SECTION 6.3.4 - PAYROLL
USAGE: To enter payroll details, print pay-cheques and update the relevant General Ledger and Creditor accounts.
DISCUSSION: This payroll does not purport to replace full-blown payroll systems. If you have one of these, you will simply need to insert the totals into the General Ledger via JOURNALS. The HiFinance Payroll function is designed to simplify cheque writing and account updates, if you run a manual payroll. The payroll system updates the General Ledger bank account and payroll expense accounts as well as posting to the Creditor superannuation and taxation accounts.
Before you can enter a payroll run, you must have created at least one Employee. See SECTION 6.5.3.
When you start the PAYROLL program, the computer will initially ask:
PAYROLL DESCRIPTION [__________________]
This is the description of the pay run, eg Week ending 21/1/2012.
If you have chosen to run multi-banks, the following question will also appear:
POST TO BANK ACCOUNT 
Here you enter the account number of the bank you wish to post to. To search the bank accounts, press <F9>.
If you are not using multi-banks, all bank postings will go to the default bank account.
The program will then display each Employee in turn (numerically) and ask you to confirm the entry. The screen will display the current information and if you do not change the number of hours worked, you will only be asked to enter a cheque number. HiFinance will then update the relevant files and move to the next Employee. If you change the number of hours worked, you will need to enter all the tax and super fields before initiating the update.
When all Employees have been processed, you will be returned to the GENERAL LEDGER DATA ENTRY MENU.
There are also several function keys available:
<F8> If function is available if you have changed any details and wish to restore back to the defaults (as they appear on the Employee master-file).
<F9> If you do not wish to pay this Employee in the current run, press <F9> and you will be moved to the next record.
<ESC> This is used to abort the run. Any updates, which have already been processed, will not be undone. HiFinance does not keep track of who has been paid. If you abort the pay run and wish to start again from where you left off, use <F9> to skip the Employees who have already been paid.
Files updated by the Payroll program:
Creditor master-file: The Taxation Creditor and Superannuation Creditor balances are updated with their respective amounts.
Creditor transaction-file: A transaction is created for each Creditor updated.
General Ledger master-file: The General Ledger accounts for Tax and Super are debited and the total is credited to Trade Creditors. The Payroll expense account is credited updated value of the net pay. The bank is debited with the net pay.
General Ledger transaction-file: A transaction is posted for each transaction line.
Bank Reconciliation file: An entry is made into this file for the value of the cheque.