The next section of your course assumes that you have completed all of the manual lessons.

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1 Unit 10 Installing payroll, set up employees, running weekly payroll 10 Introduction The next section of your course assumes that you have completed all of the manual lessons. Note that the assignment tasks from here to the end of the course are interspersed within the units rather than being printed at the end. Assignment tasks involve printing out relevant reports from Sage. Each task is numbered and tells you the reports to send to your tutor. You may find it easier to generate the reports if you use a PDF writer that installs as a printer driver. There are some free ones available for download from the internet. Learning Objectives By the end of this unit you should be able to: Install Sage Instant Payroll to your computer Take a back up of the master file Enter details of the company and its employees Set the paydate Enter pay details for weekly paid employees Run the payroll Print out payslips and PAYE and NIC summaries Note: Throughout the Sage units in this book, there are screen dumps displayed which contain links to the next section of the software. If these links are displayed with a single underlined letter, this means that to access the link on the screen, you can either use the mouse to click on the link or key in the underlined letter from the keyboard.

2 Also note that, depending on the date that you are running through the course, you may be entering pay dates that are after your actual date if this happens you will get warning messages but simply accept the warning and continue. Before installing the software set up a file in My Documents called Sage Back Up This will allow you to replicate some of the screens that follow.

3 Installing the software In your pack you should have a copy of the software (or it will have been sent to you directly from the supplier). To install the software, simply insert the CD into your CD/DVD drive and it should start up automatically. Note: depending on the operating system you are running, or the set up of your computer, you may see the following Various screens may appear and you can work through them until you reach the screen where you will be asked to accept the licence agreement:

4 Click Accept Licence note if your version is a full, first time package installation you may see additional intermediate screens.

5 Click Next. (Note the software may take some time to move to the next screen but that is quite normal). Next you should be given a choice from where you wish to save and run the software at this stage it is easier to accept the default given this will save in C:\Program Files [86] and will create a new folder called Sage Instant Payroll. (Note: if you wish to load the program to a different location click on Browse and select your own area. You should only do this if you are confident with your folder locations). Click Next. You will be asked to identify the icon that will appear on your desktop.

6 If this is the only version of Instant Payroll then click Next. If you wish to change the icon then amend it at this stage: Click Next. You will see the final choices listed. Click Next and you will get an installation message like the one below:

7 The program will pause whilst installation begins and you will see various messages appear on the screen. Once the program has installed, click Finish and the installation will close, returning you to the desktop. Remove the CD from the drive and store safely away in case you need to re-install the software at a later stage. Once Sage has closed, and your PC restarted, you should see the following icon appearing on desktop. This is your quickest way to run the software from now on. Double click the icon to start Sage Instant Payroll. NOTE: if you are running Windows 7 on your computer it is advisable to open the software for the first time as

8 administrator. To do this right click the mouse over the icon and the following options will appear: Click Run as Administrator. Once this has been done once you will be able to open the software directly from the icon. Whichever method you have chosen you should see the serial number screen appear.

9 You will be asked to enter the serial number and activation key these can be found on the letter that came with your CD or sometimes on a sticker in the CD box. Enter the details and click Activate program.

10 You will now be taken to the Employer Screen and asked to enter details of the employer name and address. Note: you may or may not see the RSS button at the top of your screen. This will be explained later. We will use a fictitious company called Acceptable Advertising enter these into the appropriate boxes as shown over the page:

11 Next you need to enter the first pay date. We will be using one weekly paid employee to start so click on the red button to the right of the Pay Date box. The calendar will appear with the current date showing (this was written on 15 April 2014 so that is the date that is showing). enter the first Friday of the payroll year:

12 Click on Confirm details.

13 A screen may appear advising you that RSS News Feeds are available for your software. If you do not wish to receive these, uncheck the box for Instant Payroll and click OK. However they are a useful messaging system. For now leave the box ticked but click No to exit the screen. If the window does not pop up then simply click OK in the main window. Click OK.

14 You will be taken to the main Sage screen. There are five main tabs down the left hand side of the screen Pay Employees, Employee, Employer, RTI Submissions and Year End. The top menu shows Tools (used to back up and restore amongst other options) and RSS (used to receive messages from Sage). You will work through all of these but the default when opening Sage is the Pay Employees screen which is the top tab. At present this is greyed out as you have no employees to pay the screen invites you to click on the triangle to create employee records HOWEVER this assumes that you are starting a new business from scratch with new employees you will be setting up an existing company with existing employees so we will ignore this screen for now and return to it later. Before you do anything else, you will need to take a backup of your master file with the company details BEFORE you input any employees. This is VITAL as later in the course you will need to clear down all the information and start again with a new company, both for your mock paper and for the final examination. If you fail to take a master back up at this stage you will have to uninstall the software and re-install it again to get a blank company. Click on the Tools tab at the top of the screen.