA value applies. This is usually either 01/01 30/06 r 01/07 31/12. These values are autmatically created by the system. Click Apply New COLA t apply the change and adjust all emplyee salaries that get affected and calculate retrspectively the salaries where needed. The retrspective amunts, if needed, are calculated based n the Effective Date entered. Fr example, if the July payments have already been made, and yu cme t change the COLA amunt in the beginning f August, then the system will recalculate the payments made frm 01/07 until the Effective Date. The difference fund will be applied autmatically n the next payment. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 89 f 95

90 14.4. Prduce the Electrnic File f IR 7 The file created by the system is accrding t the specificatins prvided in the IR7 frm f the Inland Revenue Department «Ε.Πρ.7 εργοδότη ηλεκτρονική δήλωση - Ηλεκτρονική δήλωση εργοδότη». This frm is fund n the fllwing web page: Start=1&Cunt=1000& Expand=8 t Preparatin Cmpany Infrmatin: Frm the main menu, select File Cmpany Infrmatin. In the Cmpany Infrmatin windw, fill in all the data required fr IR7 / IR63. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 90 f 95

91 In the Infrmatin fr frms IR7 and IR63 windw, fill in all the data n the screen. All fields are mandatry. Payrll Perids: yu must first calculate and lck all payrll perids f the year fr which yu are running the IR7 reprt. Refer t chapter Clse Payrll Perid fr details. Emplyee IDs: Fr all emplyees wh wrked at the cmpany during the year (active and nn active), there must be ne identity number recrded in their page: Frm the main menu, select Lists Emplyees. Duble click n the line f the emplyee yu want t update. Fill in ne f the fllwing fields: ID Number: Identity Card number οf the Cyprus Republic. This field must cntain a numeric value f n mre than 7 digits and may nt cntain characters. Alien ID Number: Alien Registratin Card (ARC) fr nn hlders f T.I.C. r Cyprus I.D. Freign Tax ID Number: Tax Identificatin number f verseass authrity fr nn hlders f T.I.C. r Cyprus I.D., r A.R.C. This field is fund in the Human Resurces tab as shwn belw. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 91 f 95

92 Check that there are n 2 emplyees in the system with the same identificatin number. If they d exist and they are fr the same persn, yu may Merge Emplyees as described abve in the user manual. The Reginal Settings f yur cmputer must be Greek. T make this change, g t Start Cntrl Panel Reginal and Language Optins Advanced. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 92 f 95

93 14.6. Prduce File Frm the main menu select Taxes Generate IR 7 File Select the year and click OK. Click OK in all the infrmatinal messages that fllw. Make the necessary crrectins as indicated by the system. Up until IR7 fr 2011, the fllwing prcedure applies: When the prcess cmpletes, the system will display a message IR7 file created in c:\prgram files\payrllne\ir7\cmpany Name\IPA03ETD.DAT. If yu select Yes, the file will pen in MS-Excel. Yu may examine it but yu shuld NOT make changes and save it. If Excel asks yu whether yu want t save the file, click NO. Fr the delivery f the file t the Inland Revenue Department, yu must cpy the file created in the step abve n a CD r uplad it n the Taxisnet gvernment website ( after cnverting it t.xml using the nline tl prvided. Frm IR7 fr 2012 and nwards, the fllwing prcedure applies: When the prcess cmpletes, the system will display a message IR7 file created in Flder: c:\prgram files\payrllne\ir7\cmpany Name\2012\IPA03ETD_0033.XML. Fr the delivery f the file t the Inland Revenue Department, yu must uplad the file created abve t the Taxisnet gvernment website ( Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 93 f 95

94 14.7. IR 63 / IR 7 Reprts Setup The IR 63 / IR 7 Reprts Setup windw allws the cnfiguratin f the clumn where each incme will be displayed in the IR7 frm and the line where each incme will be displayed in IR63. Frm the main menu, select Taxes IR 63 / IR 7 Reprts Setup Payrll Item: filled in autmatically frm the Payrll Items list. All payrll items that are marked t have Incme Tax n Wages will appear in the clumn. Incme Line N n IR 63: yu may select the line in IR63 in which t make the incme amunt appear. It may either be in Line 1 (Incme) r in additinal lines belw that are nrmally empty. Incme Clumn IR7: yu may select clumn 4 r 6 in IR7 in which yu want the incme t appear. All incme amunts that are determined in IR59 as Nt frm Payrll will always appear in Line 2 f IR63. See als sectin n Other Grants and Salaries. Cpyright 2013 Supernva Cnsulting Ltd. All rights reserved. Page 94 f 95