Eloroll

Elosimple excel accounting User Guide

Eloroll excel template User Guide A user friendly MS Excel Payroll; eases preparation of monthly payrolls

Peter Elolo Darrah, C.A.(Gh)

Tax Audit, DTRD, Ghana Revenue Authority

[email protected]

+233244592866

+233202441763

Thursday, March 07, 2013

mailto:[email protected]

eloroll excel template

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FOREWORD ................................................................................................................................... 3

GETTING STARTED ...................................................................................................................... 3

HOW TO OBTAIN A COPY OF THE eloroll excel template .................................................... 3

HOW TO SAVE A COPY OF THE eloroll excel template ......................................................... 3

HOW TO OPEN THE eloroll excel template ............................................................................. 3

OVERVIEW OF eloroll EXCEL TEMPLATE ................................................................................ 4

eloroll SHEETS ........................................................................................................................... 4

Index sheet ............................................................................................................................... 4

payroll sheet ............................................................................................................................. 5

journal sheet ............................................................................................................................. 5

payslips sheet ........................................................................................................................... 6

PAYEreturns sheet ................................................................................................................... 6

SSNITreturns sheet .................................................................................................................. 7

BankAdvice sheet ..................................................................................................................... 7

MonthlyOvertime sheet ........................................................................................................... 8

Bonus sheet .............................................................................................................................. 8

HOW TO USE eloroll EXCEL TEMPLATE ............................................................................... 9

INDEXING .............................................................................................................................. 9

PAYROLL................................................................................................................................. 9

JOURNAL .............................................................................................................................. 10

PAYSLIPS ............................................................................................................................... 11

PAYE RETURNS .................................................................................................................... 11

SSNIT RETURNS ................................................................................................................... 11

BANK ADVICE ....................................................................................................................... 11

INDEPENDENT MODULES ....................................................................................................... 12

MONTHLY OVERTIME ........................................................................................................... 12

BONUS ...................................................................................................................................... 12

SECURITY ..................................................................................................................................... 12

SHORTCUT KEYS ........................................................................................................................ 13

CONCLUSION .............................................................................................................................. 14


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FOREWORD

eloroll excel template has been designed to ease preparation of payrolls. Monthly payrolls

with payslips as well as PAYE and SSNIT returns are accurately prepared with ease. The

previous month’s workbook roll is copied and modified for use in preparing payroll for the

current month. Therefore the workbook-roll for January (e.g. 01 Jan) is copied and renamed

02 Feb. It is expected that the user should maintain all monthly rolls (January-December) in

one main folder. This folder could be named after a particular year (e.g. 2013 Payroll).

However, the eloroll is only effective and accurate to the extent that the formula cells are

compliant with the tax laws and not inadvertently removed or altered by the user. The user,

therefore, is ultimately responsible for the accuracy of the records prepared; using this

template.

GETTING STARTED

HOW TO OBTAIN A COPY OF THE eloroll excel template

The template can be obtained from the address on the Index sheet (i.e. +233244592866,

+233202441763 or [email protected]).

HOW TO SAVE A COPY OF THE eloroll excel template It is important to have MS Office Application which should be of a version not lower than MS

Office 2007 before the template can be saved on your system. If there is a lower version like

MS Office 2003 on your system, then the template must be saved as MS Office Excel 2003

before copied for transfer (saving).

HOW TO OPEN THE eloroll excel template

A password request may be prompted at each time that an attempt is made at opening a

protected template; which must be supplied by the user.

mailto:[email protected]


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OVERVIEW OF eloroll EXCEL TEMPLATE

eloroll SHEETS

We have the following sheets in eloroll excel template Workbook:

Index sheet


5

payroll sheet

journal sheet


6

payslips sheet

PAYEreturns sheet


7

SSNITreturns sheet

BankAdvice sheet


8

MonthlyOvertime sheet

Bonus sheet


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HOW TO USE eloroll EXCEL TEMPLATE

INDEXING

All the resources in eloroll excel template workbook are found in the index sheet. Each of

these is linked (i.e. hyperlinked) to its location in the workbook. The index page is accessible

on any resource in the workbook.

Alternatively, simply click on the sheet tabs:

PAYROLL

The payroll has been designed for accepting individual pay data that enables the concurrent

production of payslips, a journal, a bank advice, PAYE and SSNIT returns.

Just before you start anything, look for cell E3 to edit the date (i.e. month, year). This should

affect the journal, payslips, returns and bank advice.

Entries are not expected on the journal, PAYE and SSNIT returns; at all. The main interface

for entries is the payroll. In the event of listing employees, non-SSNIT contributing

employees should be placed at the tail end of the list and the SSNIT fund formula (5.5%)

deleted. This action ensures that no gaps are left in the SSNIT Returns as the Non-

Contributors are not expected to appear on the returns.

Some entries are, however, expected on non-variable fields like bank information on the

payslips.

We need to observe the payroll table as shown below:


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COLUMN

USER’S REQUIRED

RESPONSE FUNCTION

Staff ID Make entry Staff Number

Employee’s Name Make entry Formal identity

Position Make entry Rank or designation

Registered SSNIT number Make entry SSNIT registration number

Basic Salary Make entry Basic salary assigned

Allowance Make entry

Any variable or constant

allowance

Gross Salary No entry Formulated

5.5% SSF Make entry if registered

Formulated but delete if not

contributing to SSNIT

Reliefs Make entry if any

Referring to personal reliefs;

marriage, child, old age etc.

Taxable Income No entry Formulated

Income Tax No entry Formulated

Loan Deduction Make entry if any Can be modified

Monthly Deduction Make entry if any Can be modified

Welfare Deduction Make entry if any Can be modified

Total Deduction No entry Formulated

Net Pay No entry Formulated

The payroll table can be compacted by a click on the minus (-) above G1 and O1 and also

expanded by a click on the plus (+).

JOURNAL

The journal provides proof of the arithmetical accuracy of the prepared payroll. The totals on

either side need to agree before any assurance can be placed on the figures to be disbursed to

employees and other payroll related creditors like SSNIT and the Tax Authorities.


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No entry is expected in the journal.

PAYSLIPS

Individual payslips depend on the payroll entries except for Bank information. The user is,

therefore, expected to provide and update the bank details on each employee. Also, the first

payroll heading can be edited by the user to include the entity or user’s name which should

affect every payslip.

Each A4 sheet contains two (2) payslips. It is suggested that the user can economise on paper

usage by cutting a printed sheet into two halves.

PAYE RETURNS

The returns roll is already a product of the payroll. The user is not expected to make any

entry on the PAYE Returns table.

SSNIT RETURNS

The returns roll is already a product of the payroll. The user is not expected to make any

entry on the SSNIT Returns table.

BANK ADVICE

The bank advice is already a product of the payroll. The user is not expected to make any

entry on the bank advice. This is based on the assumption that all employees have their

accounts with one bank.


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INDEPENDENT MODULES

MONTHLY OVERTIME

The overtime table is not dependent on the payroll. It is a stand-alone module. It is designed

in such a manner that only Qualifying Employment Income (QEI), of which the overtime is

already a part of, is considered for overtime tax computation.

The user is advised to transfer supposed overtime amounts which exceed the QEI threshold to

the payroll platform.

BONUS The bonus table, as well, is not dependent on the payroll. Like the overtime, Qualifying

Employment Income is considered for bonus tax computation. Users are reminded that the

bonus amount is already a portion of the QEI.

SECURITY

It is possible to loose all your documents unexpectedly due to the

presence of virus in your system; loss of soft materials. How about the

possibility of hardware loss through theft, robbery, fire, damage etc.?

That is all the more reason one needs to give prior attention to matters of

security in a computing environment.

To safeguard your work, please do the following from time to time:

Check on your system’s health status; Go to start and click on

‘control panel’ and then on ‘Review your computer’s status’ or

‘Action Center’ to check on the effectiveness of your Anti Virus

Application.

Scan your system and memory sticks (pen drives) on suspicion of a

virus.


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Ensure that you have a backup and get an external storage device

i.e. pen drive, hard drive etc for backing up important documents.

Hint: do not keep your system (computer) and the secondary drive

together.

Important documents or files may be attached to emails or

uploaded to a trusted site (e.g. Google Drive) on a dedicated

remote server.

Save Financial Statements and CashJournal (the combined

Cashbook and Journal) in a PDF to avoid unwanted alterations.

You may put a password on your documents to restrict or prevent

access. (Hint: please do remember the password).

SHORTCUT KEYS The following shortcut keys could help in saving time spent on performing some basic but

important tasks:

Press this key To do this

F1 Display Help

Ctrl+C (or Ctrl+Insert) Copy the selected item

Ctrl+X Cut the selected item

Ctrl+V (or Shift+Insert) Paste the selected item

Ctrl+Z Undo an action

Ctrl+Y Redo an action

F2 or fn+F2 Rename the selected item

Ctrl+home Move the cursor to the beginning of the document

Ctrl+Right Arrow Move the cursor to the beginning of the next word

Ctrl+Left Arrow Move the cursor to the beginning of the previous word

Ctrl+Down Arrow Move the cursor to the beginning of the next paragraph

Ctrl+Up Arrow Move the cursor to the beginning of the previous paragraph

Ctrl+end Move the cursor to the end of the document

Ctrl+Shift with an

arrow key Select a block of text

Ctrl+A Select all items in a document or window

F3 Search for a file or folder

Ctrl+Shift+plus Insert a selected row or column in MS Excel (Hint: select row or

mshelp://windows/?id=332d7acf-bb07-4e33-8adb-bc8bd6c4477c#gtmt_window_def


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Press this key To do this

column by clicking on the row or column label)

Ctrl+minus

Delete a selected row or column in MS Excel (Hint: select row or

column by clicking on the row or column label)

Ctrl+;(colon) Insert date in an MS Excel cell

Ctrl+’(apostrophe) Repeat a an action in the previous MS Excel cell above

Alt+Tab Switch between open items

Alt+F4 Close the active item, or exit the active program

CONCLUSION The eloroll excel template is a concept formulated for spreadsheet users desirous of preparing

payrolls for any entity. This is no accounting software but rather an idea facilitating

spreadsheet accounting.

The useful advantage offered is that; by making the entries in the payroll one concurrently

produces a payslips and returns.

This concept is very reliable as it is capable of preventing errors except for the fact that no

one else can be held accountable for your own inputs apart from your good self.

Users are advised to be conscious of any change in the tax laws which might affect any

formula in the template.

Thank you very much for your contribution in making this dream a reality.

Documents

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