Home

Acclaim - Paymate Software

1. 54 eq MEEK dE ebessi eege et ere 55 Government E le de CG f 55 Employee HIStory Detall 2eeegei tee ged E dud 56 Employes Husebory ENEE ee Ee ee 56 Employee Year to Date EEN dee eege GENEE EES 57 Payroll Category VEER etre ined Ee 57 Accrual EE 57 Employes Master RebsOlI titus ed e a Eggs 58 Employee Phone List ERErE den See gege SEENEN rica oc or kk e e eg 58 Employes Notepad List Reportes ein damna a d d ra ERR a x ege LXX a eR XR na 58 Eunmu c EE c Arc e 58 WSIB RE DOM eege aen EX NER SAX wit En ica Qu AV ka VO Gu FO VRVA en SERRE NN Dv Ve au dia 59 paymate PAYROI Id te Table of Contents Work Details Edit LISE EE 59 Cost Centre Edit ENEE 59 Employee Work Summary Ne retia ree sanata nhanh ash NES NOR ANNE ENN ERKENNEN SEN 60 Cost Centre Work Dektall 5 6x dea Yan s ee Sax ned xv Ya EFE wa na Ce v LR c RI ER arma Ra E dada x 60 Job Casting General Ledger SUmiriaryss Ee EE x R2 Ya NO ULOEt FER EE ER MEE 60 Cheque Reconciliation Reetz ag e egeg eege k uge deeg SEN 60 POM E 61 Becard Of E elle E 61 TAS Se SOI EE 62 WEI EE 62 tilitiE E 65 Backup Company EE 65 Restore Company Date ie geg 66 Re Index COMPANY DACA EE 67 Integrity el 67 xij nec EA 68 Support Servicesiiisiicetoxase vow sau dave ak uo a MON Fd RUE dou acd dduaud DE YR SOIN E ETE M 68 Calling elen ET 68
2. The Rankup function will backup all data files in the current eompony folder This means you will bc backing up all the sctup information all tho cmployec infomation arid all Uns Duscht infurinetion for Uns selected year Select a dine where you wart lo backup the dale 11 you are backing up lo a fixed device eg s hard drive specify the folder where you wish the backup file to be stored The aplication will not overwrite any previous backups on your hard I oer are Dackam up to diskettes invert the Inyt diskette inito Ure Hoppy dive teri select this floppy drive from the drop down list The application will prompt you to insert mach diskete as needa F Paymatew ESA TP 3 Cancel F Help paymate e amp HR SOLUTIONS Restore Company Data Paymate allows you to backup each company s data to the hard disk or to removable diskettes To restore a backup made with Paymate From the main Paymate window select Utilities gt Restore Company Data S Paymate Company Restore The Restore furctioa will restore all the data liles in the currentcompary folder This nears you will 3e restoring al the se up infcrmetior al the employee inlorrraticn andall tre limesheet infornaton or Ihe seleted year In skort you wil be seting the ccmpany data back to Ihe way it was when you nade the backup Select the dive where vou backed up to on a previous occasion If you are restorng tom a backup ona fied device ec a har
3. Data Repair Data Repair Service to solve problems caused by data errors The data may be sent to us by mail courier or by email This is a chargeable service Not all data may be repaired If we are unable to repair your database you will not be billed Calling for Support We recommend that you use the STANDARD DEFAULT DIRECTORIES during the installation of Paymate e g C PAYMATEW Please do NOT change directories during installation Do NOT let anyone change the database structure or alter data using other programs or alter the program in any way We cannot support you if this is the case Make backups regularly It is customary to keep 3 sets of backup on separate diskettes and ro tate the sets overwriting the oldest diskettes with new backup We also advise you to write the date on the 3 sets of diskettes When you encounter a problem We advise you to refer to the Knowledgebase as the first step in problem solving It gives a detail listing of all the problems that you are likely to encounter To access the Knowledgebase 1 From the Windows desktop click Start gt Programs 2 Click the Paymate folder and then click the Knowledgebase icon You may also access the Knowledgebase from within Paymate Click Help gt Knowledgebase If the problem is still not resolved gather the data described in the next section and call us amp HRS te paymate Before you call us The information we will require before you call
4. NetsPad istos TRAIN NG APFIL 12 10 304M gu B coe 7 del The History Tab Under History Tab you can see all the payrolls processed for the selected employee You can make adjustment by clicking on Edit History record Add History record will let you add a new record this feature is helpful if there are any Year to adjustments required You can Delete History Record if the employee was paid by mistake Once record is deleted it can not be restored unless you have a current backup to restore from Ei Employee Edit mma momy Nuseber 1001 Name Eet Harold Deputnmen poco Base Tax Net Qaem Pay Card Sack NotePed Hitoy paymate PAYROLL amp HR SOLUTIONS Edit History Record 1 From the main Paymate window click Setup gt Employees The Select Employee window opens 2 Select the employee and click Edit The Employee Edit window opens 3 Click the History tab 4 Select the History Record and click Edit History Record 5 After making the necessary changes click Save 6 Click Close 7 You may move to the next employee by right clicking on the window and selecting Find Employee from the menu After selecting the next employee click the Add button on the Navigator Bar to create a new history record Number fo Nene at Hasold P Department Jore Pay Group Management Aunt Ot PetiodEndDate 01 21 2010 Sequence 8 98 7 Toas 509 00 10 Samy Earin
5. 7 Some institutions require that you specify a Transaction Code The Transaction code will default to whatever it should be for a regular payroll run so you will rarely if ever have to change it If you are processing a special run outside the normal payroll such as a Christmas bonus your bank may require that you use a different transaction code Check with your financial institution 8 Depending on the financial institution you may be required to specify a Due Date This should be the date the payments have to be present in the employees accounts 9 Once you are satisfied the settings are correct click Save 10 Click Create and Paymate creates the bank file for you 11 Transmit file created to your bank for processing amp HRS te paymate Next Bank File Sequence Number Your financial institution uses the sequence number as a control to make sure you do not send them the wrong file If the last file you sent had sequence number 02 the next file you send must have sequence number 03 or the file will be rejected and the deposits not made When you first sign on to your financial institution s direct deposit system they will put you in test mode and they will ask you to send a few test files before you actually go on line Some banks require that you use a special sequence number to do this for example 0 When you do go live your financial institution should tell you what your first sequence number will be Paymat
6. If you wish to add other users to the system but have them access only certain information then you use the Advanced Security Feature paymate Payroll The steps involved in processing payroll are as follows Select Pay Period Creating Timesheets Batch Create Timesheets Create Cost Centres Enter Work Details Print Payroll Journal Print Cheques and Payslips Print Cheque Register Print Deposit Register Create Bank File Post Payroll Transfer Payroll Data Export Job costing Select Pay Period The first step in Payroll Processing is to select the pay period for the pay From the main Paymate window click on Payroll gt Select Pay Period Ferd iun Information 1 Pa Groups aos Office Salary 1 E Pay Peiod oaveav2010 1 1 Beien speclp which eamangz deduction and bereli shuld be inckaded cn fnis pay run lhe mot biked wall riot spear on the emplagess brechbestz Earrings Dedacsor Bereits M YN Sab a F 302 Ein Inzame Tax a 201 RRSP Cooper M OG Houh sce k 304 Es usbecz Te Iz 202 Health Plan kW dU Dues 1 k 208 Linien Dues fe MG Lielrzusnze ke 104 Destine 2 p fe 309 Lite ranee ke 204 Car ihare fF ID Bonus 4 310 RRSP Deduction ER 207 We 1 M 108 Paire Boru Ia 311 Health Plars fe 20S WE Re he dOS Shahodat Dividench k 213 Losm E Ap Tex VP sc Esred kW ID Baenked Tims e 313 Canada Savings Bond fF 210 OPP Insursble odi Tee 214 Gam Hei 20 fe 211 Engkus DP S l ff S15 Disp ban 30 s 1 For ea
7. SOLUTIONS paymate Entering Year to Date Totals If you start using Paymate in the middle of the year you should enter each employee s totals from the beginning of the year This ensures that CPP and QPP deductions will stop when re quired You may use Sprint Forms another product from AK Microsystems to print the T4 T4A and Relev 1 information 1 From the main Paymate window select Setup gt Employees 2 Select the first employee from the list of employees and click Edit 3 Click the History tab A window appears as shown below Di Employee Edit Icd Nursber 1001 Names wh Ha Department 8 0000 Basic Tax Net m Pay Cad Back NotePed Hiton EndDae Pa Date Run Seq 3 Pao Gp H Dept S RCT Ge Gees Pay DeductoniNet Pay D 01 31 2101 01 31 2010 01 EE Lip IEN Standard 00 00 32 00 463 0 CS 21 Add rop Record tj a JL a B ce e 1 Click Add History Record The Add History Record window opens 2 Select the first pay period from the drop down list to which the new record will be assigned 3 Click OK The Employee History window opens as shown below 4 Enter the employee s total earnings total tax total CPP or QPP and total EI to date If your payroll is subject to a payroll or health tax such as EHT in Ontario remember to enter this amount as well 5 If you enter an amount for Vacation Paid enter the same amou
8. Upent NSE Stale Noid Heverse Cheque ooe 7 Show Cleared Cheques Ti Close 7 lel paymate e amp HR SOLUTIONS Exporting Payroll Data Transferring Payroll Data This section explains the procedure for transferring payroll totals to your accounting package Before following these procedures you should be certain you have properly set up all the account information in Paymate For more information see Setting up the Accounting Interface Once you have set up the accounting interface transferring the payroll data consists of the following steps E Make sure you have finished processing the entire payroll for the month If you transfer the payroll data after every payroll run make sure you have completed processing the payroll run you want to transfer 2 Make sure you have posted the timesheets from the last payroll run to the history file From the main Paymate window select Payroll gt Export RayrollCheck the Preferences tab The Preferences tab shows settings that you would usually set up once 5 Make sure the Export File Name is specified and if you think you might forget what it is write it down 6 Choose an Application of Date Range setting There may be other information specific to your accounting package For example you may have to specify a Source or Journal Source Transaction Source etc 7 Check the Parameters tab This page allows you select which Department s Payroll g
9. 1 From the main Paymate window select Reports gt Employees Lists gt Phone 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Employee Notepad List Report The Employee Notepad List report shows each employee s setup information as entered in the Employee window 1 From the main Paymate window select Reports gt Employees Lists gt Notepad 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Employee Labels The Employee Labels report shows each employee s setup information as entered in the Employee window 1 From the main Paymate window select Reports gt Employees Lists gt Labels 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your labels 5 Click Print to print your labels amp HRS te paymate WSIB Report Note If you have Multiple WSIB Rates you will have to set them up as a benefit The Workplace Safety Insurance Board Worker s Compensation report shows each employee s total assessable earnings for a specified period 1 From the main Paymate window select Reports gt Worker s Compensation 2 Any earnings that have been flagged as subject to WSIB are considered assessable earnings this flag is set on the Earnings and Benefits windows The report also shows
10. Paymate Acclaim D USER MANUAL Updated May 2010 Table of Contents Using this Ree EE 4 The Online Help ren cain ege VEER eebe e tee 4 Readme EE 4 IOC IGN E 5 Installing Paymiabe for WiINdOWS cassa scien kenn Ee ENNEN deg ENEE 8 SCUD e P 8 Setup PRETEFENCES aoxutul easidii aiii fa Ra ARA E IARE TX DP CR D RERERRE IARE ELA T PAR PRI 8 Creating a ACOOMDONY EE 11 Defining Pay GIOUDS EE 13 Defining Payroll ee Tel 16 Defining Depas teuer EE 22 Entering Employee Information uieizexces cuscsksxuarcirxva xaxa Ehe dee ee ra ER vwd 25 Entering Year to Date TOLalo i ose DE tege nn a eg ae 34 Entering Personnel Information seed Kueder tie dev Oma o ENEE e 36 Setting Up Cheques and eu engt added nd vx gd ENEE ee 38 Kale UP SSCUMEY E 38 e UE 39 Select Pay eeng tee 39 Creating BR ln 40 Batch Create EIERE 42 Creating Cost e ul EE 43 Entering Work Detalls nccisesecicevsesivnistecasscenycsaseencsionrscacesceseeensaeeneideadeetenax 44 Printing the Payroll Ee un CC EE 47 Printing Cheques and ET EE 47 Printing Ch egu REGISUCR E 49 Printing Deposit RSSISEBEL c epar is chceeri cathe iied leis orse idee ate el a 49 Creauing the Bank ee Ee 49 Posting P yro l eher ee 51 Cheque RECONCINAUON EE 52 Exp rting Payroll Dati ag Zeene Tee ninen OE EEN BIER ER UC ERE S E 53 Export Job e ne EE 54 Ml d
11. AUNE paymate LUTIONS From the main Paymate window select Payroll gt Process Payroll Then select an employee from the Payroll Processing window Use the Navigator Bar to browse delete or create timesheets Use the Job Costing button to browse add or change Work Details for the current employee 1625 00 742 71 1625 00 1125 00 delel Ase L t Quac Boe 7 Heo Batch Create Timesheets When processing payroll you may create timesheets for all active employees in the selected pay group From the main Paymate window select Payroll gt Process Payroll Click Batch gt Batch Create Timesheets The Paymate Batch Timesheets window opens Paymate Batch Timesheets x Parameters Prefererces This option will create timesheets lor all active enployeee in the zurrenttl selecled pay group The followirg default amounts will be read from the employee record gt Reguler Salaries amp recular deductions gt Hourly rates amp regular hours It ycu haveentered any Job Costing infornation lor the current pay period this informaion will be brought forward into the tinesheels M Special Optons F Onlycreate limesheets for employees withJob Costing or Import entries Onlycreate limesheets for employees withno timesheet currently in the payroll journal Impat hours and or amourts from a file IMPORTANT Do not use Batch function when you are processing a special
12. 12 Pay Periods Jo Hourly Bi Weekly 26 Pay Paricdsi si m Guic Searzh By Fayol Srcup Number hb l When creating a new company set up at least one Pay Group for each frequency you pay For example if you pay union employees every two weeks and management once a month you would set up 2 Pay Groups e Union Bi Weekly e Management Monthly Button Function Add Adds a Pay Group Edit Edits existing Pay Group Close Closes the window and returns to the main menu e PAYROLL amp HR SOLUTIONS paymate Adding a Pay Group The Payroll Groups Edit window allows you to add delete and edit pay group data From the main Paymate window select Setup gt Payroll Groups and then click Add SC Payroll Groups E dil Isi x Dau Group nformation Next Pay Period Number Next Period End Date Description xt 35 Type Next Pay Date Security Level Dig as Runt Start Date kp Pay Date Dave Last Posted D ES E Pay Group Information The dates that are generated may not be 100 suitable for your pay schedule You should check that each pay date is correct make sure the pay date does not land on a holiday and make any adjustments accordingly If you change a Period start date Period end date or Pay date you have to change these dates on periods that fall after the change For a monthly or semi monthly pay frequency P
13. Payroll Category Report window contains a drop down list for Payroll Category Item 3 Select the category you are interested in For example it may be you want to see each employee s Insurable Earnings for a specified period 4 Adjust the settings 5 Click Setup to setup the printer options 6 Click Preview to see your report 7 Click Print to print your report Accrual Report The Accrual report shows each employee s balance owing for Vacation Pay or Sick Pay at any particular point in time It also shows the amounts accrued in the specified period 1 From the main Paymate window select Reports gt Accruals 2 The first page of the Accrual Report window contains a drop down list for Payroll Category Item Select the category you are interested in either Vacation Pay or Sick Pay 3 Adjust the settings 4 Click Setup to setup the printer options 5 Click Preview to see your report 6 Click Print to print your report amp HRS te paymate Employee Master Report The Employee Master report shows each employee s setup information as entered in the Employee window 1 From the main Paymate window select Reports gt Employees Lists gt Master 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Employee Phone List Report The Employee Phone List report shows each telephone information as entered in the Employee window
14. Tax Credits Revenue Canada allows two types of calculations for CPP QPP Contributions and EI Premium Federal Tax Credits for the Year These are Standard method and Year to Date method If you wish to use the Year to Date method check mark this box and if you want to use the Standard method DO NOT check mark this box The Government claims the Year to Date method to be more concise tests show that the dif ference is negligible Calculate Deductions Based on Totals of the Pay Period If you check mark this box the taxes on the timesheet will be calculated based on total of all the timesheets for that Pay period If you leave this box unchecked Paymate will treat the second timesheet as a separate entity This means taxes CPP and EI will be calculated based on this timesheet only Use QuickReport for Cheques and Payslips Paymate uses two different report builders to print cheques and payslips We recommend you leave this check box blank Print the Report Footer Line on the Bottom of Each Page When printing a report the application may print a footer line on the bottom of each page The footer line shows the time and date when the report was prepared Place a check mark in this box if you want to have the footer line shown on each page otherwise remove the check mark from this box By default this box is checked Printers Reports Specify the printer you want to use for printing reports Cheques Specify the printer you want to use for pr
15. and payslip Print Print a copy Close Close the window Cheques and Payslips Layout Style You may select from 8 pre defined styles for cheques and payslips that Paymate offers or if you have designed your own format previously you may select User Defined and select your format from the drop down list If you have selected a predefined cheque and payslip format you have Optional Items to Print Paper Feed Specify if this is Continuous for Dot Matrix printers or Single Sheets for Laser or Bubblejet printers Note If you select a user defined format for cheques and payslips you will NOT have the Optional Items to Print tab Cheques and Payslips Optional Items to Print If you have selected a predefined cheque and payslip format Paymate opens a 4th tab for you This is the Optional Items to Print tab Here you may select the optional items you wish to print on the payslip or on the cheque portion e Print the dollar figures in letters only Amount Alphabetic If you leave this box unchecked Paymate will print the dollar figure in numeric values If the box is checked Paymate will print the dollar amount in words Job Description e If you leave this box unchecked Paymate will not print the Job Description If you check this box Paymate will print the Job Description as it appears on the em ployee basic window on the Payslip portion of the cheque and payslip This feature is of special use for clients in Quebec pa
16. main Paymate window select Forms gt Record of Employment The Record of Employment Select window opens as shown below e Note Paymate may print the new HRDC Laser ROE The software required is available at no charge from your local HRDC office Paymate does not provide support for the use of this software 1 Click Add The Find Employee window opens Specify the employee you are terminating by name number department or you may select the employee from the drop down list 2 Click Select You need to Edit the Record of Employment paymate amp HRS te T4 s T4A s Relev Forms Paymate allows you to create edit and print your T4 s T4A s and RL 1 forms both supplementary and summaries Choose create and choose the form you want to produce T4 T4A or RL 1 If your company has more than one RCT EI number you must create a set of forms for each number After creating T4 s TAA s or RL 1 you may edit them and verify that they are correct before printing You should verify that all amounts are correct before printing your forms and make certain the summaries are correct The audit report is best for verifying company totals Remember if necessary Paymate allows you to create or print your forms as many times as necessary Paymate also allows you to file your T4 s by magnetic media Year End Close Year Closing the current payroll year and preparing for the first payroll of the New Year Closing the curre
17. multiple account window will be present as shown below Example If the employee wants 50 00 in one account then 100 00 in another account and the balance in the third account then the first two accounts on the Bank tab are the specified amounts and the third account will have a zero in the amount field This will place the balance of the cheque in this account Number Jm Name bag Harold Depattment 00001 Basic Tex NetClam Pay Card Bark NotePad baam Iv Pay Employee by Direct Deposit Bank Account 11 Institution Code 004 Transi Number 12345 Account Number 387654 Amount Bark Account 82 Inaon Code 001 Tiaret Numba 12345 Account Number 96445612 Amount Bank Account 3 Institution Code 003 Transit Number 12345 Account Number 3356451 2 Amourt Bark Account R r Bank Account 5 Inson Code Institution Code Tiana Transit Number Number Account Number Account Number Amount 0 Help Paymate will begin with only one bank account in the Bank tab In order to have the multiple bank accounts appear you must first create your bank file under Process Payroll See Creating a Bank File paymate The Notepad Tab The Notepad tab is used to enter notes regarding a particular employee SS Employee Edt Number 1 Name smith Harold Cepattnent tt Plone Dosie Tox rovincial Net Claim Tey Cod Denk
18. options 5 Click Preview to see your Deposit Register 6 Click Print to print your Deposit Register Creating the Bank File If you have not used Paymate to create a Bank file before you will be asked to select a financial institution from a drop down list 1 From the main Paymate window select Payroll Process Payroll Select Banking Create File for Bank e Select the financial institution you want Note You will only be prompted with this selection ONCE 3 Make sure you have entered your company s banking information properly amp HRS te paymate 4 This usually consists of aname some kind of ID number and account information Your bank will provide you with this information B Specify the name and location of the bank file you want to create Remember where you save the file because you will have to specify the location and name of the file when you go to upload to the bank We recommend that the bank file name be either BANK DAT or BANK TXT 6 Make sure the Next Bank File Sequence Number is correct THIS IS VERY IMPORTANT e Users who process payroll for more than one group of employees payroll groups have the option of including both payroll groups in the bank file For example if you have management and hourly employees paid at the same time you will want to avoid sending two files to the bank because there is a charge for every file you send If you want to do this make sure you click on All Pay Groups
19. paymate PAYROI la te Using this Manual This Manual contains general information on how to set up your company enter Employee and Payroll information and process payroll runs In addition it also provides information on how you may create the bank file export your payroll data into an accounting package enter job costing details and export job costing details as well It gives you an overview of the different reports and forms that Paymate generates and the utilities available in Paymate The information present in this manual is the information that does not change often This manual should be used in conjunction with the Online Help the Support Guide and the Read Me file The Online Help The Online Help contains Detailed step by step explanations on how to use Paymate to its best Hyperlinks to all topics you may need to search Screen shots to make explanations user friendly and easy to understand e Examples to assist you at every step The information in the Online Help has the latest information and is constantly updated Readme File Please refer to the Readme file for the latest changes to Paymate e To access the Readme file go to the Windows desktop and click Start gt Programs e Then click Paymate gt Readme icon When you need support please refer to the Help section of this manual amp HRS te paymate Introduction Welcome to Paymate for Windows the complete solution for all your payr
20. run For example if you are doing a special run for bonuses or Vacation pay may lead to errors if you forget to modify one of the timesheets after batching e PAYROLL amp HR SOLUTIONS paymate Creating Cost Centres Cost Centres are used by Paymate for costing employee work details Every entry made in Job Costing must be assigned to a Cost Centre 1 From the main Paymate window select Payroll gt Process Payroll 2 Click Job Costing gt Cost Centres gt Edit 3 Highlight the cost centre you wish to edit and click Select The Cost Centre Edit w 4 indow appears for that particular cost centre To add a new cost centre click Add The Cost Centre Edit window opens Bk x Cost Centre Browse ETT a E TN S Cost Cente E dit FSI E3 paymate Option Function This must be a unique code You may only specify this code when adding a Cost Centre The format of the code is Code determined by the Job Costing package you specify on the Preferences tab Do NOT use Wild Card Characters e g Z 908 Q Description This is a description of the cost centre AccounE These are used to summarize work details on the and Job Costing Account Summary report Burden Factor Used to calculate an additional cost e g if you enter 15 then the Job Costing reports will show an extra cost equal to 15 of the employee wages paid out under the cost centre Overhead Same as Burden
21. the premiums payable based on the WSIB rate you have specified on the Company window 3 Adjust the settings 4 Click Setup to setup the printer options 5 Click Preview to see your report 6 Click Print to print your report Work Details Edit List The Work Details Edit list shows all the Work Details entered in Job Costing for the active pay period 1 From the main Paymate window select Payroll Process Payroll The Job Costing Employee Work Detail Edit List opens 2 Click Job Costing gt Work Details gt List 3 Adjust the settings 4 Click Setup to setup the printer options 5 Click Preview to see your list 6 Click Print to print your list Cost Centre Edit List The Cost Centre Edit list shows a list of Cost Centres and any corresponding information such as accounts and burden amp overhead factors From the main Paymate window select Reports Job Costing Cost Centre Edit st 1 L 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your list 5 Click Print to print your list paymate amp HRS te Employee Work Summary The Employee Work Summary report shows the total of all Job Costing entries for each employee with subtotals for each cost centre 1 From the main Paymate window select Reports gt Job Costing gt Employee Work Summary 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Pri
22. will be reset to zero It is recommended that once you close a year you LEAVE IT CLOSED 1 If you wish to continue type the correct phrase into the text box DO NOT include the brackets When you have typed in the correct phrase the Next button will appear 2 Click next and return to step 3 OR 3 Click Cancel 4 Click Yes B There are un posted timesheets Cancel closing the year and post all the timesheets THEN close the year 1 If you wish to continue type the correct phrase into the text box DO NOT include the brackets When you have typed in the correct phrase the Next button will appear 2 Click next and return to step 3 OR 3 To post all the timesheets click Cancel then Yes 4 From the main Paymate window select Payroll gt Process Payroll 5 From the Paymate Payroll Processing window select Post gt Post All Timesheets 6 Click Post For more information on posting timesheets see Posting Timesheets 7 When all timesheets are posted return to step 1 C Payroll categories are flagged to carry forward the Year to date total for each employee to the New Year For example if your employees buy into Canada Savings Bonds which run from November to October this is normal You may have improperly set up a benefit or deduction category If you wish to carry forward to the New Year the employee year to date totals for the items listed click Next and return to step 3 OR i Click Cancel then Yes ii From the mai
23. Factor Note Separate account and department codes can be specified for the calculated burden and overhead amounts If these are blank burden and overhead amounts are assigned to the default account and department associated with the Cost Centre 1 When complete click Save 2 Click Close Entering Work Details When processing payroll you may enter each employee s hours as Job Costing Work Details This enables you to take advantage of Paymate s Job Costing reports Work Details are auto matically carried forward into each employee s timesheet 1 From the main Paymate window select Payroll gt Process Payroll 2 Select Job Costing gt Work Details gt Edit PAYROLL amp HR SOLUTIONS paymate Job Cost Details Bisi x Employee Work Date Sategoy Hours Rate Amount Cost Gen ccount Dept 003 07 11 200 475 43789 07 11 2001 10 At D 0 00 500 00 7369 483 23495634 S Order Employee amp Dae x Delet All Pi add D 7 Help To Add a Work Detail Record for the Employee Click Add The Job Costing Work Details Edit window appears as shown below ES Job Costing Details Edit Employee do Work Dae mon Category f t p Job Cente 14578906 pes Lost Vente 7363486 23435634 rj Annnunt fa fa Department fas coy Hours d 40 00 Rae 0 00 Amount 500 00 The following fields are available on each Work Detail record The employee number may only be changed when adding a rec
24. Notepad YES This manual gives you an overview of Paymate However for details on any subject please refer to Paymate Help from the Help menu on the main Paymate window We suggest you use the Help system as much as possible as it is easy to use and has a wealth of information PAYROLL amp HR SOLUTIONS paymate Installing Paymate for Windows The installation of Paymate for Windows is fast and easy Whether you are installing Paymate for the first time or installing an update please follow the instructions in the leaflet enclosed with the CD Installation instruction from downloaded software is available online under document section These instructions will take you step by step through the installation process After program is installed you will find Paymate icon on the desktop Double click on the icon to start Paymate program Setup The first step in setting up Paymate is to enter your company information This is divided into the following steps Create a New Company Define Pay Groups Define Payroll Categories Define Departments Enter Employee Information Enter Year to Date Totals Enter Personnel Information Set up Cheques and Payslips Set the Password w o 0 oU UNE Note By default the working directory would be where the program is installed e g C PaymateW If you wish to change the working directory you must click Setup gt Preferences and change the working directory i
25. Personnel Picklist The Personnel Picklist appears at the bottom of each tab Click Picklist The Picklist Setup window will be displayed and will let you edit codes and descriptions This is to consistently allow the use of codes For example you may have a code for each Skill and a code for each Review Rating The type of information you enter is entirely up to you The information you enter is used as a picklist when you are entering personnel information Some examples of code information are listed below Car Sick Leave Allowed Last Review Date Last Review Rating Next Review Date Skill Type 1 Skill Level 1 User ID and Information Tab The first section of the User ID and Information tab is filled in automatically for you and appears in light gray You may add such information as marital status emergency phone numbers and family information Benefits Information Tab The Benefits Information tab is where you enter vacation and sick pay entitlements along with which benefits the employee is entitled to by placing a check mark beside your selection Reviews and Increments The Reviews and Increments tab displays reviews and increments the employee has received over time and when the next review is scheduled to occur You may also enter in here the amount of the increase any of the employees are to receive Skills Tab The Skills tab is where you may enter specific skills the employee has such as computers typing and forkl
26. Tax Description I ao M CPP QPP Abbreviation Kapen Iv El Type Formula Ba T Payroll Taxes IV Show on Paystut WCB Flags Maximum Per Year 6 00 IV Reset at Yearend Fam Assignments T4 Box 401 Other Taxable Allowances amp Benefits xi Ri NotRepoted O 2 S Contributes to T Not Reported gj Iv Vacation Pay ra aa Bard Neak Ea EB Save Cancel H Close Help paymate e amp HR SOLUTIONS Setting up a Deduction This section shows how you may set up a deduction category to track employer contributions to a pension fund You may also see how to set up a deduction for employee contributions to the company pension fund see Deduction Categories From the main Paymate window select Setup gt Payroll Categories You will get a list of all the earning deduction benefit and payroll tax categories that have been set up for the company as well as predefined accrual and employer contribution categories 1 Click Add gt Deduction The Payroll Category Edit window opens 2 Under Identification enter the Item Number Description Abbreviation and Type Deductions can be setup as Regular Lump sum Formula or Declining Balance 3 Click Save Paymate will ask Do you wish to assign this pay code to every active employee Select Yes if you want to assign to all employees select NO if this category is applicable for specific employees only
27. You can assign this category to specific employee under Employee Paycard Payroll Category Edit RE Deduction Identification Two Tieted Ded wa Tiered Deduction Item Number Jm Annua Threshhold Description Union Dues Z to Apply to Lower Ter mn 0 0000 Abbreviation ren Dues Z to Apply to Upper Tier Type Regular Gs v Show on Paystub 0 00 Form Assignments l n F Resta Yenend RLA Not Reported X T44 Not Reported n4 Deduct before Calculating Taxes EB Save Cancel Bl Close 7 Help paymate amp HR S te Setting up Payroll Tax From the main Paymate window select Setup gt Payroll Categories Select Add gt Payroll Tax Payroll Category Edit HE PayrollT ax Identification Item Number n Description fEmployerHeathTae Abbreviation E H T Province ntario Rate 1 3500 Option Function Item number Specify a unique item number for the Payroll tax It must be numeric only with no Wild Card Characters e g amp Enter a description up to 25 characters and Abbreviation an BEER abbreviation up to 10 characters for the Payroll tax Province Enter the province for which you want to create the Payroll Tax Rate Enter the rate of the Payroll Tax amp HR Si te paymate Note We do not recommend you use Payr
28. aymate will generate a standard calendar 1 Click Save 2 Click Close Repeat above process if you have multiple Payroll groups e PAYROLL amp HR SOLUTIONS paymate Note When you enter the next pay period s end date and the next pay period s pay date Paymate will create the calendar from the first pay period in January to the last pay period in December for you automatically Option Function N mber Enter a unique number for the Pay Group alphanumeric only DO NOT use Wild Card Characters e g amp Description Enter a description for the Pay Group up to 14 characters in length Tvpe Select how many pay periods will be associated with the Pay YP Group e g Weekly Bi Weekly etc It is recommended that you leave the Security field Level at Low Security unless you intend to use this Pay Group for a special group such as upper management in which case you should set it to High payma TO amp HRS te Defining Payroll Categories e Payroll Category Select Window Paymate automatically creates some basic earning categories Salary Hourly Wages Overtime 1 Time and a Half Overtime 2 Double Time Vacation Pay Sick Pay The Payroll Category Select window allows you to create and edit payroll categories From the main Paymate window select Setup Payroll Categories RE i Nightshift Salaried Ovsrtime Co Pension Contribution Tax VP as Earned Federal Tax Adjustm
29. cally be set to the employee s default rate when you select the payroll category If the payroll category that you select is not an hourly type you will not be able to enter the rate but you will be able to enter the amount 1 When you have entered all the work details click Save 2 Click Close Note If you need a listing of the work details entered from the Payroll Processing window select Job Costing Then select Work Details and click on List Select the cost centre or the range of cost centre enter the start and end dates for the list and you may either Preview or Print it Job Costing Employee Work Detail Edit List Parameters Alignnen r Seest Fange of Cost Zertras Buildine 456 w Selec all JaseeztAll Cate Renge nelade Wark Dales on or alter L A z Ewolide Work Dales ger 7 z B Setup CE Preview A rint B Close Help Note When you have finished processing the payroll post the timesheets to the employee his tory file Work Details get posted to a history file as well Once they are posted they may be accessed only on an individual employee basis You may access them by clicking Job Costing on the History Edit window amp HRSI te paymate Quick Entry You may also use the Quick Entry method from the Payroll Processing window Printing the Payroll Journal The Payroll Journal prints out all the timesheets you have entered for the activ
30. ch section you want to apply place a check mark in each of the corresponding boxes 2 Click Save paymate PAYROLL amp HR SOLUTIONS Option Function Pay Group Select the Pay Group for which you want to process the payroll Pay Period Select the Pay Period for which you want to process the payroll Keep the same cheque date that Paymate brings up or change it Cheque Date if you need to post date cheques Creating Timesheets After Selecting the Pay period you now have to create the timesheets 1 From the main Paymate window select Payroll gt Process Payroll The Paymate Payroll Processing window opens 2 Paymate provides you with Quick Search which helps you find an employee by either number or surname You may also set an order 3 Select the employee for whom you wish to create a timesheet then click Select Paymate opens the Timesheet Edit window for that employee Eee c Em Aun Setup JobCosting Batch Print Banking Post Reports Forms Yearend Utilities Windo Number Name Department Cheque Payments Deductions 003 Holmes Jennifer A fra Douglas Jack Peterson Janet L Andrew Pamela L Green Mark J Walton John Boy Quick 5 earch Number Sumame Order Employee Number e Wo ue paymate Timesheet Edit Window The Timesheet Edit window allows you to view create edit or delete individual timesheets for the active payroll period
31. d Histoy Please speci wach hone shouid weer onthe emphyesv l eren te iei ite a print Regula El Hour 170 7 101 Sawy IT Pa Regus Amount 2166 00 Rate 6 00 Owing as of 7 102 Houly Wages Jamy ia 499 0 Rate Pap as Eatned Regler Hours i IT Taw at Bons Accrue Vacation on Vacation Paid Regot as Status Indan wages Acma Sick Pay Rate 0 00 ol Repot as Status Indian wages paymate PAYROLL amp HR SOLUTIONS The Bank Tab If the employee is paid by Direct Deposit you will need to enter the banking information in the Bank tab as shown below Ei Employee Edit ol S s Number 101 Name Sadh old Department B More Basic Tax NetCiam PayCad Sark NotePad Hate Bank Infomation Mw Pay Envelopes ty Direct Deposit Insiition Code 004 Traeas Number 12345 Account Number 90765412345 wlairlni le a e H Cee Hep Pay this employee by Direct Deposit Check this box to pay the employee by Direct Deposit Enter the Institution Code Transit Number and Account Number for the employee Note CPA Standard 005 Royal Bank and CIBC interfaces can support multiple bank accounts for each employee You can assign up to five bank accounts for each employee and the final account on the screen will have the balance of the cheque e IOLUTIONS paymate 1 From the main Paymate window select Setup gt Employees 2 Click Edit 3 Click Bank The
32. d drvel specify the fclder where the backup is stored If Jou are restoring fiom a backup on a diskelte insert the frst diskatte into tha flcppy drive ther select this floppy drive fram be dros dowr list Any backupls present n the folder wil appear in the list box atthe right Double click on tae bac up file you wish to restore en CD e c E PAYMATEW E Demel Ilpcpy 2MW Eackup of DEMOHLP 2001 1 2MWw Eackup of DEMOHLP 2001 1t z Date Tme S Besse X 2 Heb Restore the files and from the main Paymate window select Setup Security and update the password Do not exit Paymate until you update the password or you will not be able to get back in e PAYROLL amp HR SOLUTIONS paymate Re index Company Data Paymate maintains indexes for all your data Indexes are like index cards you would find in an old fashioned library Occasionally the indexes may get corrupt or mixed up particularly if your system freezes when running Paymate This is not a function you would normally run You only need to run the re index utility if this is suggested by an error message or if advised to do so by technical support You may run this utility at your own discretion If you are getting strange results when running a report for example you probably need to re index the data files Re indexing the data files will never result in lost data and it is safe to do at any time 1 From the main Paymate w
33. e increments the NEXT BANK FILE SEQUENCE NUMBER every time you create a bank file so usually you will not need to modify it Note If you create a bank file that you do not send you will have to reset the sequence num ber For example you process the payroll and create the bank file using sequence number 71 Before sending the file to the bank you realize you forgot to pay someone so you go back and add a timesheet for that employee You then go to create the bank file again The sequence number will default to 72 You will have to change the number back to 71 Posting Payroll Posting the timesheets to the employee history file completes processing a payroll run After you have printed all the cheques and the cheque register you post all the timesheets Posting Timesheets 1 From the main Paymate window select Payroll gt Process Payroll 2 Click Post gt Post all Timesheets The Paymate Post Payroll Journal window opens paymate amp HRS te The Paymate Post Payroll Journal window has the following options Backing up Company Data e This is optional The best time to make a backup is right before you post the payroll Backing up is easy and if you find you have made a mistake like forgetting to print the cheque register you may easily restore the data and re post Printing the Update Journal e This is optional The Update Journal is almost identical to the Payroll Journal The Payroll Journal is not always an accu
34. e selected pay period and should be printed after you have entered all the timesheets and before you print the cheques 1 From the main Paymate window select Payroll gt Process Payroll 2 Click Print gt Payroll Journal 3 Adjust the settings 4 Click Setup to setup the printer options 5 Click Preview to see your report 6 Click Print to print your report Printing Cheques and Payslips Cheques and Payslips may be printed at any time while you are processing the active payroll 1 From the main Paymate window select Payroll gt Process Payroll 2 Select Print gt Cheques amp Payslips Generally before printing cheques the employee timesheets should be entered and the Payroll Journal should be printed Section Function Specify if you are printing for employees who are Paid by Ge Cheque Paid by Deposit or With 0 00 Payable Starting Enter the starting cheque voucher Cheque Voucher number Number Payment Date Verify if the Payment Date is correct If you want a small note to be printed on the cheques and EE payslips you may enter it here Select the employee or a range of Employees employees If you EES Range wish to select all the employees displayed click Select All paymate PAYROLL amp HR SOLUTIONS There are also various buttons to assist you Button Function Sample Print out a sample of the format you have selected Preview Preview your cheque
35. ee your report 5 Click Print to print your report amp HRS te paymate Employee History Detail The Employee History Detail report shows each individual timesheet adjustment and reversal for a specified period 1 From the main Paymate window select Reports gt Employee History gt Detail 2 Adjust the settings e Click Setup to setup the printer options e Click Preview to see your report e Click Print to print your report Employee History Summary The Employee History Summary report shows each individual timesheet adjustment and reversal for a specified period 1 From the main Paymate window select Reports gt Employee History gt Summary 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report paymate Employee Year to Date Report The Employee Year to Date report shows each employee s totals since the beginning of the payroll year 1 From the main Paymate window select Reports gt Employee Year to Date 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Payroll Category Report The Payroll Category report shows details for a particular earning benefit deduction or other item The report may be printed for any period 1 From the main Paymate window select Reports gt Payroll Categories 2 The first page of the
36. ent Income Tax Extra Income Tax Quebec Tax Extra Quebec Tax Canada Persion Plan Quebec Pension Plan Employment Insurance Union Dues Garnishmert Vacation Accrued Sick Pay Accrued Employer Health Tax Total Reporled Gross Total Payments Total Deductions Net Pay Employer s El jEmployer s CPP D Quick Search By Payron Item Number ee paymate PAYROLL amp HR SOLUTIONS There are various buttons to help you manipulate data Button Function Add Adds a new payroll category Edit Edits existing payroll category Close Closes the window and returns to the main menu Quick Search Finds the payroll category already present Setting up an Earning From the main Paymate window select Setup gt Payroll Categories Select Add gt Earning The Payroll Category Edit window opens paymate PAYROLL amp HR SOLUTIONS Payroll Category Edit Earning Identification Subject to Item Number 101 v Federal Tax Descriplion 5 alary Iv Qu bec Tax Abbrevialion S dam Iv CPP fv QPP Tope Regular Ce Iv El Deductions Unit Descriplion Not Required v Payroll Taxes Vv Show on Paystub Tax As Bonus Iv WCB Form Assignmerts Contributes to Ei Hours T4 os 14 Employment Income v RL4 Box A Employment Income Before Deductions wv T44 Not Reported ze V Vacation Pay Option Function Item n
37. eporting features Forms introduces you to the different forms that Paymate produces Year End assists you with the year end processing Utilities familiarizes you with the different utilities for backup restore and to ensure the integrity of your data payma e amp HRS te Following are general features of Paymate Acclaim Features Paymate Acclaim Number of Companies Unlimited Number of Active Employees Unlimited Record of Employment Standard ROE Web Pay by Direct Deposit YES Number of Earnings 50 Expense Reimbursement YES Vacation Pay YES Multiple Pay Rates YES Piece Work YES Commissions YES Premiums Shift etc YES Formula e g Statutory YES Number of User Defined Deductions 50 Formula Based Deductions YES Statutory Deductions YES Percentage of Gross YES Garnishees amp Family Support YES Declining Balance Deductions YES Number of Benefits 15 Formula amp Lump Sum YES Supports all Provinces Territories YES Employer Health Tax YES NWT Payroll Tax Deductions YES paymate PAYROLL amp HR SOLUTIONS Features Paymate Acclaim Customized Cheques amp Payslips YES Sick Pay Accrual YES Prepares T4 s and Relev 1 YES Prepares T4 s Supplementaries YES E Filing T4s T4A and RL1 YES Personal Information YES Salary and Performance History YES Skills Inventory YES Training Record YES Free Form
38. erification of auren dediantiens remittanens nr any ather noyrall information It s purpose is to check that your data ie properly stored and hae not become corrupt In most cases if the data does become corrupt this function can correct it If it cannot it will tell you and advise you to restore trom a backup Because zue files will be vebuill fon soa etui this function may Gust sone Lulu without detecting that there was a problem to start with his means that even it no problems are reported corrections may haye been made noncthcless paymate PAYROLL amp HR SOLUTIONS Help Support Services The Paymate Team is always here to help you We offer the following support services e Telephone Fax and Email Support on the operation of Paymate e Training direct training in around the Greater Toronto Area For customers outside this area our dealers provide training We do not provide training or step by step orientation over the phone This is a chargeable service e Payroll Issues We help customers with How to do it in Paymate We cannot advise customers on payroll issues For all payroll issues we recommend you contact your accountant Canada Customs and Revenue Agency or the Canadian Payroll Association e Networking Operating System Issues by explaining how Paymate may be set up on a network We cannot help customers on the networking operating systems issues We recommend that you contact your network consultant
39. ermination Date LC z yee a ad a oe Da o H cos 7 Hep e PAYROLL amp HR SOLUTIONS paymate The Tax Tab Generally you should not alter anything on this window unless the employee has completed a TD1 TD1X or MR19 V form EJ Employee Edit Number 1005 Name Smih Harold Department 8 Nons Back Tak Net Claim Pay Card Bank NotePad History Tax Amounts Exemptions Federal Qu bec Federal Tax Qu bec Tax CPP OPP Extra T ox Per Pey 9 00 0 00 ei PAP WCB Payroll Taxes Tax Calculation Prowincial Tax Credits Dependents Ze Noma Default E C Cumulative Averaging e C Commissioned If Commissioned Dependents unde 18 MB ON 0 For Federal Income T a Calculator Estmated Annual Remuneration LD Disabled dependents MB ON 0 Estimated Arewal Expenses 00 Foi Qu bec Income Tax Calculation X of Commission Subject To Tax 0 000t ial alrlnl ale pa e B ces 7 Heb The following options are available in the Tax tab Option Function Net Claim Amount Paymate sets up the default values for Net Claim Amount Tax Calculation Select the tax calculation that is applicable for the employee Normal Cumulative Averaging Commissioned Estimated Annual Remuneration If you set up the employee as being commissioned then enter his or her estimated annual remuneration Estimated Annual Expenses If you set up the employee as being commiss
40. g 00 00 5 06 107 Borus Deductora 32 00 0 00 108 Perfomance Bonus Net Pay 468 06 0 00 401 Vacation Accrued 0 00 105 Vacation Paid El ask E arm o pp 201 RRSP Company El Hous 0 00 anursble 0 00 0 00 203 Lie Insuance P o oo 204 Car Allowance Type Adusment no 207 WIR th E Staus Normal RCT Group Chgouche Papment Date Deostmeni In Managed zaman a 9312010 Si e PAYROLL amp HR SOLUTIONS paymate To Delete a History Record Click on the history record to be deleted and click Delete History Record Click Yes Add History Record Click Add History Record The Add History Record window opens as shown below Select the pay period from the drop down box that the new record will be assigned Click OK Click Save Click Close NOU P AM FA Add History Record mem Employee 001 Smith Harold P Pay Period A7 wv OK X Cancel Help Note When you add a history record in this manner it is automatically treated as an Adjust ment record Each employee may have no more than one adjustment record per pay period You may select any pay period associated with the employee s pay group and one not already been assigned an adjustment record If you wish to add an adjustment record and the pay period does not appear there is already an adjustment record in that pay period You will not be allowed to enter an additional adjust ment record for that period e
41. ift operator Miscellaneous Info Tab The Miscellaneous Info tab will let you put in comments about the employee as they pertain to certain situations amp HRS te paymate Notepad Tab The Notepad tab is a free form note page where you may enter any type of notes you wish to keep on the employee Setting Up Cheques and Payslips Paymate provides two templates for cheques and payslips for any new company you set up However the Demo company has a variety of templates that will not be present in your own company If you need the templates present in the Demo company you need to copy it into your company through Windows Explorer For details on how to do this and how to design your cheque and payslip template please refer to the online Help section Setting up user defined Cheques and Payslips Setting up Security When you create a new company the password is blank allowing anyone access to any payroll data you set up so it is a good idea to set up a password 1 From the main Paymate window select Setup Security 2 When you create a company Paymate automatically sets up one user called Controller 3 From the Paymate Users window click Edit The Users Edit window opens 4 Enter the password you want to use and click Save You will be asked to re enter the password for confirmation Paymate Users GE x User Edit Form Loj x User Details Menu Details SEH Name Controler E Restrict MenuAcces
42. indow select Utilities gt Re index Company Data 2 Click Re index 3 Click OK Reindex Company Data Files The Reindex utility will rebuild all the index Hes for the current company Index files zre like the index cards you would find in an old fashioned library Usually the application is atle to maintain the indexes for each company without a problem However if these irdexes get corrupted for example by a system crash itis necessary ta rebuilc them The only time you really need to run this option if advised to do oo oither by an orror moooago or by tooknioal oupport otaff You can reindex your data files at any time Reindexing does not change ary data and even if it is not necessary to reindex doing so will do no harm wA Beindes X coss 7 Help Integrity Check The Integrity Check is available in case your company data files become corrupt Data files may become corrupt if you run out of disk space or if the system freezes while Paymate is running 1 From the main Paymate window select Utilities gt Integrity Check 2 Click OK Any problems that arise will be displayed with a solution The Integrity Check will detect and correct any problems with the company database Usually the uriy time you would rar the Irdesunu Check iy wher an unexpected eu Anaura during normal payrall pranessing When an erar af thia nature docs namur thr application will advise you to run this function This is niat v
43. inting cheques Working Directory This is the directory where Paymate will look for your data The normal default is C Paymatew if you keep your data on a network then the working directory should reflect that If you keep your data on the G drive in a folder called PMDATA the working directory should be G PMDATA paymate amp HRS te Creating a Company The Company Select window allows you to manipulate company data From the main Paymate window click Setup gt Company DEMOIT Ontario IT Company Data Year 2010 Paymate creates a default company for you by the name of ONTARIO TEALEAF IMPORT COMPANY No password is required for the demo company Buttons Functions Select Select the highlighted company Add Creating a New Company Edit Edit the details of the highlighted company Delete Delete the highlighted company Restore Restore payroll data from CD or Hard Disk Close Close the window and return to the main menu Data Vear Select current Data Year to process payroll you can also change year to go into previous year s data e PAYROLL amp HR SOLUTIONS paymate Adding a Company 1 From the Company Select window click Add e You will be asked to enter a short name for the company which may be up to 8 characters DO NOT use Wild Card Characters e g amp 2 Click OK to create the company The Company Edit window will appear as shown bel
44. ioned then enter his or her estimated annual expenses Exemptions Check the corresponding boxes for Federal Tax CPP and EI only if the employee is exempt from these taxes Normally these boxes should NOT be checked Provincial Tax Credits Dependents Enter details for provincial tax credits if applicable JOLUTIONS paymate The Provincial Net Claim Tab Paymate sets up the default values for each province s net claim amounts Generally you should not change anything on this window unless the employee has completed TD forms Federal and provincial If employee is claiming additional tax credits you would the key the amount under appropriate boxes Number 001 Name Sera Hachi Department E None Basio Tax Net Ciam Pay Call Bank NotePad History Basic Amour Federal 10382 00 AB Aberta 16805 00 BC British Colombia MB Manitoba NB New Exunss ck MF Newloundland NS Nova Sein DN Data PE Prince Edward Island FQ Qu bec SK Saskatchewan NT Nothwed Tenore em 1274000 MU Nurana 11714 00 1714 00 LYT vaot wem w EE The Pay Card Tab Check the boxes beside what applies to the employee Earnings Benefits and Deductions Type in EI hours per pay and select Accrue Vacation pay and type in rate for e g 6 00 for 6 3weeks Nursber 237 Name Emh Herold Depatnent None Basic Tax NetClim Pay Cad Bark NotePo
45. may later specify the chart of accounts To add another department click the Add button on the Navigation bar at the bottom of the screen To delete the department click the Delete button on the Navigation bar at the bottom of the screen 1 Click Save 2 Click Close Option Function Enter a unique number as a Department Number It may be Number numeric or alphanumeric DO NOT use Wild Card Characters e g amp Description Enter a description for the department Closes the window If you have made changes click Save and Close then Close paymate amp HRS te Entering Employee Information From the main Paym ate window select Setup gt Employees a SS D Va Pa aan Se Smith Harold Active None Management West Marla Active None Management Sy Edit Holmes Jennifer Active None Hourly Jefferson Donna Active None Management msn Douglas Jack Active None Hourly f 1 Peterson Janet Active None Hourly S Bouch search PS order By employee Number x By Employee Number z The following bu ttons help you manipulate your data Button Function Add Adding a New Employee Edit Edits existing employee s Net Claim Updating Net Claim Amount Close Closes the window and returns to the main menu Quick Search Finds employees already present either by Employee Number or Employee Name Order Sets the
46. n Paymate window select Setup Payroll Categories iii Select the deduction or benefit from the list and click Edit On the Payroll Category Edit window uncheck the box next to Reset at Year End Click Save Click Close vi For each of the items you wish to change repeat steps ii through v vii When complete return to step 1 amp HRS te paymate D Payroll data has already been set up There is payroll data already set up for the New Year If you have processed any payroll for the New Year it will be erased and you will need to re enter it If you wish to begin the New Year from scratch type the correct phrase into the box DO NOT include the brackets When you have typed in the correct phrase the Next button will appear 1 Click Next and return to step 3 OR 2 Click Cancel 3 Click Yes Utilities Paymate provides you with a variety of housekeeping utilities that allow you to take regular backups and ensure the integrity of your data Backup Company Data Restore Company Data Re index Company Data Integrity Check Backup Company Data Paymate allows you to backup each company s data either to the hard disk or to removable diskettes 1 From the main Paymate window select Utilities gt Backup Company Data Note Only data files for the company currently selected are backed up 2 Select the drive and folder where you wish to save the backup files See below 3 Click Backup A Paymale Company Backup
47. n the program This should be done before creating a new company Setup Preferences The Preferences window allows you to set up and change specific program options From the main Paymate window click Setup gt Preferences paymate amp HRS te POSTERS iX Seuil eeu Current Comaany Interf Acccurting None sl Jon Costing None imesaest pion F Alow Hourly Rates to be Changec on Timesheet Use Yearto Dete CFP E to calculate CPP EI ax Credits F Calculate Deductions based on Totals of the Pay Period Use QuickReport for Cheques and Payslips MK Piintthe Repor Footer Lire on the Bottom of Each Pags mier Reacts Delaut KH Cheques Detaut crking Direct his is the directory where t e program will Dok for your data Please use the Browse button to seect your warking drectay Faso g s ER Saye Lei Cancel Close Help These preferences are company specific If you wish to use them for all companies entered in your Paymate program select Use General Settings Interfaces Accounting Specify the Accounting package to interface with Paymate Job Costing Specify the Job Costing package to interface with Paymate Accpac Flex Yardi etc e PAYROLL amp HR SOLUTIONS paymate Timesheet Options Allow Hourly Rates to be changed on Timesheet This allows you to change hourly rates on timesheets Use Year to Date CPP EI to calculate CPP EI
48. nt departmental breakdowns on payroll reports or if you want to transfer payroll data to your accounting package and you keep a separate chart of accounts for each department you should define your departments in Paymate There are various buttons to help you manipulate data Button Function Add Add a New Department Edit Edits existing department Close Closes the window and returns to the main menu Adding a Department From the main Paymate window select Setup gt Departments amp Accounts and select add ES Departments and Accounts Edit Lof x Department Infnrmatinn M Number ai Description Facto Credit Item Account Numbe Salary EstraFedls We Hrly Wages Wa ExtraUuel x 1u3 UI Wb CHP 104 Ul2 Ub UPP 107 Bonus we kl Tiu VIIME an Fed las 113 Advance ws Uue ax Tia Hernver EL Union Mies 115 Carmmissian AR Garnishar TIR Nightshift ma Net Pay 117 Sal NT 105 Var Paid 1n amp Sick Paid 112 hn T2 hn am fn Pen zm To Pen na Tax VP qa Tax VP ain Tax Bech zn Tax Reduct 4n Varacened aq Varacened An SiikAncnied qo SikAcerued mm FHT mn FHT x Q2 cancel Bl Close 7 Help Account Number e amp HR SOLUTIONS paymate Department Information If you wish to transfer payroll data to your accounting package you will have to enter the chart of accounts for each department You will probably want to first set up payroll you
49. nt for Vacation Accrued If you have not paid Vacation pay this year leave both amounts at 0 00 otherwise you will upset the balance of the employee s Vacation Pay Owing paymate amp HR Si te 6 Click Save To move to the next employee right click on the window and select Find S Employee 8 After selecting the next employee click the Add button on the Navigator Bar to create a new history record yma amp HRS te Entering Personnel Information The Personnel Information window allows you to keep personnel records for each employee entered in the system The contents of the personnel records do not affect payroll processing or reports in any way 1 From the main Paymate window click Setup gt Personnel Information 2 Highlight the employee you wish to edit and click Select The Personnel Information window opens Select Personnel RECETTE D 001 Smith Herold None West Merla 999999998 Holmes Jenniter 999999996 Jefferson Donna 999999998 Douglas Jack 999999998 Peterson Janct 999999998 Quick Search By Employee Number z The Personnel Information window consists of seven different screens listed below Most of these screens have one or more drop down list or Picklist field By default the picklist is empty For information on how to setup data for the picklist please see the section below Personnel Picklist e PAYROLL amp HR SOLUTIONS paymate
50. nt to print your report Cost Centre Work Detail The Cost Centre Detail report shows all the Job Costing entries for each cost centre with totals for each cost centre 1 From the main Paymate window select Reports gt Job Costing gt Cost Centre Work Detail 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Job Costing General Ledger Summary The Job Costing Account Summary report shows the totals of the entire Job Costing entries by account number 1 From the main Paymate window select Reports gt Job Costing gt Account Summary 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Cheque Reconciliation Report The Cheque Reconciliation Report lists the status of each cheque for a specified period 1 From the main Paymate window select Reports gt Cheque Reconciliation 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report amp HRS te paymate Forms Paymate provides a variety of forms e Record of Employment e T 4 s T4A s and Relev e 1 Record of Employment Paymate allows you to prepare edit and print to the Record of Employment form This window lists all the Record of Employment ROE records you have already prepared 1 From the
51. nt year enables you to begin processing payroll for the New Year Before closing the current payroll year it is important that you e Ensure that all payrolls are complete for the year e Run the Integrity Check and do a backup this is RECOMMENDED e Uninstall the old version of Paymate then install the upgraded version of Paymate for Windows Note When closing the year a series of windows will give you precise instructions If any problems arise the Exceptional Circumstances at the end of this section will assist you in resolving these problems You may cancel closing the year at any time paymate amp HRS te Closing the year will not change any data with the exception of marking the year as having been closed You will be able to access the years data AT ANY TIME and you will still be able to print your T4 T4A and Relev 1 slips 1 From the main Paymate window select Yearend gt Close Year If the following messages appears The payroll year has already been closed see section A under Exceptional Circumstances 2 Click Next to proceed If the following message appears You have un posted timesheets in the payroll journal see section B under Exceptional Circumstances If the following message appears Payroll categories are flagged to carry forward the Year to date total for each employee to the New Year see section C under Exceptional Situations If the following message appears 1Payroll data has alread
52. oll Taxes for WSIB For WSIB we recommend For one rate set it up in the Company 1 From the main Paymate window select Setup gt Company 2 Choose the company you wish to change and click Edit The Company Edit window opens 3 Enter the tax information under the Taxation Information section 4 Click Save 5 Click Close For multiple rates set it up as a Benefit 1 From the main Paymate window select Setup gt Payroll Categories 2 Click Add gt Benefit 3 Create a Benefit category as you normally would 4 Click Save 5 Click Close Defining Departments The Departments and Accounts Select window allows you to manipulate departmental data From the main Paymate window select Setup gt Departments amp Accounts S Departments and Accounts Sele t ojx _ Dpt Numker Department Description x ZS IP 00001 Management o0002 Factory Foos Office Salary E 00004 Hourly Wages E 999 Compary Total E Zei KO E f m Quick Search By Dspartrent Number e IOLUTIONS paymate Paymate allows you to set an unlimited amount of departments for each company When you create a new company Paymate automatically sets up a department with number 999 This department cannot be deleted and the department number cannot be changed The purpose of this department is to allow you to set up a chart of accounts to which Company Totals may be posted If you wa
53. oll needs Paymate is extremely user friendly and easy to use with extraordinary features While processing payroll runs it also Instantly Calculates Earnings Instantly Calculates Source Deductions Prints Cheques Prints Payroll Journal Prints Cheque and Deposit Registers Imports hours and or amounts from as ASCII file Produces the Bank File for Direct Deposit Acclaim Only It provides for all your accounting needs by Interfacing with a large variety of Accounting packages Producing the General Ledger Report It generates extensive reports for Payroll Details for any period Payroll Summary for any period Government Remittance Reports Employee Lists and Labels It produces forms for Record of Employment T4 T4A Relev 1 It incorporates the Job Costing feature by Allowing the breakdown of employee wages by Cost Centre Producing Employee Work Detail and Summary Reports Producing Cost Centre Detail and Summary Reports Interfacing with popular job costing packages This manual helps you to get started with Paymate and assists you in processing payroll It is divided into the following sections Introduction explains the features of Paymate Installation explains how to go about installing Paymate Setup helps you set up your company payroll department and employee information Process payroll gives you step by step instructions on how to process payroll Reports gives you an overview of Paymate extensive r
54. ord Also if the Work Details window is initiated directly from the Timesheet Edit window the employee number cannot be changed at all Header Description Enter the employee number or click on the speedbutton next to Employes Numper the employee number field for the Find Employee Dialog It may be easier to total the employee s hours for a whole week or the whole pay period and make summary entries Doing Work Date this you may use the pay period end date If you enter a date that is not within the start and end dates of the active pay period you will get a warning message when you save the entry These are used to summarize work details on the and Job Category Costing Account Summary report Enter the payroll category number or click on the speed button to get a drop down list You must assign the entry to an earning or benefit category so that the hours rate and dollar amounts Cost Centre may be brought forward to the employee s timesheet If you pick an hourly based category the employee s default rate will auto matically be shown amp HRS te paymate Header Description These will automatically be the default account and department RECOUNT Ane Deparment you specified when you set up the cost centre You may override any field The account and department affect how the amounts will be sum marized when you run the Job Costing Account Summary The Rate will automati
55. order for all employees either by Employee Number Employee Name Department amp Number or Department amp Name e JLUTIONS paymate The Basic Tab 1 Enter a unique and numeric number for the Employee Number DO NOT use Wild Card Characters e g amp 2 Specify the Pay Group to which the employee belongs 3 Specify the department to which the employee belongs if applicable 4 Specify the RCT Group to which the employee belongs 5 Enter all other information as listed The program will let you know if a SIN you have entered is invalid 6 You must enter the Employee s Tax Province Date of Birth Original Hire Date and Last Hire date Original Hire date is usually same as Last Hire date If employee leaves and joins the company at a later date you would enter return to work date under Last Hire date Click on Add button to setup a new employee Employee Edit Number fOr Name Basic Tax Het Claim Pay Caid Bank NotePad History Identification Weber II sin 9939999980 Sumame EC Job Description Mager OS Givename isch Tax Province Ortas Yd india P Status Active Address 445 Foxborcugh Cout Pay Group Management sl Department None D Ciy Teatown RCT Group Standaed D Province ies Date ol Bith 123171957 35 County Canada X Original Hire Date 02702200 a Postal a 434 Last Date of Hire 02 02 2000 3s Phone 1 T
56. ow After the information is filled in the Save and Cancel buttons will be lit Company E dit L2 x Curipen ny ifur raliar Name WEIER EE SERT City restown Care Of Province Ontario S Address 123 Orange 2ekoe Avenue Country Canada E Postal L7L7L7 NotePad Contact Person Information Taxation Information c i 3 amet pue SSCS bg ompany Pension Mumber amm n nmn Givename Arthur ess Initial M s tl Group Description taxation Number El Rate Postion i Comtroter tender Rcro00002 540000 Telephone a15 733 3333 D 3 00000 0 00000 Bl cose 7 Help Fill out required information Under Taxation information setup Pension number for Registered pension plan only and WCB rate if applicable Taxation By default one RCT Group will be set up for Number you called Standard with the employer rate of 1 4 This rate may be changed if needed If you have a second or third remittance number for EI at a reduced rate enter the description RCT and Employer EI Rate in the second and third rows provided 1 Click Save to save the information 2 Click Close to exit the window amp HR SI te paymate Defining Pay Groups The Payroll Group Select window allows you to create and edit pay groups From the main Paymate window select Setup gt Payroll Groups SS Payroll Group Select ioj x Nunber Descrption Pay Frequency Ge add 00 Menagerrent Morthly
57. oyee Paycard paymate Setting up a Benefit There are many different types of benefits Benefits are amounts that are taxable for the employee but amounts the employee never receives Benefits may be used in many creative ways to track all sorts of things which the employee may or may not be aware of for example see Set up a Tax Reduction This section shows how you may set up a benefit category to track employer contributions to a pension fund You may also see how to set up a deduction for employee contributions to the company pension fund see Deduction Categories From the main Paymate window select Setup gt Payroll Categories You will get a list of all the earning deduction benefit and payroll tax categories that have been set up for the company as well as predefined accrual and employer contribution categories e Click Add gt Benefit The Payroll Category Edit window opens as shown below e Under Identification enter the Item Number Description Abbreviation and Type e Click Save Paymate will ask Do you wish to assign this pay code to every active employee Select Yes if you want to assign to all employees select NO if this category is applicable for specific employees only You can assign this category to specific employee under Employee Paycard Payroll Category Edit D Benefit Identification Subject to ltem Number 201 W Fedea Ta Qu bec
58. port Job Costing If you have not yet selected a Job Costing package you will be asked to do so The Setup tab on the Job Cost Export window contains a drop down list with the available Job Costing packages with which Paymate interfaces Job Cost Export 21x Setup Jub Cust Pavkaye Selection Eypor RH Close Help Reports There are numerous reports that Paymate provides General Ledger Government Remittance Employee History Employee Year to Date Payroll Categories Accruals Employee Lists Worker s Compensation Job Costing Cheque Reconciliation For each report there are normally two tabs Parameters and Preferences as shown below On each of these tabs you will have to specify certain options to produce the report to your needs amp HR Si te paymate General Ledger Report The General Ledger Report gives credit and debit totals Period totals and Year to Date totals 1 From the main Paymate window select Reports gt General Ledger 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to see your report 5 Click Print to print your report Government Remittance The Government Remittance report shows the remittance of federal and provincial source deductions for a specified period 1 From the main Paymate window select Reports gt Government Remittance 2 Adjust the settings 3 Click Setup to setup the printer options 4 Click Preview to s
59. rate record of what is posted to the history file You may have made corrections after printing the payroll journal Having the Update Journal in your files is a good record of what is posted Printing the Posting Balance Sheet e This is necessary Before posting you MUST print the Posting Balance Sheet e The Posting Balance Sheet is a one page report showing the totals that will be posted and what the Year to date totals look like before and after posting This is a good way to do a quick check to catch any anomalies such as forgetting to pay an employee 1 Once you have printed the Posting Balance Sheet you click OK 2 Close the window then select Post to continue 3 Type POST to proceed with posting Cheque Reconciliation The Cheque Reconciliation window allows you to mark the status of posted cheques as well as to reverse cheques that were posted in error From the main Paymate window select Payroll gt Cheque Reconciliation Sr Paymate Cheque Reconciliation REECH Smith Harid P Cheque Narmal fri 3172nn1 2n874n7 West Marla Cheque Normal Tr 731 2nn1 167374 Aeferson Danna Cheque Normal m 31 72nn1 131n2 Hames Jennifer Theme Normal m m 2nn1t RRA 74 Duaylas Jack Cheque Nuunal 01 01 2001 1123 53 Peleisuri Jaret L Cheque Num 01 01 2001 1211 64 Homes Jennifer A Cheque Normal 01 15 2001 005 74 Douglas Jack Cheque Normal 01 15 2001 1129 53 Pelerson Janet L Cheque Normal 0171572001 1211 04 Si Lisared
60. roup s and RCT group s you want to include See Groups to Include for more information 8 You must also specify a Date Range and in most cases a Batch Transaction or Distribution Date 9 Depending on the Accounting package you have selected you may have to enter some parameters specific to the package For example you may have to specify Fiscal Period 10 When you are satisfied with the settings click Export to create the interface file 11 You may see warning or error messages If you do an explanation of what you have to do to correct the specific problem will be shown The most common error situation is when the totals do not balance This indicates an omission in the chart of accounts setup in Paymate 12 When Paymate has finished creating the export file run your accounting package to import the file You will have to check your accounting package s documentation for instructions on how to import a file Some packages will automatically detect that something needs to be imported others require that you run a special option Some packages even require that you specify the import file format In these cases you specify ASCII Delimited paymate amp HRS te Export Job Costing If you enter Work Details when processing payroll you may create an external ASCII text file which contains these entries You may use your Job Costing package to import the details From the main Paymate window select Payroll gt Ex
61. umber Specify a unique item number for the Earning It must be numeric only with no Wild Card Characters e g amp Enter a description up to 25 characters and an and abbreviation EIESECIpHon up to 10 characters for the Earning Abbreviation Select the appropriate type of Earning you are setting up e g Regular Hourly Formula etc If the type is Formula then the Type button next to the field is highlighted Here you would have to enter the exact formula for the earning This should only be entered if the type is specified Description as Unit piecework It is the description of the units e g Hours Days etc Subiect to This indicates that the Earning is subject to the checked taxes or J deductions Make sure the appropriate boxes are check marked For Choose the correct box assignments Note With Assignments the exception of Quebec RL 1 boxes are not used Contributes to Check this box if the Earning contributes to vacation pay The box that says Contributes to E I Hours is only available if the earning is defined as Hourly Show on Check mark this box if you want this Earning to Paystub appear on the paystub Click Save Paymate will ask Do you wish to assign this pay code to every active employee Select Yes if you want to assign to all employees select NO if this category is applicable for specific employees only You can assign this category to specific employee under Empl
62. us is The Operating System you use e g Win 95 Win 98 Win 2000 or Win XP e The version of Paymate you are using This may be found on the bar that appears across the bottom of the screen just above where it says Selected Company on the left side of the screen e g Version 4 06 Standard If your machine is on a network specify the network or if it is a standalone single machine Identify where the program is installed e g in which directory and in which directory the data is stored Exactly what you were doing when the problem occurred e If any error messages were received and the EXACT wording of the error When you call us Please be at your computer so we may work on the problem together Please avoid putting us on HOLD as this prevents us from providing support to the next customer paymate PAYROLL amp HR SOLUTIONS Notes AK Microsystems 30 Wertheim Court Suite 16 Richmond Hill Ontario LAB 1B9 Telephone 905 771 1155 e Fax 905 771 1344 Web www paymatesoftware com e Email support paymatesoftware com e PAYROLL amp HR SOLUTIONS paymate
63. y been set up see section D under Exceptional Circumstances 3 Pay close attention to the message displayed At this point it is STRONGLY recommended that you make a backup leave the first box UNCHECKED If you wish to carry forward terminated or inactive employees check the second box Note When carrying forward terminated or inactive employees ALL terminated AND inactive employees will be carried forward remaining in the database If you are NOT backing up your files move to step 6 1 Choose the drive from the drop down menu then choose the folder where you wish to backup your files 2 After you backup the files click OK 3 Type the correct phrase into the text box DO NOT include the brackets When you have typed in the correct phrase the finished button will appear 4 Click Finish The year is now closed and payroll data for the following year has been set up Once the year is closed you may begin processing payroll for the New Year Re select the company from the Select Company window Be certain that you specify the year you want to access by checking the current year on the Select Company window amp HRS te paymate Exceptional Situations The following exceptional situations may arise You may receive a warning message before continuing to close the year A The payroll year has already been closed Re closing the year will cause you to LOSE all data from the end of the closed year to the present everything
64. ymate amp HRS te Printing Cheque Register The cheque register prints out a list of all payments made by cheque for the Active pay period and should be printed after you have printed all the cheques This report will also show any timesheet entries which have 0 00 payable and any timesheets that are not paid by cheque or deposit Payments made by deposit are listed on the Deposit Register 1 From the main Paymate window select Payroll gt Process Payroll 2 Click Print gt Cheque Register 3 Adjust the settings 4 Click Setup to setup the printer options 5 Click Preview to see your Cheque Register 6 Click Print to print your Cheque Register Printing Deposit Register The deposit register prints out a list of all payments made by deposit for the active pay period It should be printed after you have printed any Advice of Deposit Cheques amp Payslips for em ployees paid by deposit If you download your deposits to the bank via modem or diskette you should print this report before creating the bank file This report is a control report which shows all the entries that will be written to the bank file There are no settings necessary on the Parameters tab of the Report window but on the Preferences tab you will need to specify the Sort Order 1 From the main Paymate window select Payroll gt Process Payroll 2 Click Banking gt Deposit Register 3 Adjust the settings 4 Click Setup to setup the printer

Acclaim - Paymate Software

Contents

Download Pdf Manuals

Related Search

Related Contents