Payroll: User guide
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Contents |
[edit] Getting Started
Firstly select the "Register" button to begin the registration process. When registering a new account, please ensure that all details being entered are correct and accurate, as these details will be used when submitting documents and in communications. During registration, the login details provided will be used when contacting Taly Computers. It is highly recommended that a complex password be chosen, given the possible sensitivity of the information that will be stored.
Once you have successfully registered a new account, the account will be reserved for a maximum period of twenty-four hours, an activation E-mail will be sent to the registered E-mail address. Failure to activate the account via the activation E-mail will lead to the release and deletion of the registered account.
When you have successfully activated the account and logged in, you will be presented a system setup page for your company. It is vital that this page is completed as accurately as possible and as fully as possible, since the Payroll system will automatically fill in all details given for the pertaining company. A company logo may be uploaded. Please note that there is a tab on the top of the page, requiring contact details for the contact person and also providing payroll settings such as overtime rates. Once you have completed the details and saved them, you will be presented a company summary page. Navigation around the website is done by using the expanding buttons located on the left hand side, which will open in a dropdown fashion, giving you more defined options to choose from. The logout button is located on the very bottom on the left hand side. To access the Taly forums, the forum link is located under the Taly logo on the top left hand side.
[edit] System setup
System setup holds all the information that will affect the performance and functionality of the Payroll system.
[edit] Company settings
The Company settings page allows you to change the company details you would have entered in, when logging in for the first time. Its is important to ensure that any changes to these details is done as accurately as possible as these details will be automatically placed on all documents for printing and/or E-mailing and can not be manually added on any documents.
[edit] SARS Codes
The SARS codes are there for reference and are unchangeable. *****
[edit] Deductions
The Deductions table allows you to add, edit and delete expenditure that are incurred by the company employees, whom are liable to pay for. These deductions are used in conjunction with all documents, when the Payroll system automatically calculates values.
[edit] Bonuses
The Bonuses table allows you to add, edit and delete bonuses that can be awarded to applicable employees and functions in the same manner as the deductions table.
[edit] Time Schedule
The Time Schedule is used to set the working hours that employees serve on a daily basis. Changes in the times that are worked will alter the paid for hours values.
[edit] Public Holidays
The Public Holiday list allows you to add, edit and delete public holidays. A set of standard public holidays for South Africa has already been added. The table allows the user to add other potential holidays to the list for the Payroll program to utilize, that are based religious or cultural events. The holiday list functions in the same manner as the deductions table.
[edit] Employees
When adding employees, its most advisable that you finalize the settings in the banks and cost center, as these two different tables will be used when adding employees. Common re-usable details on employees such as banking service provider are stored on our server, reflected by the editable tables, allowing the process of setting up new employees to be easier require less user entered information.
[edit] Cost Center
The Cost Center table holds information for the different departments employees may be stationed in. It is important to have all departments that are utilized to be added into this table, as the payroll program will use information in this table to print the relevant departments employees work in onto the automated documents.
[edit] Banks
The Banks table allows you to add, edit or delete banks. This table is used when issuing pay slips via electronic transfers, thus it is important to have all banks that will be used by employees to be added. Pay slips will automatically have the employee’s bank printed on the pay slips.
[edit] Employees
When adding employees, there are five tabs located at the top of the page, each presenting specific options that may be applied to the employee.
- Employee basic information – The information entered here must be as accurate and complete as possible as this will form the basis of the pay slip. Details entered here will be automatically placed onto every document affecting the employee
- Settings – The Settings page allows you to set employee parameters and monetary information, such as bank account numbers, payment frequency and the use of the UIF.
- Pay slips – The Pay slips page allows you to determine whether the employee is entitled and/or given certain income and allowances. The Payroll system will use these values when doing calculations and these values will be reflected on documents that are printed.
- Deductions – The Deductions page allows you to set up to four different non-IRP5 deductions from the employee such as loans and telephone bills.
- Employee User – The Employee User page allows you to enable employees to log onto the Payroll system to view their own Payroll details. Only company administrators are allowed to create, activate and deactivate employee log in capabilities. Once log in details for the employee is successfully implemented, the employee can log onto the payroll server through the employee system. The employee system is heavily limited, allowing employees to be able to only view details and specifically only their own details.
[edit] Payslips
Payslips – the Payslips page allows you to view, add, edit and delete pay slips. The Pay slips are sorted according firstly to the tax year selected in the drop down bar at the top of the table. Following that, pay slips are further separated by the selected payment frequency on the right of the bar, which are split into three categories, weekly, fortnightly and monthly. Once the correct parameters have been selected, simply hover your mouse over one of the tables and click anywhere within the red highlight to add new pay slips or edit current ones.
- Note, should the pay slip be the same for every person in every cycle, you can simply click on the “add all” button and the Payroll system will automatically import the information from previous pay slips for employees into the new cycle, changing only the relevant dates to match the cycle. The add all function can only be used in the chosen cycle if there are no pay slips already added.
Once you have entered the date parameters, the new page shown allows you to enter information regarding the employee that will affect his nett pay such as deductions, bonuses and commission. Once you have completed the pay slip, you may click on view to see if the calculations entered are correct and when you are satisfied, click on save to save the pay slip to the system.
[edit] Reports
[edit] List Employees
This allows you to either list all your employees in your company or list all employees in a specific department. Once you have selected the options for the listing, the list displayed will show the payment cycle, salary, department and position in the department for all the employees. This list can then either be exported to a PDF document for soft copy distribution by clicking on the PDF button or can be printed for hard copy paper distribution by clicking on the Print button. A new window will open with only the employee details in the browser, in your toolbar select File and then navigate to Print, print the webpage to your printer.
[edit] List Payslips
This page allows you to list all pay slips in the company according to the parameters set at the top of the page, such as tax year and payment methods. Once you have selected the correct parameters and clicked the specific pay period, the windows presented will allow you to print either a summarized pay slip report for all employees listed by clicking on the “PDF” button, or a far more detailed report by clicking on the “Detailed PDF”.
[edit] Print Payslips
The print payslips page allows you to print a more formal pay slip intended for employees to see. Once you have set the parameters, located at the top of the window, you will need to search for the specific employee according to the department that he/she is working in. Click on “Get Pay slips”, and a formal official document will be presented with all company details and payment figures automatically filled in. Simply select “Print” to open another window to print a hard copy of the pay slip or select “PDF” to save a soft copy of the pay slip.
[edit] Coinage
Coinage allows you to list all cash payments in the company according to the parameters set at the top of the page, such as tax year and payment methods. Once you have selected the correct parameters and clicked the specific pay period, the new window will show the total amount paid for that paying cycle. The table can then either be printed by pressing “Print” to open another window to print a hard copy of the pay slip or by selecting “PDF” to save a soft copy.
[edit] Cheque list
The Cheque list is the same as Coinage, save for the pay out is shown per individual payment and a total payment is not shown. The table can then either be printed by pressing “Print” to open another window to print a hard copy of the pay slip or by selecting “PDF” to save a soft copy.
- Note that the value of the total payment can be seen when selecting PDF.
[edit] Transfer list
The Transfer list is the same as Cheque list. The table can then either be printed by pressing “Print” to open another window to print a hard copy of the pay slip or by selecting “PDF” to save a soft copy.
- Note that the value of the total payment can be seen when selecting PDF.
[edit] Yearly Summary
The Yearly summary allows you to view, print and save a summary of all pay slips on an individual employee for that tax year. This is useful for qiuck analysis
[edit] EMP201
The EMP201 provides a detailed monthly report on tax deductions. Simply select the tax year and then select the month. On first time views of these reports, you are required to save them once you are satisfied with the report. Once saved and given a green tick, you may access them to save any changes, print them and delete them.
[edit] EMP501
The EMP501 shows you the total value of tax liable to be paid every month over a course of one year. Click save first once you have verified the values are correct. When the document is successfully saved to the Pay roll system, you may do a self-assessment by clicking on the Self Asses button or you may view the EMP501 document printed onto a SARS official document by clicking on View EMP501. Should the document be incorrect, simply press Delete and save another EMP501 document in its place.
[edit] IRP5/IT3
The IR5/IT3 page allows you to view the tax certificate for your employees based on the tax year and the year of assessment. Once you have set the parameters, click on search to select a specific employee and then click add/view. When the values in the certificate are finalized, press save to save the certificate onto the Pay roll system. When that is done you may delete or view the certificate printed onto a SARS document. Note that the certificate must be saved first in order to view a SARS based certificate. Search for the employee and press add/view, on the new page press view IRP5/IT3 and a new window will open, showing you the irp5 printed onto a SARS document.
[edit] Export to e@syFile
This feature will be implemented soon
[edit] History
[edit] Add entry
The Add entry page allows you to record important events that have occurred with employees for future reference, such as disciplinary hearings, warnings, department changes and major salary changes. Simply add a meaningful description, set the entry for specific employees by employee number, the date of either entry or event and in the content box type detailed information. You may also upload other files such as pictures or other written documents by selecting upload. Once done, press submit.
[edit] History
The History page allows you to view entries that are entered in from the Add entry page, for individual employees. To navigate, simply hover your mouse over the desired employee and click on the red highlight, and again select the red highlight on the specific entry. One you have entered the specific entry, you may also edit the entry, such as adding more content or correcting incorrect dates.
[edit] NOTICE
Please note, the following options are linked to the pay slips section. In order to view entries in the Attendance, Sick Leave and Annual Reports, entries must first be entered in on the pay slip forms for individual employees in the pay slips section.
[edit] Attendance Report
The Attendance report enables you to view the attendance history of employees based within specific dates, which includes late clock ins absenteeism AND extended working hours (overtime). The report is able to provide reports on either individual employees by searching for specific employee numbers or by the type of attendance and/or the cost center they belong to.
[edit] Sick Leave Report
The Sick leave report works exactly the same as the Attendance report. Once you have filled in the parameters, select Report to view all entered paid sick leaves for employee/s.
[edit] Annual Leave Reports
The Annual Leave reports works exactly the same as the Attendance report. Once you have filled in the parameters, select Report to view all the leaves taken by employee/s.
[edit] By Employee pay slip
By Employee Pay slip allows you to view a history of all pay slips that are issued to employees. To view individual employees, firstly select the individual employee and a table containing the full records will be opened. To save or distribute this via soft or hard copy, press the PDF button for a more summarized copy and either print or save to an external source, for a more detailed copy select Detailed PDF and either print or save to an external source. For a record on all employees, press the All employees button and a table of all employees will be opened. The procedure for saving or printing either summarized or detailed copies is the same as individual employees.
