Employee payslips
In this function, each record represents a payslip uniquely identified by an Employee ID and a pay date. For each payslip, it is possible to initialize the values of the variables defined at the level of the employee.
Republic of South Africa
The amount of Pay-As-You-Earn (PAYE tax) you pay in respect of each qualifying employee for the Employment Tax Incentive (ETI) is reduced when you run the employee payslip calculations if your system is set for ETI. The employee’s pay remains unaffected by ETI data.
Prerequisites
Refer to documentation Implementation
Screen management
The function to enter the values of employee variables comprises several screens. These can be used to create, view and update the values, and also to define some characteristics of the payslips such as the pay period, the payment date, a comment which is printed at the bottom of the payslip (optional), the analytical dimensions for the payroll MO.
The entry of employee values is carried out in the screens that have been set up via the Employee page function.
Header
Presentation
Payslip identification using the employee ID and the pay date.
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Fields
The following fields are present on this tab :
Employee
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Actions
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General
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Tab Payroll
Presentation
This tab is initialized upon generating the payslip in regards to the data of the employee record and the pay month.
This tab displays the report of the payslip at 3 levels:
- in its development (entered - calculated - printed),
- in the different steps of the time cut-off,
- in the posting of the payroll MO (Not posted - In progress - Posted).
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Fields
The following fields are present on this tab :
Payroll
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Employee
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Lock/Unlock
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Time closing tracking
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Reversal
| No help available for this field. |
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Text at bottom of slip
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Analytical
| The analytical distribution codes are used to automatically distribute the amount of a G/L posting line over several analytical lines according to weighting factors. This is performed using a single entry. |
Table Dimensions
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Tab Basic salary
Presentation
Indicate in all the following screens the values of the employee variables required to create the payslip.
Reminder: If no variable is entered for a payroll with a D date at the "employee" level, the value of this variable Y, taken into account in payroll calculation, is determined as follows.
Let D1, D2 and D3 be the most recent records for the site, company and folder values previous to D:
- if D1>=D2, Y=site value;
- or else if D2 >=D3, Y= company value;
- or else if D2<D3, Y= folder value;
- or else, Y=0.
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Fields
The following fields are present on this tab :
Page
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Table Values
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Functions accessed by right click on the grid
Preloading
Used to load into the grid the employee variables that belong to this page but are not displayed.
Text of the slip lines
If a section contains the variable in its "Associated text" field
Fermer
Tab Schedules
Fields
The following fields are present on this tab :
Page
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Table Values
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Functions accessed by right click on the grid
Preloading
Used to load into the grid the employee variables that belong to this page but are not displayed.
Text of the slip lines
If a section contains the variable in its "Associated text" field
Fermer
Tab Bonuses
Fields
The following fields are present on this tab :
Page
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Table Values
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Functions accessed by right click on the grid
Preloading
Used to load into the grid the employee variables that belong to this page but are not displayed.
Text of the slip lines
If a section contains the variable in its "Associated text" field
Fermer
Tab Retentions
Fields
The following fields are present on this tab :
Page
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Table Values
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Functions accessed by right click on the grid
Preloading
Used to load into the grid the employee variables that belong to this page but are not displayed.
Text of the slip lines
If a section contains the variable in its "Associated text" field
Fermer
Tab Miscellaneous
Fields
The following fields are present on this tab :
Page
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Table Values
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Close
Functions accessed by right click on the grid
Preloading
Used to load into the grid the employee variables that belong to this page but are not displayed.
Text of the slip lines
If a section contains the variable in its "Associated text" field
Fermer
Tab IJ
Fields
The following fields are present on this tab :
Table Payslip
| No help available for this field. |
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Totals
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Functions accessed by right click on the grid
Tab Payslip
Fields
The following fields are present on this tab :
Table Payslip
| No help available for this field. |
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Totals
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Functions accessed by right click on the grid
Specific Buttons
Displays the employee totals at the pay date. |
- Orders/Calculation
- Orders/Sequences
- Orders/Net to gross payroll
- Time/Time entry
- Time/Time sheet
- Orders/Copy text at bottom of slip
- Orders/Scrolling/Department
- Orders/Scrolling/employee
- Orders/Current month
- Orders/Exceptions
- Orders/Adjustments
- Orders/Backpay
- Orders/Step-by-step calculation
- Orders/Lock/Unlock
- Time/Time adjustments
Menu Bar
Orders/Calculation
Launches payslip calculation.
If the payroll plan has been modified and has not been generated, it is automatically generated before the payslip calculation.
Orders/Sequences
- Payroll cancellation: used to delete the payroll calculation, with the history and payment balance update, and to delete texts associated with the payslip.
- Payroll reinitialization: used to delete and then reinitialize the payslip header (variable values and analytical allocation).
- Automatic time generation: used to generate the employee workdays according to the extraction period of the pay month.
- Time summary calculations: used to specify the times that are not entered but calculated, such as the overtime, the time off in lieu, etc.
- Variable update: used to update the pay variables according to the entered and calculated times.
- Analytical update: used to enter automatically the analytical dimensions of the payslip, according to the initialization type present in the employee record.
- Certificate transfer: used to update the pay variables according to the salary certificates entered with status 'To transfer to payroll' (Sickness/Maternity/Paternity; WI/Occupational disease).
It is possible to launch the mass transfer of pay variables using the 'Transfer into payroll' function. - Pay order: used to update the pay variables according to the pay preparation slips entered with an 'Accepted' status. It is possible to launch a mass transfer of the pay orders on the corresponding slips using the 'Pay order' function.
- Payroll calculation: used to calculate or recalculate the payslip. It is possible to launch a mass calculation of the payslips using the 'Payroll calculation' function.
All these actions can be performed consecutively, according to the checkboxes selected. A log file can also be produced in order to get a detailed account of the operation.
Orders/Net to gross payroll
Launches a reverse payroll calculation for the payslip. The value for the objective variable must be entered. By default, it is the SAL_NET variable. This section is contained in the PAERUB parameter.
Time/Time entry
Time entry in grid.
Time/Time sheet
Time entry in grid.
Orders/Copy text at bottom of slip
Orders/Scrolling/Department
Copies the text entered in 'Text at bottom of slip' on all payslips of employees that belong to the same population, service or with the same profile as the employee of the current payslip. The 'Modify existing texts' checkbox can be used to replace a text already entered on a payslip.
Orders/Scrolling/employee
The actions 'Move to the first record', '...next record', '¨...previous record', '...last record' can be used to browse through the payslips for the current month, service by service.
Orders/Current month
The actions 'Move to the first record', '...next record', '¨...previous record', '...last record' can be used to browse through the payslips for the current month, in the employee alphabetical order.
Orders/Exceptions
This option is used to display only the payslips for the current month, in the left list as well as in the central area. The current month can be modified in order to view payslips for previous months but this modification does not directly affect the pay month. By default, the current month is the last pay month.
Orders/Adjustments
Displays the calculation exceptions that apply to the contract at a given date.
Orders/Backpay
Displays in a log, the list of adjustments that apply to the payslip of the employee.
Orders/Step-by-step calculation
Orders/Lock/Unlock
Time/Time adjustments
Error messages
In addition to the generic error messages, the following messages can appear during the entry :
Variable not entered at employee level
The chosen variable has not been defined at the employee level, but at the folder, company or site level.
Variable to be entered in tab X
X is the entry page defined for this variable, it is thus mandatory to enter the variable value on page X.
Access to the variable prohibited
The user is not allowed to modify the value of this variable.
Variable inactive
An INACTIVE activity code has been associated with this variable. Consequently, the variable is not available.
Record does not exist
The record does not exist.
PAYROLL CREATION SCREEN
Employee not concerned by the payroll
The 'payroll management' checkbox in the employee record is inactive, which prevents the management of all payslips for this employee.
Payroll not calculated on DD/MM/YYYY
You are trying to create a new payroll, but the last payroll for the selected employee has not been calculated.
Payroll exists on DD/MM/YYYY
You are trying to create a new payroll that is previous to the employee's last payroll.
Date not compatible with payroll month
The pay date entered is prior to the first day of the payroll month or later than the last day of the pay month to which has been added a margin of n days defined by the JMAX parameter.
Payroll date outside of payroll period
The pay date entered is prior to the first day of the pay month to which has been added a margin of n days defined by the JMAX parameter.
Incorrect period
The end date of the payroll period must not be earlier than its start date.
The Payment date cannot be earlier than the Pay date
The Payment date entered must not be earlier than the date displayed in the field Pay date.
The Payment date is not in the same month as the Pay date
It is possible to enter a Payment date which is later than the date displayed in the field Pay date and in a different month. You will not be prevented from entering this date but this message will be displayed as a warning.
Period incompatible with arrivals-departures
The employee is not concerned by the entered payroll period, the payslip can not be generated.
Period incompatible with the previous payroll
The last payroll for the employee already contains the payroll period that you just defined, the payslip can not be generated.
IN PAYSLIP CALCULATION
Operation impossible: this payroll has been posted
You are trying to recalculate a payslip that has already been posted. This operation is impossible.
Operation impossible: this payroll has been validated
You are trying to recalculate a payslip that has already been validated. This operation is impossible.