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PAYROLL

CONTENTS 1. Payroll & Payroll Methods 2. Payroll Creation 3. Consolidation Set Creation 4. Elements 5. Individual Mode 6. Batch Mode 7. Batch Element Entry (BEE) 8. Element Set 9. Running Prepayments 10. Check Writer 11. Corrections (Rollback, Retry, Reverse) 12. Void Payments 13. Costing Process 14. Transfer to GL 15. Absence Management (Absence, Accruals) 10 29 35 39 46 49 52 54 67 71 81 85 Page No 2 6 9

PAYROLL AND PAYROLL METHODS


Payroll: List of employees whose pay is processed with a single frequency. We can have different payrolls E.g. for 1000 employees we can have 500-Monthly 200-Weekly 300-Daily This three group together called as Consolidation Set Consolidation Set: It is a name or label given to represent different payroll run result. Payroll has got 3 methods. They are as follows 1. Pre-processing 2. Processing 3. Post-processing

Payroll Setups Create payment methods Navigation: Payroll: Payment methods

Click New

PAYROLL CREATION
Creation of Payroll Navigation: Work Structure: Organization: Description Select your name and click on Find

Click on others and select Tax details references, enter the details and save

Navigation: Payroll: Description In consolidation field click Ok twice and in statutory information enter the fields save and click on period dates and check the status of 3-year calendar, default all the periods will be open
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Click on Valid Payment methods and create some new names

CONSOLIDATION SET
Create Consolidation Set Navigation: Payroll: Consolidation Query with your name, create new consolidation set and save

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ELEMENTS
Types of Elements: This are of three types 1. System defined 2. Pre defined 3. User defined Elements Classification Earnings Deductions Information Tax Elements Processing Type of Elements 1. Recurring: which reflects in each & every month payroll E.g. BP, HRA, Allowances etc 2. Non- Recurring: regularly they will not pay every month, they will pay intermediately E.g. Bonus, OT Deducting elements: PF, ESI Element Termination Rules: It gives the behavior of the rule when the employee is terminated Actual Termination Last Standard Process Final Close
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Creating Elements Navigation: Total Compensation: Basic: Element Description Click on Input Values

Disable User enterable in first row and create new one

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Create new Element and follow the same procedure

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Establish eligibility criteria for each element we created using element link window Navigation: Total Compensation: Basic: Link

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All the Recurring elements can be made as standard elements except basic pay.

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Navigation: Total Compensation: Basic: Salary Basis


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Navigation: Total Compensation: Basic: Write Formulas Click on Edit

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Click on Verify

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Establish link between the elements and formula using Formula result Navigation: Total Compensation: Basic: Formula results

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Attaching elements to employee Giving values for the elements Navigation: People: Enter and Maintain

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Click on Assignments

Attach Salary Basis and Payroll, save and click on Salary

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If we want to increase the employee salary after two months enter the amount in change value and save it will not approve, click on Entries

Click New and Add Bonus and select each one simultaneously and click on entry values

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Select Basic Pay and click on Entry Value It will show the amount

Select ESI and enter the amount

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Select PF and enter the amount

Select Bonus and enter the amount


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For CCA, HRA it will not show any value because we have not selected User enterable

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INDIVIDUAL MODE
Query your employee and go to assignments->others and select Quick pay

Save and Click on Start Run and check status


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Click on View Results and select SOE Report, Standard Run

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You can see that Basic Pay, HRA, CCA is calculated from the formula

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Check the Status and click on View Results and select Payment methods

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Click on External Payments

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BATCH MODE
Create a New Employee

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Click on salary enter the amount and save

Create a New Employee

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Create one more Employee

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BATCH ELEMENT ENTRY (BEE)


If any element is column it should be distributed amongst all employees Navigation: Mass Information exchange: Mix: Batch Element Entry Enter the Batch name and enable Purge after Transfer Click on Element Lines

Click on Find nothing will be displayed

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Save and close the form

Click on Process, Start

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If you have not selected purge it would have change status to transferred automatically Bonus will come

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Assignment Set: Grouping of Assignments First take two existing employees

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Navigation: Payroll: Assignment Set Click on Amendment

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ELEMENT SET
Navigation: Payroll: Element Set Click on Include Element Select BP, HRA, CCA, PF, ESI, and Bonus one by one and save

Run Payroll Run UK Program Click Ok and Submit

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Navigation: View: Payroll Process Results Click on Find Click on Assignment Process and select SOE Report

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RUNNING PREPAYMENTS
Run Pre-Payment Program Click Ok and Submit

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Click on Find and Assignment Process

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CHECK WRITER
Run the Program Check writer Click Ok and Submit and View Output

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CORRECTIONS
Rollback Retry Reversal First two are done by Post Processing and last one done after post processing Rollback: It is a method of correcting the run results, which will allow us to rollback or remove the complete run results from the system Use Rollback method when the number of employees affected or more in number Retry: It is also a method of correction, which allows us to correct the affected employees without the necessarily of rolling back the entire results. Use retry when number of employee affected are small in number Post Processing: Making the Payments E.g. Check writer, BACS Reversal: It is a method applicable to individual employee after post processing. The reversal process generates negative entries so that the effect is localized Void Checks: It will cancel all checks

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ROLLBACK

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If you select Feb month and if you click on find you will not find anything

RETRY

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For Feb Month

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Click on Assignment Process and enable Retry for the employee and save and check the status

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Go to Entries Select PF and change the value and save

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Now go to View Process and check PF

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REVERSAL It will be done only after you run the check writer program

Click on others and select Reverse Run

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Select From date as January Month and click on Find Click on Assignment Process

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VOID PAYMENTS

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Navigation: View: Assignment Process Results Click on Find

Click on Payments

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COSTING PROCESS
Setup for Costing Process Enable costing for all the elements in payroll Give the corresponding accounts Do the Flexi field mapping. Mapping is done between two FF Accounting Flexi field in GL to Cost Allocation Flexi field in Payroll Run the Costing Process Import Journal from General Ledger

Switch to System Responsibility To see Cost Allocation Flexi field Navigation: Application: Flexi field: Key: Segments Query with your application and select title as Cost Allocation Click on Segments

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Click on Flexi field Qualifiers

Query your Application with General Ledger and select title as Accounting Flexi field and click on segments and flexi field qualifiers

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Now switch responsibility to UK_HRMS Query your elements Navigation: Total Compensation: Basic: Link Enable to Cost and Map Costing and Balance account for all BP, HRA, CCA, ESI, PF, and Bonus

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Navigation: Payroll: GL Flexi field Map Query your Payroll and Map

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Run the Costing Program Click Ok and Submit

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Run Cost Breakdown Report for costing run program Click Ok and Submit

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TRANSFER TO GL
Run Transfer to GL program Click Ok and Submit

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Switch Responsibility to General Ledger Run Import Journals Program Click Ok and Submit

Click on assignment->others

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Select Costing

Enter the Cost Code save and close

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Click on Entries, Here also we can change the code because sometimes the people in high level will know the exact position where the expense should go but the people dont know so they will give some other account. For Example an employee is send from USA to London to solve an issue and another person from Leeds is going to Paris for same purpose and after sometime they are sending the USA person to Paris for advisory purpose.

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ABSENCE MANAGEMENT
It is of two types. They are as follows Absences Accruals Absences No calculations Initial Balance given Balance decreases as availed by employees Accruals Calculations No initial balance is given Leave get accumulated as the employee works Navigation: Other Definitions: Application Utilities Lookups Query with your Absence Category type, Click New and create some leaves

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Query with type as Absence Reason

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Go to Element

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Navigation: Total Compensation: Basic: Link Enable Link to all Payments

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Click on input values

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Navigation: Total Compensation: Basic: Absence Types

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Select one Employee Click on Assignment and entry and add new entries to the particular employee

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Select sick and personal leave and click on entry values and enter number of days for leave

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Navigation: Mass Information exchange: Mix: Batch Element Entry Click on Element Lines

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Click on Process and Start

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Absence Details Select an Employee and click on others and select Absence

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When you start the date number if Running Total Days will reduce

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