To see how it is done, click the 'Calculate Pay' button on the Pay Period form.
All the employee pays for the pay date will be displayed.
You can select any employee's pay by double-clicking on the line in the list or click it once and then click the Edit button to the right of the list.
To add an overtime payment to the employee's pay, click the New button within the pay items box. This will display a form requesting details of the pay item. Click the down arrow button to the right of the pay item box to see a list of all the current available pay items. Scroll the list down until you see Overtime @ 1.5 then click on that line. Press <Tab> twice to move to the Units box. Type 2.5 and then press <Tab>.
You will see that an amount is shown in the calculated box. This amount will vary depending on which employee you have selected. Press <Enter>. This will add the overtime payment to the employee's payslip and cause the PAYE and new net pay to be recalculated.
To delete the overtime payment, click the overtime line in the payments box so it is highlighted. Then click Delete. You will see that the overtime payment will disappear, and the PAYE and net pay will be recalculated again. Click the OK or Cancel button to close the employee's pay form.
To see how a payment can be changed, make sure that the Weekly pay group has been selected. The pay group is selected from a drop down list just below Kwik-Pay's menu options. When you select a pay group, you will only see the employees paid by that group. The ordinary pay item in the pay items box is the payment for the employee's basic hours. Click the ordinary pay line, then click the Edit button. You will see that the payment details form is displayed with the details of the ordinary pay, with the units (hours) highlighted. Type 35 then press <Tab>. The cash amount will be recalculated.
Press <Enter> and the employee's pay slip will be recalculated and the new net pay shown. Click the OK or Cancel button to close the employee's pay form.
Click the Close at the bottom of the Pay Calculation screen to return to the pay period options form.
At the top of the pay period options form, click the Employee Details button.
In the Payees form that is displayed, click the New button - a blank payee details form will be displayed. You type the new employee's last name, press <Tab>, then type their first name.
Press <Tab> to move past each box. If you would like an explanation of each item. Press <F1> when the cursor is in the box. See that the OK button is not enabled. That is because there is some invalid information in the employee record. If you move your mouse to the Help button and just leave it there without clicking, you will get a pop up message which lists the invalid fields. Wherever you are in Kwik-Pay and the OK button is not enabled, the Help button will show why.
After you have typed the name, press <Page Down> or click the Job Details tab to see the job details section. Enter a start date. In order for an employee to show in the Pay Calculation screen, you must select a Pay Group.
Click the Pay Details tab or press <Page Down> to proceed to the Pay Details section.
Click New in the pay rates section to create a pay rate for the employee. If the employee is waged, you will need to enter their basic hourly rate in Hourly 1; a salaried employee has their annual salary entered in the Annual box.
If the employee is to be direct credited their net pay, you will need to select 'Direct Credit' from the drop down list of pay methods, then enter their bank account details in the following boxes.
Click the Tax Conditions tab or press <Page Down> twice to proceed to the Tax Conditions section.
You should ensure that the employee's tax reference number (Tax File Number in Australia, IRD Number in New Zealand, or NI Number in United Kingdom) is entered in the Tax Conditions screen, otherwise you are required tax at the full rate (in Kwik-Pay, set the tax scale to "4A - Resident No Tax File Number" in Australia, or 'No Declaration' in New Zealand, or tick the 'Tax on Week 1/Month 1 basis' checkbox in United Kingdom).
In the holiday pay screen, you can accept the defaults, and go back to the screen later to enter leave entitlements. Press <Enter> or click OK to record all the employee's details.
The click Close on the Payees list to return to the pay period options form.
Click on the Calculate Pay button. Make sure your new employee's pay group is selected from the pay group list just below Kwik-Pay's menu options. The click New to create a new pay for your new employee. A blank pay calculation form will be displayed.
Select your new employee from the drop down list of payees. If it is not there, the most likely reason is that the pay group was not selected in the Employee, Job Details screen - close the Pay Calculation screen, select Employee Details, edit your employee, select the Job Details tab and select the correct pay group for your employee.
If your new employee is in the list, click their name. You will be presented with a blank pay calculation screen for them. Click on New in the pay items area, and add an appropriate payment. Either ordinary pay for a waged employee, or salary for a salaried employee. As with your previous changes in the Pay Calculation screen you will see the PAYE and net pay calculated after you press <Enter> or click OK in the pay item edit screen. Then click OK to save the employee's pay.
From the pay calculations list, press <Esc> to return to the Pay Period options.
Each of the reports shown below the Calculate Pay button can be printed and reprinted after any changes have been made in the Calculate Pay screen.
When you select any of the reports, it will display a form showing the options for that report. With all reports you can direct the report to a printer, to a preview window, or record the report's information in a file, in Word, Excel or PDF format.
There are more report options on the Pay History form. You should try the 'Print Pay History Totals' report. This allows you to print a report in a similar form to a standard wages book.
Alternatively, select the 'Print Pay Item History' button to select one or more pay items and print a list of all the employees receiving that pay item within any range of dates you specify.
When you select options in the pay period form, you are updating and reporting on the current pay period for each employee. If you find there are any mistakes after you have printed any of the reports, you can select the Calculate Pay screen, make any changes required and then reprint the reports.
You do not have to close the current pay period when you are sure the pays are correct and all the reports you want have been printed. Just exit from the system, backup the payroll database and leave it. The next pay day, when you start the system, select the Open Pay Period option. This will then close off the previous pay period and prepare the standard pays for the new pay period. The standard pays for the new pay period are created by carrying forward the 'permanent' pay items, such as ordinary pay and salary, from the previous pay period, and removing the 'temporary' pay items, such as overtime and allowances. Each type of pay item can be customised to indicate whether it is permanent or temporary.
You have the ability to create any number of different types of pay items in Kwik-Pay. A number of different types are supplied with the system so you can see how new payments and deductions can be created.
To view the existing payment and deductions, select View, Setup from the main menu , then click Pay Items. A list of all the pay items will be displayed. Browse through items by doubl-clicking each line to view the details of the pay item setup, and then press <Esc> to return to the pay items list. Click the Help button at the bottom of the form to get a description of each of the options on the form.
Press <Esc> to close the pay items list form and return to the main screen when you have finished.