Refer to documentation Implementation
1. Enter the data on the header (record code, year, frequency, and so on).
2. Enter the data on the first line of the table.
3. Click the Generate pay periods action.
The pay periods for the year are calculated and displayed in the table, according to the frequency you selected. You cannot add more lines.
Fields
The following fields are present on this tab :
| Define a code and a title for the record. Define a short title if you want. |
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| You can enter a site: the extraction period applies to this site. If you do not specify any site or any company, the extraction period applies to all sites for all companies. If you enter a site, the company and the legislation default. |
| You can enter a company, without entering a site: the extraction period applies to all the sites of the company. If you do not specify any site or any company, the extraction period applies to all sites for all companies. If a company is defined, the legislation defaults from it. |
| The legislation defaults automatically from the company. If you do not specify any site or any company, enter the legislation manually. |
| Enter the pay year which the extraction period is defined for. For example, if the pay year is from 07/01/2017 (01 July 2017) to 06/30/18 (30 June 2018), enter 2017. For the next pay year, you will have to create a new record and the year will be 2018. |
| Select this checkbox to make the record active. Only one extraction period with the same code can be active at a time. |
| Select the pay frequency you want. The possible values are the following: Weekly
Monthly
Fortnightly
Once the record is saved, you cannot modify the frequency.
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| This field defaults to the day set in the FIRDAY-First day of the week parameter value (TPS chapter, MIS group). The date in the Time start column in the Datestable is set automatically based on this value. You cannot update this field, but you can manually change the date in the Time start column. In which case, the First day of the week field automatically changes to the weekday of the date entered in the Time start column. Example: First day the of the week (field FIRDAY) = Wednesday Time start column (field STR1) = 02/22/2017 You set this date to 02/21/2017. The day in the First day the of the week field is automatically set to 'Tuesday'. |
| Enter the tax year start date (the accounting period does not necessarily coincide with the calendar year). You can only update this date in the first generated pay period, and providing that there are no pay runs that have been created. If you update this date, the pay periods must then be re-generated (use the Generate pay periods action) to apply the changes. For the ZAF legislation only: the year start date may not be less than Year start date – 14 days. The maximum only applies once the company has rolled into a new tax year, then the year start date may not be more than Year start date + 14 days.
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| The field initially displays no value. Once the periods have been generated, the end date of the last period of the current year is displayed. You cannot modify it. For the ZAF legislation only:
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Fields
The following fields are present on this tab :
Grid Dates
| The pay dates are calculated according to the frequency. Example: If the year start date is 03/01/2016 (01 March 2016) and if the frequency is ‘Weekly’, the pay dates are: 1. 03/07/16 2. 03/14/16 3. 03/21/16 and so on |
| Time entry can be prohibited for certain periods: in which case, select ‘No’. |
| The time start and time end dates are the first day and last day of the time entry. The period between the time start and end dates has to be full weeks. A month can be made up of four or five weeks. Example for a monthly frequency with Monday as the first day of the week: The time start date will be the Monday of the first week of the month, the time end date will be the Sunday of the last week of the month (4th or 5th week). So, for January 2018 the default time start date would be 01/01/18 (01 January 2018) and the default time end date would be 04/02/18 (04 February 2018). It means employees can enter time (leave, and so on) for this period.
(FIRDAY) on the home section. If you manually change the time start date on the first line: - The day in theFirst day of the week field is automatically updated to the corresponding day. - All the dates in the Time start column are automatically updated. |
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| Number of weeks in the month. A month can be made up of four or five weeks, depending on the dates entered in the Time start and Time end columns. This column displays only if the frequency is ‘Monthly’. |
| The period start and period end dates are the first and last day of the pay period. For example, is the frequency is ‘Monthly’, the period start date is the first day of the month (01 January 2018) and the period end date is the last day of the month (31 January 2018). Period start and end dates are used to generate payslips. |
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| Month number of the tax year. For example, if the frequency is ‘Weekly’:
The first month of the tax year depends on the legislation. For example, for ZAF legislation:
This information is particularly useful for some countries. For example, in South-Africa, it is used for monthly legislation reporting. |
| This column displays only if the frequency is ‘Weekly’. Period of the month over the total number of periods in the month. For example:
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| The adjustment start and adjustment end dates are the first and last day of the adjustment period. The adjustments entered during this period are included in the payroll corresponding to the line. Example:
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| The Calendar start and Calendar end fields are only available for French and Portuguese legislations. These dates are used to print the detail of the time entry (leave days) on the payslip. For example, if the calendar start and end dates are 11/27/2017 (27 November 2017) and 12/31/17 (31 December 2017), the December payslips will display a calendar from and to these dates, containing the leave detail day by day for this period. |
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Complete the information on the header and the first line of the Datestable. Then click this action to trigger the calculation of the remaining pay periods. They are displayed in the Datestable. |
In addition to the generic error messages, the following messages can appear during the entry :
The pay date must be included in the year.
The payroll must not extract times on a period exceeding six weeks.
The monthly period must be included in the time period.