SUPERPAY · PDF file1 1 SUPERPAY Demonstration Version 1.1 Introduction Thank you for requesting this demonstration copy of SUPERPAY, the lat-est version of our Multi-Company

SUPERPAYDemonstration

for 2003/2004 tax year

SUPERPAY 3 (Demonstration Version) TABLE OF CONTENTS

Chapter 1

1. SUPERPAY Demonstration Version ................11.1 Introduction ............................................................ 11.2 Restrictions on use .................................................. 21.3 Hardware requirements............................................ 2

Disk capacity & memory requirements ............................ 21.4 Operating systems ................................................... 21.5 PAYE calculations ................................................... 21.6 Installation of SUPERPAY 3 demo............................ 31.7 Load SUPERPAY program ...................................... 41.8 Printer requirements ................................................ 41.9 Exit from SUPERPAY.............................................. 5

Chapter 2

2. SUPERPAY - A Guided Tour.............................72.1 Overview ................................................................ 72.2 Overview of a Company .......................................... 72.3 Logo Screen ........................................................... 7

Fill in ‘Select company’ box ........................................... 8Fill in ‘Select company’ box ........................................... 8

2.4 Main Menu ............................................................. 92.5 Options available on Main Menu............................... 9

1. Run payroll (Main Menu, option 1) ............................. 92. Payslips/Reports (Main Menu, option 2).................... 103. Payments (Main Menu, option 3) .............................. 114. User reports (Main Menu, option 4) .......................... 125. Employee records (Main Menu, option 5) .................. 126. Year end (Main Menu, option 6) ............................... 207. Company record (Main Menu, option 7).................... 238. Utilities (Main Menu, option 8) ................................. 24

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TABLE OF CONTENTS SUPERPAY 3 (Demonstration Version)

Chapter 3

3. About The Sample Companies ...................... 253.1 Overview.............................................................. 25

Company 1 - ABC Curtains Ltd ...................................25Company 2 - HH Transport Ltd ...................................25Company 3 - XYZ Manufacturing Ltd ...........................26

3.2 Dates ................................................................... 27

Chapter 4

4. Run a Payroll and Correct Mistakes.............. 294.1 Overview of remaining chapters ............................. 294.2 Run a payroll ........................................................ 294.3 Add extra items to a payslip ................................... 324.4 Starters, leavers & amendments ............................. 334.5 Correct a mistake during ‘Run payroll’ .................... 364.6 Correct mistakes after processing payslips ............... 364.7 Go back more than one week................................. 38

Chapter 5

5. Set Up a New Company.................................. 415.1 Overview.............................................................. 415.2 Create a new company .......................................... 41

Chapter 6

6. Some Helpful Features .................................. 436.1 Overview.............................................................. 43

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SUPERPAY 3 (Demonstration Version) TABLE OF CONTENTS

6.2 Pop-Up Calculator................................................. 436.3 P45 checking........................................................ 446.4 Switching between companies ................................ 446.5 Global/Single company backups ............................. 456.6 Report design ....................................................... 456.7 Networking........................................................... 46

Chapter 7

7. Fields on Employee Record ...........................477.1 Employee record - screen 1.................................... 477.2 Employee record - Screen 2 ................................... 537.3 Employee record - screen 3.................................... 587.4 Employee record - screen 4.................................... 60

Chapter 8

8. Fields on Payslip Headings ............................638.1 Overview .............................................................. 638.2 Payslip Headings Screen ........................................ 638.3 Description ........................................................... 648.4 Flags .................................................................... 648.5 NL Code .............................................................. 66

Chapter 9

9. Data Entry and Other items ............................679.1 Overview .............................................................. 679.2 Data Entry - dates.................................................. 679.3 Data Entry - ‘Undo’ a field...................................... 679.4 Data Entry - right-aligned fields ............................... 67

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TABLE OF CONTENTS SUPERPAY 3 (Demonstration Version)

9.5 Data Entry - warning on ‘Exit’ ................................ 689.6 Data Entry - ‘insert’ mode ...................................... 689.7 Data Entry - system information ............................. 689.8 Data Entry - help messages .................................... 689.9 Data Entry - move ‘Pop-Up’ boxes.......................... 689.10 Data Entry - enter a range of weeks/months............ 689.11 Data Entry - department range ............................... 699.12 Printing - report sequence ...................................... 699.13 Export data to a file ............................................... 699.14 Historic archive facility........................................... 699.15 Year end - create next year’s file............................. 709.16 BACS payments ................................................... 719.17 BACS payment link file.......................................... 719.18 Colour.................................................................. 71

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1
SUPERPAYDemonstration
Version

1.1 IntroductionThank you for requesting this demonstration copy of SUPERPAY, the lat-est version of our Multi-Company payroll program.

SUPERPAY is a versatile and easy to use payroll, packed full of featuresthat set a new standard in payroll processing. This booklet guides youbriefly through these features and shows you how to set up and run pay-rolls quickly and easily.

Read these instructions carefully. If you require further demo copies ofSUPERPAY, or would like more information about any of SUPERPAY’sfeatures, telephone our Hotline on 0161-832 4761. Please do not copythe software.

About ComputastoreComputastore Ltd has been heavily involved in payroll software for nearly25 years. SUPERPAY Version 3 is the result of over 8 years development,based on suggestions by our existing user base of over 1600 UK sites.Many of our users are accountants who use SUPERPAY to operate apayroll bureau service.

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SUPERPAY Demonstration Version

1.2 Restrictions on useThe enclosed version is fully working and will allow you to set up andrun any payrolls for the tax years 1991 to 2003. The only restrictionimposed is that the print option has been disabled. You can, how-ever, view all the payslips and reports on the screen using the built-inprint viewer.

1.3 Hardware requirementsAlthough you can run SUPERPAY on any PC with a Hard Drive,Computastore recommends a minimum of a 486 processor for smallsingle-user companies, or a 586 (Pentium) for large/multi-companyoperations.

Disk capacity & memory requirementsThe SUPERPAY program occupies less than 1mb of disk space. Mostusers’ data files take up a similar amount of disk space, but obviouslythis depends on the number of companies and number of employeeswithin a company.

SUPERPAY runs in conventional memory and does not require anyextended memory. Therefore, you can use any PC with at least 640kRAM. A minimum of 512k available RAM is required.

1.4 Operating systemsSUPERPAY is a DOS based product. It will run under both DOS andWindows™ based computers.

For more networking information, refer to 6.7 below.

1.5 PAYE calculationsSUPERPAY can process all the statutory calculations (tax, NI, SSP andSMP) for any tax year from 6 April 1991 to the current tax year. Whenyou start a run, SUPERPAY loads into memory the PAYE constantsfor the date that you enter. This enables you to re-run a payroll from aprevious year without having to install a previous program.

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SUPERPAY 3 DEMONSTRATION Installation of SUPERPAY 3 demo

When you receive a legislation update from us you can install it immedi-ately, since the update will not come into effect until the appropriate date.

When statutory constants (e.g. tax rates or bands) change in the middle ofa tax year (e.g. 18th May 2002), SUPERPAY automatically switches inthe background, without you having to worry about it. For example, a pay-roll processed with a date of 17th May 2002 would be processed withpre-18th May tax band changes whereas a payroll processed the next daywould have the tax band changes applied.

1.6 Installation of SUPERPAY 3 demoTo install SUPERPAY, insert disk 1 in yourfloppy drive A. From your Windows Desktopclick on Start and then choose Run.

In the run box type:

a:spdemo ENTER

The installation screen is displayed. Follow the screens in sequence. Dur-ing the installation you will be asked to enter the name of a directory youwant to install SUPERPAY into. We recommend you use C:\SUPERPAY.

If the directory does not exist, the installation will create it for you. Thefiles are then installed into the directory.

The installation will add a SUPERPAY icon to your desktop.

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Remove the disk from your floppy drive. The installation is now com-plete.

1.7 Load SUPERPAY programDouble click the SUPERPAY icon to start the program. When asked toenter a program licence number type DEMO and press enter.

An ‘Evaluation’ message is then displayed. Press ESC to remove themessage. You will then be asked to enter a company number. Notethat company numbers 1, 2, & 3 are sample companies. Chapter 3provides details of the setup of these companies. You can also set upyour own companies using number 4 onwards.

1.8 Printer requirementsYou can not produce printouts using this demonstration version.

The ‘live’ version of SUPERPAY 3 works with most printers, includingPCL compatible laser and inkjet printers. For multi-part forms youneed an impact type printer (usually a dot-matrix).

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SUPERPAY 3 DEMONSTRATION Exit from SUPERPAY

Since SUPERPAY is a DOS based program, you cannot use a printer thatdoes not support DOS printing (e.g. a ‘Windows only’ printer that reliesentirely on the Windows print driver). If you are not sure about this pleasetelephone our hotline for advice (0161-832 4761).

1.9 Exit from SUPERPAYPress ESC on the Main Menu to close down, and SUPERPAY asks you forconfirmation before leaving the program.

Key Point:

You MUST ALWAYS close down SUPERPAY beforeswitching off your computer.

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6

2
SUPERPAY- A Guided Tour
2.1 OverviewWhen you have installed SUPERPAY, it is a good idea to view all themenu screens before going into any one option in detail. This chapterguides you through the screens using Sample Company 1 (ABC CurtainsLtd) to illustrate each option.

2.2 Overview of a CompanyIn SUPERPAY, each company is organised into several different files:

There is a file for company details (company name, address etc.)and this is known as the ‘Company record’.

There is a file for employee details (employee name, pay rates, taxcode etc.) and this is known as the ‘Employee records’.

There is a file for common text that appears on a payslip (BasicPay, Overtime etc.) and this is known as the ‘Payslip headings’.

2.3 Logo ScreenFollowing on from 1.7 ‘Load SUPERPAY Program’, you should now beat the opening SUPERPAY logo screen.

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SUPERPAY - A Guided Tour

Fill in ‘Select company’ box1. In the ‘Number’ field enter 1 for Sample Company 1.

More information about company filesEach company is completely independent of any other company.Up to 999 companies can be stored in one directory, and you giveeach company a unique number (1-999). From then on, you accessthe company via its number.

Note:

SUPERPAY provides a fast way of switching betweencompanies for multi-company payrolls. Press ALT-F2 on theMain Menu and SUPERPAY displays the company selec-

tion box. You can then change to a different companywithout having to return to this logo screen.

2. Then enter a date; e.g. 06/04/03.3. Leave the ‘Data path’ box empty for now.4. SUPERPAY then displays the Main Menu.

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SUPERPAY 3 DEMONSTRATION Main Menu

2.4 Main Menu

Sample Company 1’s name and number (ABC Curtains Ltd) is displayedin the top left of the screen.

To select one of the menu options, enter the number of the requiredoption or use the cursor up/down keys until the option you want is high-lighted. Then press the ENTER key.

2.5 Options available on Main Menu

1. Run payroll (Main Menu, option 1)This option processes payments for your employees. You can processweekly, monthly, fortnightly, 4-weekly, and irregular payments.

Some payroll systems have a screen where you input the payments,and then a separate option to do the calculations before producing thepayslips. SUPERPAY does both routines in one go, removing the needfor a separate ‘Period end’ option.

SUPERPAY also allows you to do automated salary runs and individualemployee processing.

When you have run a payroll for a company, you can then print thepayslips, reports and payments for that period.

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Running a payroll is discussed in Chapter 4 so bypass this optionfor now and press ESC to return to the Main Menu.

2. Payslips/Reports (Main Menu, option 2)This option provides a comprehensive list of reports. Rememberthat even though this demonstration version has disabled the printoption, you can still view all the payslips and reports on the screen.

Try selecting some of the options and viewing the reports.

To do this, choose an option and then press ENTER on all the ques-tions in the sub-menu until a ‘Print’ prompt is displayed at the bot-tom of the screen. Press the F8 key and an empty ‘print viewer’screen is displayed.

There is normally a pause while SUPERPAY gathers the relevantinformation, before displaying the report on screen. The length ofthe pause depends on the speed of your computer, and the type ofreport chosen.

The print viewer is like a mini-window which shows part of thereport behind it. The payslip and P45 options are designed to printonto pre-printed forms, so the print viewer shows text only, withoutany boxes.

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SUPERPAY 3 DEMONSTRATION Options available on Main Menu

Print viewerWhen you use F8 to display a report, the report is built up in its entiretybefore any part is displayed. This means that for larger companies or com-plex reports, there may be a delay before you see the information. Oncevisible, you can use your cursor keys to move around the report.

PAGE UP/DOWN and SPACE scroll a screen at a time, CTRL-PAGE UP and CTRL-

PAGE DOWN scroll a printed page at a time. CURSOR UP/DOWN scroll a line at atime. CURSOR LEFT/RIGHT move the report sideways. The ‘T' key ‘types' thereport to the screen continuously. The ‘L' key turns on and off the displayof line numbers. HOME and END take you to the first and last line of thereport respectively.

Press ESC to come out of the viewer when you have finished.

Reprinting payslips/reportsReports can be re-printed at any time for any tax period including othertax years (though the sample data only has data for the current year).

When you have finished viewing the different reports, press ESC to returnto the Main Menu.

3. Payments (Main Menu, option 3)This option allows you to pay your employees in many different ways.

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Sample Company 1 (which is currently loaded) pays all its employ-ees in cash, so you can only view the coin analysis option here. Theother options do not display anything since no employees in thissample company are paid by any of these other methods.

SUPERPAY allows you to have a mixture of different paymentmethods for each company, and after you have run a payroll, eachpayment option prints only the employees belonging to that pay-ment method.

Press ESC to return to the Main Menu.

4. User reports (Main Menu, option 4)The User Reports option is used with SUPERPAY’s Report Designmodule. This module allows you to create and print a wide varietyof reports that are not included in the standard SUPERPAY.

It is not possible to cover here all the possible report options youcan design yourself with SUPERPAY’s Report Design, so for nowbypass this option and telephone Computastore if you would likefurther information.

5. Employee records (Main Menu, option 5)Choose this option to work on Employee Records or Payslip Head-ings. For example, when you want to add a starter or change anemployee’s tax code.

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The options on the Employee Records Menu are as follows:

1. Employee enquiry/update (E’ee records menu, option 1)Choose this option when you want to view or amend an employee’srecord. The option displays a blank Employee Record screen, fromwhich you can set up a new employee or bring up and alter the detailsof an existing employee.

For now, press ENTER to display the first employee on file - ‘JaneEllidge’.

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Each Employee’s Record covers 4 screens.

This first screen contains the employee’s pay rates/amounts, addi-tions and deductions, any loans, Tax/NI codes, employment dates,and pension details. In the Gross Pay and After Tax items, thenumber after the * refers to the Payslip Headings. In this case, *1refers to heading 1 which is Basic Pay. The Payslip Headings arecovered in Chapter 8.

At the bottom of the screen there is a ‘Prompt’ line showing whatoptions you can call up from this screen. This ‘Prompt’ linechanges from screen to screen throughout SUPERPAY, so youalways know which options are available.

One of the ‘prompt’ options is PgDn - Next Scr, so press thePAGE DOWN key to display the next screen for this employee.

This second screen shows SSP, Parental Leave, last net pay/round-ing values, details about the employee’s main pay and secondarypay (an employee can have two different pay methods), theemployee’s address, and attachment of earnings details.

For more information on SSP, press F4 (Diary) to display JaneEllidge’s sickness record (you can also record Holidays on the diary).You can enter sick days on this diary and SUPERPAY will automat-ically generate SSP when you next run a payroll.

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The diary has sections for entering sickness, work patterns (orqualifying days), SSP1(L) details, and sickness before the diary started(for transferring from a different payroll system). Note: The diary canalso be called up during ‘Run payroll’.

When you have finished viewing the diary press ESC to return to theEmployee Record screen. Then press PAGE DOWN to display the thirdscreen for Jane Ellidge.

This screen shows Jane’s totals to date for the tax year. There is a sec-tions for earnings from a P45 as well as current employment totals.

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Then press PAGE DOWN to display the last screen for Jane Ellidge.

This screen allows you to enter car details for calculation of class 1ANI and also has a section for setting up Tax Credit payments.

Payslip historyOne of the ‘Prompt’ options is F8 - PSlip. This option allows you toview all the previous payslips for an employee for the current year.Press F8 and SUPERPAY displays Jane’s last payslip.

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Press PAGE UP a few times and SUPERPAY steps back through Jane’sprevious payslips for the tax year. When you have finished viewing herpayslips press ESC to return to the totals to date screen.

Return to Employee Records MenuWhen you have finished viewing Jane’s record, press ESC twice toreturn to the Employee Records Menu.

If you have keyed something into Jane’s record whilst browsingthrough it, when you press ESC SUPERPAY warns you that changeshave been made. SUPERPAY then asks you to confirm that you wishto leave the record. Press Y and then ENTER on the warning message toescape from the record without saving the changes. Then press ESC

again to return to the Employee Records Menu.

2. Employee reports (E’ee records menu, option 2)This option displays a menu of various reports you can print relating toemployee totals for the tax year to date.

Feel free to view some of these reports on the screen before returningto the Employee records menu. Please note that when you have fin-ished looking at a report on screen you press ESC to return to themenu.

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3. Payslip headings file (E’ee records menu, option 3)Choose this option to view or amend the headings that appear onan employee’s payslip.

For each company, you can have up to 99 global headings. Onceset up, these headings are available to all employees in the com-pany.

Each employee can have up to 11 headings in the build-up to grosspay, and a further 7 for after-tax items. On this sample company,only six headings have been set up (heading 1 is Basic pay, heading2 is Overtime 1 and so on). Four are pre-tax items, two are after-tax.

Chapter 8 describes Payslip Headings in much more detail, so fornow press ESC to return to the Employee Records Menu.

4. Undo all last run (E’ee records menu, option 4)After running a payroll, you may decide you want to start again,and re-input all the payslips. This option allows you to do that. The‘Undo’ removes the last payslip for each employee in the range youenter. You can then re-run the payroll for that week/month as ifyou were starting afresh.

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5. Bank details (E’ee records menu, option 5)SUPERPAY 3 checks the bank details you enter in your Employee andCompany Records against an internal list of over 14,000 UK bank sortcodes. This bank list is global across all the companies you set up.

Choose this option to check the sort code that an employee has givenyou or if you want to set up a new sort code which SUPERPAY doesn’thave on its standard list (e.g. for a new bank branch). Choose thisoption and SUPERPAY displays the following screen.

Enter a bank sort code. SUPERPAY displays the Bank and Branchdetails. If the code is new, you then enter these details yourself.

Try keying in some valid codes. You can also alter existing branchdetails in cases where a bank moves or changes its name.

When you have finished viewing this option press ESC to return to theEmployee Records Menu.

6. Change all tax codes (E’ee records menu, option 6)This option updates all tax codes, for example when personal taxallowances increase at the beginning of each tax year.

If there are no changes for the current year then a message is displayedinstead of the sub-menu.

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Enter the required changes in the sub-box and SUPERPAY thenupdates each employee’s tax code if applicable. You can enter neg-ative numbers as well as positive increases, so you can reverse anychanges by entering negative numbers in the sub-box.

Press ESC to remove the sub-menu, without making any changes.

7. Print P45’s (E’ee records menu, option 7)This option prints P45’s for leavers (the employee must be deletedin employee enquiry before you can print a P45).

8. Import employee data (E’ee records menu, option 8)This option is used mainly for converting from a different payrollsystem.

Return to SUPERPAY Main MenuWhen you have finished viewing the Employee Records Menu pressESC to return to the SUPERPAY Main Menu.

6. Year end (Main Menu, option 6)Choose this option when you want to do your year end procedures.The Year End Menu is displayed:

Options 1 - 4 cover PAYE e’ees. Option 5 is for Sub-Contractors.

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P35, P38, and P14’s (Year end menu, options 1, 2, 3)You can run options 1 - 3 as many times as you like. In fact, we rec-ommend that you print a P35 regularly during the tax year to checkagainst your weekly/monthly totals.

SUPERPAY will print onto the official P14 laser and continuous formssupplied by the Inland revenue.

Year end returns on disk (Year end menu, option 4)Option 4 displays the ‘Year end on disk returns’ menu.

This menu allows you to create a floppy disk for submission to theContributions Agency (DSS/Inland Revenue). This facility is a replace-

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ment for the original method of submitting paper P14’s to the taxoffice, and greatly speeds up year end processing, cutting down onerrors at the same time. Bureaux can submit all their clients’ yearend information on one or more disks to one address (instead of allthe individual tax offices). Each disk can hold many different com-panies.

This feature is a standard part of SUPERPAY but you can still sub-mit some or all of your returns on paper if you prefer.

Option 1 allows you to select the companies you want on a yearend disk, and then produce the disk for sending to the Contribu-tions Agency.

Option 2 prints a summary of the disk you have produced, sothat you can check the details before submitting the disk.

Option 3 print single part P60’s for distribution to your existingemployees (there is no need to print P60’s for leavers).

Sub contractor CIS36 (Year end menu, option 5)This option prints out a CIS36 form for any subcontractors youhave paid during the year.

Create next year’s files (Year end menu, option 6)Option 6 creates a new set of Employee Records ready for the newtax year, leaving the current year’s Records still on file. You onlychoose this option at the end of the tax year. Since each tax year isretained as a separate file, this allows you to run week 1/month 1payrolls for the new tax year and then run your year end for the pre-vious tax year later.

Return to SUPERPAY Main MenuWhen you have finished viewing the Year End Menu press ESC toreturn to the SUPERPAY Main Menu.

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7. Company record (Main Menu, option 7)Choose this option when you want to:

amend a company’s details.enter your PAYE payments.set up a new company.

Choose this option to display the currently selected company record.

There are 4 screens for each company. Most of the fields are self-explanatory. However, the following points should be noted:

Screen 1 - Passwords

Don’t enter anything in the passwords fields during this Quick Tour. Ifyou do, you must remember exactly what you enter or you won’t beable to get back into the company later.

Level 4 stops entry to the company, level 3 stops editing/viewing ofpayroll data, level 2 stops editing/viewing of monthly details, and level1 stops deletion of a company.

Screen 2 - Extended department codes

SUPERPAY uses the first letter of an employee’s code as the depart-ment, so you can have up to 26 departments per company. If required,enter Y here to sort by the first two characters, which provides up to260 departments.

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Screen 2 - IR payments in monthly summary

Screen 3 allows you to enter PAYE payments. This question onScreen 2 allows you either show these payments on the MonthlySummary report turn off this feature if necessary.

Screen 2 - Deduct SSP from fixed first pay item

Where you have fixed amounts set up on an employee’s record (e.g.monthly salary), SUPERPAY can automatically reduce this amountby any SSP payment during Run Payroll.

Screen 3 - Income Tax Year section

This section allows you to specify which tax weeks you want in a taxmonth. If required, you can alter this section to force a tax monthto start at a different tax week from the default.

Return to SUPERPAY Main MenuSee Chapter 5 for more details on setting up a new company.When you have finished viewing the sample Company Recordscreens press ESC to return to the SUPERPAY Main Menu.

8. Utilities (Main Menu, option 8)This option covers global options such as taking backups and set-ting up system/printer information.

This tutorial manual does not cover any of these subjects.

End TourThis is the end of the SUPERPAY Guided Tour. The next chapterdiscusses the sample companies provided with this demo version.

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3
About TheSample Companies
3.1 OverviewContained on the demo disk are three sample companies (numbered 1 to3). These companies are automatically loaded onto your hard disk withyour demonstration SUPERPAY.

Each company has been set up in a different way to cover a broadspectrum of payroll types. All 3 companies have less than 20 employees,so you can see how they are set up and produce payslips quickly and eas-ily. The companies are described below; the text shown in italics is extrainformation which you may find useful.

Company 1 - ABC Curtains LtdA manufacturing company with 15 weekly paid employees. Theemployees are paid different hourly rates, and alongside the standardBasic rate, there are other items such as overtime, bonus etc. Pay-ments are made in cash.

This company has already been processed up to Week 8, so start atWeek 9 - (1st-7th June 2003).

Company 2 - HH Transport LtdA transport company with 6 full-time drivers, 2 part-time drivers, and4 office staff. There are also 2 directors. The drivers are weekly paidand the office staff/directors are monthly paid. There is a mixture offixed payments and hourly rates. Payments are made directly into thebank via Nat West’s Autopay service.

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About The Sample Companies

No payrolls have been run for this company, so start at Week 1(6th - 12th April 2003) and Month 1 (6th April - 5th May 2003).

SUPERPAY automatically produces the correct Autopayreport for your bank, based on your company’s bank sortcode.All the employees are in the company’s pension scheme.Each employee pays 3% of his Gross Pay, and the companycontributes a further 6.25%. Some of the employees alsomake additional fixed payments into the scheme.The part-time drivers are set up as casual employees so thatSUPERPAY provides a ‘skip’ option when you run a payroll.When their payslips are displayed, press ‘skip’ if no paymentis due this week. SUPERPAY then moves on to the nextemployee.The directors have ‘K’ prefix tax codes (this limits their tax to50% of Net pay). Their NI is calculated on the annual NI lim-its rather than the standard monthly limits.

Company 3 - XYZ Manufacturing LtdA manufacturing company with 9 shop floor workers, 2 sales staff,and 5 office staff. They are all paid a fixed monthly wage. The shopfloor workers have additional items such as Overtime, Bonus etc.,and the sales staff have Overtime and Commission.

Payments are made by Credit Transfer.

No payrolls have been run for this company, so start at Month 1(6th April to 5th May 2003).

The sales team are paid 2% commission on sales. This hasbeen set up on their Employee Records as a rate of 0.02, sothat during Run payroll you can simply enter their monthlysales figures, and SUPERPAY automatically calculates thecommission payable.

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SUPERPAY 3 DEMONSTRATION Dates

3.2 DatesOne of the key features of SUPERPAY is its ability to run any payroll from1991 up to the current tax year. To do this, SUPERPAY loads in theappropriate PAYE tables and data files, based on the system date youenter on the opening screen.

Similarly, when you choose ‘Run payroll’, SUPERPAY automaticallyworks out the tax week or month based on the run date that you enter.This is very useful when you are running a ‘live’ payroll.

However, when working through the three sample companies you mustenter a ‘reasonable’ date in order to achieve meaningful results.

Example: Our Sample Company 1 has already been run up to 31stMay 2003 (Week 8) and the ‘Run payroll’ screen displays the followingpayroll history.

The next normal run date for this company would be 6th June (Week9). If you were to ignore this and enter a different date e.g. 30/09/03you will not get very meaningful payslips; i.e. for a run date of 30thSeptember, SUPERPAY will run a Week 26 payroll. This will give eachemployee an 18 week pay interval and therefore no NI will bededucted. They will also all receive tax refunds since no-one has beenpaid since May. The resulting payslips, though correct, would look a bitodd.

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About The Sample Companies

Therefore, in order to get meaningful results, you should always runthe next payroll after the latest one listed on the opening Run payrollscreen.

The next chapter takes you through the process of running a payroll.

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4
Run a Payrolland Correct Mistakes
4.1 Overview of remaining chaptersIt is not possible to go through all SUPERPAY’s facilities in the space ofthis booklet. Therefore, the following chapters outline the basic features:

This chapter - Guides you through a payroll for Sample Com-pany 1 and shows how to correct mistakes.

Chapter 5 - Shows you how set up a new company.Chapter 6 - Outlines some key features.Chapter 7 - Steps through each field in an Employee’s

Record.Chapter 8 - Steps through each field in the Payslip Headings

file.Chapter 9 - Explains how to enter information into SUPER-

PAY (Data Entry) and outlines some key featureswhich have not been covered elsewhere.

After reading this booklet you can use the sample companies to try outany features that interest you.

Week/MonthTo keep this booklet brief, we often use week to refer to the employee’spay interval, whether he is weekly paid, monthly paid, 4 weekly paid etc.

4.2 Run a payrollYou can run a payroll for any of the sample companies on the disk, as fol-lows:

Load SUPERPAY. On the opening logo screen enter the company

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Run a Payroll and Correct Mistakes

number you require, a date between 6th April 2003 and 5thApril 2004, and leave the data path field blank.From the SUPERPAY Main Menu, select ‘Run payroll’.

Enter the next run date for that company (on the right of thescreen you will see a list of previous ‘runs’). If the box is emptystart from 6th April for a weekly payroll and 30th April for amonthly payroll,otherwise start at the next run date in sequence.If more than one kind of employee is found (e.g. weekly andmonthly) SUPERPAY then asks which kind of payroll to run.Enter W or M. If only one kind of employee is unpaid, SUPER-PAY does not ask the question (e.g. on Sample Company 1, allthe employees are weekly paid).SUPERPAY then calculates the week/month number and dis-plays it next to the run date. Check it is correct. If not, press ESC

and enter another date (to generate a different week/monthnumber).Press ENTER on all the other fields. SUPERPAY then displays thefirst employee and waits for you to complete the payslip.

30

SUPERPAY 3 DEMONSTRATION Run a payroll

You build up the payslip item by item. The sample data has a vari-ety of payslip types already set up. Some items have fixed values;some have a default number of hours. Others have no value. Enterhours or amounts as appropriate or press ENTER to bypass an item.As you enter a value the Tax, NI, Pension and Net Pay are instantlyupdated on the screen so you can see the finished payslip beforeyou STORE it.When the payslip is complete press F9 to STORE, and SUPERPAYmoves on to the next employee. Complete and store eachemployee in turn.When you have stored all the payslips, SUPERPAY returns to theMain Menu.The payroll processing is complete, and you can now print thepayslips/reports for the run.

Note:

The rest of this chapter shows how to make changes and cor-rect mistakes. To try them out, run a payroll again for the

next week, stop about halfway through, and then follow theinstructions.

31


4.3 Add extra items to a payslipYou often need to add extra items to a payslip as you process it. Thisis easy to do. First, complete all the normal hours or values and thenmove the cursor to the next blank line (either in the Gross pay or After-tax section).

Enter a flat amountTo enter a flat amount, enter some text followed by a space andthen the amount. For example, type:

Cleaning 10.50 ENTER

Alternatively you could enter a payslip heading number instead oftext. For example, type:

*2 10.50 ENTER

The description for heading 2 is then displayed.

The extra item is added to the payslip.

If a deduction from pay is required, enter a minus sign in front ofthe amount (e.g. Overpayment -21.75).

Enter a rateTo enter a rate of pay, enter some text, then a space, then the @sign followed by the rate of pay. For example, type:

Attendance @5.25 ENTER

Alternatively you could enter a payslip heading number instead oftext. For example, type:

*2 @5.250 ENTER

The description for heading 2 is then displayed.

SUPERPAY then waits for you to enter the number of units; e.g.hours. (The number you enter can have up to 6 decimal places.)Enter the units and the extra item is then added to the payslip. If adeduction from pay is required, enter a minus sign in front of eitherthe rate or the units.

32

SUPERPAY 3 DEMONSTRATION Starters, leavers & amendments

Enter a fixed net payYou can enter a net pay amount and SUPERPAY will work backward andcalculate the gross pay require to acheive the required net pay amount.For example, type:

*1 250n ENTER

to fix the net pay to £250. Note that any other items on the payslip aretaken into account when calculating the gross pay.

Enter a decriptionYou can also type any message or description onto the payslip. Simplyenter the text and leave the amount as zero. Zero’s are not shown on theprinted payslip and so the text you enter looks like a note. Some examplesare:

Don’t forget P45Happy birthdayLess 1 day

Note:

Extra items added on the payslip screen are not displayedthe following week. To add permanent items, see 4.4 below.

4.4 Starters, leavers & amendmentsSections 4.2 and 4.3 above show how to run a payroll where you don’tneed to make any changes to the Employee Records. However, you oftenneed to set up starters, delete leavers, or make other changes to theEmployee Records.

If you need to make such changes, before running the payroll, choose‘Employee records’, option 5 on the Main Menu. Then choose ‘Employeeenquiry/update’, option 1. A blank employee record is then displayed.This is the starting point for the remainder of this section.

33


This chapter does not describe the Employee Record in detail. For anexplanation of each field see Chapter 7.

Amend an existing employee’s detailsYou call up an employee’s record by entering his number. If youdon’t know the employee’s number, type a ? in the employee codefield and press ENTER. SUPERPAY then displays a list of employees.

Enter one of the codes shown on the list, and SUPERPAY then dis-plays that employee’s record. To move around the screen press theENTER key (if you go past the field you want to change, press the UP

ARROW). Make the required alteration and then press F9 to STORE

your change.

Set up a new employeeAt the blank employee screen, enter a new employee code (in theformat X99999). For example, any of the following are valid codes:

A001, B12345, S9, T03, AB23

The first character of an employee’s code must be a letter (this rep-resents the employee’s department) followed by up to 5 other char-acters which can be numbers, letters or a mix of both.

34

SUPERPAY 3 DEMONSTRATION Starters, leavers & amendments

When you enter a new code, SUPERPAY creates a new record andwaits for you to enter the employee’s name. Complete the details forthe new employee and then press F9 to STORE the new record.

Delete a leaverWhen an employee leaves a company you need to keep his details onfile until the tax year end, but do not want him to appear in any futurepayrolls.

To ‘Delete’ an employee, you first need to display his record. Asabove, enter his code and SUPERPAY displays his details. Hold downthe ENTER key until the highlight is on the ‘Leave date’ field (in the Con-stants box). Enter his date of leaving. Then press F5 to delete theemployee. Enter Y to confirm. SUPERPAY then deletes his record.

If you call up the employee’s Record again you will see the wordDELETED shown in the top right of the screen.

Note:

PRINTING P45’s - When you enter a leave date and thendelete an employee, a ‘flag’ is set to produce a P45 for thisemployee. If you now choose ‘Print P45’s’ in the Payslips/

Reports Menu, SUPERPAY prints a P45 for that employee.After printing, the ‘flag’ is cleared.

Add permanent extra items to a payslipIf you need to add an extra item to a payslip which you want displayedeach week, add the item to the employee’s Record in the Gross Pay orAfter-tax sections (screen 1). See ‘Amend an existing employee’sdetails’ on the previous page.

If the item is just a one-off add it to the payslip during ‘Run payroll’ asdescribed in 4.3 above.

35


4.5 Correct a mistake during ‘Run payroll’In the middle of your payroll you may come to an employee whosedetails should have been changed first (e.g. payrise or tax code change)as described in 4.4. above.

If this happens, simply press ESC twice to leave the ‘Run payroll’option. Then change the employee’s Record as described in 4.4above. When you return to ‘Run payroll’, SUPERPAY will take upwhere you left off.

If you have already stored the employee’s payslip when you realise youshould have changed something, press ESC twice to leave the payroll.Then follow point 1 of 4.6 below to UNDO the incorrect payslip, beforemaking the changes. Then return to ‘Run payroll’ to take up with the‘restored’ employee.

4.6 Correct mistakes after processing payslipsAfter you have completed your ‘Run payroll’ you may realise that youhave made some mistakes on one or more payslips (you often pick uperrors only when you view your printed payslips or reports).

To fix such an error you must first remove the incorrect payslip, andthen re-run it. There are two methods you can use to remove incorrectpayslips; correct one employee at a time, or correct a group of employ-ees.

1. Correct one employeeTo remove the last payslip for an employee, go to EmployeeEnquiry and enter the employee’s code to bring up his details onscreen. Press the F7 key (Undo Run).

36

SUPERPAY 3 DEMONSTRATION Correct mistakes after processing

A Pop-up box is displayed. Press ENTER on the highlighted option‘Undo last run’ and SUPERPAY removes the incorrect payslip. PressF9 to store the record.

Repeat the procedure for any other employees.

2. Correct many employeesWhen there are a lot of mistakes it is often easier to re-run your entirepayroll. To do this, choose option 4 ‘Undo all last run’ on theEmployee Records menu (rather than ‘Undo’ each employee one at atime).

Enter the Week to Undo (i.e. the week you have just run) and the rangeof employees to be re-run. SUPERPAY removes all the payslips it findsin the range entered.

Re-run the payslipsWhen you have ‘removed’ all the incorrect payslips, go back to ‘Run pay-roll’ and re-run the same week again. SUPERPAY only displays employ-ees whose payslips have been ‘removed’. Correct the details and pressSTORE. SUPERPAY automatically updates all the relevant payslips/reports, and you can then reprint them.

37


4.7 Go back more than one weekMany payrolls allow you to go back one week and re-run a payroll.However, SUPERPAY 3 also allows you to take an employee backmore than one week, correct any errors and re-run all the payslips andreports again.

Restore one employeeFrom the employee enquiry screen, call up an employee’sdetails and press F7 (Undo Run). Then select the second option ‘Restore to....’ SUPERPAY displays the previous payroll Week number at thebottom of the screen. Enter the Week number you want torestore to or use CURSOR UP/DOWN to step through the Weeks untilyou come to the Week you want. Then press ENTER.SUPERPAY takes the employee’s Record back to that week andyou can then STORE and re-run his payslips until his Record isback up to date.

Key Point:

‘Restore’ automatically checks for any changes that youhave made to an employee’s Record such as a tax codechange or a pay rise and warns if the ‘Restore’ you are

attempting will lose any such changes.

You can then exit the ‘Restore’ and print an Alterationsreport before re-selecting ‘Restore’. You can then re-enter

any changes as you re-run the subsequent weeks.

Restore many employeesIf you want to take the whole payroll or a group of employees backmore than one week ‘Restore’ each employee in turn as describedabove. SUPERPAY allows you take the whole payroll (or a group ofemployees) back one week but does not allow you to take more

38

SUPERPAY 3 DEMONSTRATION Go back more than one week

than one employee at a time back more than one week. This is a built-in safeguard of the system.

Re-run the payrollWhen a payroll is re-run, the previous ‘Cancelled’ payslip details are re-displayed. (This saves having to key in everything again just because,for example, you forgot to change an employee’s tax code.)

Example: In Week 25, a client tells you that an employee got apay-rise 4 weeks ago and he forgot to tell you at the time. You havealready run the payslips for this employee for the past 4 weeks.You ‘Restore’ the employee back to Week 21, and change theemployee’s hourly rates. When you run Week 22 again,SUPERPAY displays the details for the ‘Cancelled’ week 22 pays-lip. The text ‘Using last runs data’ is displayed under the week/month number. To revert to the new employee record settings youpress Esc once, and then re-enter the hours for that week.

If the re-run is for a different tax period than the most recent ‘Can-celled’ payslip for an employee you will lose all subsequent cancelled‘archive’ payslips. SUPERPAY warns you if this will happen.

Example: You run an employee up to week 25 and then restorehim back to 21. The you re-run the payroll starting from week 23and not 22. SUPERPAY warns you that you have previously runthe employee for a different tax period. You can then press Escthree times to cancel the run and restart at week 22, or press Esconce and continue if you are sure you don’t want a week 22 payslipanymore; the message is simply a precaution so that you do notinadvertently wipe out several weeks’ work.

39


40

5
Set Up aNew Company
5.1 OverviewWhen you have worked through the sample companies and become famil-iar with the layout of SUPERPAY and its features you can set up your owndata and run some payrolls.

Unlimited useAs mentioned earlier, there is no restriction on the number of companiesyou can set up with this version.

Transfer to live versionAny data that you set up on this demo version is completely compatiblewith the ‘live’ version should you decide to purchase SUPERPAY later.This means that you can set up and run in parallel with your existing pay-roll system, and when you buy SUPERPAY for yourself you can continuefrom where you left off and immediately start producing ‘live’ results.

5.2 Create a new companyThere are four steps in setting up a new company:

1. Select an unused company number.2. Key in and STORE the Company Record (to create a new Company

file).3. Set up the Payslip Headings for the company - see Chapter 8.4. Key in and STORE each employee on the Employee Records screen -

see Chapter 7.

And that is it!

41

Set Up a New Company

You are now ready to run your first payroll for the company.

Key Point:

The data file you create will match the tax year you are inat the time, so before you start make sure that the date in

the top right of the screen is in the right tax year.

If you are starting mid-year, you will need to enter the starting totals oneach employee’s record so that SUPERPAY can continue from thatpoint onwards. However, you might find it easier to go back and startSUPERPAY at Week 1/Month 1 and bring your payrolls up to date onthe computer rather than entering mid-year totals. You can then com-pare your computer results with the payrolls you have already run.

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6
Some HelpfulFeatures
6.1 OverviewThis chapter describes just a few of SUPERPAY’s features. The pop-upcalculator and P45 checking are useful for everyone. The other featuresdescribed below are particularly helpful for bureaux users who run payrollsfor their clients.

6.2 Pop-Up CalculatorYou can call up a Pop-up calculator from anywhere within SUPERPAY.As well as numeric functions it can also perform calculations on dates.

You can pull data into the calculator from the field you are on, perform acalculation, and then ‘paste’ the result back into the same field, or retain itfor use in a different field (or even a different company).

To pop up the calculator, press ALT-C.

The calculator works just like a normal calculator. You use your numerickeypad to enter numbers; the * key is the multiply function.

While the calculator is displayed, you can press F3 to alter the display froma large calculator with buttons and tally roll, down to a single line display.

43

Some Helpful Features

When you press F3 an ‘Options’ box pops up. Use CURSOR UP/DOWN tohighlight the required display option and then press ENTER. The calcu-lator changes accordingly.

All the functions work, no matter how big the display is. To leave thecalculator press ESC.

6.3 P45 checkingIt is an employer’s responsibility to check the tax calculation on anyP45’s they receive from new employees - i.e. you should check that theprevious employer hasn’t made any mistakes. SUPERPAY can do thistax check for you.

To enter a P45 you must first be in an Employee’s Record. Press SHIFT-

F4 and SUPERPAY displays the P45 box.

Enter the values and press F9 to STORE the P45. SUPERPAY checks thetax. If it is wrong, SUPERPAY lets you know and stores the correctvalue on the Employee’s Record. You then enter this correct amounton part 3 of the P45 before sending it off to the Inland Revenue.

Note:

In cases where you don’t want the tax checked (e.g. P6received), you can bypass this check by only filling in theTax code, Total Pay, and Total Tax fields in the P45 box.

6.4 Switching between companiesOn the SUPERPAY Main Menu, you can press ALT-F2 to display theCompany Selection box.

44

SUPERPAY 3 DEMONSTRATION Global/Single company backups

Number - enter a company number (1 to 999) as required.Date - enter a new system date. As well as simply changing the dateon your reports etc., you can use this date box to change the taxyear and look at or amend data from a different year.Data path - Normally this field is blank. However, if you have morethan 999 companies, you can split your data into different directo-ries as required, and then use ALT-F2 to call up this box and enter anew directory name.

6.5 Global/Single company backupsSUPERPAY provides full backup and restore functions which allow you tobackup or restore a single company, or all your data files in one go.

This demonstration booklet does not attempt to fully cover this topic.However, the procedure for taking a global backup is described brieflybelow:

From the SUPERPAY Main Menu, choose ‘Utilities’.Next, choose ‘File maintenance’ and press ENTER on the first option‘Backup to floppy disk’.Type ALL in the company number field and press ENTER. Insert aformatted disk in floppy drive A and press SPACE. SUPERPAY thenbacks up all the data and user report files. If required, you will beasked to insert further disks.

6.6 Report designAs well as the many standard reports provided by SUPERPAY, you canalso use the Report Design module to create up to 700 extra reports tocope with specialist reporting. You can also ‘export’ information out ofSUPERPAY for use in another program (spreadsheet, database, word-processor etc.).

As above, this booklet does not attempt to cover this topic.

45

Some Helpful Features

6.7 NetworkingYou can run SUPERPAY over your network.

Company file lockingSeveral operators can work on different companies at the same time,with each company ‘locked out’ to other operators while it is in use.

Supported networksYou can run SUPERPAY on Novell™ and Windows™ networks.

For more information on this subject, please telephone our Hotline.

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7
Fields onEmployee Record
OverviewThis chapter briefly describes each field on the Employee Record screens.You can either read through this chapter in one go or use it as a referenceas you work through SUPERPAY.

Shift-F1On the Employee Record, Company Record or Payslip Headings file youcan press SHIFT-F1 to display extra information about the field you are cur-rently on. This extra information overwrites the prompt at the bottom ofthe screen. When you move to the next field, extra information is dis-played about that field and so on, until you press SHIFT-F1 a second time.

Load Employee RecordTo get to the Employee Records, choose ‘Employee enquiry/update’ fromthe ‘Employee records’ menu.

7.1 Employee record - screen 1

7.1.1 Employee NameEnter the employee’s name underneath the employee’s code. You canenter surnames first (Smith, John) or last (John Smith), but you must beconsistent throughout the company. You can also enter titles (Mr., Mrs.,Dr., etc.). The name can be altered on any of the three Employee Recordscreens.

47

Fields on Employee Record

7.1.2 Gross pay itemsThis section consists of 11 lines where you enter the payments ordeductions that make up an employee’s Gross pay. Any items youenter here are automatically displayed each week on the employee’spayslip screen.

Note:

One-off or occasional items are best added to the payslipduring ‘Run payroll’ rather than set up here permanently.

On any of the 11 lines, you can enter a description (e.g. Salary), orenter a heading number from the ‘Payslip Headings’ file. You can thenenter a rate of pay (and, optionally, a number of hours), a fixedamount, or nothing at all if you want to enter the value each week dur-ing ‘Run payroll’.

Some Gross pay examples are listed below.

48

SUPERPAY 3 DEMONSTRATION Employee record - screen 1

:

7.1.3 Last runThis box shows when the employee was last paid. On a new EmployeeRecord there is no pay history and you simply complete the ‘Pay Interval’field. Enter W, M, 2, or 4 to represent a Weekly, Monthly, 2-Weekly, or4-Weekly paid employee. Once the record has been set up, you can onlychange an employee’s pay interval by pressing F2.

7.1.4 After-tax itemsThis section consists of 7 lines where you enter payments or deductions tobe taken after tax, NI, and pension(s) have been calculated. Any items youenter here are automatically displayed each week on the employee’s pay-slip screen.

You enter After-tax items in exactly the same way as Gross pay items. Youcan also set up loans, attachment orders and student loan repayments inthis section - see 7.1.5 below.

Item Meaning

*1 1000 Display on the payslip screen the text from Payslip Heading 1 with a fixed value of £1000.

*1 1000nDisplay on the payslip screen the text from Payslip Heading 1, set the net pay to £1000 and calculate gross pay required to acheive £1000 net pay.

Salary Display ‘Salary’ on the payslip screen and enter the value manually on that screen.

*2 @4.75 35Display the text from Payslip Heading 2 at a rate of £4.75 per hour, and display 35 hours which can be accepted/changed on the payslip screen.

Overtime @3.50 Display on the payslip screen ‘Overtime’ at a rate of £3.50 per hour and enter the hours on that screen.

Attendance 5 Display on the payslip screen a £5 Attendance bonus.

BUPA -11.75Deduct £11.75 from the employee’s pay each week (there are not many Gross pay deductions - most are after-tax).

49


Other payments/deductions

Student Loan repayment (*S)To set up a Student loan repayment, enter *S on one of the after taxitem lines. SUPERPAY automatically calculates the repayment amountduring Run payroll.

Accrual (*H)You can accrue Holiday Pay for paying out when an employee goes onholiday. Enter a fixed amount or a percentage to be accrued each week(e.g. 6.35 or 1.5%). The total accrual to date is stored on Screen 3 ofhis Record. When the employee goes on holiday, enter *h as a Grosspay item on his payslip screen. SUPERPAY then prompts you with thevalue accrued to date which you can accept or change if you wish. Ifrequired, you can add P to the end of the accrual amount (e.g. 6.35P)and SUPERPAY will ask you each week to confirm the accrual.

Loan (*L)SUPERPAY can keep track of loans and advances made to employees.Enter the amount of the loan in the loan field, and in the After-taxitems, enter *L with a value to deduct each week (e.g. *L -25). Theamount in this field is reduced each ‘Run payroll’ until it reaches zero.If on the last payment, the value outstanding is less than the weeklydeduction, SUPERPAY only deducts what is still owing.

Attachment (*A)In the same way as loans, SUPERPAY can keep track of court orderrepayments. There are several types of court order. Whatever the type,you always enter either *A1 (for orders issued before 1/10/98) or *A2(for orders issued on or after 1/10/99) on an empty line in the After-tax items. For sliding scale deductions taken at different percentagesbased on net earnings you do not have to enter anything else.

If you have been instructed of the deduction amount, total balance out-standing, protected earnings etc., you fill in the attached fields onscreen 2 (see 7.2.6 below).

50


7.1.5 Constants

Tax codeEnter any valid tax code; e.g. 404L, 440H, 21T, K12, BR, NT, D0. Entera week 1/month 1 code by adding W1 or M1 after the tax code (e.g.550T W1).

When you set up a new employee SUPERPAY prompts the standard sin-gle person’s emergency tax code for the date that you enter. So, in the2002/2003 tax year, SUPERPAY prompts 461LW1.

NI codeEnter the employee’s NI code. SUPERPAY checks this against theemployee’s date of birth and male/female fields to ensure that a personover retirement age is on C code, and anyone under 16 is on code X.SUPERPAY also checks this during ‘Run payroll’.

Director (Y/N)Enter Y for director’s NI which is on a cumulative basis using annual limits.

NI numberEnter the NI number; e.g. AA 11 22 33 44 B. If you leave this NInumber blank, SUPERPAY prints ‘Not known’ on the payslip.

Male/femaleEnter M or F.

Date of birth, Start date, Leave dateEnter as appropriate.

CIS Expiry dateEnter the expiry date of a sub-contractor’s card. When the ticket expiresSUPERPAY warns you during ‘Run payroll’ and automatically switchesthe tax code of NT to BR. If you want to bypass this warning enter a newdate in this field.

51


Emp’ee typeIn this field you can enter one or more of the following letters:

S4, S5, or S6 tells SUPERPAY that the employee is a CIS4, CIS5, or CIS6 subcontractor, and is to be excluded from your PAYE reports and included in the Sub-Contractors CIS reports.

C is for casual employees who don’t work every week, Entering C allows you to ‘Skip’ the employee in ‘Run payroll’ if no payment is being made.

H allows you to hold an employee indefinitely. His record is then retained on file but will not be displayed in ‘Run payroll’ until the H is removed.

T is for import from a timeclock system. A separate timeclock import program is available.

P allows you to specify employees who require a P11D. SUPER-PAY can produce an ascii file with ‘P’ type employee details for use in P11D software (such as the P11D Organiser by PAS Ltd).

Clock numberEnter a timeclock number if it differs from the E’ee code (optional).This field is also used to enter a subcontractors 13 digit card number.

7.1.6 Pensions

Pensions - C/Out noEnter the employee’s Pension Scheme Contracted Out MembershipNumber in this field (e.g. S4123456E).

Pension fieldsAn employee can have up to 4 pensions, with separate contributionsfor employee and employer. Contributions can either be fixed amountsor percentages of gross pay (e.g. 10 or 10%). For non-stakeholder pen-sions you enter 1, 2, or 3 in the type field, follow by the pension con-tribution details. Stakeholder pensions are entered on line 4.

52

SUPERPAY 3 DEMONSTRATION Employee record - Screen 2

The ID and Reference numbers allow you to identify different pensioncompanies and membership numbers. Examples of pension lines areshown below.

7.2 Employee record - Screen 2

Type E’ee E’er Pay range Description

1 10 Deduct £10 from the employee each week/month, as a tax-free amount.

1 5% 8.5%Employee pays 5% of his gross pay as a tax-free amount. Employer contributes a further 8.5%.

1 1.8% 3% L UCOMP scheme type pension where employee/employer amounts are only calculated on pay which falls between the NI limits. Tax free amount.

2 25Non-company pension scheme where the employee pays £25 into a pension fund. Tax is taken on the whole of his Gross Pay.

3 30Non-company pension scheme where the employee pays £23.40 into a pension fund (i.e. £30 less Basic Rate Tax). Tax is taken on the whole of his Gross Pay.

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7.2.1 Statutory Sick PayThis box summarises any SSP paid. You enter sickness via the DIARY

function, by pressing F4 (from any of the 3 screens). You can also pressF4 during ‘Run payroll’ to access the diary.

The DIARY keeps track of sickness and work patterns; e.g. waiting days,SSP1(L) details, irregular work days etc.

In the calendar section, you enter the letter S for each sick day.SUPERPAY then calculates and displays any SSP on the employee’spayslip screen during ‘Run payroll’. If you want to change this SSPvalue, you must change the DIARY.

As you can appreciate, there is a lot more to SSP than this shortdescription. The manual for the ‘live’ version of SUPERPAY coversSSP in much more depth than can be covered in this demonstrationbooklet.

7.2.2 Parental leaveYou process SMP, SPP, and SAP payments during ‘Run payroll’.However, the Parental Leave prompt is only displayed on the payslipscreen when a valid EWC date has been set up on this screen. Enterthe letters SMP, SPP, or SAP on field 1 to set up either Maternity Pay,Paternity Pay, or Adoption Pay.

54


EWC dateEnter the ‘Expected week of confinement’ (EWC/MW - e.g. the date thebaby is due). SUPERPAY normally updates the remaining fields during‘Run payroll’. However you can update them yourself if you wish - forexample if you are just starting SUPERPAY.

MPP start dateEnter the date the employee starts her Parental leave.

Higher rate (Y/N)Enter Y if the employee qualifies for 6 weeks higher rate Parental Leave.

Stop paying SMPEnter Y if the employee returns to work before the end of Parental Leave.

Average payThis is the employee’s average weekly earnings. Higher rate ParentalLeave is currently 90% of this figure.

Weeks paidThe total number of weeks Parental Leave paid so far is shown here.

Weeks workedThis shows the total number of weeks worked during her maternity leave.Normally this is zero. Once she has started her Parental Leave (MPP) anemployee loses one week’s entitlement if she works for part of any week;e.g. if she comes back to help for a day she loses a whole week.

Total amountThe total amount of Parental Leave paid to the employee is shown here.

Amount this yearThe amount of Parental Leave paid in this tax year is shown here. This isdifferent from the total amount when payments cross a tax year.

55


7.2.3 Main pay detailsIf required, an employee’s pay can be split into two different payments.For example, where employees are in a savings scheme or want partof their wages in cash and the rest paid into their bank account. Themain part of their pay is set up in this section.

Pay methodEnter a letter to represent the employee’s method of payment. Validletters are as follows:

Sort codeEnter the employee’s bank sort code. SUPERPAY checks your entryagainst its internal bank list and warns if the code isn’t found. SeeChapter 2, page 18 for more details.

A/c no and a/c nameEnter the employee’s bank account number. Enter the bank accountname only if it differs from the employee’s name.

Roll NoEnter any Building Society Roll Number.

RefFor Automated Payments, enter the employee’s unique referencenumber that the bank has issued (usually 5 digits).

Method Description

A Automated payments (e.g. BOBS, Midtel...)

B BACS (Electronic transfer via disk or modem)

C Cash

G Giro (Bank Giro Credit Transfer)

Q Cheque

O Other form of payment

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7.2.4 Second pay detailsAll fields in this section are identical to the Main pay details above, apartfrom one extra field called ‘Amount’.

AmountEnter a fixed amount or a percentage of the employee’s total net pay forpayment by the second pay method.

Example 1: Enter 50 here and SUPERPAY will deduct £50 from the main pay each week and pay £50 using this second pay method.

Example 2: Enter 5% here and SUPERPAY will deduct 5% from the main pay each week and pay it using this second pay method.

A fixed second pay amount is not taken if its value is greater than theemployee’s net pay on his payslip.

7.2.5 AddressEnter the employee’s home address (if known).

7.2.6 AttachmentEnter the attachment amounts for any court order where you have beengiven specific amounts to deduct each pay period.

Field Description

Amount due Enter the total court order amount owed by the employee, or leave blank if not known.

Admin cost Enter any administration charge.

DeductionEnter the weekly/monthly deduction or leave blank and SUPERPAY will use the sliding scale. As with loans, on the last payment SUPERPAY deducts only the amount outstanding.

Protected pay Enter an amount, below which the deduction is not taken.

Deduction c/f This field stores any deduction amount not taken in previous weeks due to low earnings.

Prot. c/fThis field stores any protected earnings carried forward from previous weeks when the deduction was not made due to low earnings.

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On this screen SUPERPAY stores all the accumulated year to datetotals and any previous employment details The amounts for any ear-lier payments of Parental leave during the current tax year are alsostored here.

7.3.1 P45Shows amounts from an employee joining P45 if they started duringthe tax year. You can only alter these fields by using the P45 (SHIFT - F4)prompt. SUPERPAY checks the P45 tax - see 6.3 for more details.

7.3.2 Year to dateYou cannot change these fields. SUPERPAY displays the amountsautomatically.

Field Description

Gross for tax The total Taxable Gross pay (including any previous employ-ment Gross pay).

Tax The total Tax (including any previous employment Tax).

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7.3.3 This employment

The Gross for tax, for NI and for pension fields show the gross that hasbeen used to calculate any tax, NI, or pension. Usually all three fields dis-play the same amount. However, SUPERPAY allows you to exclude cer-tain Gross pay items from tax, NI or pension by using the ‘Flags’ columnin the Payslip Headings file. See 8.4 below for more information.

7.3.4 Pension totalsThe totals to date for the four pension schemes set up on Screen 1 areshown here (for both employee and employer).

7.3.5 Tax Credit totalsThe totals for any tax credits paid in this tax year are stored here.

7.3.6 NI totalsThis section contains three lines where SUPERPAY stores an employee’sNI totals. Lines two and three are blank unless an employee’s NI codechanges during a tax year.

Field Description

Gross: Pay Total Gross pay for this employee in this employment.

Gross: For tax Total Gross pay in this employment that was subject to Tax.

Gross: For NI Total Gross pay in this employment that was subject to NI.

Gross: For pension Total Gross pay in this employment that was subject to Pension.

Tax Total Tax in this employment.

Student Loan Total Student Loan repayment amount

HP Accrual HP Accrual to date.

Net pay Total Net pay in this employment.

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The fields on each line show the employee and employer NI contribu-tions to date, together with the gross pay amounts used in the NI cal-culations. These gross pay fields will alter depending on the tax yearyou are running. From the 1999/2000 tax year the gross pay is splitup into different NI band limits.


On this screen SUPERPAY stores details of company cars and TaxCredit payments.

Field Description

NI Code The employee’s NI code (A, B, C, D, E, or F).

E’ee NI The total employee NI.

E’er NI The total employer NI.

Gross (to LEL) The Gross pay up to the Lower Earnings Limit.

Gross (to ET) The Gross pay between the LET and the Earnings Threshold.

Gross (to UEL) The Gross pay between the ERT and the Upper Earnings Limit.

C/Out rebate The amount of rebated NI for contracted out NI table letters. Amounts are shown for both employee and employer.

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7.4.1 Car detailsNOTE: From April 2001 you no longer pay class 1A NI through the pay-roll. These fields are left in for backward compatibility.

7.4.2 Tax creditsTax credit payments are made if you receive a notification from the Reve-nue. You enter the Start Date, and Daily rate fields. SUPERPAY will thenupdate the Days and Amount fields (previous screen) each time a TaxCredit payment is made in Run payroll.

You can stop a tax credit payment by entering a to date if you get a stopnotice. SUPERPAY will then pay tax credits up the that date.

For award that cross a tax year you can also enter the number of days paidduring the previous year for that award.

Fields are provided for up to 4 tax credits during a tax year.

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8
Fields onPayslip Headings
8.1 OverviewYou enter pay headings (such as Basic Pay, Overtime, Bonus) on the Pay-slip Headings File. You then enter Heading numbers rather than descrip-tions on each Employee’s Record.

This saves having to enter the same description on each Record. It alsoallows you to specify in one place whether the headings are subject to tax,NI and pension rather than entering this information on each Employee’sRecord.

8.2 Payslip Headings ScreenFrom the Employee Records menu, choose option 4 to display your Pay-slip Headings:

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Fields on Payslip Headings

Each heading has three fields. You can have up to 99 headings foreach company, shown over three screens. You press PAGE DOWN to stepthrough the screens.

8.3 DescriptionIn the description field you enter whatever text you want printed on thepayslip; e.g. Basic Pay, Overtime, Bonus, Attendance, BUPA etc.

‘Global’ valuesYou can also enter a value or a rate of pay after the text. This is usefulwhen a lot of employees are on the same amount or rate. You onlyneed to enter the heading number on the Employees’ Records.SUPERPAY will then pay the standard value unless you enter an alter-native value or rate on an Employee’s Record.

Example:

You have a Company Mileage allowance of 25p per mile. All employees with a company car receive this mileage rate, so you set up a heading of ‘Mileage @0.25’ (say heading 12). For each employee with a company car you enter *12 as an After-tax item on his Record. However, one employee has a company motor bike and he receives 15p per mile. On his Record you enter *12 @0.15

The advantage of using a global rate or value is that when there is arate change (e.g. a payrise) you only have one field to change, insteadof having to change each Employee’s Record.

Fixed HeadingsAt the end of the list of 99 headings there are five fixed headings; MiscGross, Misc Net, HP Accrual, SSP, and SMP. You cannot alter the textfor these items.

8.4 FlagsEach time you enter the text for a new Payslip Heading, SUPERPAYautomatically inserts the ‘Flags’ NTPH. These letters represent NI,Tax, Pension, and HP Accrual respectively.

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SUPERPAY 3 DEMONSTRATION Flags

During ‘Run payroll’, SUPERPAY checks the ‘Flags’ for each heading thatis used on the payslip, and includes or excludes the item accordingly whencalculating NI, Tax, Pension, and HP Accrual amounts.

So, by removing one or more letters from the ‘Flags’ field, you can excludethe heading from one or more of the above calculations.

Example 1:

You have a % pension scheme which excludes Bonus and Commis-sion from the pension calculation. Leave the standard NTPH ‘Flags’ against all the other Gross Pay items and delete the letter P from the Bonus and Commission headings (leaving the letters NTH).

Example 2:

Your company pays out luncheon vouchers which are free from NI each week. On the Payslip Headings, delete the letter N from the Luncheon Voucher heading (leaving the letters TPH). During ‘Run payroll’ any amount paid out using this heading is not included in the NI calculation.

These ‘flags’ affect the amounts stored in the Gross totals to date fields onthe Employees’ Records (see 7.3.1 above) as follows:

Flags on fixed headingsYou can change the ‘Flags’ for the fixed headings if you wish. For exampleyou might want SSP excluded from the Pension or Holiday Pay accrualcalculations.

Field Description

Gross Pay The total of all items in the Gross Pay section of the payslip.

Gross for Tax The total of Gross pay items which have the letter T in the ‘Flags’ field.

Gross for NI The value of Gross pay items which have N in the ‘Flags’ field.

Gross for Pension The value of Gross pay items which have P in the ‘Flags’ field.

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Fields on Payslip Headings

8.5 NL CodeEnter Nominal Ledger codes against each Heading if use SUPERPAY’sNominal Analysis report to help with posting your payroll totals to yourNominal Ledger.

If your Nominal Ledger program can import totals, enter your Nominalcodes here so that they will automatically be added to the Nominal LinkFile option.

Note:

To complete your double entry book-keeping you needalso to enter some Nominal Codes on Screen 3 of your

Company Record (e.g. the code for your Cash Book).

NL codes on fixed headingsYou can enter NL codes against the first three fixed headings (MiscGross, Misc Net and HP Accrual). You cannot enter Nominal Codesagainst SSP and SMP which are automatically posted to the sameaccount as your Employer’s NI.

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9
Data Entry andOther items
9.1 OverviewThis chapter explains how to enter information into SUPERPAY (DataEntry) and guides you through several features which hare not been cov-ered in the previous chapters.

The list is not in any significant order.

9.2 Data Entry - datesEnter all dates as numbers; SUPERPAY inserts any required separators.For example, to enter 6th April 2003 you can type any of the followingkeystroke sequences:

‘060403'‘6/4/03'‘06/04/03'‘6/04/03'‘6/0403'

Hyphens and full stops are accepted as well as slashes.

9.3 Data Entry - ‘Undo’ a fieldAll fields have an ‘undo’ facility. Type CTRL - U to restore the field to the wayit was when the cursor landed on it.

9.4 Data Entry - right-aligned fieldsFields that are normally right aligned become left aligned when the cursorlands on them, and move right again when it leaves.

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Data Entry and Other items

9.5 Data Entry - warning on ‘Exit’All data entry screens warn if a field has been changed and you pressESC before STORING the screen.

9.6 Data Entry - ‘insert’ modeYou can switch between ‘insert’ and ‘overtype’ mode by pressing theINSERT key. In ‘insert’ mode the cursor is shown as a small block,whereas in ‘overtype’ mode the cursor is shown as an underline.

9.7 Data Entry - system informationIf you press ALT-F10, SUPERPAY displays a screen which gives sometechnical data which can be useful to us during telephone support. Thescreen shows which directory SUPERPAY was loaded from, memoryusage, DOS version, etc..

9.8 Data Entry - help messagesAll help boxes that pop up on the screen require a key to be pressed toclear them (usually ESC). Some help boxes give a choice of actions.

9.9 Data Entry - move ‘Pop-Up’ boxesMany of the pop-up boxes that are displayed (e.g. date) can be movedaround the screen using CTRL-F7 and then the cursor keys. For example,if you press ALT-C to display the calculator, and it is blocking your view,press CTRL-F7 and a dotted line appears around the calculator. Move thesquare using the cursor keys (left, right, up, down) and when you pressENTER the calculator is moved to the new position.

9.10 Data Entry - enter a range of weeks/monthsMost reports ask for a range of tax periods and a range of employeecodes or departments. If both selections are ranges (i.e. more than onetax period and more than one employee) the report sequence can bechosen - either by tax period or by employee.

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SUPERPAY 3 DEMONSTRATION Data Entry - department range

A tax period is referred to by the year in which it ends (e.g. ‘04' is tax year2003/2004). Some examples of tax period ranges are:

‘W10' = Week 10 of the current year.‘03W5' = Week 5 of 2002/2003 tax year.‘M2-6' = Months 2 to 6 of the current tax year.‘W3-15' = Week 3 to 15 of the current tax year.

The above examples only include a single pay interval; i.e. ‘W1-10' onlyincludes weekly payrolls, not monthly or four or two weekly payrolls.

You can also type ‘ALL' as a tax period range. This will produce a reportby employee that includes all payments in the order they were made. Thiscan cover multiple pay intervals (e.g. if someone changes from weekly tomonthly in mid year, both intervals will be listed). You can also add a year,as in ‘03ALL' or ‘03ALL-04ALL'.

9.11 Data Entry - department rangeIn the Employee code range you can enter a range of departments;e.g.enter A in both fields for department A.

9.12 Printing - report sequenceIf the sequence is by tax period the report page heading is the tax periodand there is a line for each employee.

If the sequence is by employee, the report page heading is the employeecode and there is a line for each tax period.

9.13 Export data to a fileIn all places where the print prompt (F10) is displayed, you can also chooseSHIFT-F10. You then enter a path and file name and SUPERPAY sends theprint to that file. If the name is preceded by a plus sign, this print will beappended to the file if one already exists.

9.14 Historic archive facilityWhen you first set up an employee, SUPERPAY creates a new recordwhich contains any start-up totals.

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After that, each time you process a payslip, or make changes to theemployee’s record, SUPERPAY records the information. This infor-mation is compressed so that the space occupied is kept to a minimum.

By recording each payslip/change separately, SUPERPAY’s archiveinformation can be used to:

restore an employee record to any tax period in the current year(and then re-run his payslips back up to date).print reports for any range of tax periods (including multiple taxyears).track alterations made to a file.

There is an Employee file for each tax year. SUPERPAY decides whichis the current tax year by the date you enter on the Logo screen (if youuse ALT-F2 to change the date to a different tax year a warning is dis-played).

Once a company has been created, you can only be in a tax year forwhich there is data. For example, if you set up a new company in2002/2003, you cannot go back to a date in 2001/2002 since thereis no data for that year.

9.15 Year end - create next year’s fileWhen you run this option, SUPERPAY creates a new file with zerototals for the new tax year, leaving the records for the current yearunchanged. So you can run Month 1 before balancing your Month 12totals.

Employees with car benefits who leave in one tax year are kept on filefor the new tax year. Their totals are cleared except for the car benefitand they are DELETED so that they will not appear during ‘Run payroll’.They are removed automatically at the end of the new tax year.

SUPERPAY checks your total NI for the year and if the total falls withinthe appropriate NI limit, prompts you to set the Small Employer’sRelief for next year.

When SUPERPAY has finished setting up the new files, change thedate to a date in the next tax year to work on the new year's file.

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SUPERPAY 3 DEMONSTRATION BACS payments

9.16 BACS paymentsYou can combine multiple payroll runs (e.g. monthly and weekly) from thesame company or from several companies into one BACS file. Each pay-roll on the disk can have a different processing date. This is very useful forbureaux who can create one BACS disk for several users, each with differ-ent payment dates and/or BACS user numbers.

You choose which floppy drive you want to use to create the BACS diskin System Details (Utilities). The default is drive A.

9.17 BACS payment link fileIn addition to the standard BACS disk, SUPERPAY also allows you to cre-ate a payments link file to be used as input to a payments program suchas Nat West ‘Pay Away’, Barclays ‘BusinessMaster’, Midland ‘Hexagon’etc. The link file option produces a file containing employee pay informa-tion for employees with a pay method of B (for BACS). You can changethe layout of this file in Report Design if needed. You enter the file nameon the System Details screen (Utilities).

9.18 Colour We hope you like the colour schemes that we have chosen forSUPERPAY. If not, this section explains how to change the standard col-ours. You can ignore this section if you are happy with our colours.

GeneralAs well as the standard colour scheme, you can also select a differentscheme, or even create your own. To change colours, press ALT-F7. A pop-up box is displayed listing all the items currently shown on the screen.

You can change individual items, or select from a list of pre-programmedcolour schemes. Colour schemes you create yourself can be saved and

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given a name, so that if they are changed later, you can simply selectthe name to revert back again.

Load a pre-programmed colour schemeWith the pop-up colour box displayed, press F7 to display a list of avail-able colour schemes. Move the cursor to the required scheme andpress ENTER. Repeat the procedure to choose a different scheme. Whenyou are happy with the displayed scheme, press ESC to clear the colourbox.

Alter individual coloursIf you don’t like any of the pre-programmed colours, you can createyour own scheme by altering the items shown in the pop-up box list.The items shown are those that appear on the current screen, butremember that they may also be used for other screens (such as‘Screen fill’ which appears on most screens), and the colour you selectwill be shown on all screens that use the item.

For each item shown, you can alter both the foreground and back-ground colour (e.g. Red text on a Black background).

Underneath the list of items is a ‘colour bar’ which shows 16 differentcolours. A dot appears on one of the squares indicating the currentselection, and the name of the selected foreground/background colouris shown on the left underneath the colour bar.

The current mode (i.e. foreground ‘text’ or background ‘back’) isshown on the right underneath the colour bar.

To alter the colour of an item, press the TAB key to select ‘text’ or ‘back’mode, and then use CURSOR LEFT/RIGHT to move to the required colour.

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SUPERPAY 3 DEMONSTRATION Colour

Key Point:

When altering the colour of an item, make sure you don’tchange the ‘text’ and ‘back’ colours to the same colour. If

you do, you won’t be able to read any text on the screen forthat item.

Colour Pop-Up box - other keys availableALT-A: Changes the list to show all possible items that can be changed,rather than just the ones on the current screen. Press ALT-A again to switchback.

ALT-M: Minimises the pop-up box to a single line to show more of thescreen behind. Press ALT-M again to switch back.

F8: Saves the current colours as a colour scheme. You can enter a newname for the scheme, or overwrite an existing colour scheme.

Any letter: Displays the first item (in the item list) starting with this letter.

Thankyou for taking the time to evaluate our superpay program. if you have any questions which this booklet has not answered,

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please telephone our hotline on

0161-832 4761

and state that you have an evaluation copy. You will then be put through to our help desk.

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Documents

SUPERPAY · PDF file1 1 SUPERPAY Demonstration Version 1.1 Introduction Thank you for requesting this demonstration copy of SUPERPAY, the lat-est version of our Multi-Company