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Detailed User Manual

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1. End gi Yea FES ii Full and Complete PEELS C P3ea 2 c l l e Til c it B Business Payroll will validate that all of the required information has been completed If the company passes the validation then the P35 Declaration screen will be displayed If company information fails the end of year validation then a report will be generated detailing any fields that must be altered P35 Declaration Complete the Declarations Checklist 1 and Checklist 2 sections of the P35 Declarations screen selecting any options that are applicable to the company 72 Git Sohon ltd QTAC Solutions Lid Declarations Checklist 1 Checkist 2 Tax and HI Statutow Totals Pid Declaration Form P14 End OF esr Surma for each employes at director for whom was required to complete a fom P11 Deductions Woking Sheet or aguialent recced duning the VEST i Have Gres sent senerabey im a jf ft Ly am B z nre m mre oars 5 PI 4 Declaration Completed fom F34 Emplopers Suoplemertacy Reto Ane Due i Are Moi Due iE P11 Declaration Number of Companiss Completed F110 and P11 Db Retur of expences payments bansite and Class 1A contoare ri i lt 18 Ans Dus Are mot due F Sechan Nars h Build ZHL Schedule fase T ranean Monel od Erin a ete Live Eke The Tax amp NI Statutory and Totals sections display any information that has been entered via EOY Totals during the course
2. The selected CIS file will now appear in the right window as shown below Submissions available to schedule Submissions Scheduled Current Date Time 09701 2007 i 0 44 Scheduled Date Time 09 0 A200 f 0 45 CIS Verification 1 Otac Solat 0901 2007 Deactivate Timer VSIPS TPY S Achyate Activte 03701 s2007 10 45 SelectAll Deselect All Inverse Selection Now select the Activate Timer button Deactivate Timer VIPS TRY Activate Active Activate Timer I 34 This will start the process of submitting the CIS file You will receive an email confirmation from the HMRC within 24 hours as long as an email address has been entered on the FBI Setup screen reo Activate Activte Submisson Schedule Active Note Depending on your internet provider you may need to have an internet connection running before starting this process Brought Forward Details Brought Forward Details Opening Brought Forward Details Brought forward details can be accessed by selecting Employee Brought Employee Brought Forward from Employee on the main Forward menu Alternatively it can be accessed via the Employee SSSSSSSSS Brought Forward button found on the Employee Maintenance screen Select Employee StatfNo of As at end Tax Month ack Overview Me a aiora mae
3. 14 The Select Company drop down list allows the user to choose the company to work with as each company may have its own separate G L codes To assign a code to the pay element simply choose one from the dropdown list next to it When all codes have been set click Save then Close Additions amp Deductions Additions amp Deductions To access the Additions and Deductions epee Employee Reports Calculator Admir options select Company gt Additions amp Company Maintenance Deductions Disons Departments Locations aL Codes Standard G L Codes Additions and Deductions Additions Additions Select Company Otac Solutions Ltd Additions Deductions Overview l SUBJECT TO This screen is used for Short Gross Hol Rate Payslip Description DescriptionT ax NI Pen up Hol Credits Rate Factor GL Code Priority setting up new additions and defining the relevant parameters i e allowable for tax NI rate factors etc oOo E Moor fiNone fC Add New UJ ndo Close Creating a New Addition Select the correct company from the dropdown list Select the Additions tab Click Add New Enter a description for the addition e g Bonus Subject To Define the Tax NI Pen Pension and Gross Up parameters If the addition is subject to Tax and or NI place a tick in the relevant box To include the addition amount in a pension calculation tick the Pen box Tick the Gross Up box to make the add
4. On opening and paying there are instances when an employee s pay details will need to be entered in order to calculate their average weekly earnings If the employee has recently been entered onto the system then Business Payroll will ask you to provide pay details for the applicable earnings period Pay Date Pay Frequency Amount Ez ve Ez 1 Enter the gross pay not including tax creditalthat the employee earned in their last pay day betore 04 01 2003 Enter the employee s last payday prior to the date displayed 04 01 2003 in the example Select the employee s pay frequency from the drop down box Enter the amount of pay that the employee received on this date Average Weekly Earnings Cancel Ealculate Continue 2 Enter any gross pay not including tas credits the employee has earned between 06 11 2002 and 01 01 2003 Upon entering the gross pay earned from the employee s last payday you will be prompted to enter the gross pay earned by the employee between two dates 06 11 2002 Average Weekly Earnings and 01 01 2003 in the example Cancel Ealculate Leontine Once you have entered all of the gross pay earned by the employee between the two dates given the Calculate button will be activated 2 Enter any gross pay not including tas credits the employee has earned between 06 11 2002 and 01 01 2003 Average Weekly E aminga 115 38461 Click
5. Re open Periods The Re open period function will open the latest closed period for the company To Re open all employees for the selected pay frequency e Tick the checkbox next to the required pay frequency The Tax Period field next to the selected frequency will contain the period number that will be Re opened e Click Re open Set Employee B F figures Set Employee B F Brought Forwards is used to make adjustments to figures calculated with Business Commercial while parallel running alongside another payroll system The principal behind this is that the previous individual pay records are combined into a single brought forward record Theses brought forward figures can then be accessed and amended through the Employee Brought Forward screen e Click the Set Employee B F Figures button and when the process has finished close the Company Maintenance screen e Select Employee Brought Forward from the Employee menu e Select the employee using the Select Employee combo box e Click the Unlock button then click Yes to the warning message The brought forward details can now be adjusted to reflect the results of the other system Go Live 111 The Go Live button takes the company from Parallel Run mode to Live mode The Live mode disables the ability to set the Employees brought forward details GL Codes The GL Code section on the Company Maintenance screen gives you the facility to organise the GL Export report according to the co
6. Highlight the employee in the list by clicking the left mouse button over the name Select Employee gt Back process from the main menu WARNING Back processing an employee will PERMANENTLY remove all employee changes and pay details for later pay periods that have already been processed four Inland Revenue Remittance payments and year to date reports may also need adjusting Starting Tax Period hve Wd Select the starting tax period for back processing Cancel After back processing an employee there are two options to re calculate Open amp Pay Employee to restart the pay period or Load Employee to reload the pay details for that pay period The payroll processing screen will then be displayed Employee Reports File By Internet Emplovee Maintenance Emplovee Brought Forward Absence Recording Load Enployee Open and Pay Employee Close Pay Period Back process Delete Duplicate Employee Use the Starting Tax Period to select the period to re open Read the warning message before clicking on Ok to continue The employees name will now have a Yellow and Red symbol next to it in the employee viewer on the main screen Coad ER ployee pper a Employee Close Pay Period Employee Maintenance Delete Employee Employee Print 5 Reports All reports available within DIAMOND DISCOVERY Payroll are accessed from the Reports menu These are then divided i
7. ML Protocol Events The URL address is built within the software and will not need to be changed You can view this file again before sending by selecting View XML and it can be copied to folder Select Submit to send your P45 to the HMRC wiew XML Ea AML Cancel Submit Files If the below error appears during submission incorrect details are held in one or more of the following Tax District Number or Reference in Company Maintenance Agent ID if you re registered as an agent Sender ID or Password in the File by Internet gt Setup screen A 1046 Authentication Failure The supplied user credentials Failed validation For the requested service Scheduling a Submission From the menu at top select File By Internet gt Schedule Submission to view the below window Highlight the P45 from the left window and enter a Scheduled Date and Time Submissions available to schedule Submissions Scheduled Current Date Time 23 11 2006 15 29 Scheduled Date Time 23 11 2006 EEEE Activate Timer VSIPS IPS Activate Activhe P4531 205 Otac Solutions Ltd 24 ral a p Selectall Deselect All Inverse Cancel Selection Select the arrows button Poe ee 81 The selected P45 will now appear in the right window as shown below Submissions available to schedule Submissions Scheduled P453 205 Otac Solutions L 23 11 2006 Current Date Time Ela 172006 1 Beil Scheduled Date Time
8. C Program Files Q TACOZOSVQTACOC0S mdb exists do you want to ovenvaite it Yes Yestoall Rename 93 Personnel Manager Only Applicable to Personnel Manager Users Personnel Manager DIAMOND DISCOVERY Business Payroll can import data from Vizual s Personnel Manager program To do this go to Admin gt Personnel Manager gt Link Status To turn on the link click the J Activate link to Yizual Personnel Manager Activate Link check box Choose the location of the File Locations interface files Clear Link History File Clear out Link records processed before 14208702 Clear Import Lock Status Idle _ Clear Cancel Save Click Save Click Cancel at any time to quit without saving Clear Link History File All interface records between DIAMOND DISCOVERY Business Payroll and Personnel Manager are logged To permanently remove these records from this log file enter a date and click Clear Import Lock Status This field shows the current status of the link If the software is importing data it will change to Active In the event of a crash clicking the Clear button will reset the import operation Also available from the Personnel Manager menu are options to Refresh Data This option will start the import process Export All Data This option will export all data to the location specified in the Personnel Manager Link screen 94 Company Export There may be occas
9. Enter the employee s standard details including surname forename title and department The gender setting is used to check various statutory entitlements e g SMP and also to create temporary NI numbers where the employee s correct NI number is not yet available Staff Number This field contains the employee s staff number if applicable The length of this field can be set from the Company Maintenance screen up to a maximum of 14 characters Personnel Database Name DIAMOND DISCOVERY Business Payroll will link with Personnel Manager personnel system This field will only appear if a link to the personnel database has been activated Personnel Manager options are available under Admin gt Personnel Manager gt Link Status Division Location Department These fields can be used to sort the employees in the Employee Explorer window and reports These codes can be set from Company gt Divisions Locations Departments G L Codes menu option 18 Student Employee For employees who have signed a P38 S tick the P38 S Signed check box This will indicate to the Inland Revenue that the employee is a student who has paid no tax when electronically filing the end of year return CIS Check this box for subcontractors This will self populate the Tax Code to CT and National Insurance Number to X Exempt from National Insurance Personal Personal Gemt Erplopen asiha General Personal Tse onthl Paysethed PBase gacki
10. If an employee changes pay frequency the same employee record can be used and all the pay details at the old pay frequency are retained and reported as normal When the effective date changes mid period you will need to select a valid date from the drop down list The default pay frequency can be set from the Company gt Company Maintenance Payments tab Start at Pay Period If the employee starts during the tax Start at Pay Week 24 year the starting period should be entered here Student Loan Student Loan Tick this box to deduct the loan a Student Loan repayment automatically Dates can Deduction be entered for Start Stop although Shem SERS these cannot be back dated 06 08 2006 Stop Date peat Select Save Rates once finished and then Save on the main screen If your employee is a salaried monthly paid employee you will notice the Pro Rata on Start button appear on bottom left of screen Select the Pro Rata on Start button Pro Rata Start This will display the pro rata options Pro F ata blethod Select the Pro Rata Method Annual Salary aver 365 days Enter the number of Days Worked in the Annual Salary over working days 261 period f Working days this month Days Worked this Month 0 Pa oe If this is a new employee complete the rest of the Employee Maintenance screen or z select Save au Note If a pay rate changes through a pay period the basic amount will need to be manually changed for t
11. Maintenance This will Division None x default the Tax Code Department Nowe o to CT and the NI O B I 2l Number to X Exempt from National Insurance Continue setting the employee up as normal then save Suppress Error Messages D Entering Subcontractor Details This screen is filled out and submitted to the HMRC to confirm CIS details Employee Employee Maintenance To get to the below screen go Employee gt Subcontractor as a aa a shown to the right Subcontractor Details Absence Recording Load Employee Open and Pay Employee Close Pay Period Back process Delete Duplicate Employee Select Employee Smith Mark Staff No 10 Business type Trust Company Action Yernfication Humb einfication Humber O Match Trading Name or Company Name f Verify Subcontractor Unique Tax Reference UTR Company Registration Mo Partnership Partnership Unique Tax Reference UTR Schedule Partnership Hame this Print Build XML el Undo Close Submission aN ID Authentication UserID sfth45rtfS5 Password Retype Password 31 Business type Sole Trader f Partnership i Trust f Company Vertication Humber Trading Mame or Company Name Subcontractor Unique Tas Reference UTR Company Registration No Partnership Partnership Unique T ax Heterence UTR Partnership Name Acton C Ma
12. Note the field name is misleading it can apply to 5 dbIMPEE Double either the Main Pension or and Additional dbIMPER Double Pension contributions Yes Main Pension No Additional 7 bInMainPension Yes No Pension Yes Employee pension value is calculated as a percentage of pensionable pay No Employee pension is a fixed amount Yes Employer pension value is calculated as a percentage of pensionable pay No Employer pension is a fixed amount Employee percentage of pensionable pay Employer percentage of pensionable pay Yes Pension Limits No No Pension blnEmployeePercentage Yes No Yes No blnEmployerPercentage dblEePercent Double dblErPercent Double oh hk Limits Yes Employer pays employee NI rebate No Employer does not pay bInEmployerPaysEeNIRebate Yes No employee NI rebate Note The following are descriptions of the different pension scheme types 10 12 13 106 G FSAVC Free Standing AVC H PPP Personal Pension Plan SHP Stake Holder Pension 107 EmployeeAEO csv EmployeeAEO CSV This file contains Employee AEO Details Field Number Name Description Value s Type StaffNo Staff Number Values PAEO CPAEO NPAEO CNPAEO AE on AOS CCAEO Long Integer CTAEO DEO SEA SCMA SCAO Double Original amount Double Current o s balance Double Amount deducted each period Double Amount already deducted Date Time Date of first d
13. Salutation eg Albert or Mr Hall suitable for Text the salutation in a letter prefixed by Dear Text Text Text Text Salutation Gender EmailAddress Address1 Address2 Address3 Address4 Postcode PhoneNumber MaritalStatus DOB JoinDate LeaveDate Director 10 Text Text Text Text Text O Single 1 Married 2 Widowed 3 Divorced Date Time Date Time Date Time Yes No Yes is adirector No is not a director Date from which NI is calculated on Director s basis if no date then whole tax year on Director s Date Time basis Text Yes tax calculated on a cumulative basis No Yes No tax calculated on a week1 month 1 basis Long Integer 0 Gross to Net 1 Net to Gross Text Text Double Yes paid on salary basis No paid on hourly Yes No basis Salary per annum for monthly quarterly half yearly and annually paid staff Salary per week for Double weekly 2 weekly and 4 weekly paid staff Date Time Hours per month for monthly paid or per week Double all other frequencies Long Integer Current tax period Week Month Yes Holiday allowance is expressed in hours No Holiday allowance is expressed in days Days or hours of holiday allowance Can be half Double days or hours Double Number of days or hours holiday taken Gross Pay Amount on the P45 when employee Double joined company Tax Amount on the P45 when employee joined Double company Text Inland Revenue Personal Refer
14. Se SRE Key to uniquely identify the PKAdditionDeduduction ao Addition Deduction o a aaO Text Eg Basic Pay Employee Pension etc 3 ShortDesc Text__ Short code for description Yes Addition No Deduction Addition Yes addition is subject to tax No addition is not subject to tax Deduction Yes deduction is allowable for tax No deduction is not Yes No allowable for tax Addition Yes addition is subject to NI No addition is not subject to NI Deduction Yes deduction is allowable for NI No deduction is a h subject to NI an e addition deduction included in calculation of pension payment No addition deduction not lem ate included in calculation of pension payment Yes Additional Holiday Payments No no Holiday Yes No Additional Holiday Payments PERN Yes Addition is grossed up No Addition is not GrossUp Yes No grossed up a aee ee Applied to the basic hourly rate or to the Optional 10 Multiplier Double Rate i in this record if it s non zero p ess pe ten sea 11 OptionalRate Double used instead of the basic ee ae eee rate ReducingBalance CarryForwardDeficit Long Order in which additions deductions will be re er eee PayslipPriority Integer on the payslip BACSDeduction a deduction to an additional Bank Account by BACS Yes Include in Holiday Credits Accrued Gross Pay calculation No not included in Holiday Credits bInHolidayCredits Yes No Acc
15. If you would like the unused holiday to carry forward place a tick in the Carry Forward Entitlement checkbox The Maximum Carry Forward field will become active Here you can set a limit for how much unused holiday is carried forward Remove the tick from the Clear Holiday Taken to leave the holiday taken unadjusted Pay Rate Indicator Fap Frequency en G Days C Hourly All Pay Frequencies Entitlement Set Entitlement to Cary Forward Unused Entitlement E Maxinun Cary Forward Entitlement Clear Holiday Taken m Close Process Click Process to start the operation A report will be produced giving details of the amendment Click Yes to view the report 40 Bulk Pay Adjustments Bulk Pay Adjustments It is possible to alter the pay rates for all employees or groups of employees Selecting a Group Click the left mouse button over the company name to amend the whole company Or over the Division Location Department name to adjust just that group coy HOE Scoging F nye 03 Smith M H Development E Accounts H Payroll Processing the Amendments Ensure you have the correct employees selected before processing Pay Frequency Jal Pay Frequencies Pay Rate Indicator i Saam Hourly mon Increase or Decrease f rcrease C Decrease From this screen you can choose whether to Increase Decrease the employee s pay Select the relevant pay frequency using
16. Paynethed Pfuel ddion Deductions AEn Parson Notes Overview Hal Crete From this screen the ALLOAAELE AGAINST Tex Al Pen Bod Siang AE Stet Date Alena Clare user can add any deduction made to the employee The deduction s will be applied to each and every pay period Falid ot ii oli aoa a Eea hpa i eee BeN Lal Ergit Hichi Farid Cuppa Ena Mecpeges Fur hiem Gia Applying a Deduction Click the Add New Deduction button From the drop down list select the deduction to add Enter the deduction amount Click Save Deduction If the Add New Deduction button is not available it means that there are no deductions set up for the company Reducing Balance Deduction If the employee has had a loan or has to pay a court order the total amount payable can be entered in the Starting Amount field e Enter the amount to be deducted each pay period in the Amount field e This amount will then be deducted each pay period until the loan court order is paid Deleting a Deduction e Highlight the deduction in the list e Click Delete deduction Creating a New Deduction Type A new addition can be created in two ways Click on Company gt Additions Or when in payroll Click on Change and Deductions Processing Click on Create Deduction Click on the Add New button Click on the Add New button Enter information as required Enter information as required Click on Save Click on Save 26 Attachment of
17. Registration Registration When running an unregistered version of Diamond Discovery Payroll a warning message will be presented Warning This Product is in DEMONSTRATION mode TF you have purchased this product you will have been provided with a PIN number Do you wish to Register now From here either go to the registration screen by clicking Yes or use the product in demonstration mode by selecting No In demonstration mode the software will run for an unlimited time but will only perform calculations for the first three pay periods and for a maximum of 5 employees If you have purchased a PIN To register the product you will have to enter your name and your company name These are not validated in anyway and are required only for licensing purposes Next enter the PIN supplied with the software and click the Check button If an error message is received then please double check the PIN Registration Mame rour Name Registration Company rour Comapny Registration FIN ead Jon 7890 eD 2 Current tas year calculator Multi tas pear Payroll management Companies Employees Users Payroll Professional ma Ti i Check ister Cancel Please note The PIN number shown here is for example only and will not register the product Registration Mame Your Name Registration Company Your Company Registration PIN li J24 ooy 7890 DE Curent tas year calculator es Mulki tas year
18. System Info 1994 2003 OTAC Solutions Limited All Rights Reserved TI ai i l ri ai Di L I LJ H L F By clicking on the System Info button another screen will be displayed showing the version number of the calculation file M About PAYE0203 PayEU2Z0S Tax and National Insurance Calculator Ctac Version 1 4 11 Version Number PAYEQZ03 DLL ts an Actives DLL which calculates Tax and National Insurance values for tax year 2002 2003 and optionally for any of the previous sie tax years 1998 2002 QTAC Solutions Limited These two version numbers are useful when contacting support at Diamond Discovery Solutions 110 Company Maintenance Professional Company Maintenance Commercial Business Commercial contains functions for parallel running with another payroll system and extended functionality for General Ledger Coding Select Company Maintenance from the Company Company menu Company Maintenance Bureau Bureau Parallel Run Indicator By default all new companies set up on Business Commercial will be in Parallel Run Mode and is indicated by the background colour of the company drop down box TAC Solutions Ltd Hew E mployee Orange Indicates Parallel mode and white Live mode Include Open Employees in BACS Report By Default the BACS report will not included any employees who are in an open state If all employees are required to be included then check this box
19. f Reduce Standard Basic Pay by Statutory Pay Do not pay Basic Pay C Pay Basic Pay as entered Entering a new Absence Sick Leave Add New Delete fine cae ves the Add New Absence Absence Absence ADrenCE Absence utton Select Sick Leave from the a d dropdown menu Depending on Unauthorised the type of absence selected Gick Leave different options will become Maternity available Paternity oaae ME PE Tii Enter the dates that the employee was sick The date entered in the finish date is included as a day off sick If this is the first sickness recorded on the system and the employee has had previous sickness refer to the Inland Revenue documentation to ensure that the correct number of waiting days has been calculated 53 SSP Mot Payable 7 The number of Qualifying Days used in the SSP calculation can be Qualifying Sun Mon Tue wed Thu Fri Sat changed Qualifying Days are the Days ee cae Cale cal cal Cals number of days that the employee works in a normal working week In some instances the Average Weekly Earnings must be entered SSP Details for Pay Period Average Weekly E amings in Relevant Period eA If the system doesn t hold enough information to calculate the Average Weekly Earnings automatically you will be asked to enter the Average Weekly Earnings for the eight weeks prior to the absence The way in which the final pay is calculated is dependant on the option select
20. 207127899 clicking the B F NIC button Pay at Tarat Pay When the pay frequency is set to weekly an extra field relating to Week Week Weeks holiday pay becomes available Paying holiday pay in advance is li li li covered in the Payroll Processing section Enter the Taxable Gross amp Tax Paid for the employee if required there are two additional fields for P45 details This Employment Taxable Gross Tas Paid oo When all of the details have been entered click the Calculate button at the bottom of the screen The results will be displayed to the right of the screen If more detail is needed click on the More info button If a re calculation of the same period is required change the pay details and click Calculate again There are several options in proceeding after a calculation has been made e Save the calculation to file Calculation Audit Report e Fwd carry forward the details to the next pay Payslip Report period e Print either a Calculation Audit Report or Payslip Save CE wd Report Calculator File Operations Calculator File Operations Saving a calculation Click the Save button A prompt will appear asking for a calculation name Enter a file name and click Ok The file name chosen will be displayed in the Payroll Assistant employee list to the left of the screen and the soy MOT F Smith calculator will be reset Loading a Saved Calculation Display the context menu by cli
21. Earnings Order Attachment of Earnings Order Select Emplopse Te A S Genera Peronal Dacenthi PayMehod Puy fiates additions Deductions AED Parson Kotes Overview Protected lening Body AED Saring Ceckction Frihed Chaga This screen is used for Dds Type Esm Falmara Reluarea Amaut jhi Dae Shei Dse Fink Dale Amori Burit attachment of earnings orders only i l iB C Pe l a Onder Typa Sele sa Himare ff Clady fe j Ti Prdeted E arag i0 AED Aelerence j lepua Disia 7 piano i pera ne Si Date y Admin Charge I E Amdam An Sharbrey oo rich Dae fs FE ddd Mees E gt Ermali Bicangh a Tre itp E Fand Cupar Eny Mappa Budd hew Chom Operation Click the Add New AEO button to unlock the fields Using the information supplied on the AEO form enter the details that are applicable Click Save Order Types PAEO Priority AEO CPAEO Consolidated Priority AEO NPAEO Non Priority AEO CNPAEO Consolidated non priority AEO AE on AOS Attachment of Earnings on an Admin Order CCAEO Community Charge AEO CTAEO Council Tax AEO DEO Child Support Deduction from Earnings order SEA Scottish Earnings Arrestment Order SCMA Scottish Current Maintenance Arrestment Order SCAO Scottish Conjoined Arrestment Order For an information booklet on attachment orders please contact The Court Service Southside 105 Victoria Street London SW
22. Emailing all Employee Payslips to a Company Go to Company gt Company Maintenance from the main menu In the Reports section set the company Email Address the Email Password From the Default Payslips Type drop down list select Payslips QCO1 Suppress Title Shading Email Address PO Show Employers Cost on IA Remittance E Show ear to Date on lA Remittance M Emal Password Default Payslip type Retype Email Password cf Payslips OCOT Before printing payslips select the eDocPrinter PDF Pro printer from the Printer Settings screen under the File gt Printer Setup menu This will email all of the payslips as a single pdf file to the email address stated in the company Reports section A pdf file containing the emailed payslips will be created in the folder where the DIAMOND DISCOVERY software is installed Ermasling Paysiips to Individual Employees Go to Company gt Company Maintenance Payslio Options from the main menu In the Reports section set Single Payslip Per Page q the option to print a single payslip per page e mail address Go to Employee gt Employee Maintenance from Jalen igtac co uk the main menu In each employee s Personal section set the email address and password that will be used Email Password HHH to open the file when received Retype Email Password ate Before printing payslips select the eDocPrinter PDF Pro printer from the Printer Settings screen under the File gt Printer Setup menu Th
23. Forename A final payment can be made by selecting the checkbox g at bottom of screen Address 345 Chester Way Dergon Wells Chesshire PostCode C127TH Further Payment to be made 7 E Holiday Hours If the employee s holiday entitlement is measured in hours tick the Holiday Hours checkbox If left un ticked the holiday entitlement will be measured in days Holiday Allowance The total amount of holiday entitlement should be entered here Holiday Taken Displays the amount of Holiday Taken in this field half days appear as 0 5 N B holiday is recorded in Absence Recording via the Change button in the Open and Pay screen please see Absence Recording Holiday Directors NI If the employee is a company director put a tick in the Yes box The employee may opt to pay NI under normal rules therefore the Apply Directors NI Should be unchecked If the employee has been appointed a director during a tax year the start date must be entered so that the NI is calculated on a pro rata basis If no start date has been entered the date defaults to the start of the tax year Date Left This date will appear on the P45 certificate 20 Tax amp NI Tax amp NI Galt Explopan Sahn x arara Perona Lt ar HI Pay Misha Pay Fates ddon Qleduntions AEDs Parson Hones Overview This screen is used for Taa Code Ta Basis HI Code Lefer i E Ordais A NOT Croa Sendai F inputting t
24. Inland Revenue Approved Pension Plan If the pension scheme is Inland Revenue approved then the box needs to be checked The pension provider will be able to supply this Gross Less Basic Rate To calculate the pension deduction on the gross pensionable pay less the basic rate of tax this box needs to be checked NB This method only works when calculating the pension deduction on a percentage of the employee s wages 17 Deleting a Pension Fund e Highlight the fund name in the right hand list e Click Delete Setting up an Employee Setting up an Employee After setting up a company you can now add employees To do this ensure the correct company is displayed on the main screen New Employee Then click either the New Employee button as Sime Reports Calculator shown above or select Employee gt Employee Employee Maintenance Maintenance from the drop down menus CCC Click the Add New button to start a new employee record General General SelectEmpoyee a a n A General Personal TaxandNI Pay Method Pay Rates Additions Deductions AEOs Pension Notes Overview a fee Title Mr The General screen is SOYA ena used to set up the aia staff number gender ei eee title surname cls forename and Subcontractor division dept location as required Division None Department None titi Location None M pal Suppress Error Messages N Close se General Information
25. Printing Preferences General Sharing Parts Advanced Calc s eDocPrinter PDF Pro Set the properties of the printer that is to be used In Under the Links tab of Printing Preferences place a tick in the Enable detecting embedded commands check box If the box is left unchecked then no pdf files are created and nothing will be emailed In the Email section select Send the Email Settings generated PDF file as email attachment Send the generated PDF file as email attachment and Send silently through default email Send slertly through defauk amal chert y client Send aleritly hough dele email chert Send mal dracik hroauoh Sh F serves installing Click Yes For every payslip that is emailed via Business PME elec Payroll the default mail client will display a 4 program is trying to access e mail addresses you have warning message advising that another stored in Outlook Do you want to allow this prog ram is trying to access email add reSsses IF this is unexpected it may be a virus and you should If the payslips are to be emailed then click chae We Yes when each message appears Allow access For O e If there are a large volume of employees for whom payslips are being emailed then this message will appear for each payslip In this case a program called ClickYes can be downloaded to handle the action of clicking Yes ClickYes can be downloaded from http www contextmagic com express clickyes 62
26. ROEI then OK Retype Password fae IN Year End of Year CIS P45 1 Full and Complete fo Verification amp WNL s PaA C Monthly Reture a x e 86 Once OK selected the below screen opens showing subcontractors amounts Qtac Solutions Ltd CIS Return for month 1 Companies Subcontractor Payments Materials Deductions Smith tlark 500 ee 0 0 es 00 ce Monthly Pay Period VSIPS Schedule Re ct Bit Buisson E dL Submission mi Subcontractors Before any transaction takes place please confirm the check list on the Declarations Can you Contin that no payments have been made to screen subcontractors in the construction industry in this period Can wou confirm that the employment status of each individual included on this return has been considered and payments have Hot been made under contracts of employment Can vou confirm that ever subcontractor included on this return has ether been vented with Hbi Revenue and Customs or has been included in previous CVS return in this or the previous two bax pears Can vou Confirm that the infomation given on this return i correct and complete to the best of your knowledge do not anticipate paying any subcontractors in the nest sis months Select Print to copy this file 87 Print Press Transmit Live to submit Transmit now Live 0r Schedule this Schedule Submission to send at a time this Submission convenient to you Both of the ab
27. Tax Code Tax Period and P45 details Click Calculate Calculated Tax 171 93 Click Next to perform another check The amount of tax paid will be displayed in the Calculated Tax field 69 End of Year Totals End of Year Totals To produce an accurate P35 Summary it is necessary to enter any funding and CIS deductions that are applicable to your business This can be accomplished through two areas of the software either on a month by month basis through the Reports gt Pay Period gt IR Remittance Advice gt Enter EOY Totals menu option or for the year by selecting the File by Internet gt EOY Totals menu option Entering EOY Totals by Period Entering EOY Totals by Period Select Month IR Funding Tax 0 00 SSP SMPYSPRYSAP roo Tas Credit 000 Payments and Deductions NIC Holiday claimed LIS Deductions Tax Deducted from ro Subcontractor Payments Payments made to 0 00 Inland Revenue we om Select Month Use the dropdown list to select the month in which the details need to be added IR Funding If funding has been received from the Inland Revenue then the amounts must be entered into the system within the appropriate fields e Tax Tax refunds e SSP SMP SPP SAP Statutory Payments Payments and Deductions Incentive Payment Received If the company s P35 was filed electronically in the previous tax year then the employer may qualify to receive an incentive payment f
28. ammended select the bank from the list correct the information and click Save then Close To assign the bank details to the company select the bank sort code from the drop down list The Bank Name and Bank Branch will appear in the respective fields Autopay BOBS Faxpay Telepay If any of the banking interfaces to BACS are used enter the appropriate reference numbers into the Autopay BOBS Faxpay Telepay fields A format for the BACS transmission must be selected from the dropdown list Default Pay Details The default calculation type i e Net gt Gross or Gross gt Net can be selected here These settings will be applied to any new employees created but can be altered in the employee screens The default pay frequency i e Monthly Weekly Two weekly etc can be selected here These settings will be applied to any new employees created but can be altered in the employee screens Cash Net Pay Rounding For cash payments enter the Rounding to be taken into account when calculating the Cash Analysis E g to round down to 50p enter 50 Show BACS Header Check this box if a header is required on the BACS file output from the system The BACS software provider can inform the correct setting 10 Calendar Calendar feel Tas Ki and Pension Paerents Calendar Hepes Ft cons GL codel Overview Wak Paps Opie Babes Ta miina giria TAN P li d t f h weky in enn D raysips ates Tor eac
29. calculate the pension contribution from the Pensionable Pay for the pay period Pensionable Pay is accumulated from those pay elements that have been defined as Pensionable To change these definitions use the Company gt Additions amp Deduction menu Tick this box to only use the pay between the LEL and UEL in the pension calculation 28 Adding a New Employee During the Tax Year Adding a New Employee During the Tax Year If a new employee starts after the 12 April it will be necessary to change the tax period to the correct week month The P45 details will be required and the employee s tax basis may need to be changed e Enter the employee as normal e On the Tax amp NI tab of the Employee Maintenance screen there are three areas relating to new starters Tax Basis Previous Employment P45 Details and Starting Period If the employee s P45 Details are known Previous Employment P45 Pay and Tax Enter the details in the appropriate Gross Pay Tas Paid fields 000 Ju If these figures need to be checked P45 Check then click P45 Check Incorrect P45 tax figures will be highlighted in red If you do not have the employee s P45 Details If no P45 details are available a P46 form must be completed f Cumulative Please refer to the Inland Revenue wk hthI documentation E13 Day to day payroll for which tax code and tax basis to use Tax Basis Starting Period e Enter the number of the first period to be paid throug
30. employees pay is calculated and the results are saved to file The amp symbol will appear next to the employee to show that this action has completed successfully This action can be done as many times as you like i e if a bonus payment has been missed for an employee during the main payroll run then Open amp Pay this employee and apply the bonus Close Pay Period It is normal procedure to run a Payroll Summary report before starting this stage to ensure all employee pay details are correct This report is found under Reports gt Pay Period gt Payroll Summary The Close Pay Period function will finalise the pay period and put a next to the employee to indicate this has been successful By closing the pay period valid payslips can now be printed and by selecting Open amp Pay the period will automatically advance Please Note Closed periods can be re opened using the Back Process option explained later in this section Payroll Processing Symbols w The employee has been processed and the pay period is closed 5 The employee s pay has been calculated but the period is still open gt The employee has been loaded but not saved this usually occurs when a calculation has been cancelled No processing has yet been carried out 45 Processing by Company Processing by Company To process all employees on the same pay period and pay frequency OTAC Solutions Ltd Click the right mouse button over the comp
31. for multiple selections of employees alternatively if all employees are to be transferred tick the Select All check box The company to transfer to can be selected from the dropdown list Or by typing a name into the Copy Additions Deductions and v dropdown list a new company will be created Pensions to this company All additions deductions and pension details can be copied by clicking the check box Select Transfer all Year to Date Information if the employees pay records are to be transferred Otherwise select Treat as Leavers and enter a leaving date this will set the employees status to Leaver Treat as Leavers fe before transferring them Transfer date Transfer all ear To Date Infomation 36 If required entering the correct starting period against the frequency the employee s are on can advance the starting period for the employee s Start Week for weekly paid employees Start Week for 2 Weeklu paid employees Start Week for 4 Wfeekly paid employees RARER Start Month for monthly paid employees Click Transfer You will receive a message giving details of the transfer click OK to proceed Absence Recording Absence Recording Absence recording allows extended periods of absence for any employees to be set up this includes SMP SAP and SPP To access the Absence Recording screen Employee select Employee gt Absence Recording Or click the latl button on the main screen Emp
32. is produced Anomaly Report If there are any errors an Anomaly report is produced listing the employees where the errors occur and why E g the employees have been paid and closed for period 1 you then try to Pay All for period 10 This action will produce an Anomaly report informing you that the employees have not been paid for periods 2 10 46 Processing By Division Department Location Processing by Division Department Location To process by Division Department Location the display options must be set up so as the Employee Explorer displays the employees under their respective headings For more details on how to do this see the section on Display Preferences Division Department Location Processing QT AC Solutions Ltd Click the right mouse button over the division name to display the Pay Action screen wf GOS Smith M E e Development H Accounts E Payroll See the previous page Processing by Company for details on how to use the Pay Actions Screen Processing an Individual Employee Processing an Individual Employee Individual processing can take place after the main payroll run to make any adjustments to pay to do this OTAC S Click the right mouse button over the Employees name to display the context menu w HOB Scoging F vw G03 Smith M H Development F Accounts H Payroll Load Employee pen amp Pay Employee Close Pay Period lt __ Click the left mouse bu
33. of the year If required the figures can be either entered or adjusted within these screens Once completed the P35 can be printed by clicking Print There are several options when submitting the return to the HMRC 1 Preview the submission by clicking Build XML and click Yes when asked if a preview of the XML is required This will make the selected company available for scheduling to submit at a later time The XML files can be built for any number of companies working through the list in the left hand window prior to scheduling them for submission Send immediately by clicking Transmit Live 3 Schedule the submission to be sent at a later date by clicking Schedule this Submission For more information on this subject see Scheduling FBI Submissions Da Transmit Live After clicking Transmit Live the Government Gateway Client screen will be displayed Please check that the URL reads Gateway Submission Server URL https secure gateway gov uk submission Click Submit Business Payroll will connect to the HMRC Government Gateway and transmit the end of year data Please be aware that this process could take several minutes due to the large volumes of submissions made to the Government Gateway When the submission has concluded a message will be received stating Message Successfully Sent in which case no further action is required If a message is received saying Submission received and awaiting processing
34. period by period Holiday Credits Holiday gross pay percentage holiday taken and Holiday credits remaining by employee Bureau Details To access the Bureau Details option select Company then Bureau Details from the main screen These details will then be used in the BACS authorisation report Bureau Contact Bureau Name Tithe Forename o Sumame o O Telephone o Fax PC 115 Company Sections Company Sections Company Sections allow a group of selected companies to be worked on independently from other groups of companies This can be advantageous when paying weekly or monthly companies with nil addition deductions etc Section Maintenance Section Maintenance To access the Section Maintenance option select Company gt Company Sections gt Section Maintenance from the main menu Section Maintenance 2 Weekly Monthly testy Weekly Weekly with nil addition deduction Company Maintenance Divisions Departments Locations GL Codes Standard G L Codes Additions and Deductions Pensions EOY Totals Bulk Amendments Display Preferences Transfer Employees IR Payment F Bureau Details Pay Selected Companies Section Maintenance Company Sections Current Section Company Sections Enter the Section name and Description in the lower fields Select Save 116 Company Sections Company sections Adding a Company to a Section Select Compan
35. screen selecting any options that are applicable to the company The Tax amp NI Statutory and Totals sections will display any information entered in the EOY Totals section If required the figures can be entered or adjusted using these screens Once completed a submission can be previewed by clicking Build and Preview XML The message can be sent immediately by clicking Transmit Live or schedule the submission for sending at a later time by clicking Schedule Submission Transmit Live After clicking Transmit Live the Government Gateway Client screen will be displayed Please check that the URL reads Gateway Submission Server URL https secure gateway ao uk submission Click Submit Business Payroll will connect to the HMRC Government Gateway and transmit the end of year data Please be aware that this process could take several minutes due to the large volumes of submissions made to the Government Gateway 74 When the submission has concluded a message will be received stating Message Successfully Sent in which case no further action is required If a message is received saying Submission received and awaiting processing then the submission status must be monitored see Query Submission Status Submitting P14 Part Select Submit to HMRC from the File by Internet menu The FBI Submission screen will be displayed confirm the authentication details select P14 Part and click OK On the FBI P14 Part s
36. then the submission status must be monitored see Query Submission Status 73 Sending a Multi Part FBI Submission Sending a Multi Part FBI Submission Submitting P35 Part Select Submit to HMRC from the File by Internet menu From the FBI Submission screen confirm the authentication details select the P35 Part and click OK Business Payroll will check that all of the required information has been completed If the company passes EOY Validation then the P35 Declaration screen will be displayed P35 Declaration On the declarations screen enter the total number of P14 parts that will be submitted T Companies anger QTAC Solutions Ltd Declarations Checklist 1 Checklist 2 Tax and NI Statutoy Totals Pid Declaration Forme Pid End OF esr Summary for each employee at director for whom l was required to complete a fom P11 Deductions Woking Sheet or aguialent recced duning the vAr I eye bran ma aN Ta i Ti Tite ru ie one m more oaks F F PI A Declaration Completed form F34 Emplopers Suoplemeritacy Rebun Ane Due Are Moi Due fe P11 Declaration Number of Companiss Completed F110 and P11 D b Retumis of expences payments banal and Class 1A contoare T I Ea 100 gt Are Dus Are mot due F Sechort More Build ZHL Schedule Fana T rane Monel od Erin ia ei Live Eke Complete the Declarations Checklist 1 and Checklist 2 sections of the P35 Declarations
37. these accordingly and click Update If the scheduled submission needs to be removed highlight the submission and click Delete Stopping the Scheduler The submission scheduler can be stopped at any time by clicking Deactivate timer Query Submission Status Query Submission Status Due to the volume of submissions it is possible that the end of year data will be transmitted but not validated by the HMRC In this situation Business Payroll will mark the submission as pending and it will be necessary to monitor the submission status by sending a query to the HMRC Government Gateway Updating Submission Status The status of a pending submission can be checked at any time by selecting the Query Submission option from the File by Internet menu File By Internet Setup EOY Totals EOY Validation Enter P38A s Submit bo HMRC Status Reports d Query Submissions Status When the FBI Query Status screen is displayed confirm that the authentication details are correct and select either Full amp Complete or P38A then click OK Business Payroll will work through all of the submissions pending validation and update the status Status Report To view the status of each company select Status Report gt EOY Status from the File by Internet menu to display the Selection Criteria for EOY Status screen File By Internet Setup EOY Totals EY Validation Enter P384 s Submit to HMRC EOY Status Pae4 Skakus Ps
38. when the file has been located click Import Import File Compan OTAC Solutions Select File Location C Program FilesSQTACO405 OT AC Solutions Payk 1 Import File css Import in Progress warning message A message will be displayed if an import has not completed successfully or is currently in progress Check with the user displayed in the message that that the import has completed then click the Clear Locks button Click Import to start the import process again File Validation During the import process the file is validated If any problems are found the import is aborted and an anomaly report is displayed detailing any errors 121 Batch Maintenance Batch Maintenance The Batch Maintenance screen displays information on batches that have been imported and or processed Select Batch Maintenance from the Batch Batch Management Management menu Create Import File Import Batch Maintenance Odd Mew Batch Bulk Process Extra Input Types Report Select the batch from the list and click Report to view a detailed summary of all the information in the batch Manually Editing a Batch Highlight the batch to be edited and click Edit This will open the Batch Input screen which shows all the information within the selected batch Si Batch Input an i E sia x Company JOTAC Solutions Pay wh 1 Fie Sequence Batch Import Staff Mo Employee Short Desc Description Hours a ae williams
39. 1E 6QT 27 Pensions Pensions SectEwginwe iaa H I fl t ti Geral Serea Imiti Pohoi Pap Fates gimi Doket EO Parco Hess Overview oe te The Pension section is used Fiore T Fiore to select a Pension Fund Erpkepes cha Harea rpk pa Scheree r and scheme type from the stas ae list available Employee Engines Vahe 7 Emeline Vake 7 and employer values can xageT TEET 0 ea Soe ects then be entered either as aga X a E an amount or a percentage LEL arad UEL Erpkass r KI A ate Summers Ere Macreger Pension funds To setup a pension Fund Name go to the Company gt Pensions menu Each employee can make payments into a maximum of 2 pension schemes Other regular or variable deductions can be tailored as pension deductions by adding a deduction from the Company gt Additions amp Deductions menu but only for pre calculated pension amounts in this case there would be no checking against the National Insurance code and the amounts would not be included in the Pensions Analysis report There are restrictions on the Scheme Type such as E g an AVC must be entered as an Additional Pension Fund when the Main Pension Fund is for example an Occupational Pension scheme Pension Amount Enter a percentage to a maximum of 2 decimal places if the Y age box is checked otherwise enter the fixed value to be deducted each pay period If a percentage is entered it will be used to
40. 2 2003 7 Monthly al Exact 7 Gross to Met 002 2003 EA onthly Ha act hross to Met P45 Check The dropdown Lists at the top of the main screen 2000 2001 1999 2000 19598 1999 1997 1998 1996 1997 Or from the calculator menu Eten Admin Help hax Calculator Mode pay Pavroll Mode Reset Load Calculation Additions and Deductions Options Tax Year Pay Frequency NIC Method Cary Forward Calculation Type Save Please Note If you have the 10 Employee version of the software calculations can only be processed for the current tax year Making a Calculation Making a Calculation Calculations __ Use this section to enter the pay Additions and Deductions This Period details Basic Hours Rate Basic Pay Click the Change button to add 0 00 0 0000 cod any Additions Deductions and SSP etc Change Additions 0 00 The Restore button will clear Restore Deductions 0 00 all pay elements to zero The Addition and Deduction fields show the total additions and deductions applied to the employee s pay but do not include WTC s Student Loans and percentage pensions as this is calculated during the pay calculation 67 HIC Enter the tax code and select NIC Code NIC Holiday the tax basis C Select the tax period and payslip date Tax Tas Code Mi FPayzlip Date 461 L M 2070472002 Tax at Month Director Start Date ss ee ele bi ac f C
41. 23 11 2006 15 40 Activate Timer VSIPS IPS Activate Actybe 23 11 2006 15 40 Select Deselect All Inverse Delete Cancel Selection Now select the Activate Timer button Activate Timer VSIPS TRYS Activate Achvte This will start the process of submitting the P45 You will receive a confirmation email from the HMRC within 24 hours VSIPS TPY S Activate Actvte Submisson Schedule Active E5 Note Depending on your internet provider you may need to have an internet connection running before starting this process 82 efile P46 starter efiling P46 To efile a P46 select the efile P46 button in the Employee Maintenance General Personal Tas and Hl Pay Method Pay Bates Additions Deductions AEDs Pension Notes Tax Code Tas Basis 503L Cumulative wh Mtht NI Code Letter Wew Tern Erge Pe Ter Besi A NOT Crout Standard Rate Y E i ie Effective Date Zs Cumulative Wik 1 Mth Previous Employment P45 Pay and Tax Gross Pay Tax Paid Tax Code WM Pay Frequency NI Nurnber ooo 0 00 E Monthy TT123456 Date of Leaving i Student Loan P6 Details IRPF Number aya Tax District ddd FAYE Reference Last Pay Period Employer New 1 efile P45 3 efile P46 P45 Check SSP1 L Last Pl Date i Ho Weeks SSP E Ez Suppress Error Messages Employee Brought Forward The window on the right will appear confirming your Sender ID and Password from the File By Internet S
42. 56 Reports 58 Reports by Company 58 Printing Payslips 60 Emailing Payslips 62 Previewing Reports 64 Exporting Reports 65 Additions amp Deductions Report Options 65 IR Payment 66 Diamond Discovery Payroll Assistant 67 Calculation Options 67 Making a Calculation 67 Calculator File Operations 68 Net to Gross Calculations 69 P45 Checker 69 End of Year Totals 70 Entering EOY Totals by Period 70 Entering EOY Totals for the Year 70 File By Internet 71 Preparing Business Payroll for File By Internet 71 Sending a Single Part FBI Submission 72 Sending a Multi Part FBI Submission 74 Scheduling FBI Submissions 75 Query Submission Status 76 efiling P45 Part 1 77 efiling P45 Part 3 80 efiling P46 83 CIS Monthly Submission 86 System Administration 88 System Options 89 User Management 89 Default User Management Settings 90 Default Company 91 Change Password 91 Payroll Status Report 91 Post Budget Tax Code Uplift 92 Archive and Restore Data 93 Personnel Manager 94 Compact and Repair 95 Importing Company Details 96 Help Menu 109 Tax Periods 109 Rates 109 Help Topics 110 Company Maintenance Commercial 111 Bureau 111 Departmental Costing 113 Holiday Credits 114 Company Sectoions 116 Section Maintenance 116 Company sections 117 Current Section 118 Pay Selected Companies 118 Creating Import Files 119 Importing Pay Files 121 Batch Maintenance 122 Batch Input 123 Bulk Process 123 Extra Input Types 124 Employee Update 125 FAQ s 126
43. Amount claimed back from the 13 SPPReclaim Double Revenue this tax year B F Student Loan Amount taken from the employee 14 SLoan Double this tax year 15 B F Tax Credit Amount paid to the employee this tax WFTC Double year 103 EmployeeBFNI csv EmployeeBFNI CSV This file contains brought forward NI year to date figures for each employee Note Where an employee has had an NI code change within the current tax year there should be a separate record for each NI Code Field Number Name Description Value ay PT StaffNo Staff Number NICode NI Code S naos foomo naag ET NIGross Double indicated NI Code mee oan iraa Ee N maae NIEe Double NI Code mc oan esa NIEr Double NI Code a NITotal B F Total NI for this tax year dbINIEe dbINIEr B F Gross E ee NI Rebate this tax year for the NlEeRebate Double indicated NI Code UpToLELEamings Double inated Ni Coge o 0S aroro UpToLELEarnings Double indicated NI Code LELToETEamings Double Threshold is ar year forthe indicated NI Code LELToETEarnings Double Threshold this tax year for the indicated NI Code eTToUELEarnings Double the UEL ins tex year forthe indicated NI Code ETToUELEarnings Double the UEL this tax year for the indicated NI Code Long Order in which NI Codes changed throughout the NICodeOrder Integer tax year B F Earnings equivalent to Up to LEL LEL to E ee Threshold etc added up for the indicated NlEa
44. Calculate and Business Payroll will Cancel Continue display the average weekly earnings for the employee over the specified period 38 Recording Holiday Recording Holiday Before recording holiday leave a Holiday Allowance must exist under the Personal tab of Employee Maintenance Right click on the employee whom is on holiday from the employee list on the main screen and select Open and Pay Employee Once the Open and Pay screen has loaded click on the Change button and then the Absence Recording tab Click the Add New Absence button and select Holiday as the absence type from the drop down list Amend the dates accordingly and enter the number of holiday days taken Click Save Absence and then close the window Employee David Bagley Basic Pay 950 00 Pension 0 00 Additions Deductions AEDs Absence Recording Tax Credits Student Loans Pension Absence Type Start Date End Date Amount 0370472005 i 5 04 2005 0 00 Holiday Taken og Days As of Gross Pay 3 eevee 0 00 Basic Pay Adjustment Holiday Credits Adjustment This Period 0 00 Holiday Credit Taken This Period 0 00 Holiday Credits Balance Remaining 0 00 Delete Undo Save ADzence Absence Absence Total Additions Total Deductions Urda lose 0 0 00 f Reduce Standard Basic Pay by Statutory Pay i Do not pay Basic Pay f Pay Basic Pay as entered Add Hew ARSence Note this function is used purely to r
45. DIAM ND DISCOVERY Diamond Discovery Payroll Systems Operations and Procedures Manual Contents Registration Entering an Upgrade PIN Closing the Software for the First Time Setting up a Company General Tax NI amp Pensions Payments Calendar Reports Division Departments amp GL Codes Standard GL Codes Additions amp Deductions Additions Deductions Pensions Setting up an Employee General Personal Tax amp NI Pay Method Pay Rates Additions Deductions Attachment of Earnings Order Pensions Adding a New Employee During the Tax Year Duplicate Employee Deleting an Employee Making an Employee a Leaver CIS Construction Industry Scheme Employee Setup Verify CIS Details Brought Forward Details Transfer Employee Absence Recording Recording Holiday Bulk Amendments Holiday Maintenance Bulk Pay Adjustments Main Screen Overview Employee Explorer Display Preferences Searching Payroll and Tax Calculator Modes Shortcuts Payroll Processing The Stages of Payroll Processing Processing by Company Processing by Division Department Location Processing an Individual Employee Payroll Processing Screen Overview Performing a Calculation Multi Period Processing Refunding NI Contributions Pay Period Additions amp Deductions AEO Information Pay Period Absence Recording Student Loans Pay Period Pensions 55 Processing Holiday Pay in Advance 56 Net to Gross Calculation 56 Back Processing an Employee
46. Lee Wiliams Lee White Emma Travel Travel White Emma Bonus Bonus Webber Dave Travel Travel Webber Dave Bonus Bonus Smith Paul Travel Travel Smith Paul Bonus Bonus KAAAASA ah 5 4 williams Lee Travel gt fn r M Auto Fill Staff Number M Auto Fill Addition Deduction Sayeand Addition M Auto Fill Sequence number Addhew Deduction Add Nen Delete Urda Save Close Select the entry to edit The value for that entry may be changed or modify the type of the entry using the Short Description drop down box The selected item can be removed completely by clicking the Delete button For more information on using the Batch Input screen please see the Batch Input section on the next page 122 Batch Input Batch Input Select Add New Batch from the Batch Management menu Entering a New Batch Manually Batch Management Create Import File Import Batch Maintenance Add Mew Batch Bulk Process Extra Input Types e Enter the Pay period number that the batch is for e Enter the Staff Number of the employee the employee s details will be populated automatically with the appropriate details e Select the type of entry from the Short Description drop down box e Enter the value for the entry in either the Hours or Amount fields e Click Save to complete the batch or Save and Add New to add another entry Auto Fill Options Data entry speed can be increased by selecting one or more o
47. Pay to Date reaches the LEL Lower Earnings Limit From then on National Insurance Contributions are calculated on all NICable earnings until the Gross Pay to Date reaches the UEL Upper Earnings Limit The employee pays no National Insurance from this point on for the financial year The limits can be found from the Help gt Rates NIC Bands Tab O The system hasn t paid the right number of days for a Tax Credit This is due to the company calendar not being set correctly Go to Company gt Company Maintenance Calendar Tab Check to see if the Pay Period End Date is correct If you pay a week in hand the Pay Period End Date should be a week prior to the Payslip Date If you up to and including the day shown in the Payslip Date field the Pay Period End Date should be set the same Setting the Dates Ensure the Tax Period Week Month is set at 1 Change the Pay Period End Date as it should be as at Period 1 Click Generate Dates Click Save How do I print a P45 Highlight the employee by clicking the left mouse button over their name in the Employee Explorer list Press the right mouse button and select Employee Maintenance from the context menu On the Personal tab change the Payroll Status to Leaver Enter the Leaving Date Click Save then Close Right click the employee in the Employee Explorer List and choose Employee Print gt P45 Certificate I ve forgotten my password We will be able to provide you
48. TPS Activate Activte Ea Selectall Deselect All Inverse Cancel Selection Select the arrows button SS The selected P46 will now appear in the right window as shown below Submissions available to schedule Submissions Scheduled P46 44 23112006 Gtac Solu 28717172006 11 58 Current Date Time 28 1 172006 1 57 Scheduled Date Time 28 11 2006 11 58 Activate Timer VIPS TP 5 Activate Activte SelectAll Deselect All Inverse Selection Now select the Activate Timer button Activate Timer HG VIPS TRY Activate Active 85 This will start the process of submitting the P46 You will receive a confirmation email from the HMRC within 24 hours VSIPS TPY S Activate Activte Submisson Schedule Active a Note Depending on your internet provider you may need to have an internet connection running before starting this process C Monthly Submission CIS Monthly Submission A monthly submission for Subcontractors must be submitted to the HMRC every month Failure to do so will result in penalties from the HMRC File By Internet To submit a subcontractors Setup salary select File By Internet from the top menu EOY Totals then Submit to HRMC EOY Validation Enter P3 4 s Submit bo HMRC Schedule Submission Status Reports d Query Submissions Status View Responses The screen to right will dea a Medes cit oe a User ID afth 4 5rtf55 Select Monthly Return and
49. Tihhi a 4 O00 ETSAI er individual company are set i m prer J s Ewe fa m p eon from this screen Tam Pag Ponca P i ada EET si paa TE Hanh i Ered Cana MDRITH dates bros ore r ji l a 200s gratia Da Herd dates cick a4 ir oop eM AEG SI Teste Dap aq ofeach month Gnana Month The Las Saturday a ehi F irp all Dates batterers re J Starci A Cade Aihe ese Cor Tax Week or Month Use the Tax Week Tax Month lists to view the dates for the selected period Payslip Date This date is printed on the payslip for earnings paid in the selected period Pay Period End Date The end date for earnings paid in the selected period E g if paying a week in hand then this date should be set a week prior to the payslip date Setting Weekly Payslip Dates Important The dates for the year must be set from the first period for the frequency e g 1 for weekly 2 for 2 weekly or 4 for 4 weekly Then by clicking Generate Weeks or Generate Months the dates for each period will be calculate automatically Setting Monthly Payslip Dates e The monthly dates can be change individually by selecting the tax period from the dropdown list and entering the required date e Or by selecting the first option a day of the month can be entered Then by clicking Generate Dates the dates for each period will be calculate automatically e By selecting the second option the monthly dates can be set
50. Yes Payroll management Yes Companies UNLM Users a Employees UNL Pavroll Professional Mo Check Register Cancel If the PIN has been entered correctly the Register button will become active Click this to complete the operation Important The default username amp password are both SVR Entering an upgrade PIN Entering an Upgrade PIN The software can easily be upgraded to handle more employees by entering a new PIN To do this go to Admin gt Registration Help Registration System Options User Management The registration screen will then be displayed e Overtype the old PIN Click Check and the facilities will change Click Register A message box will appear Click OK to complete the Upgrade Closing the software for the first time Closing the Software for the First Time On closing the program for the first time Business Payroll will force a back up to be taken standalone version only Click Ok to clear the message and the Archive and Restore screen will be displayed Restore e Click the Archive button to open the file dialog window e Select the location to save the backup e The File Name consists of Year Date Time example Q2002 08 14 142051 arc The file name can be changed e Click Save to start the backup e A counter will show the progress of the backup e When complete click Ok on the message box and then click Close The program will now exit Setting up a comp
51. any Setting up a Company The first step is to enter up the company details Open the company maintenance screen by Ronee Employee Reports Calculator Admin selecting Company gt Company maintenance from the drop down menus Company Maintenance and the following screen will be presented Divisions Departments LocationsGL Codes General General _Benerall Tec H ard Fanion Pamat Calendar Gepoer FEI GL Coctes E niaren Io SHF Cirpi Optoma Kacange H gre Dipty Forensmes F Overview ilmaa Tei Apen n aneia fa The General screen is used Longas Green for setting up the company iro name and address Post Dade Dounin Esm BDL T Oita Coaced Track rr sectors prn ee Standard Gi Codes sation iets Cine Company Details Click the Add New Button to add a new company record Company Name and Address Under the General tab fill out the Company name and address details These details will be printed on all the relevant reports including the end of year reports Display Forenames Check this box if forenames are required to be displayed on the main screen in the Employee Explorer window Staff Number If a staff number is entered when setting up an employee it can be used to sequence the employee explorer window and associated reports The default length is set to a maximum of 14 characters but if fewer characters are needed changing the length here will make for neater displays and pri
52. any Support name to display the Pay Action screen w M01 Coggins C w A12 Puchowski E v7 HOB Scaging F yf G03 Smith M J e Development F e Accounts Payroll Process Company QTAC Solutions Ltd Opening amp Paying Select the action to be performed on all employees Select the required Pay frequency and that can be processed for the required pay period Pay Period Select Pay All Click Continue The symbol will now appear next to Pal Frequency Pay Period fi the paid employees f Monthly Weekly Closing the Pay Period Acti C 2 Weekly a Al Right click the company name again to 4 Weekly Close All open the Pay Actions screen The Pay period and Pay Frequency will be as before Cancel Select Close All Click Continue A tick will be displayed next to the closed employees Pay Frequency Select the Pay Frequency of the employees you wish to pay Pay Period By default the next period to pay should appear in the Pay period dropdown box Any pay period can be selected but only a valid period will complete successfully Actions Pay All calculates the wages and saves this information to disk Close All finalises the payment for the selected period Continue Clicking Continue starts the pay run When it has completed a message box will be displayed telling you how many employees have been Paid Closed and how many have been rejected If there are any rejects an Anomaly report
53. ate Calculation Type Salaried Std Hours Rate Per Hour Pay Fate Student Loan Deduction Start Date if Stop Date re Hours Per week Fer Week Weekly 06 04 2006 Gross to Het E 0 00 0 0000 0 00 Start at Pay Month 7 Add Rate gt Employee Brought Pomad Suppress Error Messages Close sve SSP If the employee is allowed SSP tick the Allowed checkbox Enter the Number of Qualifying Days in a working week that an employee would qualify for SSP payments i e this is the number of days in a week that the employee normally works If the employee has been receiving other benefits the Benefits Agency may have notified a date before which SSP cannot be paid If so enter the date Pay Rates and Salaries Select the Add Rate button Add Fate The Pay Rate Indicator has been replaced with a Salaried Check box and it reflects the way in which the employee s pay is calculated If Salary the employee s basic pay will be calculated using the salary per week month multiplied by the number of pay periods e g two weekly 2 Hours per week can still be entered but it will not be used in any pay calculations Example Hours Per Week Per Week 2weekly 06 04 2006 Grass to Net w 32 00 0 0000 100 00 Salaried Check box 23 Pay Frequency Always check when entering or changing the pay frequency that the Salaried Check box Standard Hours and Pay Rates fields are consistent with the changes
54. ays field and click Calculate SSP from days Use the Basic Pay Adjustment options to apply adjustments to the final calculation Click Save when all the details have been entered Tax Credits amp Student loans Student Loans Student Loans can either be calculated by Calculate OR manually entering an amount in the Pre Pre calculated Amount 0 00 calculated Amount field Or automatically by ticking the Calculate box After the changes have been applied click Save Student Loan Pay Period Pensions Pay Period Pensions A pension Fund Name must already be setup before adding a pension deduction this can be done by going to Company gt Pensions See Setting up a Company for more details Additional Pension Fund Fund Hame Employee Scheme Reference ove ee Scheme Type Mone h Employee Yalue zage M Employer Value zage Pension Fund e Select the Fund Name from the dropdown list e Enter the Employee Scheme Reference e Select the Scheme Type Pension Amount By ticking the age box a percentage can be entered to a maximum of two decimal places If a percentage is entered it will be used to calculate the pension contribution from the Pensionable Pay for the pay period Pensionable Pay is accumulated from those pay elements that have been defined as Pensionable to change these definitions use the Company gt Additions amp Deduction menu 55 Click Save Pension Processing Holi
55. box to include the address on the label The software is formatted to print on Avery 7160 or 7161 labels Click Close to return to the main menu Divisions Departments amp GL Codes Division Departments amp GL Codes To Access the Division Department Location eee Employee Reports Calculator Admin And GL Code options select Company gt Division Department Location G L Codes Company Maintenance DivisionsDepartmentsLocationsGL Codes Divisions Depatments Locations G L Codes Overview Divisions Departments Locations are used to divide employees into groups When applied to an employee the display and reports will be split according to these groups G L Codes Can be applied to any addition or deduction within the system Adding an Entry e Select the company from the list on the left hand side Select the correct tab Click the Add New button Enter the name of the group or code At any time click Undo to clear the entry Click Save This entry will now appear in the list on the right Deleting an Entry e Highlight the entry to be deleted in the right hand list e Click Delete 13 Applying Divisions Departments Locations to an Employee From the main screen highlight the employee and then press the right mouse button Choose Employee Maintenance from the context menu From the General section select the Division Location Department for the employee Click Save Employee Explore
56. chive File Ei Ei Save in E3 Gtacd203 os Desktop E My Computer 34 Floppy A Select the Floppy ga Swl00_36 C A drive from the D2 Save In dropdown E Gtac on Gtacserver G menu ET 2003 01 Filename 02003 01 16 amp 164636 arc Save ag type Archive arc l Cancel Click Save and the Archive operation will start If your data is too large to fit on a single disk the software will prompt you to insert another blank disk please remember to number the diskettes 127 The other computer must have DIAMOND DISCOVERY Business Payroll installed If it hasn t it can be done from the latest DIAMOND DISCOVERY CD On the computer you are transferring the data to go to Admin gt Archive and Restore Data Select Restore Select the Floppy A drive Select the backup file to restore Click Open You will be warned that the database already exists Click Yes to All to complete the restore operation Click Close on the Archive Utility and the software will exit On re opening DIAMOND DISCOVERY Business Payroll your data will have been restored 128
57. cking the right mouse button over the employee s name in the list From this menu select Load Employee Deleting a Calculation Display the context menu by clicking the right mouse button over the employee s name in the list From this menu select Delete Employee 68 Net to Gross Calculations Net to Gross Calculations To carry out a Net to Gross calculation Select Net to Gross from the drop down list TARGET NET Pay 1500 00 Calculation Audit Report f Payslip Report Net to Gross Grosseto Net Net to Gross PaB Check A Target Net Pay field will be displayed in the bottom right of the screen Enter the Net pay figure and click Calculate The Basic Pay Tax and NI will be calculated automatically These results can be Saved or Carried Forward by selecting the appropriate action discussed in Making a Calculation Tax Rebate Tas Tax Tas Code Mi Favslip Date 467 L 30 04 2002 Tax at Month Pay li Rebate M P45 Checker P45 Checker Select P45 Check from the dropdown lists The tax field will look like this when paying a rebate If the rebate is not to be paid then remove the tick from the pay rebate check box Click on Calculate P45 Check Net to Gross P45 Check Select Pay Frequency from the drop down lists Monthly Tax T ax Code 4611 Tas at Month E P45 Monthly Vi eek Taxable Gross Tax Paid Enter the
58. creen enter an ID for each the P14 submission in the Unique ID text box A unique ID is required for each P14 part submitted Click Transmit Live and then on the Government Gateway screen click Submit When the submission has concluded a message will be received stating Message Successfully Sent in which case no further action is required If a message is received saying Submission received and awaiting processing then the submission status must be monitored see Query Submission Status Scheduling FBI Submissions Scheduling FBI Submissions Adding a Submission for Scheduling After clicking Schedule Submission the Schedule FBI Submission screen will be displayed The left hand list on this screen shows the submissions which are available for scheduling Select the item in the list using the left mouse button Subriiesore avaladle to chedule Submiesore Scheduled Curent Date Time 16722005 fiosa EDT OTAC Solbons Lid 11sm r Scheduled Date Tim fi 6127 2005 BPD Activate Timer Enter the required submission date time in the Scheduled Date Time fields Click the o button to schedule the submission The right hand column will now show the submission along with the date time 75 Change a Submission for Scheduling Select the submission in the right hand list The date time details will be displayed in the fields at the bottom of the screen Adjust
59. day Pay in Advance Processing Holiday Pay in Advance To pay holiday pay in advance the basic pay must be altered to include the whole amount or a further payment must be included in addition to the basic pay To add holiday pay as an additional payment please see Pay Period Additions and Deductions earlier in this section Tax Change the Tax at Week to the last week of Tax Code WEI Pavslip Date holiday pay 4611 E a 21 06 2002 06 2002 Change the Pay Weeks to the total number 3 of weeks paid This ensures the employee hi ee tec pays the correct tax and NI Pay at Week is the period the holiday pay is m h ie paid in In the above example The employee is currently on tax week 11 They are going to receive 1 weeks normal pay and 1 weeks holiday pay The Tax at Week is advanced to 12 the last week of holiday The Pay Weeks is changed to 2 Net to Gross Calculation Net to Gross Calculation To perform a Net to Gross calculation the employee has to be setup in the Employee Maintenance gt Pay rates Instead of using the Basic Pay field a new field in the TARGET NET F r d bottom right of the screen marked Target Net Pay o 120d should be used Click Calculate and the Basic Pay will be worked out automatically Back Processing an Employee Back Processing an Employee It is possible to re open closed pay periods by using the Back process option This process will supercede any previously saved data 56
60. dditions Deductions AEOs Pension Notes ene Tas Basis 503L Cumulative C wkI Mtht NI Code Letter Mew Ten Cade mo Ten Derk A NOT Ceout Standard Aate ha r i s Effective Date _ Cumulative wWkiMthi Previous Employment F45 Pay and Tax Gross Pay Tax Paid Tax Code WMT Pay Frequency ua 12500 00 3520 56 503L iw Monthly ha TTI 23456 Date of Leaving 1 77 10 2006 M Student Loan P6 Details IFPR Number rae es Tax District ddd FAYE Reference Last Pay Period Employer 120 New T1234 e l efile P453 efile P46 P45 Check SSP1 L Last Piw Date 7 No WeeksSSP gt Sis Sele Suppress Error Messages The window on the right will appear confirming your Sender ID and Password from the File By Internet Setup screen Select the Submit button to send or Schedule Submission to send at a time convenient to you It will then validate the P45 which you select OK to confirm You are given the option of viewing the XML file before sending ID Authentication sender ID IGUIKAFALC Password esses Retype Password SE titit MIL Built For Otac Solutions Limited Do you wish to preview khe XML File 2 80 Submitting the P45 3 to the HMRC If you have elected to Submit Straight away you will now be viewing the screen to right To Schedule a Submission skip this step Gateway Submission Server URL hips secure dev gateway gov uk submission Source XML Response
61. e Selection W W iw Ww Ww Create Companies e FBI Supervisor 90 Default Company Default Company Default Company allows the user to set defaults on the General Calendar Reports and GL Codes tabs on the Company Maintenance screen Each time a new company is added the Company Maintenance screen is opened with the saved defaults General Calendar Reports GL Codes Tax District HIC Options Display Options Number m Default NI Method Display Forenames Exact Number of Characters Accounts Office In Staff Number Shipley employer icf on Default Pay Details CMP SAP SPP Calculation Method payments gross to Net Electronic Payments BACS File Format Pay Frequency Scheme Type Standard Format Monthly f Normal Mw Show BACS Header gt Employee Primary NI Parity ai bi Cash Net pantie 0 00 CHAPS Advice Indicat ee eres f Pension only scheme Pay Employees if no Hours wt Change Password Change Password To change the password of the user that is currently logged on as Enter the Current password e Enter the New password Current e Enter the new password again in the Confirm Password field Hew e Click Save to complete the operation Fassword Confirm Fassword Cancel At anytime click Cancel to quit without saving Payroll Status Report Payroll Status Report This report gives the status of any open or closed pay periods and is brok
62. e s sort code if the bank has already been added the Bank Name and Branch details will be completed automatically If there is no match the user will be asked to add a new bank select Yes Adding a new bank Laee arenas _ Click Add New and enter the Sort Code Bank Name amp Branch At any stage pressing the Undo button will clear all of the details Press Save to store the details then Close to return to the Payments Screen If bank details need to be amended then select the bank from the list correct the information and click Save and then Close B Soc Role Number If the Bank Sort Code is for a Building Society then enter the Building Society Roll Number maximum of 20 characters This field is also used to add a reference to BACS files Auto Banking Reference Number If either the BOBS Autopay Faxpay or Telepay pay methods have been selected enter the employee s BOBS Autopay Faxpay or Telepay reference 22 Pay Rates Pay Rates The pay rates section shown below is used to enter details of the employees pay frequency pay rate indicator standard hours if required and pay rate There is also the facility to choose the calculation type SSP details a student loan and a pro rata pay on start facility SSP J Allowed mute ANSE Tear Awe Gai aes ea SSP BF Last PIM End Date i Normal Working Week lyf w w w lw E Be BE SCP Aveeks Paid Pay Rates Student Loan Current Pay Frequency Effective D
63. eAdditiondeduction csv Pension csv EmployeePension csv EmployeeAEO csv Each company and its related CSV files should be stored in a separate directory named after the company as outlined below Drive Test Company A Company csv Employee csv EmployeeBF csv EmployeeBFNI csv AdditionDeduction csv EmployeeAdditiondeduction csv Pension csv EmployeePension csv EmployeeAEO csv 96 Once the CSV files have been prepared the company details can be imported Select Admin gt Data Conversion gt Company Import from the main menu Admin Registration System Options User Management Default User Management Settings Default Company Unlock all Records Change Password Payroll Status Report Company List Archive and Restore Daka Personnel Manager Convert 0405 to 0506 Company MDB Export Daca Conversion Compact 4nd Repair Company Import Bank Maintenance Company CS Export Audit Trail Build Company Index Clear Company Index From the Data Migration window below select the source and target folders by clicking Browse and selecting the appropriate directories N B the source folder must contain a folder for every company Click Prepare to display a list of relevant files in this directory Highlight the file that is to be imported and click Import All information in this f
64. ease note any changes here will only affect this pay period Applying an Addition Add New Delete Urda Cave Addition Ad gitar dation Adaqitign ata ee From the dropdown list select the AOYVance aise addition to add Advance a Save oF Addition Back Pay Bonus In the Amount Hours field highlighted in blue enter the payment to be made Please note you will only be able to enter Hours if the addition has been setup using a Rate or Rate Factor Adder Delete Unda nave Click Save Addition Adaqitton Sdditian Addition Addition Applying a Deduction Ensure that the deductions tab is selected the deduction is then applied as per the additions instructions Click the Add New Addition button Making Adjustments Should you need to make an amendment to the Addition Deduction Highlight the entry in the list which will populate the fields below with information Make the alteration and click Save Addition Deduction AEO Information AEO Information This tab allows you to check the deduction amount and type of order attached to the employee 52 Pay Period Absence Recording Pay Period Absence Recording Click on the Change button to bring up the Pay Period Additions Deductions screen and then select the Absence Recording tab Please note any changes here will only affect the current pay period Absence Recording Absence Type Start Date End Date Amount i if 0 00 Basic Pay Adjustment
65. eck box In some cases it is necessary to delay the time taken to send the report to the printer The Report Print Time Delay allows for a pause time in 1 second increments Report Zoom allows you to set the default zoom level for the report preview window User Management User Management User Management allows new users to be set up and with varied permissions which can be adjusted for each company These options are only applicable on multi user systems and are only accessible to the supervisor User Tree View The primary role of the tree view is for the selection of users to be edited To do this click the left mouse button over the required user to highlight them Any options set will sereneene F Logged Off be shown aa J Logged On From the Tree View the various states of the users can be viewed Click the sign next to the folders to expand collapse the lists Company Selection Users can have different attributes for OTAC Solutions Ltd individ ual companies Select the users in the tree view then select each company in turn adjusting the attributes 89 as required User Permissions Otac Solutions Lim These options relate to employee and View Change f Apply to All Companies Percent Taa company functions W e F Apply to Otac Solutions Limited Only To give the user permission to perform a function place a tick in the relevant box Qtac Solutions Limited As mentioned previou
66. ecord holiday dates for reference purposes and will not calculate holiday pay automatically if holiday pay needs to be applied then an addition must be created 39 Bulk Amendments Bulk Amendments To access the Bulk eee Employee Reports Calculator Admin Amendments options select Company gt Bulk _ eeses s sSs sSs Amendments DivisionsDepartmentsLocations GL Codes From here you can then Sicnckd BAL Cetes choose Holiday Maintenance or Bulk Pay Company Maintenance Additions and Deductions Pensions Amendments Bulk Amendments Holiday Maintenance Bulk Pay Amendments Holiday Maintenance Holiday Maintenance From the Holiday Maintenance option you can reset and or carry forward holiday allowances for all or groups of employees Selecting a Group QTAC Solutions Ltd Click the left mouse button over the company epeen name to amend the whole company La M01 Coggins C Or over the Division Location Department name a 412 Puchowski E to adjust just that group 3 w HOB Scoging F conga 03 Smith M H e Development FA Accounts E Payroll Processing the Amendments Ensure you have the correct employees selected before processing From the Pay Frequency dropdown list you can elect to amend employees on a particular pay frequency Select the way the holiday entitlement is measured Enter the employee s Entitlement in the Set Entitlement to field
67. ed here Basic Pay Adjustment f Reduce Standard Basic Pay by Statutory Pay C Do not pay Basic Pay Pay Basic Pay as entered Delet Und When all the details have been m ena ree entered click Save Absence Absence Type Start Date End Date Amount After saving each absence Sick Leave J 0970472005 J 09704 2005 J1364 entered will appear in the list If Sick Leave 10042005 1504005 oF 25 alterations need to be made to an entry highlight the absence and make any required adjustments One the adjustments have been made click Save Absence Add Hew Absence Other Absence Types All other absences are recorded using the same method Average Weekly Earnings for SMP SAP and SPP may be required in which case enter the figure accordingly Please note that with respect to SMP SAP and SPP the pay period absence recording section is used only to record the dates of absence and will not calculate statutory pay For full automation of SMP SPP and SAP the absence must be set up in Employee gt Absence Recording See Absence Recording for further details Manual Statutory Payment Entry Manual entries will override any other absence Absence Type Start Date End Date Amount Sick Leave OS9 04 2005 09 04 2005 13 64 sick Leave 10 04 2005 15 04 2005 Highlight the date range to be altered 54 cop z EE To calculate SSP from a number of days Enter the exact number S5P Das 3 i of days to be paid in the SSP D
68. eduction to be taken Text AEO Reference Number Date Time Date AEO issued Date Time Date AEO Received Date Time Date deductions finish Text AEO Issuing Body Reference Yes Apply Admin Charge No Do not apply admin charge Protected earnings Finished deductions Is an Earning Arrestment required on this Conjoined Arrestment Order Long Integer AEOType LoanAmount BFLoanAmount LoanDeduction BFLoanDeduction RBStartDate AEOReferenceNumber AEODateOflssue AEODateReceived FinishDate AOElssuingBodyReference 10 11 12 13 14 15 AEOApplyAdminCharge ProtectedEarnings PaymentsFinished Yes No Double Yes No 6 CAOEARedauired Yes No Note The following are descriptions of the Different AEO Types PAEO Priority AEO CPAEO Consolidated Priority AEO NPAEO Non Priority AEO CNPAEO Consolidated non priority AE on AOS Attachment of Earnings on an Admin Order CCAEO Community Charge AEO CTAEO Council Tax AEO DEO Child Support Deduction from Earnings order SEA Scottish Earnings Arrestment Order SCMA Scottish Current Maintenance Arrestment Order SCAO Scottish Conjoined Arrestment Order gt m 108 Help Menu Help Menu The Help options can be accessed from the help menu Tax Periods Rates Help Topics Release Notes Abou Tax Periods Tax Periods To examine where a specific date falls in a tax week or tax month use the Tax Periods calendar Selec
69. elect Location for the first level and Department for the second the Explorer window will look like this Fl Bath Support Hew MOT Coggins C Bristol Development He FOS Ashworth F Sort Sequence These three options will affect the staff order within the Locations Divisions Departments Include Leavers Uncheck the box to remove leavers from the Explorer window Always Expand Tree View Tick this box to show all levels in full 43 Searching Searching DIAMOND DISCOVERY Business Payroll now comes with the facility to search the employees using the search bar on the main screen Sums em l Search Surname Starks with Forenames Equals Tas Code Contains Post Code Ends with NI Code Staff Mo Using the Search Bar e Select what field is to be searched using the first drop down list e Use the second list to refine the search e Enter the search term for in the field to the right of the drop down boxes and then click Search e The first employee who meets the criteria will be highlighted in grey e By clicking Search Next again the next matching employee will be highlighted A message will be displayed when all employees have been found Payroll and Tax Calculator Modes Payroll and Tax Calculator Modes All versions of DIAMOND DISCOVERY Business Payroll come with an offline PAYE and National Insurance calculator that can be used for checking P45 details and what if sit
70. ell as normal deductions and student loans NET Paty 143455 NIC The NIC tab gives a breakdown of both Carried Forward and Brought Forward NIC payments Tax The tax analysis shows all elements of the tax calculation C Calculation Audit Report including a C F breakdown f Payslip Report Save CF wd Print An Audit report can be printed by clicking the Print button in the results section Should you need to make any adjustments simply make the alteration and click Calculate If you are happy with the calculation click Save to return to the main screen or click Save Next to save this record and open the next employee for processing To cancel the calculation click Cancel you will then be asked if you wish to save the record Click No to quit without saving Multi Period Processing Multi Period Processing DIAMOND DISCOVERY Business Payroll comes with the facility to process multiple periods with a click of a button Open and Pay employee then click the Multi Period button to display the Multi period screen 50 Multiple Calculation Calculate For Pay Periods e Select the start and end periods for the calculation e Click Calculate e When all periods have been start 2 z End 2 z calculated click Save e This process will calculate all pay Cancel elements so that all reports are available for printing NB The same pay details are used for each period calculated Refunding NI Contr
71. en down by pay frequency The report is viewed and printed like any other report For more detail on reports see the Reports section earlier in this manual 91 Post Budget Tax Code Uplift Post Budget Tax Code Uplift Each year certain tax codes require uplifting as per the budget Business Payroll has a function that will raise tax codes This function must only be run once per company on the specific date and will affect all active applicable employees within the selected companies Which Codes will be affected Example The Uplift screen will show the code suffix The Following changes will be made and the uplift for the code A Jincreaseby2 h increase by 4 Selecting the Companies to Uplift Company List Selected Companies LAM Fayroll OTAC Solutions Ltd k Select All Remove All companies will start in the Company List on the left of the screen e Highlight the required company by clicking the left mouse button over the company name e Click the Add button e The company will move to the Selected Companies area on the right of the screen e To remove a selected company select the company in the right window and click Remove e Click Update to complete the operation Once completed the updated companies will be removed from the list and therefore cannot be updated again 92 Archive and Restore Data Archive and Restore Data Archive and Restore data allows payroll data to be backed
72. en to right allowing you to view the file it will send sML Built For tac Solutions Ltd d Do you wish bo preview the sML File To Schedule a Submission skip these steps The URL address is built within the software and will not need to be changed Gateway Submission Server URL hips secure dev gateway gov uk submission You can view this file again before Source XML Response XML Protocol Events sending by selecting View XML and it can be copied to folder Select Submit to verify with the HMRC view XML Fale au Cancel Submit Files If the below error appears during submission incorrect details are held in one or more of the following Tax District Number or Reference in Company Maintenance Agent ID if you re registered as an agent Sender ID or Password in the File by Internet gt Setup screen A 1046 Authentication Failure The supplied user credentials Failed validation For the requested service Scheduling From the menu at top select File By Internet gt Schedule Submission to view the below window Highlight the CIS file from the left window and enter a Scheduled Date and Time 33 Submissions available to schedule _ i m Submissions Scheduled Current Date Time 09701 2007 f 0 42 L J Scheduled Date Time 9 01 2007 10 45 CIS Verification 1 Otac Solutions Ltd 1 xml SelectAll Deselect All Inverse Jelete Jpdate Cancel Selection Select the arrows button SS
73. ence Number 101 18 19 20 DirectorDate CurTaxCode NO Cumulative TaxBasis 22 23 24 25 Calculation Type NINumber NICode PayRate 2 O Salaried 27 28 Salary PayDate 29 StdHours 30 CurTaxPeriodWM 3 Yes No HolidayHours HolsAllowance Hols Taken oO D oO CO a i h d h h eee aw Ol I 00 NO l Go PO NJ O1 amp Go RO P45GP o 5 6 P45Tax IRPRNumber o Department Name a ee ae A Active L Leaver O On hold T Trade 45 PayrollStatus Text Dispute 1 Cash 2 Cheque 3 Giro 4 BOBS 46 PaymentMethod Text 9 Pay Flow 10 N A M Monthly W Weekly 2 2 Weekly 4 4 Weekly Q Quarterly H Half Yearly A 47 PayFrequency Text Annual 102 EmployeeBF csv EmployeeBF CSV This file contains brought forward year to date figures for each employee Field a 1 StaffNo Staff Number Long 2 Integer B F tax week month number 3 B F Amount paid to the employee this tax year B F Amount taken in tax from the employee this tax 4 Tax Double year Le os So bo E 1000 42 B F SMP Reclaim Amount claimed back from the SMPReclaim Double Revenue this tax year 1 B F SAP Amount paid to the employee this tax year J B F SAP Reclaim Amount claimed back from the SAPReclaim Double Revenue this tax year 1 Double B F SPP Amount paid to the employee this tax year 0 1 2 B F SPP Reclaim
74. ence Search Enter the tax reference of the company to be searched for Contractor Unique Tax Reference Enter the UTR of the company Accounts Office Enter the Accounts Office Reference and select Office location from drop down menu This must be entered for subcontractor efiling Payments Payments Geena Tax NI and Parion Eamariz Calero Reports Fe of Codes Folens SPP Bank Detail Diii Pap Detail Overview Lae i E Sa a e The payments section inl SMP Taal 13 Py oth is used to enter Pere SPP Tent de Bocard harba Morny z company bank cee Atopa HOES JFaspag T elepay Cath Mel Pay Rood qo payment details Se Bierage weekly Earrings Custer Mo cial Additionally the default SMP Pia Test Raam DEP bsama ikh E aree CSP Linking ee z pay frequency and oe 4 BACS Fis Fores Shanclyd Forest bl Pe Ere i eee ar calculation method can CHAPS adate besa I be set for each new employee adt Hees PTs Cherie adibo otun Cees err slamt Cac Bank Details If the company makes net payments through a banking system using Giro or a form of BACS enter the company s Bank Details by clicking Add New Bank Adding a new bank Click Add New and enter the Sort Code Bank Name amp Branch At any stage the Undo button can be pressed to clear all the details Press Save to store the details then Close to return to the Payments Screen If bank details are to be
75. eports menu and are as follows Department Costing Summary The percentage allocated to each department for each employee Department Costing Totals Payment and deduction totals broken down by department 113 Employee Cost Report Employees individual costs grouped by department Holiday Credits Holiday Credits Default Holiday Credits settings New employees can have holiday credits applied to their records automatically by creating defaults in the Company Maintenance screen Select Company Maintenance from the epee Employee Reports Calculator Admir Company menu Company Maintenance DivisionsDepartments Locations GL Codes Holiday Credits In the General section enter the percentage of Gross Pay to be accrued for holiday credits A Holiday as of Gross Pay coc threshold for which holiday credits will be ce nen er calculated up to can be set by entering a value in fee ge 0 00 the Gross Pay Limit field Disable Holiday Credit Anniversary C W amning Include Statutory Payments in Gross C Fap A warning message will be displayed when the employee is approaching the anniversary of their start date In some situations this is not desirable and therefore can be disabled by ticking the Disable Holiday Credits Anniversary checkbox To include any statutory payments such as sick pay or maternity pay in the holiday credits calculation tick the Include Statutory Payments checkbox Individual Employee Setti
76. er e Microsoft Mail opens a new email with the report attached e Exchange Folder allows you to save the report into any Microsoft exchange folder available to you e Lotus Domino exports the report to a Lotus Domino database Additions amp Deductions Report Options Additions amp Deductions Report Options The Additions and Deductions Analysis Report allows either all the pay elements or up to 5 individual elements to be selected from the list Select the Individual Pay Elements De select the Select All check box Tick the boxes next to the Additions and Deductions you wish to report Click Ok 65 IR Payment Business Payroll allows payments to be made to the Inland Revenue via the internet Select Company on the main menu and then IR Payment Company Company Maintenance Divisions Departments Locations SL Codes Standard G L Codes Additions and Deductions Pensions EOY Totals Bulk Amendments p Display Preferences Transfer Employees Duplicate Company Information on Making Payments Fayment of FAYE Paying By Debit Card Pay IR by BACS Pay IR by BACS Selecting Information on Making Payments Payment of PAYE and Paying By Debit Card will open Internet Explorer and load the relevant page of the Inland Revenue s web site Details are provided on how to make payments electronically N B An internet connection is nece
77. etup screen Select either the Submit or Schedule Submission button to trigger the P46 Declaration screen On the P46 Declaration you ll have various options that will reflect this employee Select the Submit button to send or Schedule Submission to send at a time convenient to you ID Authentication sender ID IGUIKAFALC Password Ec Retype Password m Tick each declaration that applies to John Holmes Employee s Present Circumstances This ts the employee first job since last bth Aprl and they HAVE NOT beer i teceiving Jobseekers Allowance or taxable incapacity benefit or a state Om accunational HEAS rem eee eee ee Gr ere ota eer ror i This is now the employee s only job but since last 6th April they HAVE had B another job or have received taxable Jobseeker s Allowance or Incapacity Benefit They do not receive a state or occupational pension C The employee has another job or receives a state or occupational pension Student Loan IF the Employee left a course of Higher Education before last 6th April and D received their first Student Loan instalment on or after 1st Sepember 1998 and they HAWE NOT fully repaid their Student Loan Please tick bos D if the employee iz required to repay their Student loan through their bank or building society account please do not tick box 2 Submit Schedule Close Submission Test 83 You are given the option of viewing the XML file before 2 MIL Bu
78. f the Auto Fill options E g If the same Addition had to be entered for each of the employees then deselect Auto Fill Staff Number and select Auto Fill Addition Deduction Each a new entry is added this would leave the staff number field blank but would automatically populate the Short Description field with the last Addition Deduction type used Bulk Process Bulk Process Select Bulk Process from the Batch Management menu Batch Management Create Import File Import Batch Maintenance dd Mew Batch Bulk Process Extra Input Types Bulk processing will run any unprocessed batch imported for the selected company It is advisable to check the imported batches using Batch Maintenance before commencing any Bulk Processing Bureau Bulk Batch Process Click on Continue to Process all Batches for Company QTAC Solutions Pay All Employees who are not in Batch Close Batch Employees after they are paid Update Employee Maintenance only To process the batch click Continue If any problems occur an anomaly report will be produced 123 Bulk Processing Options Pay All Employees who are not in batch With this option selected any employee not in the batch file will be paid their normal basic rate hours or salary Close Batch Employees after they are paid All employees in the batch will be closed Extra Input Types Extra Input Types Select Extra Input Types from the Batch Batch Management Ma
79. f the report is run by company OTAC Solutions Lid SSCS the same message will appear on P AORANN MAME UTAL Solutions Ltd each page in the batch Employee Hame Scaging Hating No TN Joo Joo loo M f Pavslip OR Audit Report Align Printer Default Crystal Report Printer HF Lasenlet 2200 Senes PCL 6 The print position can be adjusted by clicking the Align Printer button Special Stationery Alignment adjustments are in steps of or 0 001 ins To adjust the printer use the drop down lists to select the degree of adjustment Click Save Left Margin 1 The alignment settings will be saved for that particular type of report so each report can be aligned independently L Top Margin T Reset Test Print By clicking the Test Print button the selected report will print with X s or 9 s in all fields of the report This is useful for aligning the printer Printing Payslips Printing Payslips Reports To print payslip reports select Payslips from the Reports menu and the following screen will be displayed Company Employee Pay Period Ths F F Year End Payroll Labels 63 5 x 38 1mm x 21 Payroll Labels 63 5 x 46 6mm x 18 IR Remittance Advice 60 Select Payslip Type ol EJ Payslip Type Address Payslip QC11 Security Payelio Dot Matris QC Pressure Seal Payslip Pressure Seal Payslip OPH 1 Sage Style Security Dot Matris SES Sage Style Address Dot Matris SES E
80. f the returns are being filed as an agent tick the Agent Required check box and enter the details of the agent Agent Contact Agent ID P Title har Company PO Forename Jo Address Line ee Sumame P P E mail Po wok P Prefered PO Telephone Mobile P Work 7 Prefered ee Extension Postcode Po Fax Poo P Mobile P wok P Prefered County Po Extension General Default Currency Gee E mail fo ID Authentication Sender ID Sender Password Company Click Save and then Close to return to the main screen Company Contact Select Company Maintenance from the Company menu If the end of year return is being made as a company then enter the company s contact details in the FBI section If the return is being made as an agent then enter the company whose returns are being transmitted electronically 71 Sending a Single Part FBI Submission Sending a Single Part FBI Submission Before attempting to submit any end of year returns please ensure that Business Payroll has been set up for FBI as discussed in the previous section Data Validation Select Submit to HMRC from the File by File By Internet EOY Totals EOY Validation Enter P38A s Submit to HMRC Status Reports Query Submissions Status The FBI submission screen will then be displayed Confirm that the authentication Sender ID Jabeds details are correct and click OK Pswd Rape Password fmm ID Autheriestian IH Yea
81. from the dropdown list The main white field shows the current page the number to the right shows the total pages The arrow keys to the left and right allow for scrolling through pages of the report The Report Viewer can be closed without printing by clicking the button at the top right corner of the report window 64 Exporting Reports Exporting Reports It is possible to export all reports in to various formats To do this Select the report to be printed exported yee Tick the Export check box on the Report Option screen R e r Include All Pay Frequencies Include Leavers The Report Viewer will appear click the button to print or close the window Export From the Export screen you can choose which Format to export Format the report in Acrobat ENG E Cancel The destination of the file then Destination _ Cancel needs to be selected which Disk file include email or to disk Click Ok to continue From this screen select to export all of the report Export Options Page Range i All C Page Range From f To f Cancel The next screen shown depends on the destination chosen By selecting Page Range a certain section of the report can be exported Click Ok to continue e Disk File will ask for you to specify the location to save the file on disk e Application opens the application related to the format type e g PDF format will open Adobe Acrobat Read
82. h Business Payroll e If unsure of the tax period use the calendar which can be found under the Help gt Tax Periods menu Save and Close the employee record Please Note When an employee has ceased working for the company but later returns to the company after receiving earnings from another employment then a new employee record is required Please read Duplicate Employee for a quick way to set up the new record Duplicate Employee Duplicate Employee The duplicate employee function makes a copy of an existing employee s data and is useful to quickly set up a number of employees with similar details e g There are new starters with the Same basic pay and tax code It is also useful when a previously employed person has returned to the company e Set up a basic template for the employee as per the Setting up an Employee section e When the record has been saved select the employee by left clicking over their name to highlight them e Select Duplicate Employee from the Employee menu at the top of the screen e Anew employee will be displayed in the employee list with the new appended to the surname e The employee details can be amended by right clicking over the employee name and selecting Employee Maintenance 29 Deleting an Employee Deleting an Employee To delete an employee completely from the payroll From the main screen click the right mouse button over the employee s name Select Delete Employee from the co
83. he employee s M WRI tax code P45 Piens E npiemen PS Py and Tas information if required See a Waar 5 Mi kianbs NI Code letter and NI i number aie IFFR Hu b i SSP Lait Prw Dali hla Wines 55 F ri OO x Supprecct Enc Menges Fudd blew Chom Tax Code This is a mandatory field and must be entered in one of the following formats without leading blanks or zeros 1 to 999999H L P V T J A Y E g 461L 264T 1035H OT K1 to K999999 BR DO NT No Tax CT Subcontractors 18 Tax Basis Wk1 Mth1 does not include the employee s previous pay and tax in the pay calculation This is used for example when an employee s P45 details are not available Cumulative will include the previous pay and tax details in the pay calculation Previous Employment P45 Pay amp Tax Enter any P45 Gross Pay and Tax Paid from a previous employer during the current tax year To check whether the previous employment details are correct click P45 Check Select the pay frequency for this employee and the period for which the calculation is being made and then click P45 Check If the P45 details are incorrect the Calculated Tax area will be shaded red NI Code Letter Choose the correct NI code NI Table Letter Note The system does not support mariners NI Table Letters Various checks are made within the system to ensure that the correct code is used E g if the employee is in a Contracted Out Money Purchase Scheme COMP
84. his period only The new rate will appear as per normal the following pay period 24 Additions Additions beea Enpe Ten Siika Gereral Pecional Taxar Ki Pay pehed Pay Gate Additions Deductions AE02 Berain Medes Overview HEET TS Tax M pee Hol he Rime Fest Faci Arri A Feu From this SOSE any additional payments made to the employee The addition s will be applied to each and every pay period a ae ee ee a es o o sue ERRER smesta Aa a Applying an Addition e Click the Add New Addition button e From the dropdown list select the addition to add e Inthe Amount Hours field enter the payment to be made Please note you will only be able to enter Hours if the addition has been set up using a rate or rate factor e Click Save Addition If the Add New Addition button is not available it means that there are no additions set up for the company Deleting an Addition from the Employee e Highlight the Addition in the list e Click Delete Addition Creating a New Addition Type A new addition can be created in two ways Click on Company gt Additions Or when in payroll Click on Change and Deductions Processing Click on Create Addition Click on the Add New button Click on the Add New button Enter information as required Enter information as required Click on Save Click on Save 25 Deductions Deductions Geist Emplopen Tact A Stato General Pemona Tae enthl
85. ibutions Refunding NI Contributions If an employee has been calculated using an incorrect NI code letter then it is possible to refund any NIC that is due e Firstly correct the employees NI code letter which can be found in Employee Maintenance gt Tax amp NI e Pay the employee by right clicking over their name and selecting Open amp Pay e Click the NIC Refund button Manual NI Refund Select Enter Manually from the Refund Options e Select the NI code for which the NI contributions need to be refunded e Enter the amount of employees NI to be refunded e Enter the amount of employer NI to be refunded Enter Manually Employee s Employer s MIC Code Refund Refund Click Save then Close Click Calculate and the refund will be shown in the results section Re Calculate NI Automatically Select Re Calculate from the Refund Options The Apply NI Code field will show the NI code that will be used for the back Apply NI Code From Period calculation Itis important that the NI Ic 3 code has been changed in Employee Maintenance prior to carrying out the operation Select the period that the NI code should have been changed Re calculate MI Click Save then Close Click Calculate and the refund will be shown in the results section 51 Pay Period Additions amp Deductions Pay Period Additions amp Deductions Click on the Change button to bring up the Pay Period Additions Deductions screen Pl
86. ile will be imported into Business Payroll The program will need to be restarted to refresh company information 97 Appendix Company csv COMPANY CSV This file contains all the company specific details seen Number Name pe Description Value s lt a ee d CompanyName 2 Addresst 3 Address2 _ 4 Address3 _ 5 Address4 6 Postcode 7 Country _ _ 83 PhoneNumber 9 TaxDistrict d0 TaxRef d1 TaxDistName Lon ae 15 i6 a 18 i9 a ex E Company Name Company Address Line 1 S z D Company Address Line 1 Company Address Line 2 z D xX x 4 X Company Address Line 3 z D Company Address Line 4 z D Company Post Code z D X X X Company Country z D Company Phone Number ae D D t t t t t t t t t t X X X D E B O revenos IngNICMethod Long Values 0 Exact 1 Table cata IngCalculationType Text Values 0 Gross to Net 1 Net to Gross Tex xt Building Society Roll Number Tex Default Pay Frequency for Company Values M Monthly W Weekly 2 2 Weekly 4 4 PayFrequency Text Weekly Q Quarterly H Half Yearly A Annual ae D zE D D X X X X D D t t t t t t t 1 2 3 5 T 10 11 12 13 14 15 16 17 18 19 20 21 98 AdditionDeduction csv AdditionDeduction CSV This file contains Additions and deductions set up for each individual aac a
87. ili Leaver Status Starter Status Status Reports Query Submissions Status The companies that are to be reported on can be selected in this screen Multiple companies can be selected by holding down the Ctrl key on the keyboard and click the left mouse button over the required companies Once selected click either Print or Print Preview to create the report 76 efile P45 Part I leaver efiling P45 Part 1 Firstly you will need to make the employee a leaver To do this go Employee gt Employee Maintenance from the menu at top Select the Personal tab and enter Date Left General Personal Tax and NI Pay Method Pay Rates Additions Deductions AEDs Pension Notes Employee Address Holidays Paproll Status lenart eee TNN Holiday Hours i Bristol sere Holiday Taken oo Date of Birth Holiday All eE 21 04 1975 SERE aal Date Joined PostCode BS4 as 79 05 2009 Home Phone Number Date Left in 02 06 2006 an e mail address Marital Status g Single oo E mail Password Director Married Start Date Retype Email Password C Widowed Iw Yes p Divorced Apply Director NI Eal Suppress Eror Messages Undo Close save Once you have saved the changes to the Employee Maintenance the ID Authentication window on the right will appear confirming your Sender ID and sender ID IGUIKAFALC Password from the File By Password ere Internet Setup screen Retype Passw
88. ilt For Qtar Solutions Limited sending Do you wish to preview khe XML File Submitting the P46 to the HMRC If you have elected to Submit Straight away you will now be viewing the screen to right To Schedule a Submission skip this step Gateway Submission Server URL hips secure dev gateway gov uk submission Source XML Response ML Protocol Events The URL address is built within the software and will not need to be changed You can view this file again before sending by selecting View XML and it can be copied to folder Select Submit to send your P46 to the HMRC wiew XML ey mL Cancel Submit Files If the below error appears during submission incorrect details are held in one or more of the following Tax District Number or Reference in Company Maintenance Agent ID if you re registered as an agent Sender ID or Password in the File by Internet gt Setup screen A 1046 Authentication Failure The supplied user credentials Failed validation For the requested service Scheduling a Submission From the menu at top select File By Internet gt Schedule Submission to view the below window Highlight the P46 from the left window and enter a Scheduled Date and Time 84 Submissions available to schedule Submissions Scheduled P46 44 23112006 Otac Solutions Ltd 24 xml Current Date Time 28 11 2006 11 56 Scheduled Date Time 28 1 172006 1 1 54 PPPPP Activate Timer VSIPS
89. ions when a selection of companies needs to be exported DIAMOND DISCOVERY Business Payroll allows this with the use of the Company CSV Export and Company MDB Export functions These functions can be found by selecting Admin gt Data Conversion from the main menu Company MDB Export Upon opening the Company MDB Export window a list of companies will auto populate in the Companies list area This Program will export one or more companies from your QTac Payroll 0304 database Companies Export Location Lookin 3c SWL30_56 Folders yc Select the companies that are to be exported and from the Export Location window select a destination for the exported file Please select the location that you would like to export the company to Please select the companies From your database that you would like to export lt Click the Export button to begin exporting the chosen companies Company CSV Export The Company CSV Export function exports all company data in the form of a number of CSV files These CSV files are organized in their own folder the folder being exported to a chosen location Company Tet SSCS Upon selecting the Company CSV Export option a window will be displayed with the intended location of the exported file Select Fie Location C Program Fer TACOSOS4T esl To change the file location click the button Once the location has been selected click Ex
90. is will email each employee s payslip to their email address A pdf file will be created for each employee payslip in the folder where the DIAMOND DISCOVERY software is installed Please Note If payslips are intended to be emailed to employees then either ALL employees must have an email address or the employees must be split into two departments or locations When selecting the email section to print payslips select the eDocPrinter printer and when selecting the print section select the normal payslip printer 63 Previewing Reports Previewing Reports When all the Report Options have been selected click Preview and the report viewer will appear w Report Viewer x g telex af of 2 Preview OTAC Solutions Ltd Basic Pay gt ros dh Mat Ins 2000 00 Tax Paid TD 2000 00 161 50 2000 00 2000 00 Total Gross Pay Er Pens Conts PAYMENTS 2 000 00 DEDUCTIONS 2000 00 0 00 Tax Mth Tax Code Ml Code and Mo 3004 2002 1 461L A TNOOOOOOM Holiday Entitlement 0 0 Holiday Taken Report Controls Print Eh Search Toggle Tree View rog Zoom 4 4 5 of 6 H Fl Page Selection Payment Method NET PAY oo 1 507 04 Clicking this button will print the entire report It is possible to search for any characters within the report Click the Toggle Tree View button to show hide the Tree View The tree view allows pages to be Skipped within the report Select the Zoom required
91. ition a Net Addition Rate If a second rate of pay is required or another addition such as a mileage allowance enter the rate payable in the Rate field 15 Rate Factor The Rate Factor is linked to the employee s hourly rate and is normally used for overtime additions For example To enter an addition for double time the rate factor will be 2 0 GL Code A G L Code can be assigned to the addition by selecting one from the dropdown list Payslip Priority If required the order in which the additions should appear on the payslip can be set here Deductions Deductions Select Company Otac Solutions Ltd x Adaons Deductions Overview ALLOWABLE AGAINST This screen is used for Short Hol Payslip BACS Description DescriptionTax NI Pen Hol Credits GL Code Priority Deduction setting up new deductions and defining the relevant parameters i e allowable for tax NI Pen etc fF iis is ip ioe Nore afl Add New Undo Close Creating a New Deduction e Select the correct company from the dropdown list e Select the Deduction tab e Click Add New e Enter a description for the deduction e g Loan Allowable Against Define the Tax NI Pen Pension parameters If the deduction is allowable for tax and or NI place a tick in the relevant box i e if the deduction needs to be taken off before Tax and NI are calculated tick both the boxes To calculate the pension amount before the deduction is taken off
92. loyee Maintenance Employee Brought Forward Absence Recording Adding a new absence Puchowski Emma Select the employee from the Select Leach Alison Employee dropdown list at the top of the window Click the Add New button SMP e Select the type of absence from the dropdown list e Enter the required dates Expected The expected date of birth or adoption Actual The date the child arrives generally used when the baby is premature Leave Start The date on which the employee intends their absence to start Date Certificate Issued This is only applicable by default to SAP SPP will require a date if the Adopted checkbox is ticked Basic Pay C Reduce Basic Pay by Statutory Pay Amount Adiustment Do rot Pay Basic Pay C Pay Basic Pay as entered Select the way the statutory payment should be made Reduce Basic Pay by Statutory Amount This option will pay the employee their normal wage for the period an apportioned amount of this pay will be statutory pay Do not Pay Basic Pay The employee will only receive statutory pay 37 Pay Basic Pay as Entered The statutory payment will be added to the normal Basic Pay Unda Close Click Save Child Stillborn Entitlement Stopped Date Entitlement Stopped i If the payment should be stopped e Go back into absence recording Select the employee from the dropdown list Tick the Entitlement Stopped checkbox and enter the stop date Click Save
93. mpany s structure Element is the lowest level e g the individual parts such as Total Gross Pay or each Deductions etc By default this is included and is set to the maximum size of 16 Before adding additional categories the maximum character length for Element must be reduced from 16 to the actual character length used by the company This is because 16 characters is the maximum length available for all categories used E g company and department can both have a character length of 5 leaving a maximum character length of 6 for the Element category GL Code Definition GL Code Format 16 Digits Max Select GL Category Category Length Pe Y aHa AE gt a4 GL Code For Company Category Length Adding Categories Initially reduce the maximum character length for the element category Left click on the Element in the right hand window and enter the required character length in the Length field To select additional categories left click the required category in the left hand window Then click the E button to move it to the selected categories list right hand window When the category has been selected set the character length If Company is selected as a category then a GL Code for the company must be entered in the GL Code for Company Field To move all categories click the button Ordering the Categories Select the category in the right hand window and then use the A or Y buttons to move the category
94. mpany during the year the previous employment P45 details should be entered under Tax and NI tab of Employee Maintenance e There are additional fields for SSP SMP and Tax Credits etc Complete these fields as applicable e There may be a rounding carried forward if a rounding has been applied to cash payments B F National Insurance Select the NI letter from the dropdown list above the leftmost column Three columns have been provided for entering NI payments A separate column should be used for each NI letter the employee has had during a tax year Important All rows of the B F National Insurance section should be filled out appropriately Failure to do so will result in incorrect figures appearing on the P35 and the employee s P60 at the end of the year Checking the Details When all B F data has been entered use the Pay Summary Company Totals and or P11 reports to reconcile to your previous system Transfer Employee Transfer Employee The transfer employee function copies complete employee records to another company transferring all year to date information or marking the original record as a leaver To access the Transfer Employee screen select the company that the employees are to be transferred from Now select the Company gt Transfer Employee menu option You will be presented with a list of employees in the selected company Select the employees to be transferred Holding down the CTRL key on the keyboard allows
95. mployee Pay Advice Mailer Payslip OC15 z A 5 A p j Change Default Payslip OK Cancel Setting the default Payslip Format Select the Company Maintenance option from the Company menu Other Reports Page Throw Between Report Sechons Suppress Superceded Records on P11 Suppress Title Shading Show Employers Cost on lA Remittance Show Year to Date on lA Remittance slat 4 Default Payslip type Payslips WOT Select the type of payslip required by using the radio buttons and then click OK The Selection Criteria for Payslips window will then be displayed see Report Options Please note that the Sage payslip formats are not yet accessible company Company Maintenance Divisions Departments Locations GL Codes Show Address an Payrall Labels wt Show Calculation Audit Report Wl Net of Rebate fw Email 4ddress Email Password Retype Email Password Go to the Reports tab and select the required payslip type in the Default Payslip Type Click Save and Close 61 Emailing Paystips Emailing Payslips Please note Third Party Software is required to be able to email payslips A copy of eDocPrinter PDF Pro can be purchased from http www iteksoft com Installing eDocPrinter After the installation of eDocPrinter two new printers will be present in Printer Properties eDocPrinter PDF Pro and ERP2PDF eDocPrinter PDF Pro Properties the General section click
96. nagement Menu Create Import File Import Batch Maintenance Add New Batch Bulk Process Extra Input Types Employee Update x These input types have been entered Chart into the software ready for use Description Description Employee Number and Number of Accrued Holiday Paid HEA Weeks will appear regardless of type Annual Salary SAL selected Bank Account Number ACC Bank Sort Code SORT Basic this Period BASIC Employee Number EMP NO Holiday Days HOL DAYS Holiday Hours HOL HOURS Hourly Rate HARATE Hours This Period HOURS Number of weeks NOWEERS Standard Hours Tas Code WET BAT Not Included in Update Employee Maintenance only In Bulk Process 124 Employee Update Employee Update Select Employee Update from the Batch Jak Hener enert Managemenement Create Import File Import Batch Maintenance Add Mew Batch Bulk Process Extra Input Types Employee Update Using the Employee Update option allows employee maintenance records to be amended Fields left blank will make nil change Employee Import la x Lompany Qtac Solutions Ltd Select File Location C Program Files OTACO506 ae Click the button to browse for the import file and when the file has been located click Import 125 FAQ s When paying a director no National Insurance has been deducted Employees who have their National Insurance deducted as a director will not pay any NI until their Gross
97. ne m This section is only used when rass r wong E r M converting from another payroll part Tax Peid ooo ereet ae Pe mMer the way through a tax year NetPayf 0 00 ET to UEL c conf conf ooo D Above UEL aoo oof ooo r Paid Reclaim Total NI 1d no f oof ooo r Employee Ni le oof oof ooo SPP E Employer Ni 000 oof ao SSP Student Bot Hoiday Cred Tax Credits Rounding Taken Accrued Close Important This screen is used only to enter Brought Forward information in situations where the payroll is being converted from another payroll system part way through a tax year Entering Brought Forward Details The pay frequency for the employee must be set before entering any B F details this is set on the Pay Rates tab To activate the screen click Unlock and the following warning message will be displayed 9 WARNING Changes to B F data may affect pay calculations abeady perfonmmed employes and and paid to the 7 7 Inland Revenue Please read this warning message before Pa ysis ites Hina BF cow negnd tall hava td ke selecting Yes to proceed re entered and reprocessed Do you wich bo continue com No 35 Select the Week Month of the period paid by the old system from the As at end of Tax Week Month dropdown list This Employment e Enter the Gross pay to date Tax able pay to date Tax paid Free pay and Net pay for this employment only If the employee joined the co
98. ngs The holiday credit percentage applied to individual employees can be viewed or amended by opening Employee Maintenance and selecting the Personal tab Holiday Credits fw The Percentage of Gross Pay used in the holiday credit calculation is the only editable field Should an adjustment to the holiday credit total Holiday as of Gross Pa j a be necessary see Paying Holiday Credits Holiday Pay Credits Taken 0 00 below Holiday Pay Credits Accrued 172 92 Paying Holiday Credits e Open amp Pay the employee and click the Change button e Select Absence Recording tab e Click Add New Absence 114 Unauthorised Sick Leave Maternity Paternity Holiday Taken As of Gross Pay a Holiday Credits Adjustment This Period 0 00 Holiday Credit Taken This Pernod Holidaylredits Balance Remaining Choose Holiday from the Absence Type drop down box Enter the start and end dates of the holiday Enter the amount of credits to be taken Click Save and then Close The Holiday Credit amount will be displayed in the Additions field on the main calculation screen Please note that positive or negative adjustments to the holiday credits balance can be made using the Holiday Credits Adjustment this Period field Holiday Credits Reporting The Holiday Credits reports can be found under Pro Reports on the Reports menu and are as follows Detailed Holiday Credits This report shows a complete breakdown for each employee
99. ns of companies can be paid in one action To view the below screen select Company and Pay Selected Companies Pay Selected Companies Frontier Plantation Fle Select the action to be performed on all employees tac S that can be processed for the required pay period Fap Frequency Pay Period f Monthly Weekly 2 Weekly O 4 Weekh Start Action f Pay All Close All Total number of companies matching criteria i Section Description Ea sO gt 0 Mthiy Monthly Employees SelectAll Deselect all L088 Recalculate Pay All Cane Selection Totals Highlight the company or companies to be paid or closed Confirm the Pay Period Frequency and Action before selecting Pay All 118 Creating Import Files Creating Import Files The Create Import File function creates a csv comma separated value file which can be edited in a spreadsheet package The created import file automatically contains the employee name staff number and the pay period number Additional fields can be added by selecting the relevant check boxes Create an import template by selecting the Batch Management gt Create Import File menu option Batch Management Create Import File Import Batch Maintenance 40d New Batch Bulk Process Extra Input Types Employee Update Selecting the fields to appear in the Import file Any additions or deductions already set up for the company can be added into the import file by ticking the rele
100. ntext menu Click Yes to continue Type the word CONFIRM on the keyboard Click Ok Making an Employee a Leaver Making an Employee a Leaver Press the right mouse button over the employee s name and select Employee Maintenance from the context menu Load Employee Open amp Pay Employee Close Pay Period Employee Maintenance Delete Employee Employee Print d Payrall Status In the Employee Maintenance screen go to the Active Personal section and change the Payroll Status to Blige Leaver Leaver Enter the Leaving Date Click Save and then Close The employee will now be highlighted in yellow and will be excluded from any automatic payroll processing Printing a P45 P45 Certificates can now be printed by clicking the right mouse button over the employee s name and selecting Employee Print gt P45 1 Leavers Certificate alternatively this option can be found under Reports gt Employee gt P45 1 Leavers Certificate on the main menu 30 CS Corvsiriecriosry friadustry scofrenie CIS Construction Industry Scheme CIS Employee Setup Employee Setup Select Employee Staff No General Personal Tax and NI Pay Method Pay Bates Additions Deductions AEOs Pension Notes Overview paeo ae Tite Mr 7 The setting up of a CIS E a employee is a matter selecting the ao O m Subcontractor check cis box on the General ee screen in Employee
101. nting Date Ceased Trading If a company ceases trading during the tax year then the ceased trading date can be entered This is necessary if the company s end of year returns are to be filed early via the internet Pressing the Undo button will completely remove all information entered on this screen When this has been completed click the Tax NI and Pensions tab Tax NI amp Pensions Tax NI amp Pensions General Tax NI and Pension Payments Calendar Reports GL Codes Employee Tax District Search for Company by Tax Ref Overview Nunberli23 None UE This section allows entry Name South London Search for Tax Ret of company Tax and Pian ene JE f Pension details it also C Employee Primary NI Cont s only Contractor Unique Tax Reference allows the default NI E ER method to be set so each Default NI Method eyo ae m rom r new employee added will m e aa a Pees be calculated in this way i EAP SPP payments Accounts Office Shipley v Ea Additions Deductions Pivision Department Standard G L Codes AddNew Delete Close Location GL Codes Tax District From the Tax NI and Pensions screen select the Tax District Number from the drop down list Tax District If the number has not been previously entered Number _ _ Ref select the button located Mame between the Number and Ref Tax District Select Add New and enter the Tax District Number Mone and District Descri
102. nto their relevant groups Reports Company Emplovee Pay Period Year End Pro Reports Global Reports Automated Reports Tax Tables Reports by Company Reports by Company To print a report for all of the employees within a company er E e Click the left mouse button over the a TAC Solutions Ltd company name to highlight it el Support e Go to the reports menu and select the eos M01 Coggins C required report H A12 Puchowski E wo HOB Scoging P A Reports Option screen will then be sow QOS Smith M displayed which is explained later in this H Development section el Accounts Payroll Reports by Employee Some reports can be printed for an individual employee 58 e Click the left mouse button over the _ TAC Solutions Ltd employee s name to highlight them e Go to the reports menu and select the required report cox MOT Coggins C Ha A12 Puchowski E ey HOB Scoging F You will be presented with the Reports Option He O03 Smith M screen which is explained later in this section H e Development H Accounts H 6 Papal It is also possible to print some employee Load Employee reports by pressing the right mouse button Open amp Pay Employee over the employee s name and selecting Close Pay Period Employee Print Employee Maintenance Delete Employee Employee Print Report Options The report options will change depending on
103. ons Deductions AEOs Berson Kotes Overview an ae en This section allows entry aia Sl ree a of the employee s i Dole Bt ree ae a personal information i e ad address date of birth Ciia Jard i r FPanCedi M l etc Hera Phara Humiai z if Simmi Mial Sisam T rege Emal Pisand rT mid Director Rape Ema Faad C Wik M es PU T Apep Dieci NI Cuper Ene Mecpages fird hiera Gia General Information This screen contains sections for entering the Employee s Address Marital Status etc The Date of Birth field is used to check that an incorrect National Insurance code is not used If the National Insurance number is not initially known for a new employee the date is also used to create a temporary NI number Email Address Password Enter the email address and password protects it when sending payslips via email The payslips will default to a pdf document Payroll Status By default the status is Active allowing all pay operations to be performed on the employee On Hold excludes the employee from any automatic payroll processing Leaver allows printing of a P45 Certificate This status excludes the employee from automatic payroll processing operations but will allow manual payment 19 Selecting Deceased from the list will trigger the screen is ie on the right This allows the user to enter a m B representative of the deceased for whom the P45 will go E to Faa
104. onth in the Pay WM field Pay Frequency C Weekly f 2 Weekly C weekly f Monthly Enter Pay WM a Include Leavers D Selecting where to save the Import file different location click the i i button and select the folder where the file should be saved The name for the file is automatically created from the company name and the pay period the import file is for File Location c Program FilesSQT4C Solutions Ltd Pay M 1 Import File csv When all the criteria for the import file have been set click the Create File button Editing the import file using a spreadsheet package On opening the import file with a spreadsheet package a similar table will be displayed EMP NAME EMP NO PAYWM bonus overtime BankHol SmithPaul 4 i o S S h o Webber Dave J4 Ji J l ho o o WhiteEmma 2 tt o WilliamsLee 3 Ji lo o o ooo l h o Important Points The import file has a header row and a final column containing a semicolon both of these features must not be altered in any way Please note that if the file is opened using a spreadsheet package then the package may apply formatting on certain columns E g Sort code fields may be seen as dates 120 Importing Pay Files Importing Pay Files Select Import from the Batch Management Batch Management menu Create Import File Batch Maintenance Odd Mew Batch Bulk Process Extra Input Types Click the button to browse for the import file and
105. ord see Select the Submit button to send or Schedule Submission to send m ween at a time convenient to you It will then validate the P45 which you select OK to confirm You are given the option of ari MIL Built For Qtar Solutions Limited dine the XML file before wt Do you wish to preview Khe XML File 77 Submitting the P45 1 to the HMRC If you have elected to Submit Straight away you will now be viewing the screen to right To Schedule a Submission skip this step Gateway Submission Server URL hips secure dev gateway gov uk submission Source XML Response ML Protocol Events The URL address is built within the software and will not need to be changed You can view this file again before sending by selecting View XML and it can be copied to folder Select Submit to send your P45 to the HMRC You will receive a confirmation email from the HMRC within 24 hours view XML hes Cancel If the below error appears during submission incorrect details are held in one or more of the following Tax District Number or Reference in Company Maintenance Agent ID if you re registered as an agent Sender ID or Password in the File by Internet gt Setup screen A 1046 Authentication Failure The supplied user credentials Failed validation For the requested service Scheduling a Submission From the menu at top select File By Internet gt Schedule Submission to view the below wind
106. ove actions use the same process when efiling P45 P46 End Of Year or CIS Verification in this manual help System Administration System Administration There are a variety of different system options available from the Admin menu Registration is covered at the start of this manual Admin Registration System Options User Management Default User Management Settings Default Company Unlock all Records Change Password Payroll Status Report Company List Post Budget Tax Codes Uplift Archive and Restore Data Purge Log Files Personnel Manager Data Conversion Compact 4nd Repair Bank Maintenance Audit Trail Build Company Index 88 System Options System Options Misc Reports J Restore Last Screen Size Show Reports Maximized E e Restore Last Company Used Report Print Time Delay 1 Seconds W Restore Last Employee Used Report Zoom 100 Disable Archive prompt an exit Miscellaneous The Restore options will remember the employee company and the size of the screen last used These are used when the program is reloaded The Disable Archive will stop the prompt to backup the database when the program quits Even if the prompt has been disabled and a standalone version is being run on the PC an archive prompt will appear once a month and an archive must be saved Reports To make the report preview window open its maximized state tick the Show Reports Maximized ch
107. ow Highlight the P45 from the left window and enter a Scheduled Date and Time Submissions available to schedule Submissions Scheduled P45 1 30 Otac Solutions Limited 2 xml Current Date Time 02 06 2006 1 ee Scheduled Date Time 02 06 2006 1 2 30 PRR R RD Actryate Timer VSIPS TPS Activate Achyte E Ea Selectall Deselect All Inverse Cancel Selection 78 Select the arrows button SS The selected P45 will now appear in the right window as shown below Submissions available to schedule Submissions Scheduled P4501 30 Otac Solutions Li 02706 2006 12 30 Curent Date Time 02 06 2006 1 214 Scheduled Date Time 02 06 2006 Activate Timer VSIPS TP S Activate Activte 02 06 2006 i 30 Selectall Deselect All Inverse Delete Cancel Selection Now select the Activate Timer button Activate Timer VIPS TRS Activate Activte This will start the process of submitting the P45 You will receive a confirmation email from the HMRC within 24 hours VSIPS TPY S Activate Actvte Submisson Schedule Active E Note Depending on your internet provider you may need to have an internet connection running before starting this process 79 efile P45 Part 3 starter efiling P45 Part 3 To efile a P45 Part 3 you must first enter the previous Pay and Tax details in the Employee Maintenance as shown below Select Save to enable the efile P45 3 button Pay Method Pay Bates A
108. oyee highlighted in red is On Hold A Yellow highlighted employee signifies a Leaver gm MODI Smith 5 The letters and Numbers in Brackets The letters indicate the pay frequency W Weekly M Monthly T Two Weekly F Four Weekly Q Quarterly H Half Yearly A Annually The numbers show the last pay period processed for the employee This number automatically advances to the next period when Open amp Pay is performed on a closed employee 42 Display Preferences Display Preferences The way the Employee Explorer displays the information can be altered through the Display Preferences screen The Display Preferences screen is accessed either by selecting Company gt Display Preferences or by clicking the Display Options button on the main screen Select Company QTAC Solutions Ltd LEVEL ONE Monel LEVEL TWO Morne LEVEL THREE Mone Sort Sequence Sort by Staff Number t Sort by Staff Name ie Sort by Curent Tas Period t Include Leavers m Always Expand Display Tree W Close Peewee Employee Reports Calculator Admin Company Maintenance Divisions Departments LocationsGL Codes Standard G L Codes Additions and Deductions Pensions Bulk Amendments d Display Preferences Divisions Departments Locations The employees can be split into their assigned Divisions Departments Locations by a three tier system For example If you s
109. paying holiday pay in advance Please see Paying Holiday Pay in Advance later in this section Pay Weeks If you are paying holiday pay in advance the total number of weeks pay will be entered here This ensures the correct tax and National Insurance contributions are paid Paying Holiday Pay later in this section describes this operation in more detail P45 Pay and Tax P45 Taxable Gross Tax Paid 0 00 0 00 Taxable Gross and Tax Paid If any P45 details have been entered for the employee they will be displayed here These details cannot be altered here but can be changed through the Employee Maintenance screen Tax Paid this Employment This Employment Taxable Gross Tax Paid 5400 00 1546 20 Taxable Gross and Tax Paid These figures are accrued over the year and can only be altered by reprocessing the employee s pay 49 Peforming a Calculation Performing a Calculation Ensure the details are correct i e basic pay tax week month and that any additions or deductions have been applied Click Calculate The results will be displayed on the right of the screen Results A more detailed set of results can be obtained by clicking the GROSS Pay More Info button 2000 00 Deductions Gross Pay The first tab on the More Info screen splits down the gross pay into Taxable NIC able and Non Taxable Non NIC able NIC elements 175 34 T Deductions 359 8 This tab gives details on pension deductions as w
110. port Compact and Repair Compact and Repair Running the Compact and Repair utility regularly will help keep the database at a manageable size This utility can only be used if no users are connected to the database Therefore it is recommended that this utility be used at a time when no user other than the supervisor is on the system Note that no harm will come to the database if the utility is launched while another user is connected the utility will simply report that the database could not be compacted If this occurs ensure that all other users are logged out and try again The Compact and Repair utility that comes with Business Payroll can be accessed through Admin gt Compact and Repair from the main menu options The database will then be 95 compacted The program will display a notification once the process is complete Importing Company Details Importing Company Details DIAMOND DISCOVERY Business Payroll has a Company Import function that allows external company information to be imported at any point during the tax year The information to be imported is in the form of comma separated files CSV these files being arranged in a specific format Please find examples of the format of the import files on the DIAMOND DISCOVERY Installation CD There are 9 files in total per company These are as follows Company csv Employee csv EmployeeBF csv EmployeeBFNI csv AdditionDeduction csv Employe
111. ption 122 South West into the lower fields Press Save then Close to return to the main screen OU East London kanen Unda Save Scheme Type The scheme type selected depend on the kind of employee s in the payroll If all employees on the payroll are paid pension only No Basic Pay then the scheme type should be set to Pension Only Scheme In any of the employee are receiving Basic Pay the scheme type should be set as Normal Company Pensions If the company is authorised to operate a company pension scheme enter the employer s ECON number Default NI Select the way NI should be calculated This will be used as the default for any employees added to the system This can be overridden if necessary when adding a new employee Default HI Method Exact Table able Tip Setting the default NI method here will save time when adding new employees Table method uses the Inland Revenue tables and should be used if transferring over from a manual payroll Exact will calculate NI using a percentage method both methods are acceptable by the Inland Revenue Small Employer Relief If the company is classed as a small employer put a tick in the Small Employer Relief check box This will then calculate and display the compensation on the IR Remittance Advice End of Year Returns Where the electronic transmission of end of year data is available enter the Permit Number for the company Tax Refer
112. r Grouping The main employee list can be ordered from Company gt Display Options From here the employees can be sorted into three levels For more information on Display Preferences see Main Screen Overview Applying GL Codes to Additions and Deductions See Additions and Deductions later in this section for more information on how to set up and apply G L Codes GL Code Reports are available from the Reports gt Pay Period menu Standard GL Codes Standard GL Codes Before any G L Codes can be assigned to the pay elements they must set up using the Company gt Division Department Location G L Codes menu option see the previous page for more details on how to do this To Access the Standard G L Codes options een Employee Reports Calculator Admin select Company gt Standard G L Codes Company Maintenance Divisions Departments Locations GL Codes standard G L Codes Additions and Deductions Pensions Bulk Amendments d Display Preferences G L Code G L Code Tota Groce Pap fino Shudend Loan Mone Tota Deductions imo gt WETC SOPTC iMona BF Rounding inon z Wet Pap more CF Rounding Mone Net Pap Cash iNone gt Employer Person imone Met Pay Bark Giro inoa F Ta Pad ino Met Pey BOBS fiore a Mat Empkyse NI ione Met Pap Autopap imore gt Net Employes HI imone m NetPa BACS ione a NI Rebate imone F SSP Moe x SHP Hone
113. r two per page Print Forename on Payslip This will display employees forename on their payslip Show Pay Method When this option is checked the pay method e g cash BACS etc will appear on the payslip Print Zero Net Pay Ability to print payslips with zero net pay Display Boxes on Security Payslips Displays boxes around gross net etc on Security Payslip Windowed DHPZ1 Formats address to top Option for DHPZ1 type payslip only Print Salutation Prints Salutation on payslip Suppress Titles Do not display titles on the payslip Show Holiday Entitlement Prints Holiday Entitlement on payslip Show Employers Pension Print the amount of employers pension calculated Other Reports Page Throw between Sections This option will put a blank page between the various sections of the report Suppress Superceded Records on P11 The P11 report shows any payment that has been saved for the employee this includes any payments that have been back processed which are denoted by a S for superceded Checking this option will remove the superceded records for the report 12 Suppress Title Shading Deselect to show title nheader shaded on reports Show Employers Cost on IR Remittance Totals employers cost on IR Remittance Show Year to Date on IR Remittance Displays year to date amounts on IR Remittance report Show Address on Payroll Labels By default only the employees name will be printed on the payroll labels Check the
114. remove the tick from the Pen box This is only applicable if the pension deduction has been set up as a percentage of the basic pay G L Code A G L Code can be assigned to the deduction by selecting one from the dropdown list Payslip Priority If required the order in which the deductions should appear on the payslip can be set here 16 Pensions Pensions To Access the Pensions options select nee Employee Reports Calculator Admin Company gt Pensions from the main screen Company Maintenance DivisionsDepartments Locations GL Codes Standard G L Codes Additions and Deductions Pensions Overview This screen is used to set up the pension details for the company How Penam Fund Hare Cer g Schere Rejeence AL Code SCOM COMP gt io Nora D iad Fawenue Spprvad Pennon Plan G rs Les fate Asie Tan m soos A Laer Adding a New Pension Fund Select the correct company from the left hand list Click Add New Enter the name of the pension fund This will appear on all relevant reports Enter the Scheme Reference as is supplied by the pension provider If the scheme reference is unknown then leave this field blank A G L Code can be assigned to this fund by selecting one from the dropdown list SCON Number Each pension fund may have a COSR or COMP number which needs to be entered here If there is no code number assigned to the fund ensure that None is selected
115. rnings Double NI Code n a for 2001 2002 B F Gross E er NI Rebate this tax year for the NlErRebate Double indicated NI Code 104 EmployeeAdditionDeduction csv EmployeeAdditionDeduction CSV This file contains Additions and deductions set up for an employee Field Number Name Type Long 1 FKAdditionDeduction Integer 2 StaffNo Text Long 3 PaymentMethod Integer Double 7 BFLoanAmount Double LoanDeduction Double BFLoanDeduction Double RBStartDate Date Time so 9 Description Value s Link to Addition Deduction Staff Number 1 Cash 2 Cheque 3 Giro 4 BOBS 5 Autopay 6 BACS 7 Faxpay 8 Telepay 9 Pay Flow 10 N A Yes Hours applies only to additions No Amount of Addition Deduction Number of hours or the amount of addition deduction Original amount Deductions only Current outstanding balance Deductions only Amount deducted each period Deductions only Amount already deducted Deductions only Date of first deduction to be taken Deductions only 105 EmployeePension csv EmployeePension CSV This file contains Employee Pension Details Field Number Name Type Description Value s es OO 1 StaffNo Text Staff Number Long Integer Link to pension fund 2 IngFKPensionFund 3 Text 4 Text Employee pension value Note the field name is misleading it can apply to either the Main Pension or and Additional Pension contributions Employer pension value
116. rom the Inland Revenue This is provided that the employer qualifies as a small employer and a full and complete submission was made If the incentive payment is to be recovered from the Inland Revenue through the payroll then the amount to recover should be entered in the relevant period CIS Deductions This field should be used by Limited companies who have suffered CIS deductions and must enter the value from form CIS25 Tax Deducted from Subcontractor Payments Enter the tax deducted from subcontractors if applicable Payments made to Inland Revenue Enter the actual amount paid to the Inland Revenue for the monthly remittance Entering EOY Totals for the Year Entering EOY Totals for the Year All totals for the year can be viewed and amended by selecting File by Internet gt EOY Totals In addition this screen shows the Compensated and Recovered statutory payment details 70 File by Internet FBI File By Internet Preparing Payroll Manager for File by Internet Preparing Business Payroll for File By Internet Select the Setup option from the File By File By Internet entrance ment EOY Totals EOY Validation Enter P38A s Submit to HMR Z Schedule Submission Status Reports Query Submissions Status Authentication Details On the set up screen enter the Sender ID and Password these are obtained by registering on the Inland Revenue s website www hmrc gov uk and a valid email address I
117. rued Gross Pay calculation fe aga tac Yes Holiday Pay addition no not a holiday pay blnHolidayPay Yes No addition 99 Pension csv Pension CSV This file contains Company Pensions Field Number Description Value s Primary Key to uniquely identify the PKPensionFund Long Integer Pension strPensionFundName Pension Fund Name Description strSchemeRef Pension Scheme Reference ssov ron sole SO strSCONCOMP Text Number egocowemn re CREE strSCONCOMPSuffix Text SCONCOMP Number a Cae 6 IngSCONCOMPSchemeType Long Integer SCONCOMP Scheme Type 17 str SCONCOSR Company Pension SCONCOSR od Fe er Suffix for Company Pension strSCONCOSRSuffix Text SCONCOSR Number InNgSCONCOSRSchemeType Long Integer SCONCOSR Scheme Type Inland Revenue Approved Pension bInIRAPP Yes No Plan InNgECONSCONSelection Long Integer None 0 COMP 1 COSR 2 Requires Pensionable Pay to be bInGrossLessBasicRate lax Yes No Gross Less Basic Rate Tax i 2 3 4 5 7 10 11 12 13 Yes Additional Holiday Payments No no Additional Holiday blnHoliday Yes No Payments 100 Employee csv EMPLOYEE CSV This file contains all employee details Description Value Field Number Name StaffNo Type Text Staff Number Mr Mrs Miss Ms Dr Prof Sir Rev Lord Lady Title Surname Forenames Text Earl Duke Duchess Prince Princess Rt Hon Text Employee s Surname Text Employee s Forname s
118. sly these options can be set individually for each company To Change Delete View Back r a a a CESS make the selected options applicable for all Employee companies tick the Apply to All Companies r r r r check box This can then be overridden if necessary User Status Global Settings It is possible to lock a user s account to stop Logged Allow Show Create On Locked Supervisor Payroll Report Companies unauthorized logging on Mode Selection a a iw iw E W It is also possible to give or remove supervisor rights Please note there must always be at least one supervisor account Username And Password Change the username and password here This is only accessible by the supervisor Users can change their own password through Admin gt Change Password User ame Password SVR NM Other Functions It is possible to print all of the users and their attributes by clicking the Print button All users can be stopped from logging into the system by clicking the Lock Out All button Clicking the button a second time will reactivate all users Default User Management Settings Default User Management Settings Shown below are the default user settings When creating a new user the user will be activated with whatever privileges are set here Employee Company Change Company View Change Delete View Back Company Employee Employee Employee Process Employee i m iw iw Global Settings Allow Show Payroll Report Mod
119. ssary in order to use these functions Only companies that have Accounts Office Reference Bank Details a BACS File Format and a Calculated IR Remittance value for the selected period will be displayed Companies that have already had their payments made will not be displayed Q Pay IR By Bacs Company Calculated Override Select File Location jc QtacBacs K Pay Period SelectAll Deselect all Jnverse Selection The Pay IR By BACS screen will list Company Calculated amount and Override amount if entered on EOY Totals screen Highlight company and click the Create File button Confirmation will be displayed and a text file will be created in the Diamond Discovery application directory titled lt company name gt IR Payment lt period gt txt The EOY totals will show amount paid to the Inland Revenue 66 Otac Payroll Assistant Diamond Discovery Payroll Assistant All versions of DIAMOND DISCOVERY Business Payroll come with an offline PAYE and National Insurance calculator that can be used to check P45 details and what if situations completely independent from the payroll Switching C Payroll To switch from Payroll mode to Calculator mode or vice versa click the Payroll or calculator radio buttons This can be done at any time if information needs to be saved then a prompt will appear Calculation Options Calculation Options The calculation options can be chosen from either 200
120. t a pay date November 2005 November 2005 Select a date using the dropdown lists to ee ee eee eee choose the tax month and year Click the left mouse button over one of the days The tax week and tax month are displayed in the fields at the bottom Weekly Paid Monthly Paid Tak Week 31 Tak Month 7 Tax Month El Rates Rates By calling up the Rates option all the NI SSP SMP and Tax rates for the current year will be displayed mo z Fie lath May Iax Rates NIC Bands stani cosas comes Use the tabs at the top to select the Band 1 a020 Rae1 10 00 Scottish Tax Rates rate to view ot Band2 29380 Rate 2 2200 Band f Rae3 4000 Rate1 10 00 Rate 2 200 40 00 oe Band 4 Rate4 ooo Rate 3 Z Rate5 goo Rate4 ooo Sub contractor Rate 1800 Rate5 goo Basic Rate Pointer 3 Emergency Tax Overiding Regulatory Limit 50 00 arke Tax Rebate Limit D E 489 109 Help Topics Help Topics The Help Topics option will load the on line manual This can be accessed at any time within Business Payroll by pressing the F1 key on the keyboard About The About option shows information about the software About OGold QTAC Pay roll Man ager 2002 2003 35 35 MEJNTAJ 2000P Pawol System and Tax Calculator lac Version 2 02 04 SOLUTIONS Database Version 2 2 2 Version Number Creation date 14th January 2003
121. tch tf Verity ID Authentication User ID afth45rtf55 Password E Test In Live Retype Password sn Select the Business Type Enter Trading Name or Company Name Unique Tax Reference amp Company Registration No Fill in the Partnership UTR and Partnership Name if applicable Partnership Business Type only The default option on checking details is Verify Verify will be used if the minimum entry on the UTR section is the Trading Company Name Select Match only if all information is entered ID Authentication should already be pre populated from entering it on the FBI Setup screen If the details are not entered please go to FBI gt Setup or view how to in the File By Internet section Save entered details Below is an overview on the options available to select on this screen schedule Scheduling a submission allows you to verify at a time this convenient Submission Print Build ML Transmit Live Undo Close Closes screen Builds XML file to verify Transmits XML file real time Undoes entered details Print a copy of these details entered 32 Saves entered details Save Verify CIS Details Verify CIS Details CIS details entered must be verified If verification does not confirm with the HMRC system files the employee will be automatically put on a CTI tax code This is the incentive tax code If you have elected to Transmit Live you will now be viewing the scre
122. the Pay Frequency dropdown list You must also select the Pay Rate of the employees to change Adjustment can be made by a percentage to do this tick the Amend by age checkbox Enter the Amount in the Amount field e Click Process to continue A report detailing the amendments will be produced Click Yes to view the report 41 fMAain Screen Overview Main Screen Overview The main screen offers an intuitive and functional interface that allows access to the core features of the system Employee Explorer Employee Explorer Selecting a Company to Work With OTAC Solutions Ltd The company to work on can be selected from the dropdown list OTAC Solutions Ltd Fl Support o o heyf M01 Coggins C The employees within that company will ade A12 Puchowski E appear in the employee list below on yf H06 Scoging P sew 003 Smith M What the Symbols Mean OTAC Solutions Lid w The employee has been processed and El Support the pay period is closed g MOT Coggins C 412 Puchowski E The employee s pay has been f HOB Scoging F calculated but the period is still open Ser 2 uo a F Dey The employee has been loaded but not F E FOR A F saved this usually occurs when a calculation TOE David G has been cancelled COS Ker A l gt e AUS AREE No processing has yet been carried Accounts out eM MOTT House K ee Payroll M01 Rowson A An empl
123. the type of report that is being printed w Selection Criteria for Payroll Summary Printer Setup Group by Level 1 Company Print Group by Level 2 Company Cancel Group by Level 3 Compary Pay Frequency C Weekly C 2 Weekly C 4 eekly f Monthly Esport C Include All Pay Frequencies W Include Leavers Please note Not all the options are available with every report Any options that are not applicable cannot be accessed Grouping Some reports give have the option to sort by Division Location Department To do this simply select the group required from the Group by Level dropdown boxes Pay Frequency Reports can be adapted to only include employees on the same pay frequency If it is necessary to print the report to include all employees tick the Include all Pay Frequencies check box 59 Tax Period A single period or range of periods can be reported using the Start and End period drop down lists If the Include all Pay Frequencies check box is ticked there will be no way to choose the pay periods to report as all periods are selected by default Include Leavers Check the Include Leavers box to include leavers on the report Exporting This is covered in more detail later in this section Audit Reports and Payslips Audit Report Payslip Options When printing Payslips and Audit Reports an additional field is displayed so that a message may Payslip Message be entered I
124. then the NI code must be F Gor S Warning messages will also appear below the selected NI code if an appropriate ECON or SCON number has not been entered in the company information These are required for printing on the Inland Revenue end of year tax reports and can be entered by using the Company gt Company Maintenance menu NI Number If an NI number is not provided then leave the NI Number text box blank The NI number must be entered as soon as possible as this information is required on all Inland Revenue and Contribution Agency reports 21 IRPR Number Inland Revenue Personal Reference This number will appear on all documentation from the revenue and may eventually supercede the NI number Pay Method Pay Method Gelt Erplopsn Sha a arera Parens Tse ered Fl Fay Method Pra Eate bidien Deductions AE Ds Persan Hotes Overview The pay method section Pay Mathed Cash is used to enter the Bark tott Ack kew Ban employee s pay method Bark Hare hore i e BACS or Cash and Bark Bareh Nora bank details if required ewar habs oo Accrund hlyra P Doo Ao Barbs 0 Atop Pia Fa ae alapa Fiai Perei Te off Hama Sira Duy ESH Ea Cuppa Ena Mecpages Arij her Chom Pay Method Choose one of the pay methods from the list For each pay method different reports and controls are available from the Reports gt Pay Period gt Payment Method Reports menu Bank Details Start by entering the employe
125. to zero if the employee becomes a director Director If the employee is a director there will be a tick in the Directors box To make an employee a director use the Employee Maintenance gt Personal screen NIC Refund It is possible to refund NI should the incorrect code have been used in previous calculations The refund amount will be reflected on the IR Remittance Report Please see the Refunding NI section later in the manual Tax for Monthly Tax for Weekly Tax Tas Code WEI Payslip Date 461 L m 2470572002 Tax Tas Code Mi Fapslip Date G L E 31 05 2002 Pay at Tax at Pay Week Week Weeks 7 i i Tax at Month pb 48 Tax Code Any changes to the tax code will be made permanent when the calculation is saved Wk1 M1 Tick this box to put the employee s tax onto a week1 month1 basis A Wk1 M1 basis does not take account of Gross Pay to Date and Tax Paid to Date within the tax calculation This is normally applied when you have no P45 details for a new starter Any alteration will be made permanent Payslip Date The payslip date can be adjusted within the current pay period Any invalid dates will not be accepted Changes to the date will not be made permanent Tax at Period This is the Tax at Week or Month that will be used in the calculation This can be advanced for example when you have a new employee starting during the tax year or when paying holiday pay Pay at Week Pay at Week is used for
126. tton over Open amp Pay Employee this will display the Payroll Processing section Employee Maintenance Delete Employee Employee Print The Payroll Processing section can also be displayed by clicking the left mouse button over the employee then clicking gt on the main screen 47 Payroll Processing Screen Overview Payroll Processing Screen Overview Additions and Deductions This Period Basic Hours Rate Basic Pay 0 00 0 00 0 00 Change Additions 0 00 Restore Deductions 0 00 Basic Pay If Basic Hours and Basic Rate or Basic Pay have been set up they will appear automatically but can be altered by overtyping them if necessary Change Clicking the Change button opens a new screen that allows you to apply variable pay elements to the employee s pay These changes only apply to this particular payment Regular additions and deductions are set up through the employee maintenance screen Additions and Deductions These fields show the total additions and deductions applied to the employee s pay Restore Clears all additions and deductions and resets the Basic Pay National Insurance Contributions HIC NI Code NIC Code NIC Refund This list displays the current NI Code for the employee The 4 code can be changed through the Employee Maintenance B F MIC screens Director Start Date B F NI r fe Click the B F NIC button to view the NI details for the employee The figures can be set
127. uations completely independently from the payroll C Payroll Faea Switching Modes To switch from Business Payroll Mode to Payroll Assistant Mode or vice versa click the payroll or calculator radio buttons This can be done at anytime a message prompt will be displayed if it is possible to save data Please see the Payroll Assistant section for more information on using the off line calculator Shortcuts Shortcuts The main menu contains shortcuts to several of the most widely used functions These shortcuts are described below LI Exits the program Loads the most recent pay calculation for the highlighted employee fe Displays the open and pay employee window for the highlighted employee Closes off the pay period for the highlighted employee Kid Opens the employee maintenance window for the highlighted employee afl Opens the absence recording window for the highlighted employee Prints the payslip for the highlighted employee 44 f Allows you to change the section viewed Professional only DIAMOND DISCOVERY Business Payroll also gives you dew Employee Display Options the option to navigate directly to both the New Employee window and Display Preferences window from the main screen Payroll Processing Payroll Processing The Stages of Payroll Processing The Stages of Payroll Processing There are two stages to payroll processing Open amp Pay In this step a new pay period is opened the
128. up or down in the list 112 GL Report The GL Export report Reports can be found under the Company Company Details Reports gt Company Employee gt GL Export menu a Department List option Pap Panoa Location List p i Year End a lon T pwi Division List Fro Reports Employee Status Emplowee List Global Reports poet Additions and Deductions Pension Fund List Tax Tables GEO Summary Decrementing Balance Summary Pay Rates Holiday Report aL Export Departmental Costing Departmental Costing Departmental Costing allows a portion of the employee s gross pay to be attributed to different departments within the company To enable Departmental Costing departments must be set up in advance For more information on setting up departments please see Divisions Departments Locations G L Codes Applying costing to the employee Highlight the employee in the list and select Siete Reports Calculator Employee Maintenance from the Employee Employee Maintenance dropdown menu On the General tab of the Employee Maintenance screen use the dropdown list to select the required department Then enter the percentage to be attributed to that cost centre The cost can be spread over a maximum of five departments Department Costing None o d an None om0 None b oog f Departmental Costing Reports The costing reports can be found under Pro Reports under the R
129. up to be a specific day of each month e g the last Friday of each month Click Generate Dates to calculate the date automatically Accept all Dates It is required that the dates are verified once they have been tick the Accept all Dates check box If this box is not ticked the program will not perform calculations and a warning message will be presented directing the user to the calendar screen 11 Reports Reports GL Codes Employee Payslip Options Overview Single Payslip Per Page Iv Print Salutation E Print Forename on Payslip v Suppress Titles B The reports option Show Pay Method Iv Show Holiday Entitlement Print Zero Net Pay Iv screen a lows the Display Boxes on Security Payslips v Show Employers Pension E pee ee ne customization of the ee i information displayed Page Throw Between Report Sections l Show Address on Payroll Labels Iv 3 Suppress Superceded Records on P11 l Show Calculation Audit Report NI Net of Rebate Vv on the Da ysl p a nd Suppress Title Shading lv Emad Aitiiess Le i f Show Employers Cost on IA Remittance T various options or Show ear to Date on IA Remittance M Email Password h other reports Default Payslip type Retype Email Password Payslip QCO1 v Additions Deductions Diision Department Standard G L Codes AddNew Delete Close Location GL Codes Payslip Options Single Payslip Per Page Check this to produce one payslip per page or uncheck to allow fo
130. up to either a hard disk drive or removable media N B If the backup is intended to be saved on a CD ROM the archive must be saved to the hard disk drive first and then burnt onto the CD Archive and Restore Utility Restore Cancel Archiving Payroll Data e Click the Archive button to open the file dialog window e Select the location to save the backup e The File Name consists of Year Date Time example Q2002 08 14 142051 arc The file name can be changed e Click Save to start the backup A counter will show the progress of the backup When complete click Ok on the Archiving to Floppy Disk message box and then Close DynaZIP ZIP Request If the file has been requested to save to floppy disk then a message will be displayed Please insert the first disk of the Mult YVolurme set prompting a disk to be inserted Once the disk is Press OF when ready or Cancel to abort in the drive click Ok If the backup is too large to fit on one disc a message will be displayed prompting for a second disk to be inserted Click Ok when the second disk is in the drive DynaZIP IP Request Please insert Disk Volume 2 Press OF when ready or Cancel to abort Cancel Restoring Payroll Data DynaZIP UnZIP Warning Click the Restore button anda file window will appear Select the data file to restore Click Open A warning message will be displayed opposite Click Yes to All to complete the restore
131. vant check boxes Before using an addition deduction a short code should be created against the item The short code is used for the column headings in the import file If an item with no short code is selected a warning message will be displayed indicating that a short code is needed to use the item Please see the instructions below on how to set up a short code Additians Deductions Other as ao Bank Holiday BarnkHol Bonus bonus Expenses expen Overtime overtime Sub sub Travel travel qe ccrued Holiday Paid HPA Over Payment OverPay Annual Salary SAL Sub Repayment SubRep Bank Account Humber ACC Bank Sort Code SORT Holiday Days HOL DAS Holiday Hours HOL HOURS Adding a short code 1 Select the Company gt Additions amp Deductions menu option 2 Select the addition deduction that the short code is to be added to 3 Enter the short code up to 20 characters then click Save Adding a Short code after receiving the warning message Click Yes to the message which will take you to the additions deductions setup screen Follow steps 2 and 3 above 119 Pay Frequency and Pay Week Month Select All Others Select the correct frequency using the radio buttons The software will then display the Pay Week Month If an incorrect Pay Week Month is displayed then this can be changed by entering the correct Pay Week M
132. with a temporary password by sending us written permission Fax 0117 935 3545 The Fax must Be on headed paper Contain the authorizing persons printed name and signature We will then call you back with the password 126 1 I ve restored the software from a backup CD and now get this error x Unexpected eror 75 occured Path File access eror By default the files held on a CD are read only and therefore have to be reset Double click the My Computer icon on the windows desktop Go to C Program Files and open the DIAMOND DISCOVERY directory for the year you are restoring this is assuming the software has been installed in the default directory Select all the files within the DIAMOND DISCOVERY directory Press the right mouse button to display the context menu Choose Properties Remove the tick from the Read Only attribute Click Save Open the program as normal 2 I ve restored the software from a backup CD and now get this error x Unexpected eror 429 occured Actives component can t create object The software cannot simply be copied straight from a backup CD but must be re installed from the most recent DIAMOND DISCOVERY CD How do I transfer the payroll data from one computer to another You will require 1 or more blank floppy disks to save your payroll data on Back up your data by selecting Admin gt Archive and Restore Data Select Archive Archive Data Select Target Folder for Ar
133. y gt Company Sections gt CompanySections to access the screen below Any companies that do not belong to a section will be displayed in the list on the left of the Company Section screen xi Section Mone Frontier Plantation Ple Gtac Solutions Ltd Section None Description iNo s ABC Group Ltd Frontier Plantation Plc Qtac Solutions Ltd Add gt gt gt Remove if lt fo gt Jo SelectAll Deselectan Jere Selection Undo Close Save Section None Add gt gt gt lt lt Remove Undo Close Save Select a previously saved section from the drop down list Press Add to place under the section on the left There is also a Remove button to reverse the action Select Save Below is a list of further options in Company Sections kia ei SelectAll DeselectAll Jmverse Selection Up to One hundred companies can be viewed Select All Deselect All and Inverse Selection to make adding more efficient 117 Current Section Current Section The Current Section option allows the user to view and work on one section at a time select Company gt Company Sections gt Current Section from the main menu E Current Section xj From the Section menu select the section required Section Description Mthiy Monthy SCS Click Save to view this section Perr rrr Pay Selected Companies Pay Selected Companies Sectio

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