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eProphet Payroll
End of Year Processing Checklist - Emailing Payment Summaries
Store ________________________
Week Ending Date ________________________
Payroll Administrator ________________________
Processing Date ________________________
CRITICAL – The End of Year Checklist must be completed prior to commencing any work for the new financial year.
Required Payroll Version:
2021061715 or greater
Preparatory Steps – These steps (1 – 4) can be completed in the period leading up to the end of the financial year.
Step Description of Process/Step Completed
1 Employee Maintenance
You need to check your Employee Masterfile for the following things:
- Employee name fields should ONLY contain the employee’s legal names, so things such as commas, titles and nicknames for employees with “foreign”
names need to be removed.
- The Street and Suburb lines of the employee’s address shouldn’t contain any data other than the address. Also confirm that the state is not present in any field other than the State field.
- If you used Abcom’s eProphet payroll last year you can now go straight to step 2.
For those clients who underwent a non-Abcom to eProphet conversion this financial year, that conversion typically transferred names as they were in the earlier system and as such there is a chance that some of the data may not have mapped/converted across correctly.
- Such things to check are:
a) A general review of all 3 name fields, in particular multi-part surnames.
Some older systems had limited space and therefore it may have been necessary to abbreviate the street and suburb names. Any poor names should be reviewed and altered to a more correct spelling.
2 Company Maintenance
A review of the entries in this option should be made looking at the following sections:
3 Review Income Types, Allowances and Deductions
Charities (Workplace Giving). For each deduction code that has been set-up for an eligible Charity (Workplace Giving), each of those deductions needs a tick placed in the “Workplace Giving”
field, as this will then place the relevant details on the employee’s Payment Summary.
Union Fees/Dues. You are expected to show any deductions for union membership on your payment summaries (including the relevant union name). Review your deduction code “UN – Union Fees”, this needs to be edited and the “Name”
field for “Union Fees” must be replaced with the full and correct name of the union to which your employees belong. If you are unsure of the full and correct name, please contact your Union representative to obtain this information.
4 Lodgement of yearly details to the ATO
From the 2018-2019 fiscal year, all employers are now required to lodge PAYG details for employees via the Single Touch Payroll (STP) method.
Please see below for further information on this.
NOTE: This system will still produce a printed Payment Summary for each employee, which is intended as a “manual” record for you to refer to in the event you have enquiries from your staff.
Under the adoption of STP all reporting to the ATO will be electronic. Please advise your staff that they will need to register for a MyGov account.
From within the Abcom eProphet Payroll
Within the left-hand sub-menu column there is a new option called “Guides” shown by the following icon:
Once you click on this menu option it will take you to the Abcom website page containing all of our currently applicable User Guides and Help sheets. Within this page there is a section devoted purely to STP.
Actual End of Year Procedures
Make sure you have completed all the aforementioned preliminary steps.
Commence the following procedures AFTER completing the last pay run for the Year AND AFTER you have completed ALL Monthly tasks for June AND completed the "Perform Month End Close" step.
CRITICAL – The End of Year Checklist must be completed prior to commencing any work for the new financial year.
5 Perform Backups At this point in time it is recommended that you completely backup ALL your eProphet Payroll systems.
To complete this task, close all payroll systems and from your Abcom Application Starter select the Backup option assigned to each payroll system.
Store the backup in your usual secure location.
TIP:
For those with multiple payroll systems, perform a right-click and select the “Backup All Applications” option.
6 Reportable Payments Use “Maintain Employees” to record any reportable payments that have occurred so they will appear on the employee’s payment summaries.
These fields can be found on the Accruals tab of the Maintain Employees screen and include the following fields:
- Reportable FBT Amount - CDEP Amount
- Exempt Foreign Income - Undeducted Annuity Price
7 Eligible (Employee) Termination Payments
This step is ONLY required if you have made any ETP payouts during the current financial year.
From “System Tools” you double click the
“Employee Eligible Termination Payout” option.
You then complete the accompanying screen with all the previously made manual calculations and details you used when making the ETP.
Note: The ETP details are lodged with the STP Finalisation records which get lodged directly to the ATO.
8 Employee Masterfile Listing
Optional. This report provides a useful reference for all employees that were paid during the year.
9 YTD Payroll Details Report
Check this report carefully as this is your concise record of key details for each employee for which a Payment Summary is going to be printed.
10 YTD Payroll Summary Report
Check this report carefully as it provides the YTD Payroll control totals of all the data on file that will be used for producing the Payment Summaries.
This report should also be balanced against your manual weekly “Payroll Control Totals Register”.
NOTES:
- You can file your weekly “Payroll Control Totals Register” with this report.
- For the new year you should print a new
“Payroll Control Totals Register”. This blank form can be found within the Anytime Reports menu.
11 Manual Comparison Manually compare the reports from the 2 previous steps “YTD Payroll Details Report” and
“YTD Payroll Summary Report” and ensure the totals are the same between the 2 reports. If the totals DO NOT match please call and speak to an Abcom Support Consultant to investigate.
12a Payment Summary Setup – Step 12a.1
This step will only appear if you have paid a
“Lump Sum A” payment throughout the year. A message will be displayed informing you have made such a payment.
You will then be shown all employees who received these payments, and you need to select the appropriate “Lump Sum A Type” for each of the displayed employees, by selecting their
“Accruals” tab and select one of the options from the drop-down list.
Select from either:
R = Redundancy T = Termination 12b Payment Summary
Setup – Step 12b.1 Payment Summary Preparation
Upon entering this screen you need to verify that ALL of the details are correct.
The first tab, “Payment Summary Preparation”
shows company details and dates.
SPECIAL NOTES:
1. “Payment Summary Amendment”
This option should only be selected if so advised by an Abcom System Consultant
This section has been pre-populated for you, and should not require any editing or revision.
Please be advised altering these fields incorrectly, might cause the Emailing of Payment Summaries to fail.
12c Payment Summary
Setup – Step 12c.1 The second tab, “Allowances/Deductions Shown on Payment Summary”, is where you determine which allowances and deductions you want to display on the Payment Summaries. Contact your Accountant or the ATO for any such advice needed. Abcom staff are not qualified or authorised to answer such questions
It is vital that you ensure the details are correct, as the information from this screen will be embedded in the data files that will be lodged with the ATO.
13 Print Payment Summaries
NOTE: THIS STEP MUST BE
COMPLETED IN ORDER TO CREATE THE PAYMENT SUMMARIES AND CANNOT BE SKIPPED
As this is an End of Year run, select “All Employees”.
MANUAL PROCESS:
Whilst the print preview of the Payment Summaries is on screen you must then perform a comprehensive manual check to compare the figures on summaries to your YTD detail records as printed earlier. Also checking that any one-off entries such as ETP and Lump Sums are represented on the Payment Summaries as you intended them to be. It is the PAYERS responsibility (YOU) to ensure that the payment summaries are correct before issuing them to staff.
As an option we strongly advise that you print a copy for your own records, to act as a hard copy backup.
After previewing and/or printing is finished and you exit this option the system will display the following message:
When you click “OK” the system will create an archived PDF copy for every employee. If an employee comes back, simply go to the
“Archived Reports” option and re-print the
required Payment Summary. These archived Payment Summaries can be emailed to the employee.
14 Email Payment Summaries (OPTIONAL)
Once you have thoroughly checked your payment summaries - you now have the option to email them to your employees. A default email subject and body are created for you; it is advised that you do not alter this as it contains programmed links within the payroll system.
The following filters are available:
“Employee Options”:
All Employees Emails ALL Employees Select Employees Select individual
employees to email
“Email Options”:
Email NOT Sent Emails any payment summaries which have not been previously sent.
Email Sent Will allow you to resend any previously emailed payment summaries.
Continued on next page.
14 Email Payment Summaries (cont.)
NOTE: THIS STEP WILL TAKE A SIZABLE AMOUNT
OF TIME TO COMPLETE.
Email Sent & Emails ALL payment
Not Sent summaries.
“Employee Payslip Method Filter Options”:
Email Selects employees who currently receive their payslips via email All Employees with Selects ALL employees an email address who have an email
address recorded for them.
When you have selected your required options use the “Send Emails” button to start the emailing process.
NOTE #1: For those clients which currently email payslips, the time taken to email the payment summaries will be of a similar length of time, but more than likely it will be longer due to the fact of emailing terminated employees as well.
NOTE #2: Any employees who do not have an email address will need to be sent a hard copy;
these will be stored in the archived reports.
15 Employees who don’t receive an electronic payslip
From the “Anytime Reports” Menu, select the
“Archived Payroll Reports” option.
Select the appropriate year, for example 2019, and keep expanding the data tree until you can see the print only report as shown below.
Select the “Print Only Run” that you wish to print and then click on the “Open Report” button to display the report from which you can then print off a copy of the payment summaries for those employees who will require a physical payment summary to be provided to them.
NOTE: If you have had multiple attempts at producing your payment summaries, there may also be multiple copies of the “Print Only Run”.
16 Lodge End of Financial Year data with the ATO
Selecting this option will create your Finalisation Data file and Lodge the file with the ATO automatically, as long as you have previously set-up your STP details correctly and have not been receiving any warning messages during your weekly payroll close.
NOTE: This is seamless and extremely quick.
17 Perform End of Year Close
Select this option once you have printed ALL Payment Summaries, sent your STP data file and checked/validated all the reports.
