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| Key Word | Topic | Description |
|---|---|---|
| Payroll Process Options | How do I process a payment in oder to generate a paylsip? | To get a payslip for any employee you still need to process the pay for each month, either by using 1) Payroll entry or 2) Payroll Entry Batch Pay or 3) Offline, excel, payroll input feature. For large amounts of employees use our customized offline payroll input which allows you to quickly enter pay data like days, hours etc in an offline excel spreadsheet that you can later upload and process all at once immediately. Another simple way to process pay is to use the "Pay Employee" icon on the middle-bottom of the main home page. Then on this "Process-Payments" page you can click on the "Pay-Me" link to process pay for any employee. The "Edit-Pay" link can be used be for any employee whom you have already processed within the current pay period. The link is used if you would like to correct or edit a payment already processed. |
| Leave Days for Hourly Paid | How are leave days calculated for hourly paid workers? | Make sure the Hourly Kwacha rate is set for your employees. On the payment capture screen enter the normal hours eg 45 by 4 weeks = 180 hours. If they worked overtime enter the actual overtime hours in the overtime hours field. Leave-day Calculation values are calculated according to the number of hours in a standard day. The default is 8 hours. To change this: Go to Company Settings and look for the field "Hours in Day(Default)". Example: Change 8 to 9 if you work on 9 hours per day. |
| Payroll Move to next period | How do I move the payroll to the next month? | On the home page: Click on Move-Payroll-Period. Next to the "I agree to Move Payroll to next Period (Month End)" field, click on "Yes" in the drop down menu. Then simply click on "Submit". Notes: If there are any outstanding Currently employed people who have not been paid, a table listing of them will be show before you complete the move. If the employees still need to be paid then you may go back to the payroll input screen to capture their pay. You may still print or view payslips or any report, even after moving to the next period. |
| Complete Payroll | How do I complete the current payroll to move to the next month? | On the home page: Click on Move-Payroll-Period. If there are any outstanding Currently employed people who have not been paid, a table listing of them will be show before you complete the move. Note: If the employees still need to be paid then you may go back to the payroll input screen to capture their pay. |
| Delete Payment or Reset Current Payment Edit | How do I Delete a Current Payment for an employee? | Note: You should not normally need to delete. You may simply edit the current payment of an employee and make the changes. eg if you change the pay rate after you have already processed pay, then you may edit the actual payment in order to recalculate. See help on "Payroll Edit Current Payment". You may still Delete a payment for an employee's pay on the most recent month's pay. Use payroll-entry-by-Individual and then click on the edit payment for the particular employee and then click edit on the most recent payment you would like to delete. Click the Delete button. Then you may re capture the payment from afresh. If for some reason you can not find the payment to delete, you may also Reset the payment. This will completely reset the current month for that particular employee. To "reset" a current months payment: Go to edit employees and look on the bottom left of the edit payment screen and tick the check box called "Reset Current Payment for this employee?" Then you can select the pay employee icon on the home page and for the particular employee you will be able to select "Pay me" to pay afresh. Note: Make sure all custom extras are applied to all under settings if one of your custom company wide extras is not appearing for a particular employee. |
| Fixed Salary Leave and Cashed Leave | Fixed Salary ZMW Leave does not appear on payslip? | Why does an employee get no Kwacha leave payment included in the GROSS when he is allocated leave days taken? For Fixed-Monthly-Salary earners who have the PAY CLASS set as FIXED, NO KWACHA VALUE will appear as actual leave pay taken in the GROSS wage. In this case just the accumulated leave days will reduce by the amount of DAYS taken. Only if an employee is on a daily pay rate, then a KWACHA LEAVE value will appear as an extra in the GROSS pay. This is because Fixed-Monthly-Salary employees do not usually cash their leave. Should you wish to pay a Kwacha value for leave on top of a Fixed salary, then please make sure that the PAY CLASS is NOT marked as FIXED on edit-employee. (In this case, make sure that the PAY CLASS is marked as DAILY under edit-employee) Note: Please still enter the Total leave days taken in the Leave-Days-Taken field so that the leave record is properly kept. Note: If you change the “pay class" from "Fixed" to "Daily", Fixed salary earners will still be able to be paid as normal. However for leave purposes it will be worked on a daily basis and will show on the payslip when the employee “cashes” leave days taken. Remember that you always need to resubmit a payment for any changes you make on edit-employee if you change something after the current payment has already been made. Note: If you would like normal daily paid employees not to be paid out their leave in Kwacha, then you can change their “pay class" from "Daily" to "Fixed" on edit-employee. In this case, you would still need to enter the normal amount of days "worked". However, when you enter the mount of leave-days-taken in the appropriate field, then there will be no equivalent Kwacha value added to their gross pay. In this case a Daily paid employee has the benefit of a Fixed salary employee who would normally go on leave and not cash their leave. Note: The leave is calculated as the basic fixed-wage divided by the no of days in a month, which is a default value of 26 days. This Default "days in a month" can be changed on Company settings but 26 is the accepted standard. This is how the Overtime value of at 1.5 times this "daily rate equivalent" for fixed wage earners is calculated. |
| Delete all current month payments | Delete all current month payments | To delete ALL PAYMENTS within a particular pay period, click on Settings and then 'Delete and Move Payroll Options'. There are three different options you can choose from: 1) DELETE any payroll entries that might be present in this CURRENT Pay Period. 2) Move the payroll FORWARD one Period and DELETE. 3) Move the payroll BACKWARD one Period and DELETE. Be sure that you want to delete ALL payments for the particular pay period. In normal payroll use you should not need to delete all payments. Remember you have the option to delete any employee's payment already processed for the pay period by using the standard 'Payroll Entry by Individual' option. |
| Tax Existing Employee but new to online | How do I enter previous taxable emoluments before I process an existing employee online? | When an employee starts on the online system, go to edit-employee and on the bottom of the screen look for: Taxable Income: Previous Employment - enter the gross cumulative taxable amount so far in the current tax year. Tax Deducted: Previous Employment - enter the gross cumulative actual tax paid so far in the current tax year. After saving then go and re-submit to recalculate the employee's payslip and then PAYE TAX will then reflect correctly. |
| Payroll Batch Payments | How do I process multiple employee payments per single screen capture? | This will show up to 12 employees on a single screen and you are then able to capture all the basic pay info (days, bonus, deductions etc) and process up to 13 employees with a single Submit. To enter or process payments quickly simply click on the Batch-Pay option on the main home page. You are then given a choice to sort your batch pay entries by department or payment class. Note if there are less than 12 employees in a particular department, then only the amount of employees within the department chosen will be reflected in the batch input, capture screen. |
| Payroll Batch Payments Extras | How do I edit the customised extras when using batch pay option? | The Batch-Pay option on the main home page will only allow you to enter the standard payroll input options. Any customised extras (requiring monthly input) that you have set up for your company will appear in the batch payroll capture screen on the second line of each employee pay record. |