HiFinance
4
SECTION
6.3.4 - PAYROLL
USAGE: To enter payroll details, print pay-cheques and
update the relevant General Ledger and Creditor accounts.
DISCUSSION: This payroll does not purport to replace full-blown
payroll systems. If you have one of these, you will simply need to insert the
totals into the General Ledger via JOURNALS.
The HiFinance Payroll function is designed to simplify cheque writing and
account updates, if you run a manual payroll. The payroll system updates the
General Ledger bank account and payroll expense accounts as well as posting to
the Creditor superannuation and taxation accounts.
Before you can enter a payroll run, you must have
created at least one Employee. See SECTION 6.5.3.
When you start the PAYROLL program, the computer will initially ask:
PAYROLL DESCRIPTION [__________________]
This is the description of the pay run, eg Week ending 21/1/1999.
If you have chosen to run multi-banks, the following
question will also appear:
POST TO BANK ACCOUNT [0000]
Here you enter the account number of the bank you
wish to post to. To search the bank accounts, press <F9>.
If you are not using multi-banks, all bank postings
will go to the default bank account.
The program will then display each Employee in turn
(numerically) and ask you to confirm the entry. The screen will display the
current information and if you do not change the number of hours worked, you
will only be asked to enter a cheque number. HiFinance will then update the
relevant files and move to the next Employee. If you change the number of hours
worked, you will need to enter all the tax and super fields before initiating
the update.
When all Employees have been processed, you will be
returned to the GENERAL LEDGER DATA
ENTRY MENU.
There are also several function keys available:
<F8> If function is available if you have changed any
details and wish to restore back to the defaults (as they appear on the
Employee master-file).
<F9> If you do not wish to pay this Employee in the
current run, press <F9> and you will be moved to
the next record.
<ESC> This is used to abort the run. Any updates, which
have already been processed, will not be undone. HiFinance does not keep track
of who has been paid. If you abort the pay run and wish to start again from
where you left off, use <F9> to skip the Employees who
have already been paid.
Files updated by the Payroll program:
Creditor
master-file: The Taxation Creditor and
Superannuation Creditor balances are updated with their respective amounts.
Creditor
transaction-file: A transaction is
created for each Creditor updated.
General
Ledger master-file: The General Ledger
accounts for Tax and Super are debited and the total is credited to Trade
Creditors. The Payroll expense account is credited updated value of the net
pay. The bank is debited with the net pay.
General
Ledger transaction-file: A
transaction is posted for each transaction line.
Bank
Reconciliation file: An entry is
made into this file for the value of the cheque.
