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1. lt lt lt 01 02 03 08 i In o 29 30 e Click Remove to delete the importation for that date so you can re import it PayEasy HR Payroll and Human Resources Software Page 26 of 63 3 03 04 Attendance Adjust records Purpose Adjust daily records for finger print failures Menu Data Entry Attendance Process Attendance Records Import Edit e Adjust actual times for miss recorded finger prints or set the category Attendance Date 30 11 2012 Friday November 30 Y yesterday H no record Denodepartment 1 only one record _ Pa Scheduled time Recorded time Adjusted Time Ea Code Employee 1 2 1 2 1 2 Category 1000 hd ary 07 00 16 00 00 00 00 00 MMM 0000 N f 1005 Hellena DV DU 16 00 00 00 00 00 00 00 00 00 N Le 1010 Joyce DV DU 16 00 06 51 16 00 06 51 16 00 N Le 1014 Evaline 07 00 16 00 00 00 00 00 00 00 00 00 N 1015 Judith 07 00 16 00 0641 16 36 0641 1636 Ww el 1022 Glory 0700 16 00 00 00 00 00 ODDO 00 00 N Le 1123 Anna wenn Tenn MAF 1 47 NARA 1d N Le e To update the factor for the month click Close and update payroll 1036 Agnes 08 00 17 00 06 58 16 55 06 58 16 55 W w 1097 Jh nan 1AM ni TAA AFA 15 va Close amp Update Exit don t Update S 3 03 05 Attendance Public holidays Purpose To compensate employees with leave days for working on public holidays Menu Data Entry Attendance Public holidays
2. Disciplinary 2 21 Download Updates 8 Driver s License 45 Earned 16 27 Earning 28 29 Earnings 2 7 11 17 28 29 30 31 42 47 55 62 email 4 6 15 39 61 63 Employee info 2 17 22 25 27 34 49 Employment Details 3 20 39 41 43 47 62 equipment 40 error 6 Excel 22 25 57 63 Exchange rate 26 export 14 22 57 63 factor 17 26 36 Factor 11 File command 10 file size 14 financial 25 finger print 33 34 35 37 49 finger print reader 33 footer 40 foreign 26 41 42 49 Grade 20 21 62 graphics 23 gross 30 51 56 Gross 7 29 30 31 33 50 62 Gross salary 29 50 Help 2 3 4 6 8 9 61 help screen 6 History 3 51 Housing 2 7 33 HRM 2 4 8 22 43 62 ID card 43 Pa yEasy HR Payroll and Human Resources Software IIF file 14 46 import 14 25 34 35 Import 2 14 25 34 35 inactive 23 info quickbooks co tz 6 initialize 11 insurance 2 31 invoice 15 job description 43 Kiswahili 3 55 Learning PayEasy 6 Leave 2 3 10 11 16 17 27 54 57 Level 20 21 licenses 45 link 13 28 Loan 3 7 10 16 51 loans 16 51 logged off 11 13 14 logo 19 23 logs 45 46 Memo 47 menus 5 misconduct 21 multiple companies 7 multiplier 18 multi user 7 Muster roll analysis 37 Nationality 25 Navigations buttons 5 network 7 NSSF 3 31 32 46 53 57 Offset 7 28
3. User Manual www quickbooks co tz August 2014 Table of contents 1 Introduction Payroll and HRM sett egene Eege 4 LOTA SSS E 4 1 02 Navigation buttons ati 5 E A E ease oesgseoes 5 1 04 Learning to use PayEasy HR raro init 6 1 05 If you experience Ne EE 6 LOON E 6 1 07 per al 1 08 Calculations A da I BOSD TO ea eese A EE EEE E E EE EEEE EEE A 7 1 10 D waload EE 8 ll Update Software manualidad 8 2 File ET E 9 De We SEU E EE 9 202 Recalculate a Otal 9 A eee E EA 9 2 04 Make QuickBooks TIF ne 10 203 Make E por arpa 10 SE MOT epar EE A 11 AA Eege 11 A EE 12 ARE O UE 12 GN NR re 13 A A E E OE ASI 13 Za EE a rar ete A 13 A ei ee E T E eer eee 14 DAA Oia id ida 15 A A e EE A eee 15 00 D ale Mio C E 16 2 UL02 FPmployce Ol EC 16 3 01 03 Employee info Type of contract 16 3 01 04 Employee info Withholding ox 17 301205 Employee tos Pictire OO a 18 3 01 06 Employee info Contracts spisser isnan iiei anes ia aiar airiai 19 3 01 07 Employee info ID Car dS E 19 3 01 08 Employee info Licenses oooccccconnncnnconccnncnnncnnnnnncnnnnnoncnnnnonnnnnnonnnnnnnnnnnnnnonnnnnnnnnnnnnnnnoninnss 20 3 01 09 Employee info Employment Details ae 20 5 0 1 10 Employee info EU ili cacecsasanevewavexsecseiesubnnsasssasancanoncseeresasserseeacecaveseredavesneueseaseasaoenes 21 02 Payroll LOr MOD EE 22 30201 Payrollior month ca 22 3 02 02 Payroll tor month ER E ME 23 3 02 03 Payroll for month DVM srta rca 23 3 02 04 Pa
4. al Earnings e In Data entry Payroll for month you Type Qty Unit Amount can adjust recurrent Earnings and add f 28 other Earnings Housing Allowance 127 008 PayEasy HR Payroll and Human Resources Software Page 39 of 63 3 10 10 Configuration Deductions Purpose Define and use employee deductions Menus 1 Data Entry Configuration Earnings and deductions 2 Data entry Employee Info Tab Employment details 3 Data entry Payroll for month Define employee Deductions with Data Entry Configuration Earnings and deductions Delete T at c y Deduction Deduction Type Qty gt a Kiswahili 2 Adjustment non taxed Marekebisho yasiyo na kocTZS we o 00 E F Adjustment taxed Marekebisho hulipiwa kodi TZS we 0 00 C 2 Advance Advansi TZS pa 0 00 MII Charge Tozo TZS el 0 00 Chodawu Chodawu TZS Le 5 000 00 4 7 e The name of the Deduction is set in the column Deductions e Tick recurrent if the Deduction should be added each month e Inthe type column indicate if the quantity of the next column is either of the basic salary on gross salary a fixed value in TZS or a number of days e Tick Taxed if the Deduction is taxable Note that on Gross cannot be taxed e To set a recurrent Deduction for an employee select Data entry Recurrent Deductions Employee Info Tab Employment details Chadovu wi ti Deduction e In Data entry Payroll jor
5. Date Holiday Multiplier 010142009 1 00 12 01 2009 1 00 09703 2009 1 00 OF 04 2009 1 00 1 10 04 2009 Good Friday 1 00 Ian 1 00 13 04 2009 Easter Monday 1 00 e If you want to use this feature enter public holidays as shown above o To compensate a public holiday with one leave day make the multipliers 1 00 o The leave days earned is increased with the days compensated e If you do not want to use this feature make multipliers 0 00 or don t enter any Public holidays at all PayEasy HR Payroll and Human Resources Software Page 27 of 63 3 03 06 Attendance Shift groups Purposes 1 Record what shift group an employee belongs to 2 Define shifts Menus 1 Data entry Attendance Shifts 2 Data entry Employee Info Tab Employment Details 1 For employees having fixed non working days set the day in Data entry Employee Info Tab Employment Details a ae P lt de AE 2 For employees whose non working day changes each week enter their shift group code in Data entry Employee Info Tab Employment Details Shift Group 3 To set the shift groups for a week select Data entry Attendance Shifts Enter Off days for Shift groups Search week Le List Week Year Add e 1 2013 gt Delete 02 01 2013 08 01 2013 Shift Delete day gt 5 2 1 11 RER PayEasy HR Payroll and Human Resources Software Page 28 of
6. Scales Grades and Levels Purpose Grades and levels allow using salary scales Menus 1 Defined in Data Entry configuration Tab Salaries 2 Used in Data Entry Employee Info Tab Employment Details The salaries are based on a matrix of Grades and Levels as shown below Main Management Operations support levels gt Management Management Operations Operations support support AAA AAA RO Basic salaries are entered here Delete Delete Delete Grade Main lewels Main level Level a See pe Basic Salaries are entered in the table Grade Level Basic Salary PayEasy HR Payroll and Human Resources Software Page 36 of 63 E Mismas riypa l ir Finare ind frgdoege Fraien asak au seg CO Ti Feo ere Feet 7 orris Ces Tarts Hecke ei PTE te Sara 2 dan 5 a reueg k e SPS SO wt Aue ei Wan 111111 si Lire 27 Suppol UA w Ekai Ap w Err ws Shi Sop e When selecting a Grade and Level for an employee the basic salary is filled in and cannot be changed To manually enter a basic salary set the Grade to Contracts Delete Basic Sal Job title H SE Level de COmpulsory Contract Calculator Job specification Period EEA k 014012021 Technical Director Senior Operations Fn salary gt 907 200 x x al of Work Arusha E y Department 3 10 06 Configuration Disciplinary Purpose To record misconducts
7. 1908098 10570472008 i To produce a report select Reports Pensions Pension Receipts NSSF or Pension receipts All Select the employee and then run the report Page 41 of 63 Tarehe wa michango Tarehe wa Kuacha Kazi Mezi va Kiasi cha mchango Na ya Risiti arene ya Risiti Mambar ilivyotumika Mi chango NGZSE iCGom E ES michango ee re RR IEEE arch 2008 TITT 1908098 O5 04 2008 al April 2008 537 600 105098 0305 2008 A ay 2008 527 600 101431 0306 2006 A Sahihi 3 10 13 Configuration Housing Benefit Purpose Calculate the Housing benefit Menus 1 Setin Data Entry Configuration Tab PAYE SDL Housing Tax 2 Data Entry Employee Info Tab Financial Factors BP Benefit Percentage EC Expenditure Claimed by the Company MVR Market Value Rent RP Rent Paid by Employee Housing Benefit min max BP EC MVR RP e In 2008 BP is 15 of the Gross Salary excluding the Housing Benefit 3 10 14 Configuration Backup reminder Purpose Set automatic reminders for backing up Menu Data Entry Configuration Tab Folders Taxes Company Housing o d Expenditure Claimed Market Value Rent Paid 2 Do notpay PAYE _ eg eu A ix 18 A wg Housing Tax oo PayEasy HR can remind you to back up your data when you exit from the program l Select Data Entry Configuration Folders Deductions Disciplinary Documents Folders Casus Remind to backup aft
8. 27 hrs week Fixed probationary part time Fixed Casual Monthly Volunteer Intern no paymentis made Fixed Consultant payments negotiated in ToR Fixed Researcher no payment is made Fixed Job applicant no paymentis made Fixed Trainee Tsh30 000 a month for transport Fixed Apprentice TSh 80 000 per month Fixed PayEasy HR Payroll and Human Resources Software Page 16 of 63 o Fixed for mo O O O nthly processing Monthly for monthly muster roll processing Daily for daily muster roll processing using finger print scanners Confidential Fixed and only visible when logged in as Sysop The process field determines how salaries are calculated Edit the Type fields in Data Entry Configuration Tab Employment 1 Type of contract Employee full time Employee probationary full tin Employee part time Employee sg obationar y part ti Casual Volunteer Intern Consultant Researcher Job applicant Notes minimum 45 hrs week minimum 27 hrs week no payment is made payments negotiated in ToR no payment is made no payment is made Process Fixed Fixed Fixed Fixed Monthly Fixed Fixed Fixed Fixed 3 01 04 Employee info Withholding tax Purpose Pay Withholding Tax for foreign consultants Menus 1 Data entry Configuration Tab earnings deductions 2 Data entry Employee Info Tab Financial Ja Js Ja fu Ja ls Y Y Ji Confidential Im Monthly fees for
9. Employment Details l Select Data Entry Employee Info Tab Employment Details 2 There are three possible stages of records as shown in the picture from top to bottom a Previous contract It can no longer be edited b Present contract It can be edited c New contract As soon as it is edited it becomes the Present Contract Contracts E dat Delete Basic Rapid Job title 2 Employment Level Contract Calculator Entry Job specification Grade Period 43 09 1995 101 01 2005 a Technical Director o e Basic salary USD Le 1 625 ye Place of work Arusha EN Department z EN Period 01 01 2005 31 12 2015 3 Managing Director EN Basic salary USD e 1750 oe Place of work Deparment Period y Le Basic salary TZS k Place of work EN Department EN PayEasy HR Payroll and Human Resources Software Page 20 of 63 3 01 10 Employee info Equipment Purpose To record equipment issued to employees and to print lists of issued equipment Menu Data Entry Employee Info Tab Equipment Issued l Enter items issued at Data Entry Employee Info Tab Equipment Issued Personal Financial EmploymentDetais References nextofkin EquipmentIssued Heath we Report Delete ES Remarks Model Serial mumber Qty Amount Issued on Returned on HP630 78678698 76756 1 00 USD A 575 00 01 01 2009 Ze To print a list of equipment issued click Report ABC Ltd Z AB
10. Open 2 4 7 13 23 63 Overtime 2 7 10 11 17 26 27 62 Passport 45 Password 2 19 45 pay slips 39 40 52 63 Pay As You Earn 28 PAYE 2 7 17 20 27 28 33 49 50 54 62 payment credit 60 Payment Point 25 Payroll for month 2 17 27 28 29 30 40 pension 31 62 Page 62 of 63 Pension 3 7 25 31 32 46 51 56 57 62 percentage 20 32 62 photograph 23 picture 23 pixels 23 Post 2 11 15 17 30 45 63 Post month 11 PPF 3 31 56 previous months 11 public holiday 18 pull down list 17 22 Purge 2 13 QuickBooks 3 14 46 47 recalculate 11 16 Recalculate Payroll 10 receipt 15 records 5 recurrent 28 29 30 31 Register 15 Reset Payroll 2 10 45 restore 11 Restore 2 13 62 Right 2 18 19 Rollback 15 Salaries 20 41 57 59 salary scale 20 41 scale 41 SDL 2 20 27 33 54 62 server 13 61 Set Month 10 11 shift group 47 48 Single user mode 14 Status 2 23 25 Sysop 19 23 49 Pa yEasy HR Payroll and Human Resources Software SysOp 18 Tabular Overview 20 Tabular Overviews 52 take home 17 26 Take Home 7 26 Taken 16 Time recording differences 37 TRA 3 28 54 59 60 training file 4 UK date format 8 uncompleted 23 Update 8 9 User 2 18 19 22 45 48 62 Withholding Tax 49 50 Zanzibar 31 62 Page 63 of 63
11. accountant who records the dailv financial transactions and produces reports for the Tax PayEasy HR Payroll and Human Resources Software Page 31 of 63 2 In Data Entry Employee Info Tab Employment Details select a job description for that employee Personal Financial Employment Detais Contracts Edit Basic Delete Rapid Job tite Job specification Sal ee Entry Job description Period 13 09 1995 01 01 2005 Accountant Basic salary USD 1 625 Placeof Arusha ej Department gt gt In Reports HRM Report Job Description select employees and print their reports ABC Ltd Z ABC Ltd Job description Document Gested 17 04 2010 D Johnson Reviesd 1404 2012 E Shekimveri Job ttle Accountant 1 General ABCLt encourace emolo ees to assume responsibilina and to work unsuner vised 3 07 Leave adjustment Purpose To change the stored values for Leave brought forward Menu Data entry Leave Adjustment e Adjust leave to Leave Adjustment sees o Set balances when starting the Employee Alfred Ndosi f are 2 payroll system Year Month B F Earned Taken C F o Make corrections 2009 July 30 94 1 83 MMM 32 77 2009 June 29 11 1 83 0 00 30 94 2009 May 27 28 1 83 0 00 29 11 e After making changes for the 2009 April 25 45 1 83 0 00 27 28 Earned and Taken fields the values 2009 March 23 62 1 83 0 00 25 45 2009 February 21 79 1 83 0 00 23 62 are recal
12. click on Purge 2 12 Roll back Purpose To permanently remove processed months from the data file Menu File Rollback e This option allows you to edit a previous month by permanently removing one or several months e Use this option if you have accidentally posted one or several months and want to remove these Roll back months press Fl for help Roll back the payroll file Return your data file to September 2012 m Once you have rolled back the payroll file to a previous month you can NOT UNDO this If this what you want to do type YES in this box and click Roll Back EN 2 13 Compress data file Purpose To reduce the size of the data file Menu File Compress The data file may grow to many times its original size while processing records and creating reports By reducing the file size e The program works faster e tis easier to copy the data file to another location Pa yEasy HR Payroll and Human Resources Software Page 13 of 63 3 Compress Compress data file C PayEasy AA_Payroll mde Cancel 4 Make sure that other users if any have logged off Close all open reports and forms 5 Select File Compress 6 Click OK 2 14 Registration Purpose Register the program so that you can fully use tt Menu File Post Month When you are using PayEasy HR in demo mode you are unable to post the month and continue with a next month You will have to register first Demo
13. e A dialog window allows you to edit fields of the payment credit slip Click Calculate to fill in the total amount due prear Awe ma 29019 O bearer A a rd erred I ya Let Perei Ze Sa T wen Ba sic Me cee loppe Tra ee ke Le T Cs Lage Esa Leii kg J Krein Dr les F asun Md rms Pae Mirna Se b maaf euri een ateh T amp f 291 Lic qe de me Zeng Con Beet on ipa emeei Let SEIN CA PA wu feo ae ET Mabi 1e hram bF Tagan Tuse Les Sms bl e The credit slip is produced TANZANIA REVENUE AUTHORITY BAPLOYMENT TAXES PAYMENT CREDIT SLIP EmployersName xc iet Z TIN a 2 3 D I HEED Du Engen Name of Bank Standard Chartered Sank Branch Arusha Taxpayers Bank Ac No 0780360123 Employment Taxes Bank Asso unt No Sark stamp and Telers Tax Deo Numbers Signature o El Reglar monthly payment tick E yes C O otnerpayments tick i yes C O mistatement Paye tick yes O NibStatement SDC tek E yes PAYE amount TZS 2 217 235 SDL amount TZS 742 935 Please accept for he cedR of he Commesionertne sum of TZS 2 960 170 nws two million nine hundred sixty thousand one hundred seventy only PayEasy HR Payroll and Human Resources Software Page 57 of 63 4 17 Email Payslips Purpose To send pay slips by email to employees Menus 1 Reports Salary slips Email pay slips 2 Data Entry Employee Info Tab Financial e In Data Entry Employee Info Tab Financial tick the S
14. foreign consultants individuals not companies are paid with 15 withholding tax They are not subject to PAYE and pension contribution is optional To configure this l Withholding Tax choose 15 of Gross salary Deduction Recur Type Qty Tax rent Deduct Absent E Days 0 00 Y Adjustment non taxed r mzs Le o 00 F Adjustment taxed EI Tzs A 0 00 F Adwance Withholding tax Info Tab Financial 2 Domotpay PAYE 24 TZS Pa yEasy HR Payroll and Human Resources Software In Data entry Configuration Tab earnings deductions create a deduction To skip paying PAYE check the tick box Do not pay PAYE in Data entry Employee Page 17 of 63 3 01 05 Employee info Picture Logo Purpose Paste pictures and logo into forms Menu 1 Data Entry Employee Info Tab Personal 2 Data Entry Configuration Tab Company Pictures graphics are set in two places e Employee s photograph o The employee photograph is used in the report Employee Info sheets o To add a photograph Open a picture of approximately 100x 120 pixels in an editor program Copy it with CTRL C Select the picture box and paste CTRL V tt Select the picture box in the Employee Info window and paste it with CTRL V e Organization s logo o The logo 1s printed at the top of all reports o To add a logo Open a graphics file of a logo of approximately 100x 500 pixels in an edi
15. len Le f O Set the SDL percentage 1 kel A O Optionally Set salary grades and levels len ee O 1 05 If you experience problems If the software produces errors e Choose to see the answers to Frequently Asked Questions Help Help Index FAOI FAQ2 e Choose Help Email Error Report See section 5 2 for instructions e Send an email to info quickbooks co tz and ask for assistance Note that PayEasy HR software comes with a three months free helpdesk included After that you will need to have a support contract www quickbooks co tz support htm 1 06 Network The software can be used stand alone or multi user on a network To make it multi user clon e Use the Windows Explorer to copy chen your DataPE mde file to a shared j drive e Linkto it using File Open y LS ma ehent front_end file gt Sher ae eng back end file HRM fe m ie sli il HRM be mde chon front_ond file HRM feride Pa yEasy HR Payroll and Human Resources Software Page 6 of 63 1 07 Multiple companies The software can be used for multiple companies You need to purchase a license for each additional company file To open another company use the File Open option refer to section 2 7 2 1 08 Calculations for the payroll This is the algorithm used in calculating payroll values Calculate Overtime BasicPerHour Basic Hours in month TotalOverTime OT rate1 OT hours1 BasicPerHour Calcul
16. receipts to enter Receipt data ES Pension Receipts Month Pension Type Receipt Number Receipt Date Code January 2008 NSSF we 123456 05 02 2008 fass ap sde ee February 2008 w NSSF 179898 04 03 2008 February 2008 weit 278979 19 03 2008 Mach 2008 we NSSF we 11908098 0570472008 e To produce a report select Reports Pensions Pension Receipts NSSF or Pension receipts All e Select the employee and then run the report Tarehe ya michango Tarehe wa Kuacha Kazi O cha mchango Na ya Risiti arehe ya Risiti Mamba iliyotumika Michango NSSF Com s kutuma michango February 2008 sern eoo nasse pawosreoos arch 2008 527 600 1906098 0504 2005 A April 2008 527 600 10560398 0205 2008 ay 2008 527 600 101431 03 06 2008 Sahihi 3 06 Job Descriptions Purpose To record and print job descriptions and to assign job descriptions to employees Menus 1 Data Entry Job Descriptions 2 Data Entry Employee Info Tab Employment Details 3 Reports HRM Report Job Description l Enter job descriptions at Data Entry Job Descriptions Job Descriptions CS ma Search Job Description Pa Date Created 17 04 2010 Createdby P Johnson Date edited 19 04 2012 Editedby F Shekimweri Title Accountant Job Description i General ABC Ltd encourages employees to assume responsibility and to work unsupervised 2 Purpose ABC Ltd emplovs an
17. will reverse the posting want an advance of 50 000 Select Data entry Configuration Tab Earnings automatically added each Deductions month for some employees ls In the Deductions table make a line with this possible Deduction Advance 50k Recurrent ticked Type TZS Qty 50 000 Taxed un ticked In Employee Info Employment Details select the employee and add a Recurrent Deduction Advance 50k You can see the advances after Posting or Resetting the payroll 7 have lost the tab sheet In Users Tab Employee Info Tabs tick the Active box for Appraisals How can get it Appraisals back How can change the name of For security reasons you cannot change it If you really my company in the setup need it to be changed Make a new file or Click on the Up Arrow Obtain a code from marketing arusha co tz On Zanzibar Pension is based To base pensions on Basic salaries and not on Gross on the Basic salary and not on salaries tick the Basic Tick box in Data entry the Gross What to do Configuration Tab Pension Insurance 10 think Overtime for Public Change the rate in Data entry Configuration Financial in Holiday Night should not be the Overtime table 210 but 205 1 An employee has a loan The software supports only one loan at a time Enter the running want to add another name of the Employee and choose to adjust the loan loan for the same employee 12 cannot chan
18. 2 Data Entry Employee Info Tab Employment Details 3 Data Entry Employee Info Tab Financial e In Data Entry Configuration Salaries select a foreign currency 1f you are using scales Delete Grade Level Curr Basic Salary 13 Le Skilled Support e USD e 174 14 Le Skilled Support se JUSD e 181 0i Le Junior Operations e JUSD A 193 02 Junior Operations e JUSD A 206 03 Le Junior Operations e USD A 219 04 Junior Operations Le JUSD Le 233 e In Data Entry Employee Info Tab Employment Details select a foreign currency if you are not using salary scales Contracts E dit Delete Basic Contract Calculator Rapid Job title z JEmployment Level Entry Job specification Grade Period 28 08 2001 01 06 2036 Opera ons Manager 3 Basic salary USD Le 592 A Place of work Arusha EN Department Le e In Data Entry Employee Info Tab Financial make foreign currency accounts PayEasy HR Payroll and Human Resources Software Page 35 of 63 Banks Account 1 Bank name FBME Mwanza e Account number 6756856753 Currency EN 3 10 04 Configuration SDL Purpose To set the SDL percentage Menu Data Entry Configuration Tab PAYE SDL e Set SDL to the percentage required SDL percentage e This levy is tabulated and summarized in the report Tabular Overview for the month e If your company is exempted set the SDL percentage to zero 3 10 05 Configuration
19. 63 3 03 07 Attendance Reports Purpose Print attendance reports Menu Reports Attendance Summaries PayEasy HR produces attendance reports e List Irregular records Lists employees with only one or no finger print recorded for that day e List Late In Early Out Grouped by Place of Work Department lists employees who arrived late or left early showing minutes A grace period 1s considered that you set in Data Entry Configuration Employment 2 e Muster roll analysis by hours a CT AT RE CT A EE IT TI oore f oodo ov nog ooo ood aod 00 omo om os ooo ployee 041 06 07 08 15 20 22 23 27 2 Th Tu We Th Th Tu Th Fr Tu We 1000 Mary w W WW Iw w iw W W win W IW LE LAN bg W W N N 8 25 8 37 6 23 5 45 6 25 8 28 827 8 17 6 27 6 35 828 6 20 8 18 8 17 628 6 27 8 22 0 00 FS A A AAA SOOT 8 00 8 8 00 00 3 00 0 00 090 3 00 3500 35 00 5 00 8 00 0 00 8 8 00 8 3 00 0 00 0 00 RAY ial ANAM Lene 107 1Al H Al vA iar 1AF SAV RAI int RA IA IM iar iar wag sag ual e Time recording differences showing you differences between recorded and adjusted times Difference Name Time ln rime Oul Fours Adjusted eet rime ouf ours O9m1r2012518 Fam 00 00 00 00 00 00 00 07 00 00 16 00 00 90 j ap an A oao aa CE so 90 AOA 1r ATAN Atanaoi NS 24 W AL E2 M A ATA ANA 18 i 3 04 Loans Purposes 1 To record loans issued and thei
20. Adjustments Emplovee Name 2404 2014 15 4147 1234 Loan Adjustments Emplovee Name 24 04 2014 15 42 33 1234 Loan Adjustments Emplovec Mame Babu Kaaya EDIT 24 04 2014 15 4243 1234 Loan Adjustments Emplovee Name Babu Kaaya transactionT ype Adjustment EDIT 24 04 2014 15 4243 11234 Loan Adjustments Emplovee Name Babu Kaaya TransactionD ale 30 09 2038 e Click Reset to permanently erase the Audit Trail e Click Print to print the Audit Trail ABC Ltd ZZ ABC Ltd pela age 24 04 20 14 26 04 2014 REI 7 O EO 3 12 Basic salary calculator Purpose to calculate the Net salary from a given Basic salary Menu Data entry Basic salary calculator Basic Salary Calculator press Fl for help Employee Foreign Currency Net salary 500 000 USD 308 64 Pension Ile 1 contribution 63 348 39 10 Calculations em Taxable income PAYE 2012 Cost to the employer amp Basic salary 633 481 A A SDL 5 31 674 Pension 63 348 728 503 e Enter the Net salary either in the Employee section or as a foreign currency e Select a pension scheme the calculator uses the employee contribution percentage e Click Calculate It may take a few seconds to find the corresponding Basic Salary PayEasy HR Payroll and Human Resources Software Page 48 of 63 4 Reports 4 01 Pension Summaries Purpose To summarize the monthly pension contributions Menu Reports Pension Summaries e Y ou select reports b
21. Attendance 4 adjust records Attendance D reports Toaccessa help topic select it fromthe Topics list Audit Trail Back up e Todisplaya See also topic click on the blue underlined text along the top of this window Context sensitive help e Most data fields have balloon help place the mouse pointer Lienen 0 nnn on the field for it to appear User name Ge Password o gt 7 Enter your password The password is case sensitive Lo PET G e Press function key Fl for context sensitive help e Click on the 2 button for specific help Learn about PayEasy HR e Open the training file TrainingPE mde to see what data to enter and what the reports look like Assistance e Ifyou experience problems with this software send the developer an email select the option Help Email Error report e Did you forget your password Contact info quickbooks co tz e Note that PayEasy HR software comes with a three months free helpdesk included After that you will need to have a support contract www quickbooks co tz support htm PayEasy HR Payroll and Human Resources Software Page 4 of 63 1 02 Navigation buttons Purpose Navigations buttons let you move between records First Current Last Number record record record ofrecords Record 144 26 Previous Next New record record record 1 03 Menus Purpose Select activities with menus F Set Month Menu options may be greyed o
22. C Ltd Equipment Issued to Fred Masawe acen Model Serial number Issued on Fe compute 7630 857860076736 L t sf ooa OS IES PayEasy HR Payroll and Human Resources Software Page 21 of 63 3 02 Payroll for month Purpose Edit entries in the active month s payroll for the employees Menu Data Entry Payroll for month ES Payroll for month Contracts o el x Search Erstname Lastname si ee E HE 2 16 2 Overtime 2 Earnings 2 Deduction 2 Deposited mployees Rate Hours Type Qty Unit Amount Type Qty Unit Amount Message gt m 001 Housing Allowance st 00 ma 10 000 00 T2S 10 000 Mesawe Fred Negative take home Factor Lezwel 1 00 e To add or remove an employee use Data Entry Employee info e Use the factor field for employees who worked less than a month upon recruitment or termination e Annual Leave taken enter the days taken in the month e Overtime select a rate and hours for that month and rate The hourly overtime amount is calculated from the basic salary and the hours worked per month as entered in the Employee info form Employment details tab e Select and edit Earnings Deductions as required e By default the first bank account receives the full take home amount If there is a second bank you may enter an amount in it o Once posted the payroll cannot be updated anymore see Post month o Inthe bottom of the screen results for the sele
23. Data Entry Configuration Earnings and Deductions 8 QuickBooks open the chart of accounts with CTRL A 3 10 16 Hours and Days per month Purpose To set the working hours and days per month Menus 1 Data Entry Configuration Tab Employment 2 2 Data Entry Employee Info Tab Employment details e The Hours per month value is used to calculate overtime amounts e The Days per month value is used in calculating Earnings or Deductions if these are based on days Hours and days per month can be set in two places 1 Data Entry Configuration Tab Employment Here you set the default values for all employees If you set these to zero or empty then Hours per month are set to 176 and days per month to 22 PayEasy HR Payroll and Human Resources Software Page 43 of 63 Configuration Company Employee Info Financial Employment 1 Employment 2 Sala Work durations to Grace periods minutes calculate overtime unpaid for absence report Hours per month Grace Time Start 10 Days per month Grace Time End 10 Max overtime 2 Data Entry Employee Info Tab Employment details Here you set the values for an individual employee If you set these to zero or empty then the default values are used for this employee Leave Monthly hours amp days Annual leawe 22 00 Monthly leave 2 33 Hours month 176 0 Days month 22 0 10 Enter a Week and a Year and f
24. Shs cts ee Kaaya 201 600 34375777 40 320 00 Dorothy Peter 386 400 35168777 4 06 Bank deposit advise Purpose Display or print the Bank deposit advice for the current month Menu Reports Bank deposit advise e Bank payment advises are generated ABC Ltd a Z ABC Ltd Salary deposit advise for August 2009 Bank EXIM Bank Arusha Fulani Ges Lora Pater 578C6123415 617 215 Lucky Jonathan smezossidt 339 000 Kengi Tur TOLOSA edded fwyo 2 5ra3331117 245 728 IA E TRE 235 789 Total T4s 3 352 U4 27 11 2010 here number s Signatory 1 e Electronic copies are found m the Report folder A D C D Standard Chartered Bank to AS 1 A A S No 10 11 810 873 00 Shiima 0100314756300 11 2 706 320 00 Mollel 0100314754100 1213 RAN 398 NN Richar NINNAT 47431 PayEasy HR Payroll and Human Resources Software Page 51 of 63 4 07 Leave reports Purpose To summarize leave data for a year Menu Reports Leave reports e The Leave details report summarizes leave data by month ABC Ltd Leave summary for 2009 Z ABC Ltd pa Rane CACA oan femra EE re an m om ae w 2562 1m 0m 7 6 tor ae 1m om aa IEEE Pon rr 1m om 2 CREATE EECA CODA Tei omg bass ramet De 630 009 00 13 Fah 17 sn nan nan 14 12 e The Leave by month report lists leaves for each employee by month e ABC Ltd Q n ES ABC Lid Leave by month for 2009 firs
25. an Resources Software Page 38 of 63 booklet or click the link Latest published PAYE table to see the correct table on our website e The Offset values are calculated e Select the table that is currently used in the payroll H PAYE table in use 2008 3 10 09 Configuration Earnings Purpose To define and use employee earnings Menus 1 Data Entry Configuration Earnings and Deductions 2 Data entry Employee Info Tab Employment details 3 Data entry Payroll for month e Define the Earnings in Data Entry Configuration Earnings and Deductions Delete Si e CH C 5S a Earning Earning Type Qty 5 Kiswahili adjustment non taxed Marekebisho yasiyo na kod TZS el 0 00 F F Adjustment taxed Marekebisho hulipiwa kodi TZS DN 0 001 F 1 Health Insurance Bima ya afya Tz5 el 0 00 m F Housing Allowance Posho ya nyumba Yar w 14 00 4 E Long Service Utumishi mrefu TZS 1 000 000 00 7 e The name of the Earning is set in the column Earnings e Tick recurrent if the earning should be added each month e Inthe type column indicate if the quantity of the next column is either of the basic salary on Gross salary a fixed value in TZS or a number of days e Tick Taxed if the Earning is taxable Note that on Gross can not be taxed e To set arecurrent earning for an employee select Data entry Employee Info Tab Employment details Recurrent E amings VW
26. ary 2014 Admin EI _ TE i m ne Be de Pao H gun 7E 3 Users press Fl for help Users Program Menus Employee Info Tabs Logs Audit Trail Set All a am J Accessible by levels 1 Payroll HRM Admin Operator Menu Option File Set Month a m E E File Recalculate Payroll a Y Y File Reset Payroll Je rl File Daat marth F7 Ia Forced password renewal rengt Length ate perd Hp ar d O Make password i e A Three bad log ins dl This account is suspended Ask the Systems Operator to unlock it 1 Control access to the program s options 2 Control access to Tabs in the employee Info form Menu Data entry Users Tab Program Menus e Program menus tick in the columns of the user groups to give access to the corresponding menu item Pa yEasy HR Payroll and Human Resources Software Page 45 of 63 ki ieietiet EIERE 3aooadal 2DIDIDID Dir r e The SysOp access level has access to all options e Employee Info Tabs tick in the columns of the user groups to give access to the corresponding tabs in the Employee Info form Employee Info Tabs Sa 2 Ss daa Ela IHEHOGE 1000 0a e Users and their Passwords are defined in the passwords table under the same option Data Entry Users PayEasy HR Payroll and Human Resources Software Page 46 of 63 3 11 03 Users Logs Purposes Display a
27. ate Gross Gross Factor Basic TotalOverTime Earnings Taxable Deductions Taxable Calculate Pension PensionBase Basic for ZSSF Gross for all others Pension Employee EmployeePercentage PensionBase Pension Employer EmployerPercentage PensionBase Calculate Taxable Taxable Gross Pension Employee Housing Taxable Loan Taxable Calculate PAYE PAYE Offset Percentage Taxable LowValue Calculate Take Home Take Home Gross Pension Employee PAYE DeductForLoan Deductions Earnings 1 09 Date format This program requires the date format to be dd mm yy the so called UK date format If your PC is set to another date format for example US with mm dd yy then change it as follows Start Settings Control panel if in Win XP category settings select Date Time Language and Regional options Regional and Language settings e Change English United States to English United kingdom Select an item to match ts preferences o click Customize to choose pour own formals As a date separator use the symbol So you would enter the year s last day as 31 12 06 and not as 31 12 06 or 31 12 06 PayEasy HR Payroll and Human Resources Software Page 7 of 63 1 10 Download Updates Updates are posted on the web www quickbooks co tz payeasyupdates htm The files are e Program file PayEasy mde e Help file PayEasyHelp mde e User manual Manual pdf To update e Downloading the
28. cted employee are shown e Inthe bottom of the screen the summary for the selected employee is shown Earnings Taxable Benefits rPension and insurance r Deductions r Summary rLeave Deposited Effective Basic Housing 0 NSSF PAYE Basic Brought fwvd 0 00 Overtime 0 Loan 0 Otherstaxed 1 0 Gross Earned TZS Others taxed Total 20 0 Others untaxed Taxabie Taken AA Others untaxed Total Loan Balance O Carried twd WW o Total Take home 3 02 01 Payroll for month Factor Purpose 1 The factor allows you to issue only a fraction of the monthly salary Factor affects the basic salary and leave earned values 2 Used to yield the effective days worked for casual workers Menu Data Entry Employee Info 16 mployees This factor 1s always set to 1 0000 except e When employment started or ended during the month so that Factor can be entered as a fraction representing the days employed in that month If an employee starts working on June 17 then Factor 30 17 30 0 4333 e When an employee has been on sick leave for more than 60 days and the basic salary is reduced with 50 e For casual workers Pa yEasy HR Payroll and Human Resources Software Page 22 of 63 3 02 02 Payroll for month Deposited Purpose To select on what account what amount should be deposited Menu Data Entry Employee Info The deposited amou
29. culated automatically 2009 January 19 96 183 0 00 21 79 2008 December 18 13 1 83 0 00 19 96 PayEasy HR Payroll and Human Resources Software Page 32 of 63 3 08 Loan adjustment Purpose To change the stored values for Loans Menu Data entry Loan Adjustment e Select an employee and make changes in the loan info E 3 Loan Adjustments press Fl for help nl Employee Judy Mangi el First Delete Add Row gt Date Transaction Type LoanAmount Monthly Amount Terms Currency Remark MPAs Issue Le 500 000 00 50 000 00 10 00 1Z5 Le 31 01 2008 Deduction Le 50 000 00 TZS Je 31 01 2008 Deduction f 50 000 00 TZS Le 29 02 2008 Deduction 50 000 00 TZS Je 31 03 2008 Deduction 50 000 00 TZS sl 30 04 2008 Deduction 50 000 00 TZS Le 31 05 2008 Deduction 50 000 00 TZS Je 30 06 2008 Deduction we 50 000 00 TZS l 31 07 2008 Deduction we 50 000 00 TZS l 31 08 2008 Deduction 50 000 00 TZS l 30 09 2008 Deduction 50 000 00 TZS Le 10 09 2012 Issue el 1 500 000 00 250 000 00 ETS Le 3 09 Foreign currency Exchange rates Purpose To adjust the exchange rates Menu Data Entry Exchange Rates e In Data Entry Exchange Rates enter the foreign currency to the home currency exchange rate AG 1 00000 USD 1 588 00000 KSH 15 00000 GBP 2 000 00000 EUR 1 602 00000 PayEasy HR Payroll and Human Resources Software Page 33 of 63 3 10 Configuration Purpo
30. e sure no more changes are needed 3 If you want to post this month s payroll type YES in this box and click Post Month Yes pa an NO LONGER eae e After posting the payroll that data can no longer be changed You are asked e to enter the word yes Post Month Exit e Click Post Month o The current payroll is recalculated and stored o The payroll information for the next month is automatically initialized e You may view the reports of previous months with the option File Set Month You cannot change payroll values while in previous months 2 08 Open File Purpose To open another data file Menu File Open e Use this to option to o Use another data file o Use a data file placed on a server shared Company file to open lad File name TrainingPE mde Source path PayEasy by others e To select a data file 1 o Click Browse and select the file 2 Open data file o Click Link to Data file NOTES e Ifthe file is located on another PC it may take up to a minute to link e You have re logon PayEasy HR Payroll and Human Resources Software Page 11 of 63 2 09 Back up Purpose To make a spare copy of the data Before backing up the data file is compressed Menu File Back up Caution Before backing up make sure that all users are logged off ad Restore Get Corrpany Backup from Back up H cp Bzckup file A Beckup fold
31. ect the finger print reader model 3 Click Link H Finger Print file C VAnvizs Database Atte003 mdb Browse Finger Print Reader 04200 Link Currently two readers are supported more will be added Typical location of the finger print database file C Program Files Biometrics co za BioTime 4 0 BioTime4 mdb OA200 C Anviz Database Att2003 mdb or C Anviz Att2003 mdb 3 03 02 Attendance Configuration Purpose Set configuration for finger attendance control Menus 1 Data Entry Attendance Import Edit 2 Data Entry Configuration Employment 2 e In Data Entry Employee info o To include employees in finger print list select an employment type that has Finger printing Yes o To have employees salaries be calculated by attended hours select an employment type that has Process Daily O Categor y Type loyee full time EE Status 7 Employee full time minimum 45 hrs week Fixed Yes Employee probationary full time Fixed Mo Casual Daily Yes e Employment types are set in Data Entry Configuration Tab Employment 1 Type of contract Notes Process Finger Confi Printing dential Employee full time minimum 45 hrs week Fixed mw y Employee probationary full tim Fixed Le Casual Daily EN J PayEasy HR Payroll and Human Resources Software Page 25 of 63 e In Data Entry Configuration Tab Employment 2 set categories and standard working hours Da
32. elete to remove wrong does not appear in bi annual records reports would like to email salary slips Version 2 24 introduced emailing of salary slips Reports to our other office in another Salary slips Email pay slips town but can t seem to export it into Word or Excel to email them PayEasy HR Payroll and Human Resources Software Page 61 of 63 6 Index access level 19 active month 10 adjustment 2 16 27 administrator 14 Advance 10 advise 3 53 algorithm 7 asterisk 22 attendance 33 34 35 37 38 Attendance 2 3 18 33 34 35 37 47 audio visual 6 Back up 11 backup 11 13 15 62 63 Backup 3 11 37 45 balloon help 4 Bank 25 bank account 17 26 Basic salary 2 27 32 62 Basic Salary 20 31 32 Bi annual 3 54 Calculate 7 calculator 2 32 Carried forward 27 casual worker 26 category 8 35 Company Info 2 19 compensate 18 Compress 2 14 configuration 10 Configuration 2 11 12 14 17 19 20 21 22 23 25 26 27 28 30 31 33 34 37 38 41 42 45 46 47 49 50 52 55 56 57 59 62 63 consequence 21 contract 3 38 39 49 contribution 32 49 51 56 correction 16 Currency 25 date format 8 date separator 8 deduction 28 50 Deductions 2 7 11 17 28 30 31 42 47 55 62 default 10 13 17 42 delete 19 62 63 Delete 17 23 45 63 demo 6 15 deposit 3 26 53 developer 4
33. end pay slip by email tick box of employees you want to send pay slips to Payment Mode of payment Sr Le lb Paying point Arusha Office ll Send payslip by email Y e In Data Reports Salary slips Email pay slips complete the optional Subject and Body fields and click Send to send the pay slips via Outlook Email payslips Subject Pay slip Body Please find attached this month s pay slip Send Note while emailing printing messages and the emails flash on the screen PayEasy HR Payroll and Human Resources Software Page 58 of 63 5 Help 5 01 Documents list Purpose To access documents by sorting and categorizing them Menu Hein Documents List e The documents are stored in a folder for example on your server BER 2 Search Documents 4 Le A Type lt A gt z Key words 2l Ki A Select fam Files HAM 2008 Quick Start dod Program FilesAHRM_20084Quick Start doc Technical configuration manual Select i AProgram Files HAM 2008M anu al doc em z fuser manual J Select i AProgram Files HAM 2008 HRM ICO HRM D program i icon Select l e Click 322th and select the column you want to search items in and set Match to Any part of field and Search to All for best search results Fated wi ROM ace Ss tix mod vehet Prd het con AE Mamk D Port dE end D DI P etch Gese fe trench Peds as Pomatieo A z SC e Use 2 land it to sort t
34. er 20 how many sessions 2 Enter the number of sessions after which you want to receive a backing up reminder 3 Special settings are a Remind never 0 b Always remind 1 Pa yEasy HR Payroll and Human Resources Software Page 42 of 63 3 10 15 Configuration QuickBooks Purpose Configure PayEasy HR so that its IIF file can be imported into QuickBooks Menu Data Entry Configuration Tab QuickBooks 1 Select Data Entry Configuration Tab QuickBooks If you use QuickBooks with account numbers enter these in the Account Number column for the general items 3 Inthe Name column enter account names exactly as they appear in QuickBooks 4 Optionally enter a Memo Account Account Type Account info exactly as used in QuickBooks Memo Number Name Gross Salaries Expense 6930 Gross Salaries Staff salary for the month PAYE Payable Other Current Liability 0112 PAYE Payable Pension Payable Other Current Liability 0116 PPF Payable 5 Inthe Earnings and Deductions tables enter account numbers if you use those Earnings Type Account a Deductions Type Account 2 Relocation TZS Le 9191 Advance TZS w 11155 p Health Insurance TZS Le Chadovu Gr 9292 Adjustment non taxed TZS w Saccos TZS Le Le 2 Health bill TzS Le z Adjustment non taxed TZS Charge TZS Le sl 6 Make sure the the names of Earnings and Deductions match exactly those in QuickBooks To change them in 7 PayEasy HR select
35. er CAPayEasy Backups at Browse The data is stored in the back end its standard file name is DataPE mde Restore Company Dackup to Restored file AA Payroll mde 43 Browse Folder for restore C PayFasy SE Tf you are sure to restora then type in YES The Backup path is set in Data entry Configuration Tab Folders The backup file receives a suffix consisting of the date and time for example DataPE 080126 1135 mde was created on 26 January 2008 at 11 35 hrs To restore the file see the next section Set a back up reminder in Data entry Configuration Tab Remind to backup after 30 Folders how many sessions 2 10 Restore data file Purpose To return data of a previously made backup Menn File Restore The data that is used by the software is stored in the back end called DataPE mde by default The backup files have suffixes Backup path C PayEasy Backups Browse consisting ofthe date and time For Report path C PayEasy Reports Browse example DataPE 080126 1135 mde was created on 26 January 2008 at 11 35 hrs PayEasy HR Payroll and Human Resources Software Page 12 of 63 2 11 Purge Purge old records Remove all records before and including year Purpose To remove old records from the data file thereby reducing its size Menu File Purge e All records with dates ending in the year you selected will be erased when you
36. file HRM_updater exe e Exit from the PayEasy HR software e Run PayEasy updater exe If you are using a network copy the three new files to the program folder on each client PC C PayEasy 1 11 Update Software manually After downloading the update files when PayEasy HR opens for the first time file structures are adjusted If for some reason this updating process was interrupted restart PayEasy HR and select Help Updater and click Re apply cieni Program file PayEasy mde Heip fie PayEasyHeip mde client Program fle PayEasy mde Program fle PayEasy mde Help fle PayEasyHelp mde Help Be PayEasytelp mde cliant lt S Program fle PayEasy mide Help fle PayEasyHelp mde Re apply update software updates here 2 Download your free cs Re apply the software update Re apply PayEasy HR Payroll and Human Resources Software Page 8 of 63 2 File commands 2 01 Set Month Purpose To choose the active month Menu File Set Month e This sets the month for reports Select a month press F1 for help september 2012 september 2012 June 2012 e The selected month is displayed along the top of the EI ABC Ltd Sep 2012 screen Die Data Entry Re EI ABC Ltd Aug 2012 CAPayEasyTrainingP File Data Entry Reports_ Help e Only if you select the current month the payroll options on the Data Entry menu can be selected Below you see that payroll entries cann
37. ge the rights level The rights level of the first user in the list cannot be of the first user changed or deleted This is done to ensure somebody keeps access to the user setup program cannot start anymore Rename your last backup file to the name of the data file The installation key provided is Check and if needed correct the date and time on your refused by the program computer 6 keep on getting error Make sure your PC is free of viruses spyware and adware messages am asked to confirm to delete A Configure Access or to append when run a Access 2003 Start the Access 2003 program report in the payroll OP zech OO T e Macro settings Select Tools Macro Security Low e Confirmation Open any database Select Tools PayEasy HR Payroll and Human Resources Software Page 60 of 63 Options Edit Find untick the 3 boxes for Confirm Access 2007 Start the Access 2007 program Macro settings Select File Access Options Trust Center Trust Center settings Macro settings Enable all macros Confirmation Menu button Access options Advanced untick the three boxes for Confirm B Configuration for Vista e Right click the folder c Program Files hrm 20081 e Change the folder s security set allow all dismissed an employee and When you dismiss employees change their status from On deleted his record Now he Post to Dismissed Only use D
38. he lists in ascending or descending order Click Ei to remove sorting e Filter with the Type field Type Ab e Click Select and browse to the document to be linked 5 02 Email error report Purpose Report errors or suggest improvements to the programmer Menu Help Email Error report YEN INE Law 250403005 Diramas Jett Ir Lag L F ra e Complete the fields and click submit to generate an email message to the programmer e Use the navigation buttons in the bottom to see previous error reports Ermal Au poa Lo Resor u i O h Lat ul er gt PayEasy HR Payroll and Human Resources Software Page 59 of 63 5 03 FAQs H Question Answer You are using the wrong PAYE table in the reports Note that PAYE is based on the Taxable income Gross Pension 2 You omitted to enter compulsory data marked with You left the basic salary to be O entered employee information but cannot see this employee Run Report Tabular overview for the month Incomplete Employee Data cannot change the field Basic Set the employment Grade to 4 On Zanzibar we don t use SDL In Configuration PAYE SDL set the SDL percentage to Can use this HRM package 0 5 accidentally posted the month Restore your recent backup before was ready How can If you don t have a backup make one zip it and send it to undo this marketing arusha co tz At a fee we
39. ily Adjusting Casuals working 26 0 Activity Abbreviation Payable Leave days per month At work Ww 100 0 M Casuals working 3 00 Absent without Info AI 0 0 D hours per day Annual Leawe LA 100 0 V Maternity eave 100 0 A e In Data Entry Configuration Employment 2 set working hours for each department working hours 1n Out Mei times Place of work Department Mon Tue Wed Thu Fri Sat Sun Administration 08 00 17 00 08 00 17 00 08 00 17 00 08 00 17 00 08 00 17 00 12 00 13 00 14 00 LT 08 00 17 00 08 00 17 00 08 00 17 00 08 00 17 00 08 00 17 00 08 00 12 00 13 00 14 00 3 03 03 Attendance Import records Purpose To import data from the finger print software into PayEasy HR Menu Data Entry Attendance Process Attendance Records e The calendar shows what dates are available in the finger print data e Select a date e Ifthat date is available in the finger print data you can press the Import amp Edit button Import and Edit finger print data Friday November 25 Week 48 Tu We Th Fr Sa Su Mo 1 2011 PS gt gt 01 02 03 04 05 eo 08 09 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 Import 8 pt Remove 2930 e Ifthat date is unavailable in the finger print data the button changes to FilP and attendance records are listed as the standard In and Out times Import and Edit finger print data Sunday December 4 Week 49 Th Fr Sa Su Mo Tu We
40. itthobding Tax Le Place of Arusha e 3 e E work EN Le Department el e Pa Time 2 Leave monthly hours days Annual leave 22 00 Monthly leave 1 83 Hours month 208 0 Days month 26 0 Shift Group When using multiple contracts only the most recent one can be edited Previous contracts can only viewed 3 01 07 Employee info ID cards Purpose To produce a single ID card or ID cards for all employees Menu Data Entry Employee Info Tab Personal l Click Single or All to select one or all cards 2 Print with Ctrl P Wapcim ABC Ltd pO Son 14550 Ang a Ururu Rd 77 00 255727 2507777 Dateof oe Jigeam r Employee 14 082012 Pa yEasy HR Payroll and Human Resources Software Page 19 of 63 LOTE OISISISISISIS 3 01 08 Employee info Licenses Purpose Define additional licenses for employees Menu Data Entry Configuration Tab Documents l On the Personal tab sheet of employee Info there are two pre programmed licenses Driver s License and Passport Licenses Document number Expires on Drivers License A012345678 15 07 2008 Passport Hunting License D 24680 15 06 2008 ze You can add 3 licenses by selecting Data Entry Configuration Documents Additional Licenses License Type 1 Hunting License License Type 2 License Type3 3 01 09 Employee info Employment Details Purpose Enter contract information Menu Data Entry Employee Info Tab
41. mode restriction PayEery AR is in demo mode s0 you cannot post SEF Do you wart to register PayEssy HR Company name AAA Registration key 0000 0000 0000 0000 E Using the telephone numbers or email address provided contact us for a registration code You will have to give us your invoice and receipt numbers as reference PayEasy HR Payroll and Human Resources Software Page 14 of 63 3 Data Entry 3 01 Employee info Purpose 1 To enter employees information for reference 2 To supply information for payroll and HRM reports 3 To track employees information over time Menus 1 Data entry Employee Info 2 Define entries in pull down fields Data Entry Configuration e Options in pull down lists are managed in Data Entry Configuration e Tabs are displayed or hidden as set in Users Employee Info tabs e Fields with a blue asterisk must be filled in x compulsory Basic AS pS Male e Run tbe Missing report by clicking List Missing Fields to find incomplete fields e To attach reports click on the blue arrows and browse to the target document scanned dacs gt 1 4rushaGbooks datasHAh1 1 Managing Director doc e To add a photograph open a picture of approximately 100x 120 pixels in an editor program Copy it with CTRL C Select the picture box in the employee info window and paste it with CTRL V e Only users with the Sysop level see the b
42. month you can A ae aoe ee ee adjust recurrent Deductions and add other 7 Deductions hodawu zi 5 000 00 TZ5 5 000 harge x 15 000 00 TZ3 15 000 dvance x 20 000 00 TZS 20 000 3 10 11 Configuration Copy Earnings and Deductions Purpose To copy the Earnings and Deductions of the previous month Menu Date Entry Configuration Tab Earnings Deductions e Earnings and Deductions are automatically entered on these options o Post month o Reset payroll 3 Configuration Company Employee Info Financial Employment e When the tick box Copy Earnings and Deductions has been o Ticked Earnings and Deductions of the previous month are literally copied to the current month Any calculations as configured in the Earnings and Deductions are not considered o Un ticked only the recurrent Earnings and Deductions are entered and amounts are calculated as configured PayEasy HR Payroll and Human Resources Software Page 40 of 63 Copy Earnings and Deductions from last month 3 10 12 Configuration Pensions and insurances Purpose To define pensions and insurances Menu 1 Data Entry Configuration Tab Pension Insurance 2 Data Entry Employee data Tab Financial PayEasy HR Payroll and Human Resources Software Pensions are defined in Data Entry Configuration Tab Pension Insurance Pension 7 Employee Employer Employee Employer Employer number District code Un Taxed Insura
43. n the slip s bottom select Data entry Configuration Financial and tick Print Footer on Salary Slips 4 04 Tabular overviews Purpose Summarizes all earnings and deductions for all employees in a month Menu Reports Tabular Overviews Detailed Overview e Use this report to check the payroll before producing pay slips ABC Ltd Payroll for April 2008 EARNINGS DEDUCTIONS PAID B Y EMPLOYER TOTALS Over Taxable Untaxed Pension PAYE Loan Taxable Untax ecl Pension Gross Taxable Take home time other other employee deduction other other employer PS Ge ERC deductions A aal io 0 19970 as aer 12050 50 000 sl 50 000 Eg 70 560 705 600 635 040 0 528 Z ABC Ltd E AR A A CI A E e el est em 347 760 PayEasy HR Payroll and Human Resources Software Page 50 of 63 4 05 NSSF Summary for the month Purpose Display or print the official NSSF summary report for the current month Menu Reports NSSF Summary for the month NATIONAL SOCIAL SECURITY FUND FORM NSSF CON 5 NSSF15 TAARIFA YA MICHANGO YA WANACHAMA MEMBERS CONTRIBUTION RECORD Jina la tajiri Employer s name ABC Ltd Ainvani i2ddres P O Box 24650 Arusha Namba ya Tajiri Employer No 123456 Namba ya Mkoa Regional code O101 Mchango va vanacharma kwa mwezi va Mvaka Ukurasa Statutory contribution for the month April Year 2006 Page No 1 S Vina la Mwanachama Mshahara Namba ya Michango No Member s name Vage Mvanachama Contributions Merber No
44. nce Contribution Contribution Contribution Amt Contibution Amt Basic NSSF 1000 ma tee o oO oO PPP J mm mmm VH O Saa H fD E Xeon Insurance 100 Dm In T H l ZSSF 500 10 00 0 0 24680 Il O 000 0 00 0 0 a A NSSF and PPF are based on the Gross Salary unless you tick the On Basic box Zanzibar pensions are based on the Basic Salary Pensions are not taxed refer to Income Tax Act 2006 Section 61 Sub sections 1 amp 2 Enter pension and insurance information for employees in Data Entry Employee data Tab Financial Select Fixed Amount for employees who contribute pensions abroad Pension and Insurances Name Fixed amount Code number Pension NSSF Y O 1234567 gt Insurances Xeon Insuranc w d 124 45 954 Y O These pension reports are available o Official NSSF monthly report Reports Pensions NSSF summary for the month o Official PPF monthly report Reports Pensions PPF summary for the month o Pension summaries Reports Pensions Pension Annual summaries o Monthly pensions paid Reports Tabular overview for the month Dae J Month Fension Type Receipt Number Recept Date Code jJanuay 2008 NSSF sel 123456 0570272008 January 2008 s PPF 2345667 0570272008 February 2008 w NSSF 179998 04 03 2008 February 2008 welt 278979 1970372008 Mach 2008 sel NSSF
45. nces PPF Summary for the month e Enter Cheque information click Calculate to get the total amount payable Information for PPF form Cheque Number 214560 Cheque date 09 11 2011 Cheque amount 1 030 624 00 OK e Report racer lienera L L Page Nm 1 aps Creque Wo 214580 S o o Dale of orecue 1411 01 e Saksar Ta canis e A E 1 824 Tel 211331922 2119342 PET C20 624 0 Fas 2117772 CONTRIDUTIONS FOR TIE MONTII OF January 2010 Name of Employer ABC td Address D Jex 24609 Arusha Cmplover s Reg istration Number 122455 Number LC Amort YI 71 388 Stanley Ngcda 332 340 00 E 33 3 a Se 33 304 30 76 508 00 2 19132111 Haris Juma 591 360 00 1 7 i 1 7 10 003 30 20 300 00 e See also NSSF Summary for the month To print a report for an alternative pension fund select Reports Pensions and Insurances Pension and Insurance Summaries All PayEasy HR Payroll and Human Resources Software Page 54 of 63 4 12 Print and View Purpose To preview and print reports Menus 1 File Print 2 Data Entry Configuration Folders e When selecting a report often a dialog box pops up asking SE E for parameters Enter parameters or click OK to accept all ras wm Payment point Place of work Department v Status Ir d Mode of payment Ir d e The report is displayed on screen Bank E e To print select File Print or CONTROL P Employment mainlevel 7 Employment level i N ot e Employmen
46. nd remove logs Menu Data entry Users Tab Logs Audit Trail PayEasy HR records software events in a log with entries amongst others O o Login o Bad Password o Reset Payroll o Post o Backup WZ ABCL ABC Ltd Y e Ltd Event Log Mouth Alex ResetPayll 0507 2011 08 24 22 ABA ComputersLtd 7 2011 _ C OBbackuptgb2 AA_Payroll m de Alex Logout Nobackup 072011 10 07 55 JASA Computersltd 7 2011 C OBbackupigbiWWA_P ayrollm de e To display the report select he Data entry Users and click the Event Log Report button e To delete all log records click Delete Logs Program Logs 2 Delete All Logs Delete Log ins e The software automatically deletes old logs when they exceed 1 000 3 11 04 Users Audit Trail Purposes To track data entry changes Can only be accessed by the Sysop Menu Data entry Users Tab Logs Audit Trail When Audit Trail On is ticked all data entry changes are recorded The number of records can be limited to a range of 500 to 10 000 Audit Trail 2 Show Audit Delete Audit Audit Trail On Y Audit Trail Size 2 000 Page 47 of 63 Pa yEasy HR Payroll and Human Resources Software e Click Show Audit to see the Audit Trail use the top row to filter the Audit Trail e 247047201 4 26 04 201 4 A Le el se el Bint Acion Date lime User Form Idertitier Held Uld Value New Value 24 04 201 15 3840 1234 Loan
47. nnannnnos 40 3 10 12 Configuration Pensions and INSUTANCES ooooccnnnoncnnnnonoconnnnnnnnnnnnnnnnnnnnnncnnnnnnnnnnnnnnnnnnnonannnnss 41 31013 Ee ele KEN EE Ee o io riot 42 3 1014 Configuration Backup TOA eiert deeg 42 SOL Commie uraton Eiere ee a eater ie ae a een 43 BNO LG FIOUES and o AAA Ee 43 SS a E 45 POD Users e A A weer setae eto 45 SE 47 SOA RE eg KEE 47 3A Basic Salary gli AAA EAN 48 A REPOTI Sanaa E O 49 AO Pra on Sunma eS ra a 49 KOZ EE eege 49 A A 50 4 04 Tabula ONES aldo ERR 50 405 NSSF Summary tor he MOI ee es 51 ADO A ee ee 51 A toon e a a ea 52 4 08 Braniual TRA Statements iaa 52 A OOTP AV SINS e E E EE EE 53 4 10 Pensions Annual Summaries ia ida 54 ST EE EE EE 54 A AA Ee 55 4 13 Signature and Leave sections on AS iii 55 A A SiC mature Een CG 56 415 TRA Electromes Funds EE dee E doo S6 ALO TIRA Payment E rod aa 57 SE 58 e E LOUD E 59 SEHR BEA GE 59 SES MALEO TE 59 DOS E 60 Os NOX EE 62 1 Introduction Payroll and HRM system 1 01 Help system Help Index e To access a help topic choose Help Help Index and select the topic from the Topics list on the left e To display a See also topic click on the blue underlined text along the top of the PayEasy HR Help window Select from 107 topics a Learning PapE asy HR E mail error report Work flows amp Intraduction Activities for Daily Processing Attendance 1 Clock selection Attendance 2 configuration Attendance 3 import records
48. nt for the first bank account is calculated to be ao equal to the Take Home amount Message If there s a second account you can enter the whole amount or part of it The other account s amount is adjusted so that the total remains equal to the take home amount Cheque If one of the accounts uses foreign currency the summary in the bottom of the window displays the converted foreign amount Deposited TZS In this example it uses the Exchange rate set in Data Entry Configuration Tab Financial 500 000 1 215 412 3 02 03 Payroll for month Overtime Purpose 1 Configure the overtime types and their rates Ze Set overtime for employees for the month Menu 1 Data Entry Payroll for month 2 Data entry Configuration Tab Financial Overtime 1s calculated as Rate x Hours x Basic salary Hour Overtime rates are selected in the Data Entry Payroll for month form and the overtime hours are entered there also The basic salary per hour information is entered in Data Entry Employee info Employment details The Overtime rates are entered in Data entry Configuration Tab Financial Delete Type pg f 2 Overtime Description Rate Code 3 description Kiswahili Standard Night Usiku 150 00 Le Non Mone Hakuna 0 00 X Night Public Holiday Likizo ya umma 200 00 P Standa Standard Kawaida 150 00 S me Public Holiday 200 00 PayEasy HR Payroll and Human Re
49. of employees and their consequences Menus 1 Defined in Data Entry Configuration Tab Disciplinary 2 Used in Data Entry Employee Info Tab Disciplinary e You can name the Misconduct Levels Miscorduct Level A E e Next you define Misconducts and assign a Misconduct Level to them Level Misconduct A v Neglects dutes so as to endanger hirnselhersel or others or roperty and or fails to comply vuith instructions Cornii assault or uses inappriprate language at work in the Course of work and inr in front of clients e Lastly you define Consequences for each Misconduct Level Level Am EE breach Automatic summary dismissal at irst occurence of any one EE offences B w ist breach Writer waring Writer ist breach Writer waring PayEasy HR Payroll and Human Resources Software Page 37 of 63 e A disciplinary record looks like this Delete 2 date misconduct consequence expiry warning termination benefits letters handled by status 2071 1 2010 Absent from work without ff2nd bieach Neprimand 2002 2011 warning GM reasonable cause m labour office P lawyer gt trade union cb 3 10 07 Configuration Export Reports Purpose To export reports to Excel for further processing Menu Data Entry Configuration Tab Folders e Almost all reports are automatically exported to a folder of your choice whenever you open them e The file name and path is di
50. or QuickBooks File C PayEasy PayEasy iif 2 To change the destination folder select Data Entry Configuration Folders and select the path QuickBooks IF path PayEasy Browse 3 To import the data into QuickBooks a Logon as the administrator b Select Single user mode File Single user mode c In QuickBooks import the PayEasy 11f file with File Utilities Import IIF files 2 05 Make Export file Purpose To make a data file to be imported by the optional PayEasy Integrator software Menus File Make export file Data entry Configuration Tab Company The optional software PayEasy Integrator imports Export data press Fl for help data files from several PayEasy company files Eat 5 All months Export pnl neg e To make such a data file select File Make Selecta month For a saler fle size gt ose Select a month export file Select either all months or a single al i month Data files for all months may be large Export e Fach data file must have a unique number corresponding to a company file in a range of 1 9 Configure this number in Data entry integrator number z Configuration Tab Company PayEasy HR Payroll and Human Resources Software Page 10 of 63 2 06 Post Month Purpose To permanently store this month s payroll information Menu File Post month e Use this option after you have printed all payroll reports and ar
51. or each day enter the shift group that has a non working day You can enter several shift groups for a given day 11 Click List to display this year s shifts PayEasy HR Payroll and Human Resources Software Page 44 of 63 3 11 01 Users Users Purpose To provide controlled access to the program s options Menu Data entry Users Tab Users e Set User names passwords and access levels e Note that the access level in the first row Sysop cannot be changed or deleted e Set expiry duration minimum password length password strength e Click Make password to generate a random password e The access levels and their options are set below the tab Program Menus e The SysOp access level has access to all options e When your password has expired enter a new password e The password should be of sufficient length and strength e Click Make password to generate a random password e After logging in three times consecutively with a bad password the user is locked out e The systems operator is to set a new password for this user 3 11 02 Users Rights Purposes a Account suspended 2 Users press FL for help ea Users Program Menus Employee Info Tabs Logs Audit Trail i EA Password Strength Length Make Delete area f nt ast 1c DOM password User Expires afterdays 90 Minimum length 6 Username Password Level Days Minimum strength 4 valid Daudi f nt astic Sysop 30 Mary M
52. ot be changed AAA for January 2008 which had already been posted dios Job Descriptions 2 02 Recalculate Payroll Purpose To refresh all calculations used in the form Payroll for Month Menu File Recalculate e Use this to update the payroll with changes made in the Employee form or configuration values e Overtime Leave taken Loan or Advance will remain as you had set them e To reload default values for all fields select the option File Reset Payroll All values for this month are reset to their standard values 2 03 Reset Payroll Purpose To load the default values for this month Reset Payroll press Fl for help ZE Menu File Reset Payroll Reset payroll for e Use this option to set all fields to their default values SE e Any changes that you made to Overtime Leave taken Loan or Advance will be reset to zero e To refresh all calculations select the option File Recalculate Payroll but keeping changes you made to Factor Overtime Leave taken Earnings or Deductions PayEasy HR Payroll and Human Resources Software Page 9 of 63 Reset 2 04 Make QuickBooks IIF file Purpose To export the monthly accounts summary to an IIF file that can be imported by QuickBooks Menus File Make QuickBooks IF Data Entry Configuration Tab Folders 1 Select the menu File Make QuickBooks IF You see to which folder the IIF file will be exported Make a QuickBooks IF file Make an IIF file f
53. r monthly deductions 2 To adjust recorded loans Menu Data entry Loans E Loans issued in this month O x A 1 150 000 00 130 000 00 Employee Issue Date Loane Amount Terms months Monthly a amount Remark E Loan Basic Munisi Godwin s 0104 2008 1000000 10 100 000 00 31 Peter Dorothy e 17 04 2008 ZE 150 000 30 000 00 Drees loan 0 4 all i IL w PayEasy HR Payroll and Human Resources Software Page 29 of 63 The ssue date must be in the current month The Monthly Amount is calculated as Loan Amount Terms The Monthly Amount is shown in Data Entry Payroll for Month and can be edited To adjust a loan select an Employee who has a loan running Answer Yes when asked Balance present This employee has a loan with a balance of 1 400 000 Do you want to adjust this loan Enter a negative or positive amount with which to adjust ES Loans issued in this month Ge Adi geng E just witi 250 000 Delete Employee Issue Date Tems months Monthly amount Remark Loan Basic Ej Fulani Mary 01 04 2008 U Adjustment D4 PayEasy HR Payroll and Human Resources Software Page 30 of 63 3 05 Pension Receipts Purpose To record the pension receipts and dates to produce the end of employment report Menus 1 Data Entry Pension receipts 2 Reports Pensions Pension Receipts NSSF or Pension receipts All e Select Data Entry Pension
54. ration of overtime Data entry Configuration Tab Financial Overtime Description Rate description Kiswahili Night Usiku 150 00 lege Hal ma n Ane b Configuration of Earnings and Deductions Data entry Configuration Tab Earnings and Deductions Earning Earning Type Qty Kiswahili Health Insurance Bima ya afya TZS EN Deduction Deduction Type Qty Kiswahili Advance Advansi TZS c Configuration ofa translation list Data entry Configuration Tab Docs Scores 1 English Swahili Delete April Aprili August Agosti PayEasy HR Payroll and Human Resources Software Page 53 of 63 4 10 Pensions Annual Summaries Purpose To summarize the annual pension contributions Menu Reports Pensions and Insurances Pension Annual Summary e Select reports by pension provider e The report lists gross salaries employee contribution and employer contribution for each employee ABC Ltd Z ABC Ltd PPF contributions for 2009 Employer number 654321 Code Last nane Basic Employee Employer Total salary contribution contribution 10 10 Q O 008 Ngoda Stanley 0121888 21399 338 000 000 338 000 UU ME B00 2e DUU BF 200 200 pap O kb 32333 512 000 512 000 51 200 51 200 102 400 pore ios pea jon 0 rer 1 E E O E mei 4 11 PPF Summary for the month Purpose Display or print the official PPF summary report for the current month Menu Reports Pensions and Insura
55. riate column headers D C D 1 Altcode lastname first name gender dob phone CH email 6 Save and close the Excel file c PayEasy EmployeeData xls PayEasy HR Payroll and Human Resources Software Page 34 of 63 7 To import the data click the Import button in the option Data entry Configuration Tab Employee Info Data imported can now be seen with Data Entry Employee info 8 The fields Nationality Pension Type and Status are entered automatically as the table displays at Data entry Configuration Tab Employee Info Import Employee data from make File Import With c PayEasy EmployeeData xis Nationality Tanzanian Pension NSSF Type Permanent status On Post 9 Any entries encountered in the spreadsheet for the fields Bank1 Payment Point and Currency that are not in the pull down lists for Banks Payment Points and Currencies will be automatically added to these lists Delete z A Currency Exchange rate Bank name Draw Down Account Payment point EUR 1 602 00000 Stanbic Bank Moshi Branch Moshi Office GBP 2 000 00000 Standard Chartered Arusha Br Arusha Office KSH 15 00000 Note After importing check the records in Data Entry Employee Info and the records in the pull down tables in Data entry Configuration Tab financial 3 10 03 Configuration Foreign currency Purpose Pay employees in foreign currency Menus 1 Data Entry Configuration Salaries
56. se 1 Manage the contents of pull down lists in data entry forms 2 Record default information 3 Record PAYE tax tables Menu Data Entry Configuration Currency Exchange rete Hz 1 30000 e Add entries by scrolling to the bottom of the list and enter data usD J 121530000 KSH 15 30000 Leer 2 000 30000 EUR 1 602 30000 0 30000 e Delete an entry select the entry by clicking to the left of it and press the Delete button 3 10 01 Configuration Company Info Purpose To enter company information that is used m report headers Menu Data entry Configuration Tab Company e Add a logo look for help under Picture Logo e Note that the name of the organization cannot be changed Mame Organization I ngn Address Uhuru Rd 77 Z ABC Ltd PO Box PA Box 24680 chy erusa Phone oc 255 27 2507777 Fax Koc 255 27 2503888 Email fabo erushacotz Company Income Tax number xxm xxxxxxsxx 3 10 02 Configuration Import employees data Use this option when starting to use PayEasy HR Import employee info from an Excel sheet into PayEasy HR 4 To create an Excel file empty except for the mandatory column headers click the Make File button in the option Data entry Configuration Tab Employee Info This makes a file c PayEasy EmployeeData xls Import Employee data from Make File c PayEasy EmployeeData xls 5 From one or several source Excel sheets copy data below the approp
57. sources Software Page 23 of 63 3 02 04 Payroll for month Leave Purpose To record employee Annual Leave Menu Data entry Payroll for month Field Leave A 12 mployees e Enter the number of leave days taken in the current month in the Leave field e The summary shows e Brought forward leave brought forward from the previous Leave month This value can be changed through Data entry Leave 12 adjustment Taken e Earned value entered under Data Entry Employee info eS Employment details e Carried forward leave carried forward to the next month 3 02 05 Payroll for month Footer Purpose Add footers to payslips Menu Data Entry Payroll for month Add a footer message to individual pay slips in the field as shown here 2 Deposited Message Message added to payslip Footers appear like this LOUE U CI LO ron Do TAKE HOME 308 06 7 Bank a c 0100314759500 306 067 LEAVE Brought forvard 5 49 Eamect 1 83 Takenthis month 0 00 Camed forward 7 32 Removed achievement bonus footer I have rec ewed my salary PayEasy HR Payroll and Human Resources Software Page 24 of 63 3 03 01 Attendance Clock selection Purpose To select the finger print reader that is used and the location of its attendance database Menu Data Entry Configuration Tab Folders 1 Select the path and file name of the attendance database that is generated by the finger print reader 2 Sel
58. splayed at the top of the screen a ABC Ltd Jan 2009 C Program Files HRM 2008 HRM_training mde gt gt C Program Files HRM 2008 Reports TabularOverview xls ij File DataEntry Reports Help e The previous copy if any will be overwritten unless you renamed it e To set the export folder use Data Entry Configuration Folders E Reference tables Company Employee Info Financial Employment Salaries PAYE SDL Pension Insurance 2 Backup path jc Program FilestHAM 20084B ackup Browse al Report path AProgram Files HAM 20084 eports Browse 3 10 08 Configuration PAYE Purpose Select or add a new PAYE table Menu Data Entry Configuration Tab PAYE SDL The Pay As You Earn deduction 1s calculated from a table updated every other year or so by the TRA ES Reference tables Company Employee Info Financial Employment Salaries PAYE SDL Pension Insurance Earnings d 2 Table name Es Latest published PAYE table Delete Table Minimum Maximum Percentage Offset Delete Row gi 0 00 100 000 00 0 00 0 00 100 000 00 360 000 00 15 00 0 00 emm f ssoo0000 f 20 00 39 000 00 54000000 72000000 25 00 75 000 00 72000000 f s9 00000000 30 00 120 000 00 xo 0006 000 0 00 Give each table a name in the example above 2008 and enter for each income band the Minimum Maximum and Percentage found on page one of the PAYE PayEasy HR Payroll and Hum
59. stic Revenue Employment Tax x s must be available in C PayEasy If not download it from www quickbooks co tz Downloads Domestic Revenue Employment Tax xls e Adialog window allows you to edit the form s fields Click Calculate to fill in the total amount due for the current month Le Irformeticn for TRA Electroric Funds Transfer Hare ol Scccun clder Tex Payer Han e SEC Ud Tam Payers Back A S 0 078030123 Hare Ut Larne c al Bans Stardard Lraitered Bork Sr YA TU Calculata Mel xs Tite Tide Type A 3FZ En uwr i Peid Fev oa lax il Fali ahu mis P A 01013 1 27 567 0 J e 44 EN SUE o fef fe CH ES o e The spreadsheet C PayEasy Domestic Revenue Employment Tax x s is updated with the fields of the Dialog window PayEasy HR Payroll and Human Resources Software Page 56 of 63 M3 A B Coe Fr wt AE mp BF COM SB OG YME V A3 dame AD 0 POE AAA Aa La a eu A rt EA Cesaskskeisszb hross Engl Drei Cat TE O e Dades form br kat ee Loge ken e Has ol E rs a mu d Menen Fiat np Wil III UTUIIUUIUEEETIKEETEETI ae SE ol Cm a af fof gt folafefo lefefofelr Pe lelefo Tel UU x Paws andr haa pe en accoa fer meng a 0 05000 0045000 o 3 E S 7 PA ee EA Es IER eT Ti x Ta Commis Ce Bag ert Karauna ECmpiamene Tii 4 16 TRA Payment Credit slip Purpose To prepare the monthly payment credit slip ITX300 01 E Menu Reports Payments Payment credit slip
60. t grade In e Most reports are automatically exported to an Excel file e The Report export folder is set in Data Entry Configuration Folders 4 13 Signature and Leave sections on payslips Purpose Show hide sections on payslips Menu Data Entry Configuration Tab Salaries e To add a signature section tick this option Show signature Wl section on salary slips e To hide the leave information tick this option Hide Leave section Y e Signature and Leave sections appear like shown below TAKE HOME 308 06 7 Banka c 0100014759500 309 067 LEAVE Brought Torwarct 5 49 Eamegt 1 83 eee Taken this monte 0 00 Camed forward d a2 Removed achievernent bonus footer signature section PayEasy HR Payroll and Human Resources Software Page 55 of 63 4 14 Signature section on reports Purpose Show hide a signature section on reports Menu Data Entry Configuration Tab Salaries e Select Data Entry Configuration Tab Salaries e To add a signature section on reports tick this option Show signature E section on reports e The Signature section appears like this Prepared by Reviewed by Authorized by Date Date Date D IA IA PEND ONENE a a a Signature Signature Signature 4 15 TRA Electronics Funds Transfer Purpose To prepare an electronic funds Transfer form ITX215 01 E Menu Reports Payments Electronic Funds Transfer e For this option to work the file Dome
61. tname lastname BF Earned Taken C F 4 08 Bi annual TRA Statements Purpose to generate the TRA report ITX215 01 E Menus 1 Reports Bi annual TRA Statements PAYE Statement 2 Reports Bi annual TRA Statements SDL Statement e A dialog window allows you to edit statement s fields You then select the year and the first half or second half Information for PAYE form TIN Name of employer JABC Ltd PO Box 234789 Posta City Arusha Phone Nunber 1 027123256 Phone Nunber2 1027 753197 Phone Nunber 3 E Fax Number A i Email 4ddress finto abc com Plot Number Elock Number 3 Year 2009 Street Location Name of Bianct Half 1 PayEasy HR Payroll and Human Resources Software Page 52 of 63 e The statement is produced TANZANIA REVENUE AUTHORITY STATEMENT AND PAYMENT OF TAX WITHHELD vear 2 0 o 9 TIN GEO Boo Period Please tick the appropriate box From 1 January to 30 June O From 1 July to 31 December 4 09 Payslips in Kiswahili Purpose For selected employees print their payslips in Kiswahili Menus 1 Data entry Employee Info Tab Financial 2 Data entry Configuration Tab Financial Earnings Deductions Docs Scores 1 Select Data entry Employee Info Tab Financial and tick Payslip in Kiswahili The payslip of the selected employee will be printed in Kiswahili Payslip in Kiswahili 7 2 Kiswahili translations are entered in three locations a Configu
62. tor program Copy it with CTRL C Select the picture box in the Configuration Company window and paste it with CTRL V Kos men 1 Cuna ty Empcyee info Hrancal Empcyment 2 Emplovmert 2 saanes PAY SOL Penser Insurance karmings Diecuctons Lisspinary Lacs Scores Folders uickBooes La Name Organization MEC Ltd Load oma ie Address Uhuru Re 77 Logo a PO Abr PO Dox 24500 F SC ABC Ltd Phore 00 255 27 2597777 e Fax 00 255 27 250G6EE Email abu Ter us 13 10 Le ax Idertficaton Number 110 23455783 PayEasy HR Payroll and Human Resources Software Page 18 of 63 3 01 06 Employee info Contracts Purpose Record employees contract data Menus 1 Data entry Configuration Tab Financial 2 Data entry Employee Info Tab Employment details 1 Select Data entry Configuration Tab Financial and tick Show single contract to use only one contract or leave 1t unticked to record multiple contracts for each employee Contracts Show single contract Y 2 Enter contract data Contracts Edit Recurrent Basic Delete Rapid Job title Job specification HCH yment Level 2 Recurrent Earnings 2 Recurrent Deductions Sal Contract Entry Job description Grade Period JP EJES 01 01 2005 Technical Director Operations EN lt Jegen S Basicsalary TZS 285 600 Service charge Ly Advance EN W
63. ut and inaccessible because al Recalculate Payroll F9 e The current month was already posted d Reset payroll e Your rights do not allow you access these options EE Post month J Open Back up Restore H Pu rge RollBack Compress Page Setup Print Exit A black triangle indicates that a era menu has sub menus Process Attendance Records H Shifts Pension Receipts 3 Public Holidays Job Descriptions Connect to fingerprint file Leave adjustment Configuration Users Calculator Basic Salary Calculator HO PayEasy Bia Payroll and Human Resources Software Page 5 of 63 1 04 Learning to use PayEasy HR Purpose guidance in learning to use the PayEasy HR software Menu Hein Help Index Learning PayEasy HR Learn about PayEasy s options by studying help screen running an audio visual demos session and trying out your skills in a selected entry screen Learning PayEasy HR Loa C Keep track of your progress in learning PayEasy HR S Tick Done as you have studied each feature available Reset _ Area Feature Help Audio Try Done system Visual tout 0 46 Using the interface Registration of the software ww EJ Ways of getting Help lesen Jl ee O Exit from the software kel O Move between records make a new record UN U O Learn about the date format used ll om mm O Learn how to insert pictures ll ema luna O Program Configuration Complete Company data l U Oo Enter PAYE data
64. utton Only Delete employee who were added by mistake e When Employees leave employment make them inactive with the Status field status Rider jstatus Pad Dismissed Ho End of contract Hao elerendl Extemal No Maternity leave On Post Resigned Sick Leave Yes Study T raining leave Yes Suspended H PayEasy HR Payroll and Human Resources Software Page 15 of 63 3 01 01 Employee info Codes Purpose Codes used for employees either the Clock Code or Admin Code Menu Data Entry Employee Info e Every employee should be assigned an Admin code and if attendance clocks are used a Clock code also e Both codes may consist of up to 10 alpha numeric characters e Depending on the Clock model Clock codes are often numerical only Employee info 3 01 02 Employee info Status e The Status field captures the current employee status in Data entry Employee info e Edit the status fields in Data Entry Configuration Tab Employment The active tick box indicates Tass Leen WM whether an employee is included in the payroll and a receives salary Trene 3 01 03 Employee info Type of contract Purpose Set the type of contract Menus 1 Data entry Employee info 2 Data Entry Configuration Tab Employment 1 e The 7ype field captures the type of contract in Data entry Employee info minimum 45 hrs week Fixed probationary full time Fixed minimum
65. y pension provider e The report lists gross salaries employee contribution and employer contribution for each employee ABC Ltd PPF pensions for February 2008 employee employwer 10 10 oom fume bas ail sl ae Eesen SL EL SC ABC Ltd 4 02 Loan History Purpose To summarize loans issued and their deductions and balances Menu Reports Loan History e This report summarizes loans information for a single employee or all e To produce a report for all employees leave the Employee field empty e Loan information is entered under Data Entry Loans ABC Ltd Loan history S ABC Ltd Emp b yee ransaciion Transaciion Amount Terms Monthly Remark Date Type months Amount EE SES mmo Ste ECN O EE EE PayEasy HR Payroll and Human Resources Software Page 49 of 63 4 03 Pay slip Purpose Display or print the pay slips for the current month Menu Reports Salary Slips e By selecting previous months you can reprint pay slips e Print a range of slips using the File Print dialog box ALA Computers ALA Cone ted Limited i Balery dle lor Salery tle For Augue DE Au gure 20E Parellada Sua Parrallende 5 01 Print Printer Nome Canoniss0 Status Ready Type Canon 950 Where USB001 Comment _ Print to File Print Range Copies O all Number of Copies a aal Pages Pan Ip i ol sl e Bank Selected Record s To print a signature box i
66. yroll for month Leave 24 30205 Payroll for MG TL Foti danna 24 OOL Attendance Clock selection WE 25 3 03 02 Attendance Conf ouralo sore Reen AAN ENAN A I TEI AA ANESSAN AEAEE AN 23 3 03 03 Attendance Import records ococoooncnnconoccnnconcnnnnnnonccnnnnnnnnnnnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 26 3 03 04 Attendance Adjust records ococoonccnnnonocnnnconcnnnnnnnncnnnnnonnnnnnnncnnnnnncnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnnos 2J 3 03 05 Attendance Public holidays oooocccnoooccnnncoocccnnconnnnnnonncnnnnnnnonnnnonccnnnnnnnnnnnnnncnnnnnoncnnns Sa 305 06 Attendance SHM OU ia 28 AI A A A E EEA EAA E 29 OPEO EE 29 JOT PERS IO RECEP Y usor s nie DE EEEE T EE NNE EE ENA EEEE ES 31 DOG AO Eed E EE 31 SOF Cave ad MAP cs eeneded tend edasaiwoenadeeseratecedeteta 32 PayEasy HR Payroll and Human Resource Software Page 2 of 63 AN E ta cate eeaenaa toe 33 5 09 Foreren Currency EXCA noe E 33 SROs OM uao E 34 10 01 Configuration e Te Ee Mil EE 34 3 10 02 Configuration Import employees data 34 0 05 Contisuratione FOr mn CUr EIER eener ere ee ee 35 31004 CARA O A e a 36 3 10 05 Configuration Scales Grades and Level 36 510 06 C oniteura notes Disciplinary EE 37 3 1007 Contieuration EX port Reports midis 38 SALDOS CONO PAY EE 38 5 10 09 E au On Patni Seese 39 5 10 10 Contisuration RE ee 40 3 10 11 Configuration Copy Earnings and Deductions occcccoooccnnnoncnnnnnonnnnnonnnonnnonnnnnnnononcnn

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