How to set up Kwik-Pay from scratch
Depending on when you first start to set up the system, the requirements are slightly different. It is slightly easier to start the system from the first pay period in the tax year, instead of half way through the year, if only because you'd need to enter all the payee's year to date figures to be able to print group certificates at the end of the tax year.
If you're happy to prepare group certificates and the year end summary report manually at the end of your first tax year you could dispense with the need to enter year to date figures for each payee.
Starting from the first pay period
Set up wizard
When you create a new payroll database, you will be requested to enter some basic information the system requires, such as the frequencies your employees are paid, whether you pay by direct credit, and your company's Group Account number.
At the end of the set up wizard questions, you will be asked if you wish to start entering employee details. If you select yes, the payee details screen will be displayed.
Payee Details
In the Payee List screen, click New to add each employee's details. Not all information is required. The minimum for a new employee would be name and address on the Basic Details section, start date and pay frequency on the Job Details, hourly rate or annual salary on the Pay Details, and Tax File number on the Tax Details. All the other information is optional and depends on your requirements.
In the Leave screen, make sure that the leave year end date is set to the end of the current leave year, and enter the employees annual entitlements to Annual and Sick leave. Enter any accrued balances for each leave category.
Enter pay items for the first pay period
For each payee, in the Pay Calculation screen you add the pay items required for the one pay period, allowing the system to calculate any cash amounts it can.
After adding all the payments and deductions, and printing a pay register report to check the results, you're now ready to let the system do most of the work for you over the rest of the tax year.
Starting from mid-tax year
With the Adjustment payslip type, it's quite easy to start using the system even towards the end of the tax year. You can start using the system for each pay period, leaving the year to date totals to be entered at a later date when you have more time.
Set up Wizard
When you create a new payroll database, you will be requested to enter some basic information the system requires, such as the frequencies your employees are paid, whether you pay by direct credit, and your company's Group Account number.
At the end of the set up wizard questions, you will be asked if you wish to start entering employee details. If you select yes, the payee details screen will be displayed.
Payee Details
In the Payee List screen, click New to add each employee's details. Not all information is required. The minimum for a new employee would be name and address on the Basic Details section, start date and pay frequency on the Job Details, hourly rate or annual salary on the Pay Details, and Tax File number on the Tax Details. All the other information is optional and depends on your requirements.
In the Leave Details screen, make sure that the leave year end date is set to the end of the current leave year, and enter the employees annual entitlements to Annual and Sick leave. Enter any accrued balances for each leave category.
First Pay Calculation
Now go back to the Calculation screen, and for each payee select the Normal payslip type and enter the pay items to be processed in their first pay. Wherever possible, accept the default units and cash to ensure that subsequent pays will be calculated correctly.
Load Year to Date Adjustments
A quick way to enter year to date totals is to use the Pay Item Entry form. Select Adjustment as the pay type, and a pay item, such as 'Ordinary Pay' against which to record gross pay. Enter the cash amount you wish to add to the year to date total for each employee. Click OK to create an adjustment pay for each of the employees. Note that you have to select PAYG as the pay item in order to add brought forward PAYG totals to each employee.
Alternatively, in the Calculate Pay form, for each payee, select the Adjustment payslip type and then enter each of the payments and deductions they have received over the year so far, and over-ride any units or cash calculation with the year to date units and cash values.
Use the PAYG, and HECS deductions to enter year to date totals of PAYG tax, and HECS deductions from your old system. When complete, print a pay register report and check that all payee figures are correct and agree with the last totals from your old system.