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Beryl Payroll User Manual

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1. Beryl Payroll for Windows User Manual Gateway Pictures Ltd Software Division 21 Standfast Street Kokomlemle P O Box AN 12243 Accra GHANA Tel 233 24 438 3009 http www gatewaypicturesitd com index_files Software htm Email mailto software gatewaypicturesltd com subject BGS_Response Contents 1 2 3 4 5 6 7 Introduction Salary Banks Staff loans Archives Data Security How to Setup 10 12 14 15 Copyright 2000 2014 Gateway Pictures Ltd Introduction 1 Congratulations on choosing of Beryl Payroll the complete payroll solution for Ghanaian SME s This user friendly package is easy to learn in a few hours Beryl Payroll 11 5 0 comprises Salaries Banks Staff Loans Payroll Archive First Tier Archive Second Tier Archive Third Tier Archive SSF Archive Prov Fund Archive and Tax Archive All these modules or sections are integrated to each other Gp File Edit View Scripts Records Window Click the appropriate button below to enter the section of the programme you want to work in or refer to the User s Manual for more information FARAPA E r lt o ES ee a 3 Z Taa Contact adspace gatewaypicturesitd com or Call 233244383009 to place your advert here 100 aad FY Browse lt Main Window General How to Install Beryl Payroll 1 Download the free MSI at http www gatewaypicturesltd com index_files Software htm
2. current session in Payroll and return to the MAIN WINDOW Copyright 2000 2014 Gateway Pictures Ltd 7 IMPORTANT Where there are no changes in the previous month s payroll you ll need to only update Month to make the current month s payroll ready for printing and filing Reports NOTE Some reports Bank Lists and all statutory deductions can be saved into Excel files First click View button to view the report When the report pauses click Cancel button at the top right hand side of the window Click Export button The Excel version of the report opens automatically for you to format it for presentation in place of printed copy IMPORTANT Save the Excel file in a new name as a new export will overwrite the file with the old name Payroll Analysis The Payroll Analysis Report compiles Total Pay according to Department The main headings are Employer SSF Employer PF and Total Expense This serves as supporting document for Payroll Journals To View or Print this report click the appropriate button Press ENTER key to exit SSF Contribution This report lists both Employee and Employer contributions sorting them into ACT 766 GROUP 18 5 or PNDCL 247 GROUP 17 5 Groups for records purposes only To View or Print this report click the appropriate button Press ENTER key to exit SSF Payment This report allows you to select payment to fund managers whether Ist Tier 2nd Tier or PNDCL 247 Group To View or Print this
3. page 8 to suit your purposes Click Salary Update button A dialogue box will appear to check whether you have printed all reports and filed your Payroll for the last month This is to ensure that monthly data are properly recorded and filed for reference purposes If you are using Payroll for the first time just click OK Otherwise click CANCEL which returns you to Payroll Menu where you may print reports and file the month s payroll Enter Receipts Click button to enter Receipt No and Date for payments of deductions for Income Tax Ist Tier 2nd Tier etc made for current month s pay before Filing and processing of the following month s pay Beryl Payroll offers nine fixed Deductions and six user definable Deductions D1 to D6 Medical Insurance may also be changed There are also seven fixed Allowances and four user definable Allowances A1 to A4 At the Payroll Menu define your additional Deductions and Allowances as the case may be before entering data It is advisable to be consistent in the use of user definable Deductions and Allowances In addition there are two Tax Relief fields Tax Relief Employee SSF deductions Second Tier and Third Tier and Employee PF reduce the Taxable Pay before the calculation of Tax At the Individual Salary Entry window click New Record button This creates a new payroll record for an individual Click Delete Record to delete an individual s pay record Staff No This is an automatic serial
4. report click the appropriate button Press ENTER key to exit 3rd Tier SSF To View or Print this report click the appropriate button Press ENTER key to exit PF Deductions The report lists Employee Provident Fund and Employer Provident Fund for presentation to the fund manager To View or Print this report click the appropriate button Press ENTER key to exit PAYE Deductions This report produces a list of tax deductions It is a reproduction of Internal Revenue Service s Monthly PAYE Deductions form To View or Print this report click the appropriate button Press ENTER key to exit Detail Net Pay 1 amp 2 These produce a list showing Net Pay according to selected Bank ID 1 and Net Pay according to selected Paying Bank List Heading 2 To View or Print this report click the appropriate button Press ENTER key to exit Summary Net Pay This produces a summary list showing current Bank List Heading Net Pay To View or Print this report click the appropriate button Press ENTER key to exit Medical Insurance The report produces a list showing Insurance deductions To View or Print click the appropriate button Press ENTER key to exit You may the change heading to suit other purposes Staff Loans View or Prints the total of all loan deductions To View or Print detailed loans of staff go to the Staff Loans section Salary Advice It produces slips for presentation to each salary earner To View or Print click the appr
5. 2 Install normally 3 Access programme using User Name Manager Password supervisor TIP When installing the programme for the first time the systems requests a User Name Enter Manager Alternatively go to Edit gt Preferences gt User name and enter Manager Opening the Programme Open the application normally and enter the default password to arrive at the MAIN WINDOW At the MAIN WINDOW click the appropriate button to enter the section of the programme where you want to work in Copyright 2000 2014 Gateway Pictures Ltd Viewing and Printing of Reports All reports of Beryl software are set to print on A4 paper size Therefore ensure that your computer s default printer is set for A4 paper size before starting the programme Beryl reports prints on any page printer Navigation through the programme Users Beryl Accounting should always go in and out of the programme through the assigned buttons For example when closing a window it is better to click the Beryl Close button or press ENTER key as the case may be instead of clicking the Windows close button Organization Setup On opening the programme for the first time click Setup button on MAIN WINDOW Enter the information as shown Data entered here are used in reports Organization Name Company or organization name Address Line 1 Street Address or P O Box number Address Line 2 Town or City Phone Company or institution s main telephone number PAYE Fi
6. Salary is entered Click Bank ID blue button to select the Bank Code of the bank into which salary would paid Enter the appropriate Bank Account No Bank Branch Branch Sort Code Bank List Heading is the heading of the letter Beryl Payroll prints to the paying bank through which all bank transfers for Net Pay is done Edit Bank List Heading pull down menu to suit your purpose following the set format no_space_in_the_names TIP To change a batch of Bank ID s from one Bank List Heading to another is a simple matter First click Bank ID to select the desired Bank ID Then click inside the field below the Bank ID and press Enter key This will give you all the current records on that Bank ID Select the new Bank List Heading from the pull down menu and click Paste to All button That s all Car Element Enter the applicable percentage for a staff and Car Element Amount is automatically calculated on Total Pay In contrast to Tax Relief Car Element increases Taxable Pay before Tax is calculated Rent Element follows the same pattern Staff Loans Automatically entered provided Staff Loans module is updated Net Pay This is calculated automatically Month In the Month field enter the current payroll month in dd MM yyyy format Check that dd is always the first day of the month For example enter 01 02 13 for February 2013 NOTE All dates in the programme are entered in this format Alternatively select date from the pull do
7. e aggregated into one loan When deleting a loan use the Loan No as the only reference point This will delete all records referring to that loan An error message will appear when deleting a loan with and outstanding balance Note that all records of deleted loans are kept in Deleted Loans New Refund Entry Click this button and follow the instructions to enter a full or part cash refund of a loan This will be treated as though it was a normal loan deduction Copyright 2000 2014 Gateway Pictures Ltd 10 Reports ci File Edit View Window From STAFF LOAN MENU click Open Loan Reports button This takes you to STAFF LOANS Deductions Loans Statements REPORTS MENU The Deductions Report compiles a list of current staff loan deductions for monthly entries in the Payroll To View or Print this report click the appropriate button Press ENTER key to exit The Loans Report compiles a list of current outstanding loans To View or Print this report click the appropriate button Press ENTER key to exit This report compiles a detailed statement including Balance Installments Outstanding etc of all loans contracted by each staff To View or Print this report click the appropriate button Press ENTER key to exit Staff Debtors This report also compiles a detailed lists including Balance Installments Refunds Outstanding etc of all loans contracted by each staff It shows at a glance which loan is due for
8. le No PAYE not corporate or company tax File No SSF Employer Registration No Same Click OK button to return to the MAIN Window S Beryl Payroll beryl iii File Edit View Window Set Up Organisation Name Beryl Payroll Evaluation version Set Up Departments Administration Address Line 1 O Box AN 12243 Address Line 2 Phone 020 438 3009 Income Tax File No ADSLC 00000 SSF Employer Registration No R No 000Z000 Organization Setup Copyright 2000 2014 Gateway Pictures Ltd 4 Salary 2 From the MAIN WINDOW click Open Salaries button to reach the Salary Menu HieMaker Ero Adaa E File Edit View Records Scripts Tools Window Salary Menu iat om Limit 20 Characters Tax Relief 2 Description ace a El ee Update Receipts Set up REPORTS 3rd Tier SSF SSF Payment Print Print View Print Print REMINDER Each month s salary must be filed before updating for the following month Simply click the red button File Salary to complete the process Salary Menu NOTE Before starting to use this software for the first time ensure that Beryl Payroll Setup page 3 is completed Also Update Banks and create New Banks
9. ly set number starting from 1001 It is not changeable and a deleted number cannot be reused Copyright 2000 2014 Gateway Pictures Ltd Full Name Name of staff surname first Basic Salary and Total Allow Allowances total of fixed and user defined Allowance add up to Total Pay SY Beryl Payroll payroll g File Edit View Records Scripts Window A ee You may You may place your Rolling Text Marq your Rolling Text Marq Solent a 3rd Tier SSF Maxi 2nd Tier SSF P 1st Tier SSF P SSF Group Car Element Amount Salary Point 3rd Tier SSF C 2ndTier SSF C 1stTier SSF C Emp yee PF Emp yer PF Rent Element Amount Level ld Ls Emp yee SSF Emp yer SSF Income Tax File No Personal Annual Pay Bank Account No Bank Branch Branch SortCode Bank List Heading LT Ust Hor Full Name Surname first Basic Salary Overtime Total Allo 1 Total Allo 2 Total Pay 2na Tier SSF 3rd Tier SSF Em yee PF Taxable Pay Tax Staff Total Ded C JC oof omg O ALLOWANCES TAXED NORMALLY 1 OTHER DEDUCTIONS a ha poan Ded Union Dues Union Dues Union Dues Rent Allow Brukutu Allow Rent Deduction Medic Insurance Fuel Allow Eoo l ALLOWANCES TAXED SEPARATELY 2 Risk Allow Tax Risk Allow Gross Risk Allow Net Casuals Tax Casuals Gross Casuals 0 00 NOTE Tax on Casuals Tax Exempt is added back t
10. o the net 100 salud Browse lt Taxable Pay Tax Relief 1 Tax Relief 2 Employee SSF Second and Third Tier and Employee PF are deducted from Total Pay to arrive at Taxable Pay Social Security and Provident Fund These are calculated automatically if rate percentages are entered NOTE Select the applicable SSF Group ACT 766 GROUP 18 5 or PNDCL 247 GROUP 17 5 Select NONE for none permanent staff or casual labour 3rd Tier SSF Maxi preset at 16 5 the current maximum allowed by law 2nd Tier SSF P percentage rate used in payment to fund manager 1st Tier SSF P percentage rate used in payment to fund manager 3rd Tier SSF C percentage rate used to calculate contribution by staff Same percentage rate is used for payment to fund manager 2nd Tier SSF C percentage rate used to calculate contribution by staff 1st Tier SSF C percentage rate used to calculate contribution by company Emp yee SSF and Emp yer SSF Employee and Employer contributions applicable to staff still in the PNDCL 247 GROUP 17 5 Group Emp yee PF and Emp yer PF Employee and Employer Provident Fund contributions Copyright 2000 2014 Gateway Pictures Ltd 6 NOTE Emp yee PF plus 3rd Tier SSF C by law must not exceed 3rd Tier SSF Maxi Tax This is calculated automatically if Tax Rate Setup is correctly done Annual Pay This is calculated automatically when Basic
11. opriate button Press ENTER key to exit Vertical Summary serves as a payroll journal where all every entry and report is balanced and summarized for accounting entry To View or Print click the appropriate button Press ENTER key to exit Copyright 2000 2014 Gateway Pictures Ltd Banks 3 Use this module to categorize NET PAY Here ID s are produced for use by NET PAY REPORTS to list Net Pay according to the mode of payment to your institution s Bank Click Open Bank button Click View Bank List button to view and later print the default list that comes with the programme Update it to suit your purposes Follow the method below to do your category eee R ci File Edit View Window ESIC 1 REPORTS Bank List Bank Menu Click Bank Entry button to enter data Follow the method below to do your category Of course there are only two modes of payment Cash and Cheque But the cheques may be paid to several different banks ID 100 Cash ID 101 Strait Bank ID 102 Myself Bank Use your discretion to enter ID s for other banks For example you may choose ID 103 for XYZ Bank and 104 for ABC Bank etc Note that the ID continues serially from 103 Continue till all banks represented on your payroll are coded NOTE There is no need to create different codes for different branches of the same bank Beryl Payroll Evaluation version Bank ID List ID Bank Name 100 Ca
12. retirement etc To View or Print this report click the appropriate button Press ENTER key to exit This report show a list of all current cash refunds To View or Print this report click the appropriate button Press ENTER key to exit Open Deleted Loans Click this button to View or Print all deleted loans whether automatically NOTE deleted during Payroll Filing or one purposely deleted in place of an old loan etc Press ENTER key to exit Records of all zero balance loans are automatically deleted and placed in Deleted Loans 11 Copyright 2000 2014 Gateway Pictures Ltd Archives 5 NOTE Monthly Payroll records that are not Filed will not appear in any Archive Reports Payroll Archive Refer to page 7 Salary for details on Payroll Archive reports Ist Tier Archive 9127 Pyot 15 TT a g File Edit View Records Window IstTier Archive Menu From the MAIN WINDOW click Open Ist Tier Archive button to reach the First Tier Archive Menu Enter Receipts Click this button to enter records of receipts for 1st Tier payment to the Fund Manager This is for payments done after Filing of current month s pay or for possible correction of errors in receipt records Reports Staff Annual Report This report lists 1st Tier SSF Payments sorted by Deduction Year and Contribution Month To View or Print this report click the appropriate button Press ENTER key to exit Staff Summary Report This is the same as
13. rive Follow these steps e Drag the Beryl Payroll folder from your back up drive to My Documents folder on your PC e Open Beryl Payroll folder in My Documents folder and create a shortcut of the executable file Beryl Payroll exe e Drag the shortcut to your desktop That s it You are ready to re roll with all your backed up data intact Copyright 2000 2014 Gateway Pictures Ltd 14 How to Setup Beryl Payroll 7 1 Company Setup a Enter Organization name address etc b Edit Departments pull down menu c Enter Income Tax and SSF file numbers 2 Banks a Edit the default bank list b Add new banks to suit your organization c Print Bank List 3 Salary a At the Salary Menu window create new Deductions and Allowances headings if any b Check that Tax Rate is correct according to government current rates c At the Individual Salary Entry window create New Records for current staff ensuring that all required fields are entered d Edit Bank List Heading from the pull down menu to suit your paying bank s needs in the exact format shown 4 Staff Loans a Get the list of Staff Loan balances if any and use them as new loans b Note that different loans which will run concurrently can be entered for a staff Copyright 2000 2014 Gateway Pictures Ltd 15
14. sh 101 Strait Bank 102 Myself Bank Copyright 2000 2014 Gateway Pictures Ltd Staff Loans 4 yl File Edit View Tools Window Staff loans Menu COMMANDS Reset Loan No Delete Loan Staff Loans Menu Data Entry from MAIN WINDOW click Open Staff Loans button to reach the Staff Loan Menu Click New Loan Entry button This takes you to Staff Loan Entry window with the cursor remaining in the Staff No field Staff No Enter the number of the staff whose loan you wand to process This extracts data from both Current Records in Payroll Loan Type Enter the numter of the staff whose loan you wand to process This required field has a pull down menu that can be edited to suit an organisation s requirements An error message will appear when left blank Approved Amount Enter the approved loan amount here No of Monthly Installment The number of months over the which the loan will be repaid Monthly Interest Interest per month charged on loan if any Deduction Start First day of the month in which the first deduction will be made on the payroll File Loan Click this button to end this session WARNING Once a loan is filed it cannot be edited If anything it should be deleted and a new one created in its place Delete Loan Click this button to delete a loan that is retired through complete and full refund or when a staff is granted an additional loan of the same type where the old balance and the new loan ar
15. the Staff Annual Report but sorted only by Deduction Year Company Report This provides a detail report to statutory bodies and pension fund managers deductions receipts and receipt dates TIP Staff reports should printed either as PDF soft copies or hard copies for all staff annually Copyright 2000 2014 Gateway Pictures Ltd 12 In respect_of 2nd Tier Archive 3rd Tier Archive SSF Archive for PNDCL 247 Social Security option Prov Fund and Inc Tax Archive follow the same procedure for 1st Tier Archive to access all the other Archive reports and to Enter receipts Copyright 2000 2014 Gateway Pictures Ltd 13 Security of your Beryl Payroll files 6 Power failures hardware problems and other factors can damage your programme files In its simplest form backing up means copying your file s to another disk for safekeeping Many backup systems are available on the market external drives Flash Disks DVD s etc Just drag your Beryl Payroll folder from My Documents Folder into your backup drive You ll also need to install adequate power protection systems and set up a routine method to back up Beryl Payroll files This is imperative for the safety of data How to Reinstall Beryl Payroll from Back up Files Reinstalling Beryl Payroll from the your original Windows Installer setup file does not come with your previously entered Beryl Payroll data Therefore you ll have to reinstall from the Beryl Payroll backup d
16. wn calendar Click Find button to find and update a particular record of a staff Press ENTER key to exit Total Allo 1 and Total Allo 2 Total Allowances aggregates all allowances included in Taxable Pay Total Allowances 2 aggregates all allowances taxed separately and not included in Taxable Pay User definable allowance A4 is reserved for tax exempt allowance Go to Menu Click Close button to return to SALARY WINDOW to print reports and File Salary Enter SSF and PAYE Receipts Click this button to Receipts Nos and Dates on payment of SSF and PAYE deduction to SSNIT and IRS respectively NOTE Do this before you File Salary Press ENTER key to exit File Salary Click this button to complete the month s payroll transaction A dialogue box will appear with a warning to remind you about what needs to be done before filing Click CANCEL to either print reports or enter receipts dates or other data otherwise click OK button to File Salary WARNING The system will prevent you from skipping to File Salary a month s salary You won t also be able to file a month s salary twice Note that failing to file means that the month s Staff Loans deductions will not be done neither will the month s salary records be available in all Archives Tax Rate Setup Use this feature to easily adjust Ghana Government Personal Income tax Rates as and when announced Note that MONTHLY not annual rates must be used Close Click this button to end the

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