Paydata Quickstart Guide
Contents
1. MM i 12 Entering EMDIOYEE Snai 13 Ney BUSINESSES rana ra 16 Employee Record Entry Sheet 17 The Information Required Before You Start Running a computerised system requires no more information than is needed with a manual system It is always easiest to start a system at the start of the financial year You can however start at any point in a year by entering the cumulative figures to date The Business Details The basic required information should be readily available from existing records Payroll name frequency last pay period and date and tax year will be fairly obvious The Nominal Ledger Codes can either be drawn from your accounting system or entered as simple text Details of the Name and Address and the Bank Account from which the payroll is drawn are required The Tax Office Name and Numbers should be obtainable from the payments record booklet Pension Scheme details again should be available or can be provided by the pension company The Individual Employees The basic required for each employee is detailed below If some detail is unavailable you will have to make an entry of some sort which can be later updated with the actual information For example unknown dates can be entered as 01 01 80 and unknown text simply with a You may find however that RTI returns will not work until the data is complete Name Date of Birth Address National Insurance Number If paid by Bank2. Job Title Assistant Manager Director NI Rules Apply _ Yes First Pay Period as a Director 0 Record Partner Details for ShPP _ Yes Partners Sumame Partners Forenames Partners NI Number o ll nr gt Next Previous Exit Where Bank Transfer is the Payment Method then the Bank Details must be completed 14 Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holiday Employee 0006 Drummond lan SVR Indicator Cash Payment 0 004 Tax Code 1060 Last Review Date 01 09 2013 Month 1 Basis _ Yes Basic Pay 1500 00 Student Loan i Repaymerts Apply Yes Hours Normally Worked 39 008 Imegular Payment Pattem Yes Hourly Rates Last Pay Period 2 Save New Delete Find Print Next Previous Where a Tax Code is not known then use the emergency Tax Code on a Week 1 Basis with tax letter L Your tax office can inform you of the current emergency code Basic Pay should be set at the value to be paid each Pay Period For example where an employee has a wage of 250 per week but is paid fortnightly the Basic Pay should be 500 If he were paid 4 weekly the Basic Pay would be 1000 In Pensions tab Where a business has several Pension Schemes in operation ensure the correct one in selected for the employee Where the values are declared in the employee record these should be filled in In Costings set the Departmen
3. 0 Notinstaled DO cRoPdata O Notinstaled DO alrYdata 7 Notinstaled DO FINAN ClALdata Not Installed CD PAY data Not Installed MW SHEEPdata Not Installed E Next gt lt Back Cancel Farmdata Ltd W estertown Rothienorman Aberdeenshire 4B51 BUS Tel 44 0 1467 671457 Fax 44 0 1467 671466 www farmdata co uk support amp farmdata co uk All products are registered trademarks or trademarks of their respective companies Copyright 1979 2015 Farmdata Ltd All rights reserved Select Paydata and click next farfmdato MANAGEMENT SYSTEMS Install Products and Updates 2 2 Please enter your Activation Keys for the following Products If a Key is shown as Optional then it may be left blank and the Product will run for 60 days after Installation Product Key Required Activation Key PAY data Optional Farmdata Ltd W estertown Rothienorman Aberdeenshire ABS SUS Tel 44 0 1467 671457 Fax 44 0 1467 671466 www farmdata co uk support farmdata co uk All products are registered trademarks or trademarks of their respective companies Copyright 1979 2015 Farmdata Ltd All rights reserved Enter the Activation Key supplied Leave blank if this is an evaluation copy The PAYdata for Windows Installer screen will now appear A registration screen will ask you for your Name and Organisation as below Click OK to proceed and files will be copied Welcome to the InstallShi
4. obtain an Activation Key from Farmdata Activation Key Please enter your Activation Key o You will then get a screen showing you which directory the data files will be loaded into C FARMDATA PAYROLL32 is the suggested directory If this is not acceptable click Browse and select your preferred directory Folder for Common Files Please select the destination for Common Files Folder C FARMDATA PAYROLL32 Change Click OK proceed The system will then check for the necessary disk space on your computer The setup routine now adds PAYdata to the Farmdata group box unless you choose to put it elsewhere You will now have a Farmdata group in Windows with a PAYdata for Windows Icon The first time you go into the program you will be asked if you wish to create a new business Accept and you will go into setting up the system structure as described below Setting up the System Structure The first sections that have to be set up are all in the Maintenance Routines Option All the options are described in Chapter 2 of the manual General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Payroll Name Manor Farm Frequency Monthy Highest Cash Note 50 ne Holiday Year End Month December Employer Contracted Out No y Contracted Out Number ECON Tax Year in Progress A016 Last Pay Period Lie Last Pay Date 30 05 2015 v Type of Employee Costings By Employe
5. v NI Number WL553322A Citizenship UK From a Country in the European Economic Area Passport Number Address 2 Spinners Loan Upton UP32 500 Tel Number Starting Date 01 09 2013 Save New Delete Find Print Next Previous Exit Each employee should be allocated a payroll number Enter this at the top Fill in the detail as available Where the correct information is not available you may need to make a fictitious entry until the correct information is discovered Some detail must be correct before the first Payrun is started such as Tax code NI Letter and Basic Pay Other entries have to be correct before RTI submission such as NI Number Address and Date of Birth National Insurance Number must be in the form AA123456A 1 Must be 9 characters 2 First 2 characters must be alpha 3 Next 6 characters must be numeric 4 Final character can be A B C D or space 5 First character must not be D F I Q U or V 6 Second characters must not be D F I O Q U or V 7 First 2 characters must not be combinations of GB NK TN or ZZ the term combinations covers both GB and BG etc aioe Employee Details Payment Pension Costings Cum Prev Employ NI Cumulatives Additions Deductions Holiday Employee 0006 Drummond lan Se Email Payslip Yes Payment Method Bank Transfer i ni Bank Name TSB Bank Branch Upton Bank Sort Code 1998877 Bank Account Number 52001245 AutoPay Number 0006
6. Transfer then the bank details of the employee must be entered Is this employee to be set as a director Start Employment Date Tax Code amp National Insurance Letter Student Loan Repayments Due Basic Pay and or Hourly Rates Holiday Entitlement Department and Cost Centre Allocation Pension Scheme Membership and Payments Any regular additional payments or deductions An Employee Record Template which may be useful for data entry is included at the end of this booklet Loading the Software The system has to be loaded onto a computer running Windows XP or above Insert the CD and the system should automatically begin installation If not select Start and Run from the Windows Desktop In the Command Line type d Setup where d is the drive letter of the CD ROM and click OK The screen below will appear from which you can select Paydata to install nstall Products and Updates View Documents Browse CD Exit Farmdata Ltd Westertown Rothienorman Aberdeenshire ABS BUS Tel 44 0 1467 671457 Fax 44 0 1467 671466 wai farmdata co uk suUpporti amp farmdata co uk All products are registered trademarks or trademarks of ther respective companies Copyright 1979 2015 Farmdata Ltd All tights reserved Select Install Products farfmdato MANAGEMENT SYSTEMS Install Products and Updates 1 2 Please select the Products and Updates that you wish to Install 7 Produet JT Status Install CATTLEdata
7. able Pay v Employers Contribution 0H Cost Codes for Contributions Employee Ees Pension Employer Ers Pension Indicator for CO Rebate for CO Employees No La Deduct NI Lower Limit from Gross Pay No Ey Day of Month previous Months Payments Due i SH E aae ENE ees Exit Each Pension Scheme required should be created independently Click New and allocate a number fill in the detail and click Save 11 Allowance Deduction Codes Allowance Deduction Codes are used to make adjustments to pay outwith the normal basic pay and hourly rates Within the system you can set up a list of these to suit your business A basic set are allocated when a business is created but this can be amended as required seve wow pe eroe nese Prevoun eae tev pa Entering Employees Each employee has to be created in the Employee Records It may help to use copies of the sheet at the end of this book to collect the required information before entry into the system To create the first employee click the Employee records button at the top The following screen will appear Employee Details Payment Pension Costings Cum Prev Employ Ni Cumulatives Additions Deductions Holiday lt Employee Number pos v Sumame Drummond Forenames lan McCall Title Mr v Date of Birth 06 09 1985 Sex Male
8. e Agency Holiday Accrual Rate 0 0002 Password Required Items Details Verified All the above data should be filled in Tax Year is the year in which the financial year ends 2015 2016 Financial Year is Tax Year 2016 Last Pay Period should be 0 at the start of the financial year Password may be blank If blank no password 1s demanded _8 General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Income Tax NI Contributions Bank Account Recoverable SSP Payments Recoverable SMP Payments Recoverable SPP Payments Recoverable ShPP Payments Recoverable SAP Payments Required tems Details Verified Nominal Ledger Codes should be filled in Blank is not an option Nominal Ledger Codes from you accounting system should be used if available Alternatively text can be entered as above General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Employer Name Manor Farms Address Estate Office Manor Farm Upton KLOI OTH Telephone Contact Title Mr v Contact Forename lan Contact Sumame Hendry l Required tems Details Verified Enter employer details as known to HMRC and contact details for the responsible person General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Bank Name Bank Branch Up
9. eld Wizard for PAYdata 8 0 PAYdata 8 0 Setup is preparing the InstallShield Wizard which will guide you through the program setup process Please wait Computing space requirements If this is a stand alone pc installation select Full on the screen below If it is a server installation please consult Farmdata Setup Type Choose the setup type that best suits your needs Please select a setup type Install Paydata and SQL Server 2008 R2 Recommended for standard users Install Paydata and SQL Server Client Tools Choose which program features you want installed and where they will be installed Recommended for advanced users InstallShield Follow the InstallShield wizard through The program will now be installed You should now have a PAYdata Icon on your desktop Starting the System Once you have the system loaded onto the computer you can go ahead and start to use it Use the PA Ydata Icon on the desktop or Go to Start Programs Farmdata and PA Ydata If you have installed from a web download the first time the program is opened an Activation Key is then asked for Enter the Key as written on your Certificate or Installation Sheet It is essential to use upper and lower case as on the certificate If you are installing a demonstration program you will have no Activation Key the system will work for 60 days and then ask for an Activation Key No data will be lost but you will not be able to access it until you
10. g out of the use inability to use quality or performance of such Farmdata software and user manual even if Farmdata Ltd or any such other person or entity has been advised of the possibility of such damages or for any claim by any other party In addition Farmdata Ltd or any other person involved in the creation production or distribution of Farmdata software shall not be liable for any claim by you or any other party for damages arising out of the use inability to use quality or performance of such Farmdata software and user manual based upon principles of contract warranty negligence strict liability for the negligence of Farmdata Ltd or other tort branch of any statutory duty principles of indemnity or contribution the failure of any remedy to achieve its essential purpose or otherwise This does not affect your statutory rights This booklet is designed to help you get started It should be used in conjunction with the following manuals Related Documents Paydata Manual Table of Contents The Information Required Before You Start 3 Loading the Software se casos censnsnsiansvssnaanneshacancenencepeasaasannussaasaneshatamaonaaeepeasartaanusanaeaasshubimoosueeannt 4 Starting the System rn 7 Setting up the System Structure ccccccccccccsssssseessssssssseessssvsssecccccccseusenecessessssvsssssssssecccees 8 EGHSIONSCHCMEeS nona i otite 11 Allowance Deduction Codes
11. paydata Payroll Recording amp Management System Quick Start Guide Version W 1 0 Documentation and Software by Farmdata Limited 1987 2015 Farmdata Limited Copyright Information 1987 2015 Farmdata Limited Westertown Rothienorman Aberdeenshire AB51 8US The information contained in this manual and the accompanying software program are copyrighted and all rights are reserved by Farmdata Ltd Farmdata Ltd reserve the right to make periodic modifications of this product without the obligation to notify any person or entity of such revision Copying duplicating selling or otherwise distributing any part of this product without the prior written consent of an authorised representative of Farmdata Ltd are prohibited Information contained in this document is subject to change without notice and does not represent a commitment on the part of Farmdata Ltd The software described in this manual is furnished under a license agreement The software may be used or copied only in accordance with the terms of this agreement Limitations of Liability In no event will Farmdata Ltd or any other person involved in the creation production or distribution of the Farmdata software be liable to you on account of any claim for any damages including any lost profits lost savings or other special incidental consequential or exemplary damages including but not limited to any damages assessed against or paid by you to any third party arisin
12. ry Sheet sumime Sex Male 9 Female 9 NI Number 0 Director Yes 9 No 9 start Date Fraxcoe O weni ie ono 9_ Paid By Cash 9 Chq9 Bank Tran9 Last Review Date a ea e a Tome 1 Je DT Toce Je Code Value Cost Ctr lee
13. t if required and the Cost Centre allocation if known In NI Cumulative If you don t know the NI letter use A to deduct at the standard rate For employees over state pension age use C and for employees under 21 use M In Additions Deductions set any regular values to be added or deducted each pay period Click New at the bottom to add another employee record and continue with the next employee Once all the employees have been entered you can proceed to the Payroll Run 15 New Businesses To set up a new payroll click on File and New Business Alternatively click the closed book icon at the top left of the screen This will take you back to the initial start up screen You then follow the same routine for each new payroll If your business has different frequencies of payment to staff for example weekly and monthly payments these will have to be set up as separate payrolls Next time you start the program you will be given the business option screen to pick from as shown below If you wish to swap between businesses whilst working in the program click File and Change Payroll Alternatively click the open book icon at the top of the screen Last Period Manor Farm O0 30 03 15 Manor Fam Completed Estate Home Fam Completed Use the main manual for further explanation when required Don t Forget to take Backup If all else fails Farmdata can resurrect your records from good backups 16 Employee Record Ent
14. ton High Street Sort Code 002200 Account Number Account Name Manor Farm Type of Bank Transfer Output Auto Pay Text pie Directory for Bank Files C FARM DATA PAYROLL32 BANK i Extension for Bank Files Banking Package supports RTI Cross Ref BACS User ID Required Items Details Verified Bank Details should be entered 1f payments are to be made by BACS General Parameters Nominal Ledger Codes Employer Details Bank Details Tax Details Tax Office Name Upton Tax Office Number E Tax Reference Number 0341 515 Accounts Office Reference z 911PU00341515 SA UTR Number if applicable L oo COTAX Reference f applicable Directory for Submissions CAFARMDATA PAYRO LL32 MAIL Required Items Details Verified Tax Office Name Number and Reference can be found on the Payment Deduction Book or any correspondence with the tax office 10 Scheme Auto Enrolment Details Number Peoples Pension Scheme Name TENE 1 l Stakeholder Scheme o After Tax Deduction Scheme i SCON Number Deduction Type Fercentage Deducted Adjust Employee Contribution for BR Tax Allowance Yes wi Employers Contribution Type Straight TEZZE of Fension
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