Payroll4
Table of Content
1. Introduction...4
2. Installation...6
3. Quick Start...7
3.1. Add new company...7
3.2. Add new employees...7
3.3. Mutations...7 3.4. Process...8 3.5. Report...8 4. Main menu...9 4.1. AutoUpdate...9 4.2. Backup...10 4.3. Register...10 4.4. Language selection...11 4.5. Help ...11
5. Company Info. & Options...12
5.1. Company Information...12
5.1.1. Add new company...12
5.1.2. Delete...13 5.1.3. Backup...13 5.1.4. Restore...13 5.1.5. Compact...14 5.1.6. Passwords...14 5.2. Wage scales...15 5.3. Tax parameters...16 5.4. Wage codes...16
5.4.1. Add wage code ...16
6. Employees & Wages ...19
6.1. Employee...19
6.1.1. Add new employee...20
6.1.2. Delete employee...21 6.2. Family...21 6.2.1. Add spouse...21 6.2.2. Add children...21 6.3. Taxes...21 6.4. Wage...22 6.4.1. Net wage...24 6.5. Mutations...24 6.5.1. Report...26 6.5.2. Process...29 6.5.3. Deductions...30 6.6. Leave...32
6.6.1. Make vacation card...32
1. Introduction
Welcome at the best selling and most user-friendly payroll program of the Netherlands Antilles and Aruba. Only a limited computer and payroll experience is required to use this program to professionally process your payroll and to deal with all payments of taxes and premiums. Payroll 4 is like no other program. With its revolutionary user interface you will work quickly, easily and correctly.
Thanks to the build in options, the program can be used for a small home business up to accounting firms. With Payroll 4 you will process your complete payroll, including pensions, vacation money, overtime, additions, deductions, payroll tax, premiums and payment transactions in no time at all. Register vacation and sick days and the program will print the totals on your payslips. Create yearly vacation and sick day charts with compensation days, roll over totals from previous years and running totals.
By answering a few simple questions in so called Wizards normally difficult tasks like adding company information, adding employees and adding wage codes are made easy. You can access the built-in Help function at any time by pressing the [F1][F1]-key. You will get immediate access to the relevant help topic referring to the part of the program you are working with.
The way dates are displayed depends the way Windows is configured. If you want to change this, you must configure Windows by clicking StartStart > SettingsSettings > ControlControl
Panel
Panel > Regional OptionsRegional Options > DateDate and then change the Short date formatShort date format (dd-mm-yyyy is the most common format used)
This manual is intended for all versions of Payroll4. Some parts of the program differ slightly between versions. Visit the website www.itman-nv.com and click on SupportSupport
for all the support options available.
Finally, Payroll 4 is truly unlimited. This means that you can process the payroll of an unlimited number of companies; You can enter an unlimited number of employees; And last, but not least, you will be able to use the program in future years, without yearly payments!
2. Installation
First you need to install the program. This can be done using the installation CD-Rom or download the program form the www.itman-nv.com.
1. Download the installation program from the website www.itman-nv.com and start the installation. You must have administrator rights to install software on your computer.
If your computer does not have Microsoft Access pre-installed, then Microsoft Access Runtime must be installed first. Click on the supplied link to download and install a free copy of Microsoft Access Runtime. When the installation of Microsoft Access Runtime is completed, you must restart the installation of Payroll 4.
2. The Installation Wizard comes in three languages. Select EnglishEnglish and click on
Next
Next.
It is recommended to close all other programs during the installation of new software. If you use Windows XP or Vista make sure you have the necessary rights to install new software and to be able to run it.
3. Decide where you want the program files to be installed and click on NextNext to continue. Click on BrowseBrowse to select a different destination. This can also be a network drive or a personal folder like “My Documents”.
If you prefer to install the program on a Local Area Network (LAN) for multiuser access, you must have access to a shared directory on the Network Server (for example: H:\shared\payroll4\) with full rights for the users. Ask your network administrator for assistance. Install the program from every workstation to this shared directory. This way, all the workstations are correctly configured and all have access to the program and the database.
4. The Wizard has now collected enough data to start the installation. Click on
Install
Install.
The files are copied and shortcuts are placed on the Windows Start menu and the Desktop. This will take only a few seconds.
3. Quick Start
Getting started is easy. Just follow the step-by-step instructions. For more detailed information you are referred to other paragraphs later on in this manual.
3.1. Add new company
First, you must create a database with your company data. Do as follows (for more information see § 5.1.1):
1. Click on Company Information & OptionsCompany Information & Options.
2. The Add New Company Wizard will start automatically, or click on the action bar below on Add New CompanyAdd New Company.
3. Answer as much questions as possible and click on FinishFinish (you can change or enter missing data later on)
4. Click on CloseClose to return to the main menu.
3.2. Add new employees
To add employees to the new database, do as follows (for more information see § 6.1.1):
1. Click on Employees and WagesEmployees and Wages.
2. The Employee Wizard starts automatically, or click on the menu tab above on
Employee
Employee and then on the action bar below on New employeeNew employee. 3. Answer all questions and click on FinishFinish.
4. Check all data by clicking on the menu bar above on the menu tabs
Employee
Employee, FamilyFamily, TaxesTaxes, WageWage. Make changes or additions if necessary. 5. Repeat steps 2 to 4 for each employee.
3.3. Mutations
At the end of each month, you must often enter the hours for employees that are paid by the hour, or other variable wage components, or deductions for employees. To do so, do as follows (for more information see § 6.5):
1. Click on the menu bar above on MutationsMutations.
2. Select behind Find a employee from the list of employees.
3. Select a wage codefrom the list, or enter the code en press ENTERENTER.
4. Depending on the type of wage code, enter the number of hours or an amount. Press ENTERENTER to move to the next line.
5. Repeat steps 3 and 4 if there are more mutations for this employee. 6. Repeat steps 2 to 5 for the next employee.
3.4. Process
To compute all taxes and premiums you must process the wage information. Do as follows (For more information see § 6.5.2)
1. Click on the action bar below on ProcessProcess
2. Click on AllAll employeesemployees
3. Click on ProcessProcess
4. Click on CloseClose
The program first checks all data and then the taxes and premiums are computed. If there are errors they will be displayed. Make the necessary adjustments and repeat steps 1 to 4.
3.5. Report
You are now ready to print payslips and other reports. Do as follows (for more information see chapter 6):
1. Click on the action bar below on ReportReport
2. Check the period 3. Click on ReportReport
4. Select Payslip plusPayslip plus
5. Click on AllAll employeesemployees
6. Click on OKOK
7. Check the output 8. Click on Print reportPrint report
The programs include a great number of reports, like RecapitulationRecapitulation, BankBank Payments
Payments, JournalJournal, Declaration of premiumsDeclaration of premiums, all organized in folders and sub folders In the sub folder Year Declarations you will find for example the WageWage Summary
Summary (“Verzamelloonstaat”) and Wage tax CardsWage tax Cards (“Loonbelastingkaarten”), and in the sub folder OverviewOverview you will find the report Wage codesWage codes displaying all the wage codes. To print any of these reports, you select that report at step 4 instead of
Payslip
4. Main menu
If you have more then one company and you want to select a different company then the one that is currently selected then click on the menu bar on the name of currently selected company and then select a different company form the list that appears.
4.1. AutoUpdate
Every time the government passes changes to law that affect the way wage tax and premiums are computed you must update the program. An example of this is the yearly increases in the wage limit. All through the year the program is regularly updated to add features.
Upgrades are done through the Internet or CD-Rom. Do as follows:
1. Connect to the Internet. 2. Start Payroll 4.
3. Click on the action bar of the main menu on AutoUpdateAutoUpdate.
4. Click on Start AutoUpdateStart AutoUpdate. Payroll 4 will close and the AutoUpdater will start. 5. Click on NextNext to search for updates. If an update of AutoUpdate is found, click
on OKOK to install it.
7. Click on NextNext when the download is down.
8. Click on InstallInstall to start the installation of the update.
Downloads are free and save. You do not have to be a registered user to download an update during the trial period and registered users do not have to re-register. Furthermore, all settings remain unaffected by the download.
4.2. Backup
It is highly recommended that you regularly, at least ones a month, make a backup of the database. Do as follows:
1. Click on BackupBackup.
2. In the pop-up window you see a list of files that need to be backed up. 3. You may make changes in the selection and then click on BackupBackup.
4. Select the destination of the backup. For example: 3.5 inch Floppy Disk, Memory Stick, or a different (network) location.
5. Click on OKOK to start the backup.
4.3. Register
Payroll 4 is a so-called Shareware program. That means that you may distribute and use the program free of charge for a limited time. To continue working with the program you must register it. By registering it you are entitled to:
1. Unlimited use of the program.
2. Free updates on CD-Rom through the Internet or CD-Rom. 3. Free support via e-mail, fax and phone.
Registering is easy:
1. Click below on the action bar on Register NowRegister Now. 2. Click on Register nowRegister now to continue.
3. Click on I AcceptI Accept after reading the license agreement. 4. Click on NextNext to register now.
Only if you have registered this new copy of Payroll4 and you have received your registration number for this new copy then you may enter the registration number now.
5. Enter as much of the requested data as possible and click on NextNext. 6. Click on Click here to register via the InternetClick here to register via the Internet.
7. Check the information and select a payment method. 8. Click on SubmitSubmit to sent the form.
After receiving payment, you will receive a registration number and your proof of purchase.
When you move the program to an other computer, or for any reason reinstall the program, then you must again register that new copy of the program to transfer the license. There is no charge and you must select Re-registerRe-register as payment method. The old registration number will then be invalidated and you will receive a new registration number.
4.4. Language selection
You can select from one of three languages: Dutch, English or Papiamentu. Click on the action bar below on the button NL – [EN] – PANL – [EN] – PA and select the language of choice. Besides translating the field names and menus, some reports are also translated.
4.5. Help
Besides this manual there are several more source for help. First of all by pressing
[F1]
[F1] at any time in the program you will get context sensitive help. This means that you are immediately informed about the topic you are dealing with.
On our website you will find the forum with frequently asked questions. Visit the website www.itman-nv.com and click on SupportSupport for all available support options.
5. Company Info. & Options
With this part of the program you can enter company information and configure the program to your needs. Click on Company Info. & Options from the main menu to start.
5.1. Company Information
Here you get an overview of the data of the selected company. If you do the payroll for more then one company, you can select a different company by clicking on the down arrow next to the company name. Select a company from the drop down list by clicking on its name. If no companies are defined, the New Company Wizard will start automatically.
5.1.1. Add new company
Adding a new company is easy. Start the Add New Company Wizard by clicking on the action bar on Add new Company. Answer relevant questions and the Wizard creates the database for the new company. Skip questions you cannot answer. You can add or change data at a later time.
2. The Add New Company Wizard will open automatically, or click on Add NewAdd New
Company
Company. 3. Click on NextNext.
4. Enter the namename and the addressaddress and click on NextNext.
5. Enter phone, fax, website and email address and click on NextNext. 6. Enter the different company numbers and click on NextNext.
7. Select the payout period and click on NextNext. Select for example monthly if you pay the salaries every month (recommended). Create different companies in Payroll4 if you have different payout periods within a company. For example a company for the monthly payouts and a company for the bi-weekly payouts.. 8. Click in FinishFinish to close the Wizard.
If so desired you can make the following changes to the selected company:
Payslip
Select Only print employee premiums in payslip if you do not want the employers additions for the premiums on the payslip (but do want it on the wage sheet) Interest savings fund
Enter the monthly percentage for the company savings fund. Interest is compounded monthly. You may use different percentages for debit and credit interest.
Logo
Enter the name of a graphics file with the company logo (h x w = 1 x 4). Use a JPG or GIF file of approximately 150 x 600 pixels. Other graphics files and other resolutions may also give good results. Try it out. If left blank, the company name + address + phone + fax number are used as company logo on payslips and reports
Background
Name of the graphics file used as wallpaper by the program
5.1.2. Delete
With this action you can delete a company. This action can also be undone.
5.1.3. Backup
See paragraph 4.2
5.1.4. Restore
Sometimes it is necessary to restore a backup. For example after you have formatted your hard disk, or if you buy a new computer.
To restore a backup do as follows:
1. Click on RestoreRestore to start the Restore Wizard and click on NextNext. 2. Click on FindFind and select the backup file (ZIP file).
3. Click on NextNext.
4. Select the company you want to restore. 5. Click on NextNext to restore the backup.
5.1.5. Compact
It is recommended to compact the database from time to time, for example twice a year. This reduces the size of the database and increases performance.
It sometimes happens that the database gets corrupted as a result of a power outage or other unexpected event. In that case you must also compact the database to repair it.
1. Click on CompactCompact. In the pop-up window a list of files that can be compacted is displayed.
2. Click on CompactCompact.
3. Click on OKOK.
It is also possible that the main program itself gets corrupted as a result of a power outage, or other unexpected event. In that case the program will not start.
To repair the program and the System Database do as follows:
1. Click on the Windows StartStart button 2. Click on All ProgramsAll Programs
3. Click on Payroll 4Payroll 4 orPayroll 4 ArubaPayroll 4 Aruba
4. Click on Payroll 4 repair databasePayroll 4 repair database, or click on Payroll 4 repair programPayroll 4 repair program
Always make a backup first before performing a compact.
5.1.6. Passwords
You can limit access to the program with passwords. The program works with two kinds of passwords:
1. The MANAGEMENT-password gives full access to all settings and the complete payroll administration.
2. The USER-password only gives limited access to the payroll administration of employees that do not belong a "Management" department and does not give access to the settings.
With this two level protection scheme it is possible to allow an employee (with an USER-password) to process the payroll of other employees, without having access the data of the management. Afterwords, someone with the MANAGEMENT-password needs to processes and prints the data of the management.
Note: A person with the correct knowledge, who is given the opportunity and the motivation, will be able to crack this security feature.
To setup a password, do as follows:
1. Click on the main menu on Company Info & OptionsCompany Info & Options
2. Click on PasswordsPasswords
3. Click on NextNext
4. Enter the old Management-password (Leave empty if you have not entered a password before)
5. Enter the new Management-password (Leave empty if you want to remove the password)
6. Confirm the new Management-password
7. Click on NextNext
8. Enter the old User-password (Leave empty if you have not entered a password before)
9. Enter the new User-password (Leave empty to remove the password) 10. Confirm the new User-password
11. Click on NextNext
12. Click on FinishFinish
5.2. Wage scales
If your company sets its wages using a system of wage scales (for example trough a collective employers contract), than you can enter the wage data here. When you enter a new employee, just enter the scale information and the program selects the corresponding salary from the table. Salaries in the wage scales are based on a 40-hour workweek. When you enter a new employee you enter the (average) number of work hours per week. The salary is adapted to this number of hours.
5.3. Tax parameters
On this page you’ll find all the parameters that the program uses to compute the tax and premiums. One or more of these parameters change from year to year and you may apply changes here. However, this is not necessary if you continue to download the latest version of this program. When necessary, these parameters are updated every year (see also § 4.1).
5.4. Wage codes
The salary, the tax, premiums and other deductions and additions are coded within the program using wage codes. Some wage codes are internal wage codes for which you can only change the description and not the attributes. Examples of internal wage codes are Salary, AVBZ-Premium, etc., which are used by the program.
If you select a wage code from the list of wage codes, you get an overview of the attributes, which you can change. However, in principle, attributes should never be changed and are made available only for advanced users. Make sure what you are doing before changing an attribute!
You can define you own accounting code (for example 4000 – Salary) for every wage code (for example SALSAL – Salary). With the reports General LedgerGeneral Ledger and YearlyYearly
declarations
declarations > Yearly LedgerYearly Ledger you can get a cost summary of processed periods based on your own accounting codes and enter the data directly into your financial administration (for example: Quickbooks).
To enter you own accounting codes, do as follows:
1. Select a wage code. 2. Press ENTERENTER.
3. Behind Account code, enter your own account code (max. 6 characters). 4. Enter a description.
5. Press ENTERENTER and click on OKOKto save the changes.
5.4.1. Add wage code
Almost every company has some unique wage components. Despite the fact that Payroll 4 is shipped with a large number of wage codes it is often desired to add your own wage codes.
To add a wage code, do as follows:
1. Click on the menu bar above on Wage codesWage codes.
2. Click on the action bar below on Add wage codeAdd wage code.
3. Click on NextNext.
4. Enter a name and description for the new wage code. The name consists of a maximum of 4 characters. Use an easy to remember name. The description is what will be displayed on the payslip. Click on NextNext to continue.
5. Specify the kind of wage code you want to create and click on NextNext. The most important wage codes are:
Normal wage component
Example: Night shift compensation, Work hours Non-cash wage component
Example: Use of company car, Meals Extraordinary wage
Example: Bonus, Vacation money Untaxed expenses
One time payment.
Example: Gas money, Phone money Payout
Example: MCB, RBTT, Cash, Check Non disclosed wage components
Example: Loans, Advances, Deductions
6. Then you specify how the program comes up with the amount and click on
Next
Next. This can be:
Percentage of the salary
For example: a bonus that equals 50% of the monthly salary Percentage of the hourly wage
For example: Overtime 150% Fixed amount
For example: Phone charges 25 florins Later to be determined amount.
6. Specify if the amount should be an addition to the salary (Credit), or a deduction from the salary (Debit). This is used as a check when entering mutations.
7. Click on FinishFinish to close the Wizard and the new wage code will be created. You may make changes if necessary. The new wage code is now ready for use during entry of mutations (see also § 3.3)
6. Employees & Wages
Click on Employees & WagesEmployees & Wages on the main menu to start this part of the program. Here you manage employee data and do the actual payroll administration.
6.1. Employee
The employee data is divided into different menu tabs on the menu bar on top of your screen and consists of: EmployeeEmployee, FamilyFamily, TaxesTaxes, WageWage, MutationsMutations, LeaveLeave. By clicking on the menu tabs you will see the different data for one employee. Behind the menu tabs you see the current PeriodPeriod and YearYear.
Right below the menu bar, at the right of Find you see the name of the currently
selected employee. By clicking in the small arrow on the right of this name, or by pressing [F5][F5] or [F6][F6] you will see a list with all the employees that have been entered into the database. You can now select a different employee from the list. From that moment all the menu tabs show the data for that employee.
At the bottom of the screen you see the action bar. Depending on which menu tab is selected you see different actions you can take. We will get back to this later on.
You can modify the employee data at any time, like changing an address, or adding missing information.
6.1.1. Add new employee
Adding an employee is done with the use of the New Employee Wizard. You start the Wizard by first clicking on the menu tab EmployeeEmployee and then clicking on the action button New employeeNew employee. If there are no employees entered, the program will start the Wizard automatically. Answer all relevant questions and the wizard will add the new employee. If not applicable you may leave questions unanswered.
To enter a new employee do as follows:
1. Click on the menu tab on EmployeeEmployee.
2. Click on Add new EmployeeAdd new Employee. 3. Click on NextNext .
4. Enter First name and Last name and select sex and click on NextNext. 5. Enter the date of birth and place of birth and click on NextNext.
6. Select the Nationality from the list or enter en new and enter the last 2 numbers of the identity number in. Click on NextNext.
7. Enter the address en phone number of the new employee. Click on NextNext. 8. Select a function from the list, or enter a new function. Click on NextNext.
9. Select a department from the list, or enter a new department. You can choose from Management, Staff and Administration, but you can also enter e new department. This is especially recommended for large companies (> 20 employees). Click on NextNext.
10. Enter the expected average number of work days per week and the expected average number of work hours per day. Click on NextNext.
11. Enter a fixed salary, or if the employee does not have a fixed salary, but is paid per worked hour, then select the second option and enter the hourly wage. Click on NextNext.
12. Check the other wage components that influence the calculation of tax en premiums. These differ between versions. Click on NextNext.
13. Specify how the nett wage must be paid out to the employee. Click on NextNext. 14. The information about your family may be of influence in the calculations of the
tax and premiums. Click on NextNext.
15. Enter the starting date of the employment. Click on NextNext.
16. Click on FinishFinish to close the Wizard and to add the new employee to the database.
All information entered in the Wizard can be changed. If desired you can also make the following changes to the selected employee:
Click on the image to add an picture of the new employee. Batch-name
The name of the employee as it will be displayed on his/her batch. Batch-title
The function of the employee as it will be displayed on his/her batch.
6.1.2. Delete employee
You cannot delete an employee from the database. Instead, when an employee leaves the company, you must change the status to InactiveInactive. Should the employee return to service, then simply change the status back to ActiveActive.
If you enter an employee by mistake then you can remove him with DeleteDelete
employee
employee, but only if the employee has never been processed and there are no mutations entered for this employee. To overcome this you must delete the mutations and Undo processingUndo processing for all the processed periods.
6.2. Family
When you click on the menu tab FamilyFamily, you get an overview of the data of the spouse and children of the employee.
6.2.1. Add spouse
To add the data of a spouse, click on the action bar on Add spouseAdd spouse and use The Spouse Wizard to enter the relevant data of the spouse.
6.2.2. Add children
To enter the data of the children, click on the action bar on Add childrenAdd children and use
The Child Wizard to enter the data of the children.
6.3. Taxes
When you click on the menu bar on Taxes you get an overview of the tax information of the selected employee. The Employee Wizard entered most of the tax data. If necessary you can change the information, for instance:
Premiums
By checking and unchecking you can specify which premiums (AOV, Svb, Zorg, etc) must be paid for this employee.
Tax support
By checking and unchecking you can specify which tax support items (Seniority support, Child support, etc) this employee is entitled to.
Premiums will be paid completely by the employer
For each premium you can check that the premium is to be paid completely by the employer (the premium addition to the wage is equal to the premium).
Tax deduction Tax Inspector
The employee has obtained a letter from the tax inspector allowing a tax credit. Year income
The full year income and the tax percentage to be applied to extraordinary wage component is automatically computed. If you remove the check mark from Auto, you can manually enter the full years wage.
Memo
Free text to make important notes. For example the date of a salary increase, or an official warning.
6.4. Wage
When you click on the menu bar on WageWage you will see an overview of the wage components for the selected employee. All wage components ware entered by The Employee Wizard. If necessary you can change the data:
Days / week
The (average) number of workdays per week of the employee. Hours /day
The (average) number of work hours per workday. Salary
The fixed salary of the employee. If an employee does not have a fixed salary, then you enter zero (0) and instead you enter the hourly wage of the employee. Hourly wage
If the employee has no fixed salary, then you enter here the hourly wage. If the employee does have a fixed salary, then this field will display the computed hourly wage, base on the salary and the number of working hours.
Pension employee
(Optional) The percentage of the salary the employee pays into the pension plan. By clicking on the arrow of the combo box you can select a percentage of the salary or a fixed amount.
(Optional) The percentage the company pays into the pension plan of this employee. By clicking on the arrow of the combo box you can select a percentage of the salary or a fixed amount.
Savings
(Optional) A fixed amount will be deducted from the employee’s wage and put into a savings fund. The monthly interest on this fund is set in the company’s settings. The employee’s savings are displayed on the payslip. To payout some or all of the savings from this fund, use the wage code SPAA, Payout savings fund.
Vacation money
(Optional) Percentage of the salary the employee earns as vacation money. After being included into the taxable income, this vacation money is placed into the vacation fund. The employee’s vacation money total is displayed on the payslip.
There are two ways to payout the vacation money:
Option A (All employees)
1. Check Payout vacation Money in the Process pop-up screen.
Attention! If you reprocess the same month (for example after making a correction), you must check this option again, or the payout will be undone!
2. Option B (One employee) 3. Process the period.
4. Take the vacation money total from the payslip.
5. Add the mutation VG (Payout Vacation money) with this total as a Mutation. 6. Reprocess the period.
Fixed wage components
Here you get an overview of the fixed wage components of the selected employee. Fixed wage components are those components that do not change from month to month.
If an employee gets additions or deductions, like a fixed compensation for expenses, or use of the company car, you can enter it here and it will automatically be included on his payslip every month.
Additions and deductions that vary from month to month, like overtime or deduction of advances should not be entered here, but at the Mutations.
Payout
Here you get an overview of how to pay out the net wage. If the net wage must be paid out to more the one account (for example a deduction to a third party, a fixed amount to a savings account, or partly cash), then you specify per account the fixed amounts. The account receiving the remainder of the net wage must not have an amount specified (leave it empty).
Note: There must always be exactly one account where a maximum in not entered!
6.4.1. Net wage
Some employees are contracted based on a net wage. In that case you must include the tax into the gross salary, because taxes paid by the employer for the employee are also taxable.
Computing this gross salary is easily done with The Net Wage Wizard. You can use the Wizard to compute a gross salary from a net salary and/or to compute gross mutations from net mutations. Do as follows:
1. First enter optional net mutations (Hours worked, Tips, Deductions, etc.). 2. Start the Wizard by clicking on the action bar on Net wageNet wage.
3. In the Wizard you optionally enter a net salary.
4. The Wizard computes the gross salary and/or gross mutations and updates them.
5. Process the period and verify the net amount to be paid out.
The gross wage is also dependent on seniority support, child support and marriage support. If you change any of these tax components, you must re-compute the net wage.
6.5. Mutations
When you click on the menu bar on MutationsMutations you will see an overview of the mutations of the selected employee. Mutations are variable wage components that can change from month to month, like overtime, other additions and deductions, which together with the fixed wage components make the employees wage.
To enter mutations, do as follows:
1. Select an employee.
2. Verify that the correct period is selected
3. Enter the wage code of the mutation (for example: NORNOR for normal Work hours, or 150150 for Overtime 150%) and press on ENTERENTER, or select a mutation from the drop down list.
4. Depending on the type of code you enter the number of hours, or the amount. 5. Press ENTERENTER to go to the next line.
Repeat these steps for each mutation, of press [F5][F5] to select another employee. After you have entered all the mutations, you must process them to compute the tax and premiums (see chapter 5).
If necessary, you can enter hours in both decimal, as well as in hours and minutes. For example: 2 hours and 30 minutes = 2.5 hour (decimal), or 2:30 hour (HH:MM). When you enter using the HH:MM format and press ENTER, it is then automatically converted to decimal notation.
After you have entered an incorrect mutation it can easily be removed. Click on the so-called Record selectorRecord selector on the left of the mutation. The will highlight the mutation. Press DeleteDelete and the mutation will be removed. It is also possible to remove multiple mutations at once.
After the mutations have been processed, you will also see the fixed wage components, computed tax and/or premiums in the mutation area. To delete these mutations, which were added by the program, you must undo the processing:
2. Click on Undo ProcessingUndo Processing.
6.5.1. Report
Click on the action bar on ReportReport to start this part of the program. With Report you are able to print payslips and all sorts of other reports.
Do as follows:
1. Click on the action bar on ReportReport.
2. Verify the you have selected the correct period.
3. Click on ReportReport , select the desired report and click on OK.
4. Depending on the type of report, you can select an individual employee, AllAll employees
employees, or all employees from a specific department.
5. Click on ScreenScreen to preview the output, or PrinterPrinter to sent the output directly to the printer.
6. Click on OKOK.
You select a report in the same way you normally select a file in Windows. To keep it organized, the reports are grouped into (sub)folders. The most common reports can be found in the folder Reports. All the other reports are in sub folders of the folder
Reports. Not all reports are found in every version of Payroll4.
Declaration
Overview of wage tax and premiums to be paid Bank payments
Overview of net wages to be paid, sorted per bank, cash and checks Cash payments
Overview of cash payments including specification of bills and coins General ledger
Journal with your own account codes Deductions
Overview of (third party) deductions Journal
Journal Recapitulation
Salary recap
Payslips. Payslips plus has also accumulated totals and tax credits. Payslip Extra is for many mutations, Payslip Pro has no letterhead and is to be used in company letterhead paper
Payslip wage summary
Explains how the calculations ware made Payslip check
Payslip to perform a quick (on screen) visual check of the payroll MCB Direct
Start a Wizard to create a MCB Direct payment file. GiRO Disk
Start a Wizard to create an electronic GiRO payment file
Year Declarations Electronic wage sheet
Starts the Wage Sheet Wizard to easily create an electronic version of the wage sheet for the tax inspector
Yearly Ledger
Journal with account codes for the whole year Year Journal
Journal with wage codes for the whole year Year recapitulation
Payslip recap for the whole year Wage tax cards
All the data to print on the (colored) wage tax cards (loonbelastingkaarten) for the tax inspector
Wage tax cards Plus
Like wage tax cards, but designed to print on plain paper. Employee Wage summary
Overview with the computations of the wage tax and premiums for the employees
Employee Declaration Arbeidszorg
Yearly report with all employees for the labor department (Dienst voor Arbeidszorg)
Wage Summary
Cumulative wage sheet (verzamelloonstaat) of all employees for the tax inspector
Overviews
Functions en scales
Overview of functions and scales Wage Codes
Overview of all wage codes Wage Costs per Department
Overview of labor costs per department Wage Summary Period
Wage sheet for one particular period (for check up purposes) Savings Summary
Overview of all saving fund totals Summary Advances
Overview of wage advances Wage Scales
Overview of wage scales
Employee Information Cessantia
Overview of the Cessantia for employees Employees Years of Service
Overview of years of experience per employee Employees Wage Information
Overview of employee data Employee Tax Declaration
Declaration by the employee for the computation of the wage tax and premiums. This information must be checked each year and adapted
Batch with Picture / logo
To produce professional looking ID batches for your employees, do as follows:
1. Enter the name and title of the employee at the Employee tab under Batch-Name en Batch-Title
2. Click on the action bar on Report
3. Click on the Report button and select: Reports > Employee Information > Batch with logo, or if you have entered the employees picture: Reports > Employee Information > Batch with Picture.
The batches are printed.
5. Using scissors, cut the batches out of the paper.
6. Laminate the batches and attach a clip, or place the batch in ready-made clear plastic batch holders. Contact your office supplier for more information.
SVB Mutations
Overview of SVB employee’s mutations compared to the previous period. Mutations should be reported to the SVB on a special Employee’s Mutation Form. Employees Birthdays
Overview of all employee birthdays Employees
Overview of employee data
Sickness and Vacation Vacation Card Check
Overview of vacation days Vacation and Sickness Cards
Print this report on quality (colored) paper to register vacation and sick days Sick Leave
Overview of sick leave
The default paper size is configured in Windows. If you want to change this you can change it in Windows by clicking StartStart > SettingsSettings > PrintersPrinters and then use the right mouse button to click on the default printer and then select PrintingPrinting preferences
preferences......The most common paper size is A4A4. You can also preview the output on screen and then click on the action bar on Printer setupPrinter setup and make the change.
6.5.2. Process
After entering all the mutations, you must process the wage components. This is necessary to compute the wage tax, premiums and other deductions. Do as follows:
1. Click on the action bar on ProcessProcess.
2. Verify you have the correct period.
3. Click on All employeesAll employees to process all employees at ones.
4. If you want to payout the vacation fund totals, check Payout vacation money.
On your screen you will now get an overview of the number of errors, warnings and informations generated by the program. If there are errors, you should correct them. Click on the name of the employee to select that employee. The Process window remains open. Correct all errors and click on Process again.
If there are no more errors, then click on CloseClose to close the window. The payroll is now ready to be printed using the action button ReportReport.
If you make changes or additions after the period has been processed, you must reprocess (that employee) again.
If by mistake you process an employee who is no longer in service, then click on
Process
Process > Undo processingUndo processing and change the status of the employee on the
Employee
Employee tab to Not ActiveNot Active.
When a period has passed it’s automatically locked. If you still want to make changes or additions after that, the program will ask you to confirm this action by entering the name of the company. You must enter this name exactly as it appears on the title bar of the main program window. It is recommended not to make any changes after a period has ended, salaries have been paid, and wage tax and premiums have been paid. Make sure what you are doing!
6.5.3. Deductions
Many employers are confronted with deductions. Either for the company itself, or for a third party. Deductions are made easy with the use of a Wizard. Do as follows:
1. Click on the action bar on DeductionsDeductions.
2. Click on NextNext to continue.
3. Enter the wage code for the deduction. For example INHINH (Deduct advance), or any other wage code for deductions that you added yourself (See § 5.4.1 form more information on adding wage codes).
4. Enter borrowed/open amount, and you enter the amount you want deducted this month.
5. Click on NextNext to continue.
The Wizard has now come up with a deduction plan to deduct to whole amount in the next months. You can change the monthly amounts (if desired) by placing the cursor on the amount and changing it. For example, if you want to skip a month, enter 0.00 and press ENTERENTER and all the remaining deductions are moved over to the next month. If you want to increase the monthly
amount, that also is possible. The Wizard constantly re-computes the deductions.
6. If you are satisfied, click on NextNext to continue.
7. Click on FinishFinish.
The Wizard is closed. All the deductions are added to the mutations by the Wizard.
The mutations area will now show the deduction for this month. Check near the bottom of your screen on Include future periods (deductions)Include future periods (deductions) to also display mutations in future months.
6.6. Leave
Click on the menu tab LeaveLeave to get an overview of the vacation and sick days of the selected employee.
6.6.1. Make vacation card
To register the vacation and sick leave it is handy to have a vacation card of each employee. Do as follows:
1. At Vacation days enter the number of vacation days and select either perper
period
period or per monthper month.
2. Optional: Check Compensation days if the employee is entitled to compensation days. Note: Compensation days are usually public holidays that fall on weekdays and for which are note taken into account by the work roster. 3. Click on Make vacation cardMake vacation card
4. Click on OKOK
The following has taken place:
1. Available vacation days from previous years are transferred to this year.
2. If you have chosen vacation days per yearper year, the entitled number of days is added to the total.
3. Compensation days (if applicable) are added to the total.
If you choose vacation days per periodper period, then this number of days is automatically added to the total each month during processing.
You can now make manual changes and additions to the vacation card:
1. Enter a starting date. 2. Enter an end date.
3. Change the description if necessary. 4. Change the number of days if necessary.
You can print the vacation cards, for example on thick colored paper with the report
Sickness and Vacation
Index
A
Accounting codes...16
Add new company...7
B
Backup...10C
Cessantia...28 Compact...14 Company Information...12 Compensation days...32D
Date format...5 Deductions...31E
Employee...19Employees & Wages...19
F
Family...19, 21 Fixed wage components...23H
Help...11I
Instalation Wizard...6Installation...6
Internal Wage code...16
L
Language...6Leave...19, 32 Local Area Network...6
Logo...13
M
Management passwords...14 MCB Direct...27 Microsoft Access...6 Multiuser...6 Mutations...8, 19, 25N
Net wage...24 Network...6O
Options...12 Overtime...25P
Paper size...30 Passwords...14 Payroll administration ...7 Payslip...8 Pension...23 Printing preferences...30 Process...30Q
Quick start...7R
Register...10 Registration number...11 Repair Database ...14 Report...8, 26 Restore...13S
Security...15 Sick days...32 Support...10T
Tax deduct tax inspector...22Tax parameters...16
Tax support...22 Taxes...19, 21
U
Unlimited...10 Update...9 User passwords...15V
Vacation card...32 Vacation money...23W
Wage...19 Wage code...16Wage code attributes...16
Wage components...7
Wage scales...15
