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Processing a Payroll

Introduction

This document is a complete payroll process from start to finish. We present it here so that you may follow the whole process in one reading.

Getting There:

[ Navigator ] –> Payroll / Payroll Workbench

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Introduction

PowerForce payroll processing runs on the back of time and attendance data held in the rostering system. The data is immediately available to you - you do not need to run any special processes to access the rostering (time & attendance) data.

Processing payroll for full-time employees is slightly different as it does not need to rely on time and attendance and is presented in a seperate document.

  • In this module we will cover:
    1. Payroll Wizard
    2. Payroll Workbench Review
    3. Print Payslips
    4. Earning Summary Report
    5. Committing a Payroll
    6. Electronic Payments

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Payroll Wizard

The payroll wizard is the tool used to generate a pay run. The pay run is based on the data in the scheduling system. This information tells the payroll system who worked, and what hours they worked.

 

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Running the Payroll Wizard

Open from the Navigator “Payroll / Payroll Workbench”
A.      Check “All” to show all pay runs
B.      Double Click “Payrun 2” to display the pay run details
C.      The workbench will be discussed in more detail later

 

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Generate a pay run

Pay runs are generated by using the “New Payrun” wizard. Open the payroll workbench to run the wizard.

Practice

Outcome:  Demonstrate how to generate a new pay run
1. Double click new payrun icon in the top left of the window

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2. Enter the description as indicated
3. Select a “Week Ending” date of “17/02/2002”

 

A.      This is very important – if the wrong date is selected the example will not produce the planned results
4. Complete the rest of the window as indicated
5. Click next button to proceed

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6. Check the “Weekly” box
A.      All employees used in this example are paid on a weekly pay cycle
B.      Use the “Commencing” and “Ending” fields to control the date range if required
7. Click next button to proceed

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8. Check as indicated

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9. Answer “No” to the questions

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10.     Click the next button to proceed

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11.     Click the next button to start processing the pay run

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12.     Various messages will be displayed to indicate the status of the pay run
13.     When the pay run is complete an exception report will be created
A.      If it does not appear on the screen check the task bar

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14.     The report should look like this
A.      The listed employees did not work during this pay run
B.      William Stevens appears separately as he did not work and also had deductions
C.      You may also have a record for John Practice if you did the add employee practice session

 

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Payrun Exceptions

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Printing Payslips

Practice

Outcome:  Demonstrate how to generate the employee pay advice slips
1. To print pay slips, click the printer icon button at the top right of the Payroll Workbench
2. You will be asked if you want “Detailed” or “Summary” pay slips
A.      Click the Detail button

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3. You will now have the opportunity to select some or all of the pay slips
A.      Click the Select All button
B.      Click the OK button

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4. Each selected pay advice will now be printed
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Earning Summary Report

If you wish to check the payroll prior to printing the Pay Advice Slips run an “Earning Summary Report”

Practice

Outcome:  Demonstrate how to generate a report showing employee earnnings
1. Click the open book  (pay run reports) button located at the top right of the Payroll Workbench

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2. Select “Earning Summary”
3. Click the Run Report button

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Payroll Workbench Review

Outcome:  Explain how to show an individual employee details

1. The Payroll Workbench contains summary information for the selected pay run
A.      Double click “All” at the bottom left of the screen to display pay runs

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B.      Double click a pay run to display its details

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2. Click the “Employee Details” tab for employee specific information

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3. Double click the employee's name to show his details

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Committing a Payroll

A pay run can be rerun again and again, if required, until it has been committed. This step informs the system to lock in the pay details so that banking details can be generated.

Practice

Outcome:  Demonstrate how to prevent changes to a completed pay run
1. From the Payroll Workbench clickpf_payroll the “Pay Run Summary” tab
2. Double clickpf_payroll the pay run
3. Click the grenn tick button at the top right of the window

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4. Click the Yes button

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5. Messages will be displayed indicating the status of the process

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6. Exception reports are stored as PDF files (Portable Document Format)
A.      Click Yes button to remove the old report
B.      Clicking No button will leave the report for later use
7. Once complete the green tick commit button will be removed

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Electronic Payments

Once a pay run has been committed the electronic payment can be generated and then the file for the bank can be produced. The setup details for this are completed as an administration function and are covered in the Administration manual supplied with PowerForce.

Practice

Outcome:  Demonstrate how to create an Electronic Payment File
1. Click the pf_payroll electronic payment button at the top right of the Payroll Workbench

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2. Select “Generate Deposit”

 

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3. The payment will automatically be created and displayed in the deposit summary

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4. To create a report of the payments, click Print Reports button at the bottom right of the window
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5. To create the file to be sent to the bank, click Create Disk button
A.      The deposit summary will now indicate that transactions have been created

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The Payroll Workbench Buttons

At the top right of the window there are 8 buttons that perform various functions. Once a pay run is committed a ninth button for EFT will appear between the 2 groups of 4 buttons.

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Cancel

This pf_payroll button will delete the data from the pay run but keep the parameters.

Recall Wizard

This pf_payroll button is normally disabled. Only cancelling a run will enable the button.

Click this button to re-run a pay run when you need to change parameters.

Reprocess Pay Run

Click this pf_payroll button to reprocess the run using the same parameters as the original run.

Commit

Use this pf_payroll button to commit the pay run.

Electronic Payments

Click this pf_payroll button to open the Electronic Payment window.

View Details

This pf_payroll button allows you to view individual employee pay data.

Print Pay Advice slips

Click pf_payroll to print the pay slips.

Reports

This pf_payroll button displays the report window.

Employee Details

Click pf_payroll to display the Employee Rates window. If an employee is selected from the Extend tab he will be automatically loaded.

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See Also