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Chapter 13

Payroll

The Payroll module is designed to support all steps of the payroll calculation cycle which may include
hiring/resigning employees, entering/importing time sheets, registering various payments/deductions, calculating
payroll for employees with different employment and payment agreements, printing pay slips, writing built-in
and custom reports for accounting, tax, as well as human resources, audit, and management purposes, and the
automatic creation of accounting transactions.
You can log on the Payroll either by logging in directly to the system or, if using Advanced Payroll, through the
remote access provided.

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Employee Data
Employee data contains all information about employees and their activities. It is necessary for supporting procedures associated
with payroll calculations.
Enter Employees
To enter employees, expand the Payroll folder, expand the Employees/Enquiries folder, expand the Employee Data folder, and
select Enter/Adjust Employee Data.

Enter the Employee Number, and


insert [+] or [-] to get the next
employee number.

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Enter the Identity No.

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Enter the Telephone number.

Enter the Employee Name.


Enter Address Details using the
three available lines.

Enter the Birth Date.


Enter the Employed Date as the
first working date.

Enter the Leave Date as the last


working date.

Specify the Resigned Employee


flag.

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Optionally enter the Remark lines.


Enter the Text lines, if required.

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Enter required codes (such as


Professional Code,
Department, Work
Calendar, etc.) to use.

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Enter the Account Code


(A/C Dimension 1) to use.

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If required, enter the


Cost/Profit Centre Number
(A/C Dimension 2) to use.
Repeat for other accounting
dimensions, as required.

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Enter the Payment Basis to


use.

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Enter the Payment Method


to use.

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Enter Bank Details, if


required.

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Enter the required codes and


values (such as Salary Tax,
Table, Column, etc.) to use
for personal tax calculation.

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Enter the Social Benefits


flags (if required) for
employer tax calculation.

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Enter the SALARY COSTS.


All fields in this window are
user-defined parameters.

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Enter Vacation Information (i.e. Vacation


Code, Type of Calculation, No of
Days/Year).

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Enter Fixed Wage Types


To enter fixed wage types, expand the Payroll folder, expand the Employees/Enquiries folder, expand the Fixed Wage Types
folder, and select Enter Fixed Wage Types.

Enter the Employee Number. Enter [=]


to get the last active employee number.

Enter the Wage Type No.

Wage types are defined in the


Enter/Adjust Wage Types routine. Enter
Yes in the Fixed field to define a Fixed
Type Wage.

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Enter the new Line Number for a new


entry, or enter the existing one to edit the existing record.

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Enter the Start Date, or press [Enter] to accept the default value.
Enter the End Date, or press [Enter] to accept the default value.

Enter any additional values required (specific for each wage type according to the designed calculation logic) such as amounts,
percentages, special dates, etc.
Enter Reported Wage Types
To enter reported wage types, expand the Payroll folder, expand the Employees/Enquiries folder, expand the Reported Wage
Types folder, and select Enter Reported Wage Types.

Enter the Employee Number. Enter = to


get the last active employee number.

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Enter the Wage TYPE number.

Enter any additional values required


(specific for each wage type according to
the designed calculation logic) such as
amounts, percentages, special dates, etc.

Enter Time Sheets


Each time sheet record is comprised of 48
Note: Before entering time sheets, you should define their structure in
fields. The time sheet description defines in
the Set up Time Sheets routine.
what manner the value of each field is
calculated for a time sheet. To create a time
sheet, all of the necessary information is selected from the employee fields and calendars.

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To enter time sheets, expand the Payroll folder, expand the Employees/Enquiries folder, expand the Time Sheet Preparation
folder, expand the Cumulative time sheet Maintenance folder, expand the Time Sheet Input folder, and select Mass
Creation of Time Sheets.

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Enter the Payment basis value.

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Enter the Department range.

Enter the Employee number


range.

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Enter the Category range.


Enter the Time sheet number
value.

When prompted, enter the Time


Sheet Period dates range.

Enter, individually, the


ACCOUNTING DIMENSIONS
required. Enter [?], press [F4] to
select the existing code from the
list of available records, or leave
%%% as a mask to get the
default dimensions from the
employee card.

When prompted, enter Y to confirm


time sheet creation or N to cancel the
creation process.
Repeat, as required, to maintain each created time sheet individually.
Import Time Sheets
When importing time sheets, you
Note: Before importing time sheets, you should prepare an external file
should select one of the saved
definition in the External file definition routine.
definitions. This routine works only if
the start and end date intervals of the
imported time sheet correspond to the existing time sheet start and end dates. Otherwise, the record in the import file is
considered erroneous and is not handled.
To import time sheets, expand the Payroll folder, expand the Employees/Enquiries folder, expand the Time Sheet Preparation
folder, expand the Cumulative time sheet Maintenance folder, expand the Time Sheet Import folder, and select Data Import.

Choose the Definition Number


from the list of available
external time sheet data
sources.

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Enter the External File Name.

Enter the Number of Lines in


Header value.

Enter the Number of Lines in


Footer value.

Specify the Identical


Timesheets mode.

Enter the Create backup file flag.

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Enter [Y] in the Erase after


Import field, if necessary.

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Enter the Language Code to use.

Payroll Calculation
This part of the Payroll module provides powerful, quick, and easy payroll calculation. It helps you save time, save money, and stay
in control of your payroll.
Calculate the Payroll
In the Payroll module, the payroll
Note: Before using this routine, you should define the calculation models
calculation can only be run by means of
in the Enter/Adjust Models routine.
calculation models. You can define up to
999 calculation models which clearly
indicates the list of automatic wage types involved in calculation.
To calculate the payroll, expand the Payroll folder, expand the Payroll Calculation folder, and select Payroll Calculation.

Enter the CALCULATION MODEL to


use.

Enter the PAYMENT BASIS to use or


accept the default value.

Enter the PAYMENT DAY to use or


accept the default value.

Enter the INTERIM CALCULATION


flag to use or accept the default
value.

Enter the PAYMENT PERIOD date


range to use if the payroll has been
marked as the interim one.

Decide to INCLUDE FIXED


SALARIES.

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Decide to INCLUDE REPORTED SALARIES.


Enter the EMPLOYEE NUMBER range to use.
Enter the DEPARTMENT range to use.
Enter the CATEGORY range to use.
Enter [Y] to BEGIN the payroll CALCULATION or [N] to cancel the process.

Print Pay Slips


To print pay slips, expand the Payroll folder, expand the Payroll Calculation folder, and select Print Pay Slips.
Select the desired pay slip layout (defined at the module set up stage) to use.

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Enter the Employee No. range to use.


Enter the Payment Number range to use.
Select the desired ACCOUNTING DIMENSIONS SELECTION to use for employee selection (if needed).
Select the Accounting Dimension range to use for employee selection (if needed).
Enter the Department Code range to use.
Enter the Language Code to use.
Enter any Temporary Text to use (if needed).

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Print out the pay slips.

Print the Payroll Journal


To print the payroll journal, expand the Payroll folder, expand the Payroll Calculation folder, and select Print Payroll Journal.

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Enter the Book Entry Date to use.


Print out the payroll journal.

Use Employee Enquiries


To use employee enquiries, expand the Payroll folder, expand the Employees/Enquiries folder, and select Enquire Employees.

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When the Option window appears, select the Statistics/Employee option.


Enter the Employee Number.
Enter the Payroll Number.
Enter the Wage Type code range.
Enter the Pay Date range.
Enter, individually, the Accounting Dimensions to use.
Press [/], [\], or [|] to change the employee enquiry layout to show additional information. You can display an alternative
view of statistics, Payment Date, and Payroll Number, as well as an alternative Wage Type name view.

Use Advanced Payroll


Advanced Payroll supports access to, and management of, the payroll system via the web. You can view everything created in the
iScala Administration Console, associate them with HR Persons, and create new users. This functionality allows you to link an
iScala user with a person, thus associating a user with his/her HR and Payroll business entities. You also have the ability to grant
access rights without using the Administration Console - quickly and easily providing a person with access to Advanced Payroll by
making a link to a user.
Due to employee self-service capabilities, employees can maintain their own payroll-related information, fill out, and submit their
timesheets.
With Advanced Payroll, users have a role-based permission system. Each user group is assigned one or more roles, and each role is
assigned one or more privileges. The module comes with a set of predefined roles that cover common HR and Payroll department
positions: Accountant, Business Administrator, Employee, and HR Manager. Permissions granted to a role determine the
accessibility of certain features of the application. The default permissions assigned during installation can be changed. New roles
can also be created.
Design the Company Structure
To design the company structure, expand the Payroll folder, expand the Payroll Setup folder, expand the Payroll Parameters
folder, expand the Business Data Access Restriction Setup folder, and select Company Structure Design.
The company organizational structure is represented in Advanced Payroll as a hierarchical tree. The tree design reflects the
subordination of a companys structural elements. It includes all company employees and shows to which units, groups, and
positions they belong. All important payroll processes such as payroll calculation, timesheet management, budgeting, and task
generation use the company structure information in their workflow.

Click All Records List to view the entire list of dictionary records.

Click the Code Files List to view a list of just dictionaries, and click the dictionary names in the list to view the records they
contain.

Click Refresh List to go back to the initial records list menu.

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Attach a New Node to the Company Tree

Select the node to add


in the right pane and
the node where the
new node should be
inserted in the left
pane.

Click Attach, and click


Yes in the dialogue box.

To detach a node from


the tree, select the
node, click Detach on
the menu bar, and click
Yes in the dialogue box.

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