ECO PAYROLL USER GUIDE

Transcription

1 ECO PAYROLL USER GUIDE Page SOFTWARE INSTALLATION 3 HARDWARE REQUIREMENT 5 LICENSE ACTIVATION 5 SYSTEM ADMINISTRATOR COMPANY PROFILE 12 ACCESS GROUPS 18 USERS 19 CHANGE PASSWORD 21 MAINTENANCE PAY MODE 22 PAYROLL STATION 23 DEPT/WORKSITE 24 SECTION 25 1

2 GRADE 26 PAY TYPE 27 BANK 28 POSITION CATEGORY 29 POSITION 30 STATE 31 NATIONALITY 32 RACE 33 RELIGION 34 OVERTIME TYPE 35 MULTI OT TABLE 36 ALLOWANCE TYPE 37 PAYBACK 38 ADJUST TYPE 39 LEAVE TYPE 40 BONUS TYPE 41 DEDUCTION TYPE 42 EPF CATEGORY 43 EPF TABLE 44 TAX TABLE 45 SOCSO TABLE 46 BAITUMAL FUND 47 STATUTORY SETUP 48 CURRENCY 49 EXCHANGE RATE 50 EMPLOYEE PROFILE 51 TRANSACTION MONTHLY DEDUCTION 71 PAYSLIP ENTRY 74 REPORTS 85 2

3 SOFTWARE INSTALLATION To begin installation, double click on the Install.exe, and then follow the instruction below. Select I accept the agreement, click Next The default installation folder is C:\ECOPR, and if you want to select a different folder, click Browse, and then click Next. 3

4 Check to create desktop shortcuts, and then click "Next" Click Install to continue with the installation. When the installation is complete, click Finish to exit the installation 4

5 HARDWARE REQUIREMENT The following are the hardware requirements for the ECO student system HARAWARE REQUIREMENT Memory Hard drive Windows 2 GB RAM 8 GB Hard Disk Space Windows 7 or above LICENSE ACTIVATION If you are first time Login to ECO Payroll system, the system license will be working as Evaluation mode. To activate software license, you need to click on License Activation button, choose Activate Server License or Activate Client License. 5

6 Activate Server License: If you are purchase multi-user license, the main computer must activate as server license so called Server. The client computer (user pc) must link to server in order to get access to the system. If your license is Single user license, please activate your license as Sever License Activate Client License: The client computer which access to the server. ACTIVATE SERVER LICENSE If you select to activate as Server License, you need to fill up following information. For the Product Key, please get it from your software vendor. License activation muse have internet connection. After the license activated, you need to re-login the system. 6

7 ACTIVATE CLIENT LICENSE To activate Client License, choose option Activate Client License and click Next button. After the license activated, you need to re-login the system. CREATE NEW COMPANY This process can only be done in Server computer. Client computer cannot create new company, only can access the company which created in Server. To create new company database, click on New Company. 7

8 If you receive the following message, which indicate the maximum number of companies in the system reached. Consult your vendor for more information. For server and client user environment, new company must create in server. Enter Company Code, Company Name and Company s Database destination path, click on Create button to confirm create new company database. CREATE NEW COMPANY IN THE SERVER 8

9 CREATE NEW COMPANY IN THE CLIENT COMPUTER For client computer, the following screen show when you click New Company. Client cannot create new company, but can access the companies which created in the server, therefore you need to link the path of server database, default is to \\SeverName\ecopr\data folder, but depend on your file sharing setting. After select the server database path, click on Get Company to call out the list of company s database. Click Add button to confirm the access to the company for the client. 9

10 DELETE COMPANY To remove company from login screen, click Delete Company button, and click OK to the prompt for confirmation. LOGIN SYSTEM MAIN MENU Double click on the company in Company Login screen or select/highlight the row of a company and click login button. After login, you are required to enter User ID and Password. Default User ID and Password is admin 10

11 If forgot password, click Forgot Password, and give recovery key to your vendor or to / to obtain temporary password to login system. Following is main menu of ECO Payroll system after login. 11

12 COMPANY PROFILE Company profile is a very important starting point for the system, the information provided here will be used throughout in ECOPayroll. TAB 1: COMPANY DETAILS First, click on the Function Mode Edit on left-hand menu. Complete the company detail (first tab) in the screen. The * indicate the value is compulsory to enter. If you are unconfirmed what to enter, you can put in a -, therefore the system can skip the mandatory checking for the field. Company Name: Your registered business name. Registration No. : Company business registration number. Person In Charge, IC No. and Position : The value will be use in statutory report print out such as Monthly EPF Return, Monthly SOCSO Return, Monthly Tax Return, Month Baitumal Fund Return and Monthly Zakat Return. If you want to have addition person in charge, you can enter in Tab System Parameter > Person In charge For Statutory. EPF Code: Company s EPF Number. SOCSO Code: Company s SOCSO number. BF Code: Company s Baitumal Fund number. Zakat Code: Company s Zakat number. Period Control: You can lock the payslip with period control. The payslip transaction can only be created / amended when it is within the period control. For example, if your only allow Jan 2014 payslip to be generated in Payslip Entry screen, you can set period control from to This function use to prevent the wrong posting period enters. Tax Branches Kuching, Kuala Lumpur, and Kota Kinabalu: Enter your company s Tax registration number by Tax Area. 12

13 TAB 2: CONTACT DETAILS The screen store contact information of company. 13

14 TAB 3: SYSTEM PARAMETER This screen consists of following Parameter setting: Statutory Parameter Statutory deduction for the payroll calculation which include Pay Overtime, Pay EPF, Pay SOCSO, Pay Baitumal Fund, Pay Tax, Pay Zakat, Pay HRDF. Tax Calculation Parameter Tax Calculation: Monthly Tax Calculation can be by Tax Table or PCB calculator. The setting will be applied in payslip entry (Transaction) when calculate PCB. Non Resident Tax Rate: Individuals who spend less than 182 days per year in the country are classed as nonresidents and are subsequently subject to different tax regulations. Non Resident tax rate will be applied in payslip entry (Transaction) when calculate PCB if the employee classify as non-resident. Annual Gross Remuneration (C. P. 8D): The setting will be applied when printing report C.P.8D in EA Form (Report > EA Form). ** Note: An employer is required to fill in this section if there is any employee whose annual gross remuneration is RM34, 000 and above OR for any employee whose annual gross remuneration is less than RM34, 000 but the monthly gross remuneration is RM2, 800 and above (inclusive of bonus but excluding remuneration in arrears in respect of preceding years) for whichever month in the year

15 Currency Parameter Multi-Currency: If this option is tick, you are allowed to use different currency in Payslip Entry (Transaction). Default Currency: Default Currency to be used when doing payroll calculation. Employee No. Auto Running Employee No.: If this option is tick, system will auto create employee s number with last employee number plus 1 in Employee Profile (Maintenance). Default Prefix: You can set the default prefix for employee profile. Prefix must be two characters. The following screen allows you to create new prefix, edit or delete employee s prefix. Enter **, if you want to use employee first two character (Name) as their prefix. 15

16 Attendance Parameter Attendance Cutoff period Company s default attendance cut off period, e.g. 01 to End of Month, 15 to 16 or 21 to 20. This setting will be use for the default attendance date in Batch Posting (Transaction > Payslip) Payroll Parameter Default Daily Rate: This setting only applied for Daily employee. Default daily rate (Onshore/Home or Offshore/Outstation) will be used when calculate employee s basic pay. (Used in: Transaction > Payslip Entry) Allow to change Basic Rate in Payslip Entry: By default, Basic rate is not allowed to change unless this option is ticked. (Used in: Transaction > Payslip Entry) No. of Payslip allowed for Employee per month: You will get the prompt if employee s number of payslip is over the limit. (Used in: Transaction > Payslip Entry) EPF contributions are tax deductible: By Default, EPF contributions are not tax deductible unless this option is ticked. Maximum EPF Tax Deductible: EPF Tax deductible means that employee do not pay tax on that portion of income that pays EPF contributions. E.g. for Malaysia, maximum EPF Tax deductible is RM500 per month. 16

17 Person In Charge For Statutory If you have more than one person In charge of statutory report. You can set it up in this screen. Integrate ECOTimePrint Local the path of ECOTimeprint attendance database. From which Payroll system can read and grab the attendance record for payroll calculation. (Used in: Transaction > Payslip Entry > Batch Posting Or Maintenance > Employee Profile > Import Data From Attendance System) 17

18 ACCESS GROUPS Create New Access Group Click the New button on the left function menu, enter Group ID and Group Description, select the group access menu and click Save button Edit Access Group - Click the Edit button on the left function menu, select the Access Group ID, select the group access menu and click Save button 18

19 Delete Access Group - Click the Delete button on the left function menu, select the Access Group ID, and click Delete button to remove the access group USERS Create New User Click the New button on the left function menu, enter the user information, select the group access level for the user and click Save button ** Select user type Internal for company s system user, external for non-company users. 19

20 Edit Users- Click the Edit button on the left function menu, select the User ID, tick/untick to change the User Access Groups or change user s access menu and click Confirm button. To change User information, click User Detail button. Delete Users - Click the Edit button on the left function menu, and click Delete button to remove the user. 20

21 CHANGE PASSWORD Enter Old Password, New Password and Confirm New Password, and then click Confirm button to change your password. 21

22 PAY MODE You can apply this setting in Maintenance > Employee Profile. Create New Pay Mode First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Pay Mode Description Description of the pay mode Day (s) No. of working day per month Hour (s) No. of working hours per day Edit Pay Mode Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Pay Mode Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 22

23 PAYROLL STATION You can group employee by Payroll Station. Payroll Station can be your business Location, Business Type or any others. It is most important type of category in many reports printing such as EPF report, SOCSO report, ZAKAT report, PCB report or in Payslip Summary Report. You can apply this setting in Maintenance > Employee Profile > Personal Particulars > Payment Info > Payroll Station. Create New Payroll Station First click Add menu button go into the system Add mode, after complete to enter all employees information, then click Save button to confirm insert record. Payroll Station The Code/ID of payroll Station Name Description of the Payroll Station Reg. No. Business Registration No. of the Payroll Station. Address Tel. No. Fax No. Edit Section Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Section Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 23

24 DEPARTMENT/WORKSITE You can apply this setting in Maintenance > Employee Profile > Personal Particulars > Payment Info > Department /Worksite. Create New Department First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Department Code Description Short Description Status: Active or Inactive. If Status is inactive, the department will be hiding and cannot be used in other screen. Edit Department Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Department Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 24

25 SECTION You can apply this setting in Maintenance > Employee Profile > Personal Particulars > Payment Info > Section. Create New Section First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Section Description Edit Section Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Section Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 25

26 GRADE You can apply this setting in Maintenance > Employee Profile > Personal Particulars > Payment Info > Grade. Create New Grade First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Grade Code Description Edit Grade Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Grede Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 26

27 PAY TYPE You can apply this setting in Maintenance > Employee Profile > Tab Personal Particulars > Tab Payment Info > Pay Type Create New Pay Type First click Add menu button go into the system Add mode. When you have finished entering all the information, Click the "Save" button to confirm and save the record. Pay Type Description Edit Pay Type Click Edit button go into system Edit mode. Click on Red circle button below, and choose the employee to edit. After change the record, click Save button to confirm update record into database. Delete Pay Type Click Delete button go into system Delete mode, choose the employee, then click Confirm button to remove employee information. View button to view Employee information. 27

28 BANK You can apply this setting in Maintenance > Employee Profile > Personal Particulars > Payment Info > Bank. Create New Bank First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Bank Code Description Address Tel. No. Bank Code (Online) The Bank Code for online payment transfer such as Maybank2U Edit Bank Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Bank Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 28

29 POSITION CATEGORY You can apply this setting to group the employee s position in Maintenance > Position Create New Position Category First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Position Category Description Edit Position Category Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Position Category Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 29

30 POSITION You can apply this setting in Maintenance > Employee Profile > Position Create New Position First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Position Code Description Short Description Position Category Use to group the position. The setup screen in Maintenance < Position Category Edit Position Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Position Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 30

31 STATE You can apply this setting in Maintenance > Employee Profile > Tab Personal Particulars > Employee Details > State. Create New State First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. State Code Description Edit State Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete State Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 31

32 NATIONALITY You can apply this setting in Maintenance > Employee Profile > Tab Personal Particulars > Employee Details > Nationality. Create New Nationality First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Nationality Code Description Country Code For example MY for Malaysia, SG for Singapore Edit Nationality Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Nationality Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 32

33 RACE / ETHNICITY You can apply this setting in Maintenance > Employee Profile > Tab Personal Particulars > Employee Details > Race. Create New Race First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Race Code Description Race Category Edit Race Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Race Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 33

34 RELIGION You can apply this setting in Maintenance > Employee Profile > Tab Personal Particulars > Employee Details > Religion. Create New Religion First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Religion Code Description Edit Religion Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Religion Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 34

35 OVERTIME You can apply this setting in Payroll Transaction > Payslip Entry > Tab Overtime> Overtime Type. Create New Overtime Type First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Overtime Code Description OT Category: You can category overtime into following type of group. OT Category mainly used for the integration of ECOTimeprint Time Attendance System. WD OT WORKDAY OVERTIME RD OT RESTDAY OVERTIME PH OT PUBLIC HOLIDAY OVERTIME OD OT OFFDAY OVERTIME FL OT FLAT RATE OVERTIME Rate: Overtime rate Edit Overtime Type Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Overtime Type Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 35

36 MULTI OT TABLE Multi OT Table mainly used for setup of multi overtime rate base on Overtime Hour and Work Day in daily basic. For example: if employee s overtime more than 4 hrs on Workday, we can set OT rate For the employee work in Public Holiday, if overtime hour within the range 0 hr to 4 hrs, we can set OT Rate 1.50, more that 4 hrs, use OT Rate You can apply this setting in Maintenance > Employee Profile > Tab Payment Info > Multi OT Rate per Day Create New Multi Overtime Table Record First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Table Code Work Day HOLIDAY, OFFDAY, RESTDAY, WORKDAY OT Code Is the Overtime Code created in Overtime Type setup screen. Hour From From Overtime Hour Hour To To Overtime Hour OT Rate: Overtime rate for the range (Hour from Hour To) Edit Multi Overtime Table Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Multi Overtime Table Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 36

37 ALLOWANCE TYPE This screen use to set up the employee s allowance type in the system. You can apply this setting in Payroll Transaction > Payslip Entry > Tab Allowance> Allowance Create New Allowance Type First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Allowance Code Description Short Description Formula (e.g A/W): The Formula can overwrite the exiting overtime formula (Total Unit x Unit Rate) to user defined formula of Allowance in Payslip Entry. A indicates Allowance Amount setup in Employee Profile. B indicates Basic Amount. D indicates Day Rate (For daily employee, Onshore Rate or Offshore Rate). N indicates the Total Unit in allowance entry at Payslip Entry screen. W indicates the working days per month. By default this value is base on the entry in Pay Mode, but it can be overwritten by the setup in Employee Profile > Employment History. Edit Allowance Type Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Allowance Type Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 37

38 PAYBACK If we let an employee take an advance, we can use Payback to deduct the amount from employee s Nett Pay. You can apply this setting in Payroll Transaction > Payslip Entry > Tab Pay Back > Pay back Create New PayBack Type First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. PayBack Code Description Short Description Edit PayBack Type Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete PayBack Type Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 38

39 ADJUST TYPE You can apply this setting in Payroll Transaction > Payslip Entry > Tab Adjust Pay> Adjust Pay Create New Adjust Pay Type First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Adjust Pay Code Description Short Description Edit Adjust Pay Type Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Adjust Pay Type Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 39

40 LEAVE TYPE You can apply this setting in Payroll Transaction > Tab Leave Lateness Create New Bonus Type First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Leave Pay Code Code for the Leave Pay. Description Short Description Leave Type (ECOTimeprint) Use to link the leave type with ECOTimeprint system. This applicable only when you link payroll system with ECOTimeprint Attendance system. Negative Amount?? If Yes mean deduct the amount from wages. Edit Leave Pay Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Leave Pay Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 40

41 BONUS TYPE You can apply this setting in Payroll Transaction > Payslip Entry > Tab Bonus> Bonus Create New Bonus Type First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Bonus Code Bonus Description Short Description Edit Bonus Pay Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Bonus Pay Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 41

42 DEDUCTION TYPE You can apply this setting in Payroll Transaction > Payslip Entry > Other Deduction > Deduction or Payroll Transaction > Monthly Deduction > Deduction Type Create New Deduction Type First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Deduction Code Description Short Description Edit Deduction Type Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Deduction Type Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 42

43 EPF CATEGORY In this setup screen you can choose to either Use EPF table or by the contribution rate (percentage %). You can apply this setting in Maintenance > EPF Table OR Maintenance > Personal Particulars > Employee Profile > Payment Info > Scheme Create New EPF Category First click on the Add menu button go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Table Code The table code created here can be used in EPF Table setup screen. Table Description Description for the table scheme which announced by KWSP Use Table If YES, EPF contribution will base on the EPF table. If NO, the contribution base on the contribution rate below (Employee & Employer contribution). Employee s Contribution Employer s Contribution For Scheme 8% to 13%, gross salary more than RM5000, the Employer s contribution reduce to 12%. To meet these requirement, the setting is Use Table = YES and Employer s Contribution = 12% Status The status to use this category. Only the VALID status can be seen in employee profile. Edit EPF Category Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete EPF Category Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 43

44 EPF TABLE Create New EPF Record First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Table Code Table Code can be created in Maintenance > EPF Category. ID Record ID From To Employee s Contribution Employer s Contribution Total Contribution Edit EPF Record Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete EPF Record Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 44

45 TAX TABLE Uses for storing the TABLE OF MONTHLY TAX DEDUCTIONS which will be applied when calculate the monthly tax deduction in Payslip Entry. Create New Tax Record into Table First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. From Tax Base Range From To Tax Base Range To Single Category 1 (B). Not married yet MWoman Category 2: Where spouse is working. The numeric indicates the no of children. MMWW0, MMWW1, MMWW2, MMWW3, MMWW4, MMWW5, MMWW6, MMWW7, MMWW8, MMWW9, MMWW10, MMWW11, MMWW12, MMWW13, MMWW14, MMWW15, MMWW16, MMWW17, MMWW18, MMWW19, MMWW20, Category 3: Where spouse is not working. The numeric indicates the no of children. MMNWW0, MMNWW1, MMNWW2, MMNWW3, MMNWW4, MMNWW5, MMNWW6, MMNWW7, MMWW8, MMNWW9, MMNWW10, MMNWW11, MMNWW12, MMNWW13, MMNWW14, MMNWW15, MMWW16, MMNWW17, MMNWW18, MMNWW19, MMNWW20, Edit Tax Record Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Tax Record Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 45

46 SOCSO TABLE The table will be applied for payroll calculation in Payslip Entry screen. Create New SOCSO Record First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. ID Record ID From To Employee s Contribution Employer s Contribution Total Contribution Edit SOCSO Record Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete SOCSO Record Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 46

47 BAITUMAL FUND This setup will be applied in Baitumal Function calculation in Payslip Entry Screen. Create New Baitumal Fund Record First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. ID Record ID From To Value Edit Baitumal Fund Record Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Baitumal Fund Record Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 47

48 STATUTORY SETUP Select Payroll Category, then click Show button to display all pay type information. As show in the screen below, select allowance and click show button, and then all the allowance information will appear in the screen. The information setup in this screen will be apply when payroll calculation for EPF, SOCSO and PCB in Payslip Entry. PAY TYPE CRITERIA Payroll Category: It can be Overtime, Allowance, Adjust pay, Leave Pay and Bonus Pay. PAY DETAILS Pay Code Description EPF SOCSO TAX Click on the row in ListView, choose following option: ALL YES: Set EPF, SOCSO, and TAX to YES ALL NO: Set EPF, SOCSO, and TAX to NO EPF Contribution: Set only EPF to YES/NO SOCSO Contribution: Set only SOCSO to YES/NO Pay Tax: Set only Tax to YES/NO ** YES mean contribute (EPF, SOCSO, TAX), NO mean never contribute 48

49 CURRENCY You can apply this setting in: 1) System Administrators > Company Profile > Tab System Parameter > Default Currency OR 2) Payroll Transaction > Payslip Entry OR 3) Maintenance > Employee Profile > Employment History or Allowance Create New Currency Type First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Currency Code Currency Description Short Description Edit Currency Setup Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Currency Setup Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 49

50 EXCHANGE RATE You can apply this setting in Payroll Transaction > Payslip Entry Create New Exchange Rate First click on the Add menu button and go into system Add mode. When you have finished entering all the information, Click the "Save" button to save the record into database. Date Date of the currency rate capturing. When doing payroll calculation, it will always use the latest exchange rate base on the date of conversion. Rate 1 Currency 1 Rate 2 Currency 2 Edit Exchange Rate Click Edit button go into system Edit mode. Select the record which you want to edit. After change the record, click Save button to update record to database. Delete Exchange Rate Click Delete button go into Delete mode, choose the record, then click Confirm button to remove record from database. View button to view information. 50

51 EMPLOYEE PROFILE Employee Profile Maintenance allows user to maintain the employees information such as personal particulars, Emergency Contact, Family Member, Education, Employment History (Employee s Salary) and Allowance. System Access Level Control Create New Employee First click Add menu button go into the system Add mode, after complete to enter all employees information, then click Save button to confirm insert record. Edit Employee Record Click Edit button go into system Edit mode. Click on Red circle button below, and choose the employee to edit. After change the record, click Save button to confirm update record into database. Delete Employee Record Click Delete button go into system Delete mode, choose the employee, then click Confirm button to remove employee information. View button to view Employee information. 51

52 CREATE NEW EMPLOYEE Click Add button to create new employee. In the Personal particulars page, enter all information in page employee details, Employment Info, Payment Info and information on Spouse. ** Note: Red dot * represent is a mandatory field which is compulsory to enter. PERSONAL PARTICULARS 52

53 Tab Employee Details Old NRIC and New NRIC You can enter both Old and New NRIC, and choose the default NRIC to show in payroll reports. The red circle option for user to choose (Tick) the default NRIC. State You can add new state in Maintenance > State. Gender Male or Female. Date Of Birth Use to get age of employee for statutory contribution calculation such as SOCSO (E.g. For employees 60 years old and above, SOCSO contribution is paid by the employer only). Place Of Birth Nationality You can add new Nationality in Maintenance > Nationality Race You can add new race in Maintenance > Race Religion You can add new religion in Maintenance > Religion Bumiputra if Tick represent Bumiputra, Un Tick represent Non Bumiputra Non Resident if Tick represent Resident, Un Tick represent Non Resident Please refer to setting in System Administrator > Company Profile > System Parameter > Non Resident Tax Rate - Individuals who spend less than 182 days per year in the country are classed as non-residents and are subsequently subject to different tax regulations. Non Resident tax rate will be used when calculate PCB if the employee classify as non-resident - Resident indicator and Non Resident Tax rate will be used for PCB calculation in Transaction > Payslip Entry. Passport No, Date Of Issue, Date Of Expire Address, Mailing Address, Contact No. (House, Office, Mobile), Address Additional info To enter additional info of employee. 53

54 Tab Employment Info Marital Status, Spouse Work, No. Children The information use for monthly PCB calculation. (in Transaction > Payslip Entry) No. of children here will be overwritten by the child that was recorded in Family Member Mean that when system calculates the monthly PCB, it will use the record (No. of children) in Family Member, if Family Member not child info recorded, then it will use the record (No. of children) in Employee Info. Date Join / Confirmation To enter employees date join or confirmation Resigned Date For resigned employee (Employee with Resigned date), is not allow to create new payslip entry, therefore It will not show in the payslip entry. But you can view the posted payslip. Transfer Date For capturing employees date transfer from other work place. Transfer (Note **) Transferring Remark Probation Length of Period before confirmation Point Of Hire means that location designated of the Employment Contract. Point Of Origin means that the employees origin location. Term Of Contract For company s contract with employee. 54

55 Tab Payment Info Payroll Station Kind of category to group employees. Can be your business Location, Business Type or any others. You can add new payroll station in Maintenance > Payroll Station Payroll Station is most important type of category; it is used in many places such as EPF report, SOCSO report, ZAKAT report, PCB report or in Payslip Summary Report. Department/Worksite Category for Department or Worksite You can add new in Maintenance > Department/Worksite The second most important category to group employee. Section Second level category after Department/Worksite You can add new in Maintenance > Section Grade For employment grade category. You can add new in Maintenance > Grade Pay Type Payment Category, such as By Bank, Cash, Cheque or TT You can add new in Maintenance > Pay Type 55

56 Bank Account info for employees bank account information. Bank Bank Name. You can add new in Maintenance > Pay Type Account No. Bank Account Number. Account Holder Bank Account Holder Name A/c Hdr. NRIC Account Holder NRIC number Bank charge Bank charge amount is occupy Allotment Bank Account Only can use in Edit Mode If employees have more that one salary payment account. The additional account can be entered into Home Allotment. In this screen you can add more than one bank account information, and allocate Allotment Amount to family member by Amount or Percentage. For example, employee have salary RM5000, he/she can allocate first portion RM2000 of salary to Account A, RM1000 to Account B and the rest for Account C. Or 40% to Account A, 20% to Account B and 40% to Account C. The periodic of allocation based the sequence which you enter. For example, if first portion is pay to Account A, the account must be maintains first, then enter second and third portion bank account. Pay Type Pay Type Payment Category, such as By Bank, Cash, Cheque or TT (You can add new in Maintenance > Pay Type) Allotment Amount Can be amount or percentage. Bank Bank Name. You can add new in Maintenance > Pay Type Account No. Bank Account Number Account Holder Payee name Account Holder NRIC Payee NRIC Relationship Relationship with the employee Remark 56

57 Statutory Info ** Statutory Info can be disabled in Company Profile. For Example, in following the Statutory Parameter Pay Zakat doesn t tick for payroll calculation, then in Employee Profile the access for that option will be disabled. The following the statutory info access option in Employee Profile 57

58 Pay Overtime Multiple OT Rate Per Day (Table) If you have multi Overtime Rate per day, you can select this option. The following is the setup (Maintenance > Multi OT Table) which allow you to do the multi Overtime setup. For OT Table : OF1, WORKDAY overtime rate from 0 to 4 is 1.5, from 4 to 10 is 2.0. The setup of multi table will be applied in Batch Posing (Payslip Entry) for generating the overtime record with ECOTimePrint Attendance System. 58

59 Pay EPF EPF Code This is Employee s EPF Code Scheme The EPF Scheme for EPF Calculation. E.g. EPF contribution employee 11% of and 13 % for Employer. The following setup screen Maintenance > EPF Category to setup the EPF contribution Rate. 59

60 Pay SOCSO SOCSO Code This is Employee s SOCSO Code, it will be used in SOCSO contribution report. (Monthly SOCSO Return) Pay BF (Baitumal Fund) BF Code This is Employee s Baitumal Fund Code, it will be used in Baitumal Fund contribution report. (Monthly BF Return) Pay Tax (PCB) Tax Code, Tax Area This is Employee s PCB Tax Code and Tax Area which PCB pays to. It will be used in PCB Tax report. (Monthly Tax Return) Pay Zakat Monthly Zakat (Amt / %) Zakat contribution can be by fix amount or percentage which deduction from monthly PCB. Zakat deduction is applier to the tax deduction amount. For example, if the employee s monthly PCB is RM500, if enter Zakat amount RM100, system will deduct RM100 from monthly PCB RM500, therefore PCB/Tax deduction is RM400. If enter 60% to Monthly Zakat, system will deduct 50% which is RM300 from Monthly PCB RM500, therefore PCB/Tax deduction is RM200 Zakat Commence Date The start which start to pay Zakat. Zakat Account Employee s Zakat account. Pay HRDF The amount which pay to PEMBANGUNAN SUMBER MANUSIA BERHAD. The contribution rate is 1% of Employee s basic salary. 60

61 Tab Information on Spouse Name Of Spouse Spouse name of employee. NRIC NO. (New or Old) Spouse s NRIC Address Spouse s address Name Of Employer Spouse s Employer name if spouse is working. Occupation Spouse s position if spouse is working. Contact No Spouse s contact no. which can be Mobile No, Office No. or House Phone No. Passport No. Spouse s passport no. Tax Area Spouse s Tax Area. Income Tax No. Spouse s Income Tax No.. 61

62 EMERGENCY CONTACT Add Record to List Enter following information and click Add Button Contact Person Address Contact No. Edit Record in List Select the record which you want to edit. When highlight the row, the button will change from Add to Update button. Edit the record and click Update Button. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. 62

63 FAMILY MEMBERS Add Record to List Enter following information and click Add Button Name : Name of family member Gender Is Child: If the family member is the child of employee, then tick this option. The child Relief can be by the age of child or by manually selection. The Age of child will be calculated base on the Date of Birth. ** Children recorded here will overwrite the no. of child in Employment Info. Mean that when system calculates the monthly PCB, it will use the record (No. of children) in Family Member, if Family Member not child info recorded, then it will use the record (No. of children) in Employee Info. Child Relief: No of child relief for PCB calculation. Can be by Age, or other value. Date of Birth: Use for child s age calculation. 63

64 Question: Is there any limitation to the number of children entitled to child relief under the Income Tax Act? Answer: There is no limit to the number of children, but relief will only be given for any dependent, unmarried child who at the time is: i. below 18 years of age; ii. iii. if above 18 years of age, is in receipt of full time education or is under article ship or indenture in trade or profession; or is physically or mentally disabled (relief for physically or mentally disabled child is RM 5,000.00). Relationship The relationship of the family member with the employee. Age Age will be auto calculate base on Date Of Birth. Occupation Working Position Edit Record in List Select the record which you want to edit. When highlight the row, the button will change from Add to Update button. Edit the record and click Update Button. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. 64

65 EDUCATION Tab Education Particulars Add Record to List Enter following information and click Add Button School / Intitution / University / Colleges / Vocational / Others Year (YYYY) : Start /End Major/Minor Grades / Degrees / Diplomas / Certificates / Obtained Edit Record in List Select the record which you want to edit. When highlight the row, the button will change from Add to Update button. Edit the record and click Update Button. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. 65

66 Tab Course & Training Particulars Add Record to List Enter following information and click Add Button Course Title Validity Training Institution Edit Record in List Select the record which you want to edit. When highlight the row, the button will change from Add to Update button. Edit the record and click Update Button. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. 66

67 Employment History This screen use for recording employee s job and salary history such as employee s start date, end date, basic pay, department, and position. You can also use this to keep track of employee s movement. Add Record to List Enter following information and click Add Button Start Date This can be employment start date, contract start date, or increment start date. End Date End date can be employment end date, contract end date, or increment end date. Currency The currency of Basic pay. Basic Basic Salary which will be used for payroll calculation in Payslip Entry screen. Basic salary is normally for the monthly pay Staff. 67

68 Working days per month This will be used for monthly employee s overtime calculation. For example, overtime pay formula : Basic / 26 days / 8 Hrs x 3 OT hrs x 1.5 (Rate) This can be used to overwrite the monthly days work in Pay Mode setup screen in below. Onshore/Home Rate Day Rate for daily Staff. The rate can be onshore rate or Home rate. Offshore/Outstation Rate Day Rate for daily Staff. The rate can be offshore rate or Outstation/Travel Rate. Department/Worksite The department or work location for this movement or this salary record. Position The position for this recorded salary. Remark 68

69 *** Available Option: If the column Available is tick, the salary rate will be show in Payslip Entry at Basic entry section. Payslip Entry Basic Entry Edit Record in List When you select the record to edit, the Add button will change to Update button. Edit the record and click Update Button to confirm the change. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. 69

70 Allowance All Allowance will be calculated at monthly basic, unless the Day Rate is ticked. To generate Offday allowance in Batch Position, the criteria which you need to set is Day Rate Tick, Fix Allowance Tick and Allowance Short Description OFFDAY. The Fix Allowance option will auto generates allowance pay in Payslip Entry at Allowance Entry tab. Add Record to List Enter following information and click Add Button Allowance Code: Allowance Code can be created in Maintenance > Allowance Type screen Validity Period (From/To) Validity period to auto generate allowance pay when create new payslip. Day Rate the option Rate (Currency/Rate) This amount can be Daily allowance Rate or Monthly allowance Rate Fix Allowance For daily staff, If this option is true, the system will generate the allowance pay in every payslip by No Of Days work x allowance Rate For monthly staff, if this option is true, the system will auto generate allowance pay in every monthly which the total allowance amount is no more than the monthly allowance Rate. 70

71 Note Remark for allowance pay. Edit Record in List Select the record which you want to edit. When highlight the row, the button will change from Add to Update button. Edit the record and click Update Button. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. MONTHLY DEDUCTION This function use to deduct the employee s salary in monthly basic. You can set the fix amount to be deducted in employee s salary every month. Add Record to List Enter following information and click Add Button Employee : Employee for the monthly deduction Deduction Type: Type of deduction for this transaction. 71

72 Effective Date: The start date for this deduction transaction. Effective date can be the date before actual start date. Actual Start Date: Actual date to start the deduction from employee s salary. Total Amount Deduction: The Total amount which need to be deducted from employee s salary for this transaction. Monthly Deduction: Monthly deduction amount Previous Deducted Amount B/f: The amount which has been deducted previously. Voucher: Transaction Voucher number. Remarks Edit Record in List, Search Previous Deduction Entry Click on Search button, enter criteria Employee, Deduction Code or Pay Mode, and then click Filter button. After click Filter button, the search result will show as below. And now you can select the record which you want to edit. When highlight the row, the button will change from Add to Update button. E d i t t h e r e c o r a 72

73 Delete Record from List To delete record from list, first you need to filter the result with criteria. Highlight the row and press keyboard Delete {Del} key. Print Deduction Report To Print Deduction report, first you need to filter the result with criteria and the click Print button 73

74 PAYSLIP ENTRY Payslip Entry is the final section of ECO Payroll system. All the information which you setup before, the result will be concluded in this section, therefore it is very important to confirm all your information setup (maintenance) which is correct before proceed to this section. Create New Payslip To create new payslip for employee, first you need to click New Payslip button and enter following information. Employee No. Select an employee to create payslip. Payslip No. This number will be auto generated by system after confirm and save the payslip. IC No. The default IC No. from employee profile. It can be New IC No or Old IC No. base on the setup. Pay Mode Pay mode for the employee such as Monthly, Daily, or Hourly. Position Employee s current position for this payslip, this can be change in employee profile. Department/Worksite Employee s current department/worksite for this payslip, this can be change in employee profile. 74

75 Batch You can manage the batch by clicking on Create Batch button on Payslip Entry screen. Create New Batch Click on New button, enter the New Batch No. and click Save button to confirm the entry. Edit Batch Select the Batch record for Edit, and then click Save button to confirm the change. Delete Batch Select the Batch and then press delete {Del} key on your keyboard Payslip Date Date for the payslip. If you have two payslip in a month, you can enter the first payslip on 15/06/2015, and second payslip on 30/06/2015. Pay Period Pay month, e.g. 06/2015. Payroll Station Employee s current payroll station for this payslip, this can be change in employee profile. 75

76 Tab Basic Add New Basic Pay From/To The Basic pay period (From To) Total Unit Number of days between From and To. For example: If from date to , the total unit will be calculated as 15 days. Unit Rate Unit Rate is the basic pay amount. For monthly staff, it is the basic salary. If for the daily staff, it can be the onshore/home rate or Offshore/Outstation rate. Offshore/Outstation For daily staff, you can switch the pay rate between onshore/home and offshore/outstation rate with this option. Amount Total basic amount for the employee. Edit Basic Pay in List When you select the row to edit, the Add button will change from Add to Update button. Edit the record and click Update Button to confirm the change. Delete Record from List To delete record from list, highlight the row and press keyboard Delete {Del} key. 76

77 Tab Overtime Overtime Type (Maintenance > Overtime Type) From/To Pay period (From To) for the overtime. It is not mandatory, so you can leave it blank. OT Hours Total overtime hours. OT Rate Overtime rate. For monthly staff, overtime rate = Basic / No of days (month) / Work hrs per day x Overtime Hours x Overtime rate. If for the daily staff, overtime rate = (onshore/home rate or Offshore/Outstation rate) / Work Hrs per day x Overtime Hours x Overtime Rate. Offshore/Outstation This option allow to switch between onshore/home and offshore/outstation rate when calculate overtime for daily employee. Amount Total overtime amount = OT Hours x OT Rate Tab Allowance Allowance Type (Maintenance > Allowance Type) From/To Allowance pay period (From To) Total Unit Number of days between From and To. For example: If from date to , the total unit will be calculated as 15 days. Currency Currency for the rate of allowance. Unit Rate Rate of allowance. Amount Total allowance amount = Total Unit x Unit Rate 77

78 Tab Adjust Pay Adjust Pay Type of Adjust Pay. (Maintenance Adjust Type) Description Description of adjust pay. Currency Currency for allowance pay. Amount Adjust pay amount. Remark Leave and Lateness Leave/Lateness Type (Maintenance > Leave Type) Description Description for the leave type No Of Days/Hrs Number of days or hours for the leave pay. Currency Currency for the leave pay Days Rate Days Rate for the leave pay Amount Leave pay amount. 78

79 Bonus Bonus Type (Maintenance > Bonus Type) Bonus Description Description of the bonus pay. Currency Currency of the bonus pay. Amount Total bonus pay amount for the employee. Other Deduction Deduction Type (Maintenance > Deduction Type) Description Description of deduction type From/To The period (From To) to this deduction. Currency Currency of the deduction amount. Amount Total deduction amount for the employee. Remark 79

80 Pay Back Pay Back (Maintenance > PayBack) Description Description of the Payback Currency Currency of the payback amount Amount Total payback amount for the employee. Remark Batch Posting Batch Posting allows you to generate more than one payslip at same time. With the integration of ECOTimeprint attendance system, in the batch posting we are able to use the attendance record to produce payroll calculation. Without the integration with ECOTimeprint attendance system, we can use this feature to post payslip base on the present information in employee profile. 80

81 Search for employee records to generate payslip To generate a payslip, you need to adopt the following search criteria to get a list of employees for payroll calculation. Date (From/To) The date used for filtering the attendance record in ECOTIMEPRINT attendance system. The search criteria only available when you are integrating payroll with ECOTIMEPRINT Time attendance system. Employee No. (From/To) The search criteria are used to filter employee records. Position (From/To) The search criteria are used to filter employee by position. Payroll Station The search criteria are used to filter employee by Payroll Station. Department/Worksite The search criteria are used to filter employee by Department/Worksite Click Search button to show employee list base on criteria above. If your payroll integration with ECOTIME PRINT attendance system, you can use following search criteria for your attendance records. Go to select the search criteria, click on Filter Employee Records to filter the employee s attendance records. Day Type Workday or Restday Option Button - All, Public Holiday, None Public Holiday Confirm to generate paylip After select the employee, you need to enter following information: Batch No Payslip Date Payslip Period After completing the above information, click the "Generate Payroll" button to confirm the process. 81

82 Edit Payslip To edit payslip, first you need to go to the payslip search screen as below. After enter the search criteria, double-click the result to select the payslip for editing. In the payslip entry screen, change the payslip information and click Save button to confirm the change. 82

83 Delete Payslip Payslip can only be deleted when it is the last payslip for the employee. To delete payslip, first you need to go to the payslip search screen. After search with the adequate criteria, double click to select search result, and then click Delete button to confirm delete the payslip. 83

84 Print Payslip Following is the sample payslip format. The format and layout can be change. If you want to modify your payslip please consult your vendor or to 84

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