PeoplePlus Payroll User Guide Version : 1.2 Date Issued : September 2011
1 Table of Contents Table of Contents... 2 Introduction... 3 Logging In... 3 PeoplePlus Welcome page... 4 PeoplePlus Payroll Basics... 5 PeoplePlus Payroll Navigation... 6 Quick Manual Navigation... 8 Section 1: Company Setup... 9 Introduction... 9 Purpose... 9 Section 2: Field Allocation... 11 Introduction... 11 Purpose... 11 Section 3: Backups... 16 Introduction... 16 Purpose... 16 Section 4: Update/Process... 17 Introduction... 17 Purpose... 17 Section 5: Reports... 23 Introduction... 23 Purpose... 23 Section 6: Loans... 26 Introduction... 26 Purpose... 26 Section 7: Garnishees... 28 Introduction... 28 Purpose... 28 Section 8: Payroll Audit Log... 30 Introduction... 30 Purpose... 30 Control... 32 Page 2
2 Introduction PeoplePlus The complete Employee Relationship Management solution Welcome to the PeoplePlus Payroll, a premiere collaborative package that spans all facets of Payroll Management in small to medium businesses. With this release, we introduce functionality that will form the foundation for all Payroll processes. Logging In The PeoplePlus Payroll system is provided in the PeoplePlus Employee Relationship Manager (ERM) Human Resources system, as a hosted solution or as a locally installed platform. To enter the System, go to the PeoplePlus website, using the following URL: http://www.peopleplus.co.za To login, enter your login details in the existing clients section, as indicated below: Page 3
Forgot Your Password If you ve forgotten your password, click on the Forgot Your Password? link, enter your email address in the space provided and click Send. The system will forward your login details to your supplied email address. PeoplePlus Welcome page Once you have logged in, the system will open to the Welcome Page in a new window: Page 4
3 PeoplePlus Payroll Basics This chapter familiarises you with the main components of the PeoplePlus Payroll screens, and teaches you the basic skills you ll use every time you work with the program. You will learn how to: Set up your Company rules, information settings/preferences. Add new employees and amend existing employee information. Input employee permanent or temporary financial data. Terminate employees. Process a payroll run. Generate, print or download reports to MS Excel. Print pay slips. Generate Bank Files in order to pay employees. Generate EMP201 reports. Generate UIF declaration submission files. Do a pre-close off of period back up. Close payroll period. Do a post-close off of period back up. Restore a back up Perform Tax year end processes, generate reports and do submissions. Generate annual COID submission reports. Generate annual BEE reports. Page 5
PeoplePlus Payroll Navigation In this manual, we refer to 2 menus, as indicated below: The ERM and Payroll System uses a number of buttons and tools. Below are the images that may be used to navigate through the Payroll System: Accessing the payroll. Contact the support team via email. Log User out of system. Preview Payslip. Edit Employee Details. Page 6
To hide the Module Menu, click on the arrow (as indicated) to see the entire listing of the section that was selected, without having to scroll down. To unhide the Module Menu, click on the arrow again. Page 7
Quick Manual Navigation This section will assist you with quick navigation through the manual. This manual explains all features and steps through the use of screen layouts taken from the system. By selecting the hyperlink, you will be navigated to the relevant section in the manual. To select the hyperlink, hold your pointer over the name, hold Ctrl + click your mouse. Section 1: Company Setup Section 2: Field Allocation Section 3: Backups Section 4: Update/Process Section 5: Reports Section 6: Loans Section 7: Garnishees Section 8: Payroll Audit Log Page 8
4 Section 1: Company Setup Introduction Purpose All the Payroll Company s details will be recorded here. These details will be used in all relevant reports, submissions and some calculations. The purpose of this section is to provide step by step guidance to facilitate the use of the Company Setup. Click on the Payroll tab in the Module Menu. Click on Company Setup under the Payroll tab in the Module Menu. The screen will refresh, displaying the Company Setup page. Click Edit to update your Company Details. Page 9
Once you have updated all of your Company Details, click Update. Your Details will be saved. Page 10
Section 2: Field Allocation Introduction Purpose All the PeoplePlus Payroll item codes will be found here. These codes will determine the outcome of the payslips, as well as Benefits and Company contributions. The purpose of this module is to provide step-by-step guidance to facilitate the use of the Field Allocation facility. When adding a new employee, the UIF, SDL, PAYE and COID will automatically be allocated, as these are mandatory. The exception will be the SDL, but only if you change the percentage to zero on the Company Setup, as this will lead to no SDL being calculated on your payroll. This you will only do if the annual gross income for your Company is less than R500, 000.00. Click on Field Allocation under the Payroll tab in the Module Menu. Alternatively, you can click on the Field Allocation tab at the top of the screen, as indicated below: The screen will refresh, displaying the Field Allocation page. Page 11
If you click on the blue arrows on the left of each pay type, they will drop down, displaying all of the pay codes in that pay type, as shown in the examples below: Income: Deductions: Page 12
Benefit: Company Contribution: Page 13
Other: Example of Field Allocation: To bulk allocate the basic salary to all employees, go to Field Allocation, click on Income, then click on Allocate for Day Shift. A new window will open, displaying the Payroll Batch screen: If you want to allocate the Day Shift pay type as a permanent pay type to all employees, click on Select All As Permanent, and click on submit. Page 14
If you want to allocate the Day Shift pay type as a temporary pay type to all employees, click on Select All As Temporary, and click on submit. Should you want to add the Day Shift pay type to only selected employees, tick the block next to the relevant employee(s). Once you have made the relevant selection(s), click on Submit. The following pop-up will appear, indicating that your allocations have been done: Page 15
Section 3: Backups Introduction Purpose This is where you will be able to see create and restore Backups of your Payroll. The purpose of this module is to provide step-by-step guidance to facilitate the use of the Backups facility. Click on the Backups tab at the top of the screen, as indicated below: The screen will refresh, displaying the Backups page. To create a Backup of your Payroll, click on Create Backup. A pop-up will appear with a warning: To go ahead with the Backup, click OK. Your Backup will automatically display in the lower half of the screen. You can also Restore previous Backups, but PLEASE NOTE that all changes made after that Backup was made will be lost. Page 16
Section 4: Update/Process Introduction Purpose This is where you will be able to see what is currently in your payroll and to do any financial changes. The purpose of this module is to provide step-by-step guidance to facilitate the use of the Update and Process facility. Click on Update/Process under the Payroll tab in the Module Menu. Alternatively, you can click on the Update/Process tab at the top of the screen, as indicated below: The screen will refresh, displaying the Update/Process page. Page 17
Should you need to make changes to an employee, click Edit. The screen will refresh, opening all fields for editing. Once you have made the relevant changes in the relevant fields, click Update Values. A popup will appear, indicating that the system is calculating the changes, as below: When this pop-up disappears, your changes have been made, calculated and saved. On the Update screen, you can also: View Previous Pay Periods Page 18
o To view Previous Pay Periods, select the required Period from the drop down, and click View. A pop-up will open, displaying that Period s figures for each employee: o When you are finished, close the pop-up, and continue with your current Pay Period. View errors that have been picked up o To view the Errors, Warnings or Notices that have been found, click View. The yellow Errors block will expand, displaying the errors, warnings or notices that have been found: Page 19
o When you have corrected all of the problems, click View again, and the yellow block will contract, and the screen will appear as before. Create and Upload Import Templates o o To create an Import Template, select the required Import topic from the drop down, and click Create. A pop-up will appear. Select if you would like to Open, Save or Cancel the Import Template. If you click Save, a pop-up will open. Select where on your computer you would like to save the Import Template. To Upload an Import Template that you have previously created, click Browse. A pop-up will appear. Navigate through your computer to the required Template and double-click on it. The directory address for this Template will appear in the open field next to Browse. Click on Upload to upload the Template. Preview employees Payslips Page 20
o To see a Preview of an employee s Payslip, click on the next to the Employee Number. A pop-up will appear, while generating the Payslip. Once generated, the Payslip will appear. You can zoom in on the Payslip to see more details. Edit employees Details o To Edit an employee s Details, click on the next to the Employee Number, or on the Employee Number itself. A pop-up will appear, and the employee s Details will load. To Edit the Details, navigate using the tabs at the top: o To Edit the Details, click on Edit, make the relevant changes, and click on Update. Once all changes have been made, close the pop-up. To process the current period s Payroll, click on Process Payroll. A pop-up will appear to confirm that you want to do the Payroll Run for the current period: Page 21
If you click OK, the system will lock the current Payroll run, so that no further changes can be made, as shown below: To go back and make any necessary changes, click on Undo Payroll Run. Once all necessary changes have been made in the Update screen, come back to the Process screen, and click on the Payroll Run button again. To confirm all details, and to roll-over to the next Payroll Period, click on Sign Off Period. A pop-up will appear with a warning, as shown below: If you click OK, the period will roll over, and the new period s details will appear. Page 22
Section 5: Reports Introduction Purpose This is where you will be able to either print, or save to Excel all the relevant reports needed for checking, balancing, paying third parties or distributing to employees (e.g. pay slips, IRP5 s etc) The purpose of this module is to provide step-by-step guidance to facilitate the use of the Reports facility. Click on Reports under the Payroll tab in the Module Menu. Alternatively, you can click on the Reports tab at the top of the screen, as indicated below: The screen will refresh, displaying the Reports page. Select the required report from the drop down menu: Page 23
Once you have selected a report, select the Pay Period from the drop down menu: Select the Date From and Date to for the required report by clicking the calendar icon next to the open field. The calendar pop-up will open. (If the pop-up does not appear, your pop-up blocker might be on. To turn off your pop-up blocker, go to Tools on the menu bar in your Internet Browser, select "Pop-up Blocker and select "Turn off pop-up blocker". If this does not work, press CTRL + click on the icon to overwrite the blocker.). Select the month and year from the drop down lists on top, then click on the date. If the date is today s date, click Today below the dates. The pop-up will close, uploading the date. Select which employees you would like the report to include by clicking on the drop down menu: Page 24
If you select All Employees, every employee on the Payroll will be included in the report. To select specific employees, click on Selected Employees, then select the Company/Department/Branch that the employee works in. Click on the number of employees, and then on the name of the employee. Click Add Selected > >. The selected employee(s) will move to the Selected Employees block. Click Generate. A new window will open, and the report will be generated. To see more detail, you can zoom in to the report. Page 25
Section 6: Loans Introduction Purpose This is where you will add Loans to employees. The purpose of this module is to provide step by step guidance to facilitate the use of the Loans facility. Click on Loans under the Payroll tab in the Module Menu. The screen will refresh, displaying the Loans page. To add new Loans to employees, click Add. The screen will refresh, displaying the Add a New Loan screen: Click on the Employee drop down menu to select which employee you would like to add a Loan to. Enter the amount of the loan into the open field. If you would like to charge the employee interest, enter the percentage to be applied in the open field. Enter the number of months that the employee has in which to repay their loan. Page 26
Enter the current balance of the Loan, including Interest (if applicable), into the Balance field. As soon as you have entered the Loan Amount, Interest (if applicable) and Loan Period into the fields, the Total Amount and Instalment fields will automatically display the calculated figures. Click Save. Once you have saved the Loan, it will display in the lower half of the screen. Page 27
Section 7: Garnishees Introduction Purpose This is where you will add Garnishees to employees. The purpose of this module is to provide step-by-step guidance to facilitate the use of the Garnishees facility. Click on Garnishees under the Payroll tab in the Module Menu. The screen will refresh, displaying the Garnishees page. To add new Garnishees to employees, click Add. The screen will refresh, displaying the Add a New Garnishee screen: Page 28
Click on the Employee drop down menu to select which employee you would like to add a Garnishee to. Enter the name of the entity to which the Garnishee must be paid into the open field. Enter the entity s address into the open field. Enter the entity s bank details into the open fields. Enter the total Garnishee Amount into the open field. Enter the amount per Pay Period that will be deducted from the employee into the open field. Enter the current Balance of the Garnishee into the open field. Click save. Once you have saved the Garnishee, it will display in the lower half of the screen. Page 29
Section 8: Payroll Audit Log Introduction Purpose This is where you can track all changes made to the Payroll. The purpose of this module is to provide step-by-step guidance to facilitate the use of the Payroll Audit Log facility. Click on Payroll Audit Log under the Payroll tab in the Module Menu. The screen will refresh, displaying the Payroll Audit Report page. Page 30
The default view will be the full Payroll Audit. To narrow down the Audit, you can use the drop down menus and Date fields at the top of the screen, and click Go to generate the Payroll Audit Report on the parameters that you d like. You can print the Audit Report by clicking on the print icon at the top of the screen. Page 31
Control Version Date Changed By Version 1.2 10/08/2011 Tanya Figueira Version 1.3 19/09/2011 Tanya Figueira Page 32