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Attaché Payroll End-of-Year Processing 2014/15 Notes accompanying Attaché EOY Training – Payroll May 2015
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Page 1: Attaché Payroll End-of-Year Processing 2014/15 · Attaché Software products include extensive Help within the software, including overviews of tasks and detailed descriptions of

Attaché Payroll End-of-Year Processing 2014/15

Notes accompanying Attaché EOY Training – Payroll

May 2015

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Publication Number Publication Date Product Version

A001398.00 May 2015 Attaché Accounts and Attaché BI

Attaché Software Australia Pty Ltd ACN 002 676 511 | ABN 32002676 511 Level 5, 118 Talavera Road, Macquarie Park NSW 2113 Australia PO Box 1824 Macquarie Centre, North Ryde 2113 Australia Tel +61 2 9929 8700 Fax +61 2 9925 0481

Attaché Software New Zealand Pty Ltd 48 Greys Ave, Auckland New Zealand Tel +64 9 302 9390 Fax +64 9 302 9391

Email: [email protected] Website: www.attachesoftware.com

©2015 Attaché Software Australia Pty Limited

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Contents

About this Publication .............................................................................. 4

Getting Help, Support and Resources .................................................... 5

Which Version for Printing Payment Summaries and Creating Mag Media File? ................................................................................................ 6

Reportable Fringe Benefits ...................................................................... 7

Fringe Benefits Processing ..................................................................... 8

Check FBT amounts ............................................................................... 10

Creating a Copy of Your Payroll Data ................................................... 11 Method 1 — Using Archive and Restore ................................................................... 11 Method 2 — Using Copy Data Files .......................................................................... 12

Print PAYG Tax Reconciliation Report.................................................. 14

Warning Messages ................................................................................. 15

PAYG Tax Reconciliation Report Fields ............................................... 17

Payment Summary Details Report ........................................................ 19

Pay Summary Report ............................................................................. 20

Employer Validation ............................................................................... 21

Employer Details/Validation ................................................................... 22

Create Payment Summaries .................................................................. 23

Notes about Printing Payment Summaries ........................................... 24

Print Payment Summaries ..................................................................... 25

Print ETP Summaries ............................................................................. 27

Create Magnetic Media File .................................................................... 28

Before processing July pays ................................................................. 30

Troubleshooting – Payment Summaries ............................................... 31

Checking and Correcting ETPs ............................................................. 33

Deleting employees ................................................................................ 35

Payroll End-of-Year Checklist ................................................................ 37

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About this Publication

These notes accompany Attaché Software’s EOY 2014/15 Training for Payroll.

They describe only the main procedures for carrying out your end of year, and not detailed step-by-step instructions for each of these procedures.

To successfully carry out the end-of-year procedures described in these notes, you should have a good understanding of the day-to-day operation of Attaché Payroll as well as both the legislative and business requirements for your company.

Carefully read all the instructions before commencing. If you are unfamiliar with any of the procedures, talk to your Attaché consultant or refer to the resources described in Getting Help, Support and Resources on page 5.

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Getting Help, Support and Resources

Attaché Consultants

When it comes to Attaché products, expert help is always just a phone call away. Attaché consultants offer a broad range of services including software installation, training and advice, as well as end-of-year processing. Your Attaché consultant can tailor a support agreement to suit your particular needs. If you don’t have an agreement with an Attaché consultant, contact Attaché and we’ll put you in touch with a suitable consultant.

Application Help

Attaché Software products include extensive Help within the software, including overviews of tasks and detailed descriptions of fields.

• Task Help — with a task screen open, press Shift+F1 on your keyboard or click Task Help on the Help menu to access an overview of the selected item.

• Field Help — with the cursor positioned in a field, press F1 on your keyboard or click Help on the Help menu to access detailed information about the field.

My Attaché — online resources

The Attaché Members website is the main source for Attaché support information and user resources. As well as software upgrades, the website has the latest news, guides and support information. Plus you can find out about training courses, special offers and new Attaché products and services.

Attaché Members website: www.attache.com.au/

Attaché publications

As a licensed Attaché user you have free and unlimited access to a library of guides on the Attaché Members website. You can easily download and print documents or read them on-screen.

Helpline

Attaché Software provides telephone support for users who require immediate assistance and/or those who have not yet established a relationship with an Attaché consultant. Calls are charged at a flat rate of $38.50 (including GST) for one issue. The Helpline is available from 8am to 6pm (EST), Monday to Friday.

Helpline Australia: 1902 969 002.

Note –The Attaché Helpline does not provide support for products other than Attaché Software products or for computer networking or hardware issues.

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Which Version for Printing Payment Summaries and Creating Mag Media File?

What version for EOY?

• Attaché Payroll - Recommended version 1.13

• Attaché BI – Version 3.1

• To check your version, choose Help | About Attaché.

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Reportable Fringe Benefits

Reporting amounts on payment summaries

Employers subject to FBT are required to record the grossed-up taxable value of fringe benefits on the payment summary of any employee who receives relevant benefits with a total taxable value exceeding $2,000.

The gross-up rate of 1.8692 is used when determining the amount to be shown on the employee’s payment summary. This is regardless of whether the benefits provided are Type 1 or Type 2 benefits.

This amount is known as a reportable fringe benefits amount and is calculated using the following formula:

Individual fringe benefits amount (1 – FBT rate)

Note: The higher gross-up rate formula is not used to calculate an employee's reportable fringe benefits amount

Example

The total value of benefits provided to an employee is $3,000. If the rate of tax is 46.5%, the value of reportable fringe benefits is calculated as follows:

$3,000 (1 – 0.465)

= $3,000 0.535

= $5,607 (in whole dollars)

The reportable fringe benefits amount relating to benefits provided during the FBT year (1 April to 31 March) is reported on the relevant employee's payment summary for the corresponding income year. For example, you would show the value relating to benefits provided during the FBT year 1 April 2014 to 31 March 2015 on the employee's payment summary for the income year 1 July 2014 to 30 June 2015.

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Fringe Benefits Processing

1 Choose Setups | Payroll | Options | Payroll Options. Page down to the Tax Details screen and check that you have an FBT Rate and FBT Threshold amount. If you do not have any figures in these fields, import the tax scales for the current year.

2 Choose Setups | Payroll | Employer Contributions | Maintain. Set up a Contribution Code that has a Contribution Category of Reportable Fringe Benefit/Non-cash Benefit.

3 Choose Transactions | Payroll | Adjustments | Create or Modify. Enter an adjustment pay starting with an empty pay and enter the net amount (i.e. the non-grossed up amount) of reportable fringe benefits.

4 Check the pays and ensure that the pay period ending and date paid date is set to 31/03/2015.

5 Run any pre-process reports, backup your payroll data and update pays.

6 To check that the FBT has been entered for the correct year refer to Check FBT Amounts on page 9.

a Choose Masterfiles | Payroll | Employee Details | Enquire. Enter the employee code, select Summary (F7) then Itemise (F6) and select Employer Contributions. The net FBT amount will display.

b Choose Period End | Payroll | Payment Summaries | PAYG Tax Reconciliation Report to print the PAYG Tax Reconciliation Report. The net FBT amount and the grossed up value will display.

If you need to correct any FBT amounts, reverse the transactions (see below) and re-enter.

Reversing FBT Transactions

1 Choose Transactions | Payroll | Adjustments | Create or Modify.

2 Enter the employee code and press Enter.

3 In the Function field choose Find (F2) and select O = Add new pay – start with Other pay. Press Enter.

4 In the Adjustment Pay Number field, choose Find (F2) and select the FBT pay you wish to reverse. Press Enter and type a description in the Pay Description field.

5 Select Reverse (F8) and select YES to the confirmation message, Ok to reverse pay? Choose Accept (F9). The line total should be a negative amount.

6 Check the pays and ensure the pay period ending and date paid date is the same as the pay you are reversing.

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7 Run any pre-process reports, backup your payroll data and update files.

8 Choose Transactions | Payroll | Adjustments | Create or Modify and re-enter the FBT transaction.

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Check FBT amounts

To check that the FBT has been entered for the correct year:

Choose Masterfiles | Payroll | Employee Details | Enquire. Enter the employee code, select Summary (F7), then Itemise (F6) and select Employer Contributions.

To print the PAYG Tax Reconciliation Report:

Choose Period End | Payroll | Payment Summaries | PAYG Tax Reconciliation Report. The net FBT amount and the grossed up value will display.

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Creating a Copy of Your Payroll Data

Method 1 — Using Archive and Restore

1 Access your current payroll company

Select File | Archive Current Company. This begins the backup process — you can see the names of the files scroll by as they are archived. When finished, the message Data Archived successfully is displayed at the bottom of the Archive screen.

2 Create a new company for last year’s data

If using Attaché Version 1.14 or earlier:-

Select File | Set Up and Delete Companies and enter a new company name (for example, Payroll 2014-2015).

Enter a new data path (a path that does not already exist) in the Location field (for example, C:\Attache\PAY1415).

At Allow creation of new directory? choose Yes.

Choose Accept (F9).

If using Attaché BI:-

Select File | Set Up and Delete Companies and enter a new company name (for example, Payroll 2014-2015).

The Database name and Data Path are created automatically.

Choose Accept (F9).

3 Sign on to the new company

Select File and open the new payroll company.

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From the File menu, select Restore Company from Archive.

When Archive opens choose File | Open Location

Browse to locate the Archive created in Step 1.

From the list of Archives select the Archive to restore. Note: If the Data files already exist message is displayed, choose Yes.

You now have a copy of your 2014/15 Payroll data. Check that the data has restored correctly (enquire or run reports).

Method 2 — Using Copy Data Files

1 Note the pathname for your payroll data

Access your current live-payroll-company.

Choose Tools | Company | System | System Status and write down your current data path (for example, C:\Attache\Payroll). You will need this information later.

2 Create a new company for last year’s data

If using Attaché Version 1.14 or earlier:-

Select File | Set Up and Delete Companies and enter a new company name (for example, Payroll 2014-2015).

Enter a new data path (a path that does not already exist) in the Location field (for example, C:\Attache\PAY1415).

At Allow creation of new directory? choose Yes.

Choose Accept (F9).

If using Attaché BI:-

Select File | Set Up and Delete Companies and enter a new company name (for example, Payroll 2014-2015).

The Database name and Data Path are created automatically.

Choose Accept (F9).

3 Sign on to the new company

Sign on with your normal user name.

Select the copy-payroll-company. In our example this is Payroll 2014-2015.

4 Copy payroll files to the new company

In Attaché choose Tools | Company | System | Copy Data Files.

If using Attaché Version 1.14 or earlier:-

In the From Path field, enter the path where your original live-payroll-company is kept, which you wrote down in step 1 above.

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If using Attaché BI:-

Select your live-payroll-company from the list of companies.

Set the following options to Yes.

• System files (copies the system file, including all Payroll Options)

• Data files (copies your Payroll data files)

• Fixed Assets (copies your fixed assets data, if you use Fixed Assets)

• Masterfile image files (copies any masterfile images in the images folder)

• Menu Access file (copies each user’s menu access setups)

• User Option files (copies each user’s saved report options, screen layouts and shortcuts)

Press Page Down (PgDn) and set Copy Payroll layouts to Yes.

Set all other options to No.

The system copies all your current payroll files, options and details into the new copy-payroll-company.

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Print PAYG Tax Reconciliation Report

Choose Period End | Payroll | Payment Summaries | PAYG Tax Reconciliation Rpt.

The PAYG Tax Reconciliation report shows details that will be printed (or have been printed) on payment summaries and ETP payment summaries.

The report can be printed for a tax certificate category or a range of locations, employees, pay points and/or surname sorts, and can be printed in a number of different sequences.

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Warning Messages

Each type of payment summary has unique reporting requirements. If payment codes on your system are set up incorrectly, amounts may be incorrect on payment summaries.

The PAYG Tax Reconciliation report may display warning messages. The table below lists the warning messages and recommends the action to take.

After making the appropriate corrections, reprint the report and check any further warning messages arising from the changes you made. Make more adjustments if needed. Repeat this process until you are satisfied that all details are correct.

Message Meaning Recommended action

"Item" is non zero and not valid for this type of payment summary

A payment has been made to a person whose employee status does not allow that type of income to be printed on their payment summary. The message includes the item's Tax Certificate Code and description.

Check the Tax Certificate Code field for the allowance or deduction concerned. The codes are: 0 = Do not show on Tax Certificate 1 = Include in Tax Certificate Totals 2 = Itemise on Tax Certificate 3 = Lump Sum E Payment 4 = Other Income Review whether the payment has the correct Tax Certificate Code for the payment summary, ensuring there is a field for that category of payment on the payment summary. For example, itemised allowances cannot be shown separately on Labour Hire, Voluntary Agreement or Personal Services payment summaries – they must be included in the gross. If an incorrect payment has been made, an adjustment is required. If the payment is correct, create a new allowance with a Tax Certificate Code of Include in Tax Certificate Totals and process an adjustment to transfer the amount to the new code. This ensures that the payment prints in the correct field. The Total Gross will not necessarily equal the payment summary figures shown on this report for that employee, as they will not include all allowances and deductions. The type of payment summary and the Tax Certificate Code determine where the payment appears.

Tax contains cents The tax amount does not conform to current requirements which specify that you must withhold whole dollars only.

Payment summaries will automatically truncate any cents withheld.

Employee TFN/ABN is blank

No number will appear on the payment summary and the ATO Magnetic Media file will have zero-filled fields.

Update the employee's tax details on the masterfile.

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Message Meaning Recommended action

Check employee TFN ATO exception codes have been used instead of a valid number. (Note: this message does not appear for other types of incorrect TFNs.)

Check whether the exception code still applies.

Negative Amount A negative total will appear on the payment summary and the Magnetic Media file will have zero-filled amount fields. Negative totals are invalid on payment summaries.

Before you print the payment summaries, investigate the problem and take the appropriate action to correct it.

Lump Sum A, B, D or ETP is not zero and not valid for this summary type

Termination payments have been made for a payment summary that has no fields for these types of payments. Only Individual Non-Business employees can receive termination payments.

Check whether the Tax Cert Category is correct and whether the payment made is appropriate. Make any necessary adjustment.

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PAYG Tax Reconciliation Report Fields

Period of Employment

Shows the period during which payments were made to the employee.

Check that employees who have not been employed for the entire year have the correct employed from/to dates on this report. If the employee worked on a casual basis over various times for the whole year, the period should be the whole financial year.

Reconcile PAYG Tax Paid

Ensure that the actual amount of tax remitted to the ATO equals the total tax on the PAYG Tax Reconciliation report.

Salary Sacrifice

Print PAYG Tax Reconciliation Report, check the total gross amount has been reduced by the salary sacrifice amount.

Check if the RESC amount equals Salary Sacrifice (to superannuation) amount.

If the amount is incorrect, check the set up of the Salary Sacrifice Deduction Code.

Choose Setups | Payroll | Deductions | Maintain.

• Tax Status = Before Tax

• Tax Certificate Code = RESC (Salary Sacrifice Super)

• Tax Certificate Code = Include in Tax Certificate Totals (Salary Sacrificeother than super)

Allowances and Deductions

1 If the PAYG Tax Reconciliation Report and payment summaries do not show Allowances or Deductions which should be itemised.

Choose Setups | Payroll | Allowances (or Deductions) | Maintain.

In the Tax Certificate Code field, select 2 = Itemise on Tax Certificate and Accept (F9).

2 If the PAYG Tax Reconciliation Report and payment summaries show Allowances or Deductions which should not be itemised

Choose Setups | Payroll | Allowances (or Deductions) | Maintain.

In the Tax Certificate Code field, select 1 = Include in Tax Certificate Totals or 0 = Do no Show on Tax Certificate (whichever is appropriate) and then chose Accept (F9).

Reprint and check the reports.

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Other Income (Australia)

Show any amounts you paid to the employee that are exempt income and/or foreign salary and wage income. These amounts should not be included in GROSS PAYMENTS.

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Payment Summary Details Report

Choose Period End | Payroll | Payment Summaries | Payment Summary Details Report

The Payment Summary Details Report shows details that will be printed (or have been printed) on payment summaries and ETP payment summaries.

The report also shows the different types of Payment Summaries that will be created or have been created for employees. E.g. Normal Payment Summaries, ETP Type R (Redundancy/Retirement/Invalidity/Comp, ETP Type S (Prior year Redundancy/Retirement, etc.)

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Pay Summary Report

This report shows totals by employee for gross, taxable gross, other income, lump sum payments, tax, deductions, net pay, and employer contributions (Superannuation, Reportable Fringe Benefits, Non-cash Benefits).

The report should be run for a date range encompassing the financial year. If you print the report in detailed format, it shows the income types that make up the total for each employee.

Check the following:

• Gross amount = Taxable amount (if different, could be salary sacrifice or an After tax allowance or deduction)

• Total Gross = the Taxable amount on the PAYG Tax Reconciliation Report.

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Employer Validation

The Magnetic Media file will be rejected if postcodes are not correct. Attaché recommends that the Postcodes file is loaded and that the Test Postcodes check box is set to Yes. The system will then validate postcodes which have been entered on the employee masterfile.

Postcode File — Update from the Web

Choose Setups | Company | Postcodes | Update Postcodes from the Web.

The postcode file is downloaded and automatically imported into Attaché and is then available across all companies.

The following table shows postcode-related messages that can appear on the Employer Validation report.

Message Suggested action

Postcode not in Postcode file Check that you have imported the latest postcode file and that the address details are correct

Postcode is invalid Correct the address details

Postcode not found, overseas address assumed

(Warning only)

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Employer Details/Validation

This validation must be run prior to selecting to create payment summaries. It is possible that the Employer and Supplier Details may differ, for example if the payroll is being processed by a payroll bureau. In this event all details will need to be completed.

Where the Employer and Supplier Details are the same, set the Is the Employer the Supplier? check box to Yes and complete the employer details in the employer section. The details will automatically update the supplier details.

Choose Period End | Payroll | Payment Summaries | Employer Details/Validation.

Note the formatting of Phone and Fax Numbers. It must be XX XXXX XXXX.

Page down and complete details for ALL fields on each screen.

Make sure the Starting Tax Year is 2014 on the second screen.

At the completion of the validation process, a report detailing any errors or warning messages will print. Adjustments should be made to correct any problems and the validation repeated to ensure that the file will not be rejected when sent to the ATO.

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Create Payment Summaries

Note – If you can’t create payment summaries prior to processing a July pay, create a copy of your payroll data as described in Creating a Copy of Your Payroll Data on page 10.

Archive your data. Label this backup “Prior to creating payment summaries 2014/2015”. Keep it in a safe place as a permanent record.

Choose Period End | Payroll | Payment Summaries | Create Payment Summaries.

Create payment summaries for the Starting Tax Year 2012, choosing to Process all Employees. Once the payment summaries have been added to the payment summary file, you can run your end of year and start processing for the new year.

Note – If you have created payment summaries during the year, they do not get re-created. The Payment Summary Details Report will show Payment Summaries that have already been created throughout the year.

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Notes about Printing Payment Summaries

Choose a layout to use for employees whose Tax Certificate Category field is set to Individual Non Business.

D = Default

The Default setting uses the Normal layout when you first print a payment summary. (If you re-print payment summaries, choosing Default re-uses the layout you used when you originally printed them.)

Save (F5) does not save the Individual Non Business Form Layout – the field is always set to Default.

Payment Summaries

A payment summary can be produced for terminated employees only or for all employees (including or excluding Contract Employees), and can be printed at any time throughout the year. Once a payment summary has been printed for an employee, their Tax Certificate Status field on the Employee masterfile will be updated to Printed.

Once payment summaries are printed and masterfiles updated, you may reprint copies as often as necessary.

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Print Payment Summaries

Choose Period End | Payroll | Payment Summaries | Print Payment Summaries.

Select to print payment summaries for all employees and in the Individual Non-Business Form Layout field, choose the default print layout. A payment summary will not be printed for any employee who has already received one.

Check that all payment summaries have finished printing and are correct.

If all payment summaries printed correctly:

Set All printed correctly to Yes. Attaché Payroll updates all employee files to indicate that it has printed a payment summary for them.

If only some payment summaries printed correctly:

Set All printed correctly to No and enter the code of the last employee whose payment summary printed correctly. (Attaché Payroll only updates employee files with correctly printed payment summaries.)

Select to print all payment summaries again (Attaché Payroll prints payment summaries only for those employees whose files were not updated.)

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If no payment summaries printed correctly:

Set All printed correctly to No, then choose None (F6). (No employee files will be updated.) Select to print all payment summaries again.

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Print ETP Summaries

“There are ETP Summaries to be printed” message

An ETP is an Employment Termination Payment. Details of these are entered on Termination Pay in Payroll Transaction Entry.

When Payment Summaries are printed, the above message will be displayed if there are ETP Summaries that have not been printed for any employees who have received an ETP. Any ranges entered when printing Payment Summaries are ignored – the whole payroll is checked.

To print employees’ ETP Summaries choose Reports | Payroll | Payment Summaries | ETP Payment Summaries.

Similar to Payment Summaries, Attaché Payroll displays a message asking you to confirm that the ETP Summaries printed correctly.

“ETP Summary has not been printed” message

When creating the Magnetic Media file, this message will be displayed if there are (still) ETP Summaries that have not been printed for any employees who have received an ETP.

The Transfer Listing produced will highlight those employees who need to have ETP Summaries printed. You must print ETP Summaries for these employees via ETP Payment Summaries otherwise the details transferred to the ATO will not be correct.

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Create Magnetic Media File

This program must be run when your organisation is ready to send a file to the ATO. In most circumstances this is only at the end of the financial year. However, if an organisation has special requirements (such as seasonal workers), separate files may be sent during the year.

During the year you may have distributed payment summaries or ETP payment summaries on demand, and now during end-of-year processing you will have printed them for the remaining employees. The information required for the Magnetic Media file is stored in Attaché Payroll when payment summaries are created. The Magnetic Media File Create program transfers this information to a file in the form required by the ATO. Each transfer file (Magnetic Media file) that is created includes only payment summaries which are not flagged as having already been transferred to the ATO.

While the file creation is in progress the Magnetic Media Transfer File Listing will print. This listing shows full details of the information transferred to the file for the ATO and should be checked thoroughly before selecting Yes to OK to complete Transfer?

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Itemised Deductions are not required in the Magnetic Media Information Transfer File, therefore you will not find a reference to them on the Magnetic Media Transfer File Listing.

General

Ensure the Supplier (Employer) Details on the Magnetic Media File Create screen are correct. (By ATO definition, the Supplier is the provider of the data.)

This is most important if you are reporting on behalf of multiple PAYG Employers within the one data directory, as details are held on file and used to sort the Magnetic Media information per employee under the applicable PAYG Employer. The last details printed and accepted are transferred to file to be sent to the ATO.

Once you have selected Yes to Ok to complete Transfer? the file that has been created must be sent to the ATO.

The file created is named EMPDUPE.

Submitting Details to the ATO

Tax information must be submitted to the ATO by 14 August each year.

Using the ATO Online Services you can securely and conveniently lodge both of the following:

• Payment Summary annual report

• Withholding Where ABN Not Quoted annual report.

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Before processing July pays

Process End of Year in Payroll

You must process end of year on your live-payroll-company before processing any pays for the 2015/16 financial year.

Choose Tools | Company | System | System Status to check that you have the correct current data path. If not, choose Esc and select the correct company.

Choose Period End | Payroll | End of Period | Payroll.

Set both End of Period and End of Year to Yes.

Download and import Tax Scales for 2015/16

1 Choose Setups | Payroll | Tax Scales | Download Tax Scales from Web.

2 When asked Do you wish to download new tax scales from the Attaché website? choose Yes.

The software automatically selects the tax scales that match the country selected in the Country field in Payroll Options and downloads the file to your program folder. An information message is displayed when the download is complete: New tax scales have been successfully downloaded. Please run Import Tax Scales in each company to activate the new rates.

For each payroll company where these tax scales apply, follow the steps below to activate the tax scales:

1 Choose Setups | Payroll | Options | Payroll Options and Page Down to the second screen.

2 Attaché recognises that new tax scales are available and displays a message asking if you want to import them. Choose Yes to import the new scales into the current company.

3 To check that the tax scales have updated properly, Page Down to the third screen of Payroll Options and check that the Effective for Payments Date field is set to the date that the tax scales come into effect. (Do not change this date for any reason.)

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Troubleshooting – Payment Summaries

Incorrect Payment Summaries (before Mag Media)

If the payment summaries are incorrect (and you have not yet created the Mag Media for sending to the ATO), you can delete them, make your corrections, re-create and print again. If you have already created Mag Media, see Incorrect Payment Summaries or Mag Media File (not yet submitted to ATO) on page 31.

Your Attaché user name needs to have a password level 1 to be able to delete payment summaries. To check your password level choose File | Maintain Users | Maintain and then select your user name and check your password level.

To delete payment summaries:

Choose Period End | Payroll | Payment Summaries | Delete Payment Summaries. Select current year.

If you wish to delete payment summaries for all employees, choose Delete (F9).

To delete payments summaries for one employee, page down and enter the Employee Code in the employee range fields and then choose Delete (F9).

You can now make your corrections and then create and print your payment summaries.

Incorrect Payment Summaries or Mag Media File (not yet submitted to ATO)

If the payment summaries or Mag Media are incorrect, you can delete the payments summaries and undo the Mag Media batch, make your corrections, re-create and print again. (If you have not yet created the Mag Media file, see Incorrect Payment Summaries (before Mag Media) on page 31.

Your Attaché user name needs to have a password level of 1. To check your password level choose File | Maintain Users | Maintain and then select your user name and check your password level.

To delete payment summaries and undo the Mag Media:

1 Choose Period End | Payroll | Payment Summaries | Delete Payment Summaries.

2 Select current year.

3 Set the Undo checkbox to Yes.

4 Select the Batch Number.

5 Select Undo Mag Media Batch to undo the Mag Media File.

6 Choose Delete (F9).

Note

To delete payment summaries you must be logged in as a user with a password level 1.

Note

To delete payment summaries you must be logged in as a user with a password level 1.

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To delete payment summaries

1 Select current year.

2 Set the Undo checkbox to No.

3 Choose Delete (F9).

You can now make your corrections and then create, print your payment summaries and create the Mag Media file.

Incorrect Payment Summaries (issued to employees) and incorrect Mag Media File (submitted to ATO)

If you have issued a payment summary which is incorrect, you can create an amended payment summary which is then marked for inclusion in the Magnetic Media (EMPDUPE) file.

To create and print an amended payment summary:

1 Choose Setups | Payroll | Options | Payroll Options and set the Amend Payment Summary checkbox to YES.

2 Choose Transactions | Payroll | Time Sheets or Adjustments | Create or Modify.

3 Enter the amended details. If the Tax Certificate Status of the selected employee is Pending or Printed, a message is displayed: A Payment Summary has been created for this employee for this financial year, Do you wish to create an Amended Payment Summary? Select Yes.

4 Choose Period End | Payment Summaries | Create Payment Summaries and set the Create Amended Payment Summary checkbox to Yes. Make any other selections required and then select Process (F9). You will be asked to confirm creation for each employee.

5 Choose Period End | Payment Summaries | Print Payment Summaries. Select the required ranges and selections, ensuring you set the Print Amended Payment Summary Only checkbox in the Report Options area to Yes.

6 The amended payment summary details will be included in the Magnetic Media file.

Note: Payment summaries and amended payment summaries will both be included in the same file.

ATO could not read magnetic media file (All payment summaries correct, no changes required).

If the ATO could not read the magnetic media file or the mag media file was not received by the ATO you can retrieve the batch and recreate the magnetic media file.

1 Choose Period End | Payroll | Payment Summaries | Magnetic Media File Create

2 Set the Retrieve Batch checkbox to YES and select the batch number.

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Checking and Correcting ETPs

Checking ETPs already entered in Attaché Payroll

If you have entered ETPs this financial year, you should check that the ETP amounts and the ETP payment codes are correct.

To check your ETP information:

1 Choose Period End | Payroll | Payment Summaries | Payment Summary Details Report.

2 Confirm that the Starting Tax Year field is set to 2014

3 Choose Print (F9) to create the report.

4 Review the report and check that the ETP amount and the ETP Code are correct.

Note – An employee can have multiple ETPs.

Correcting an ETP

If an ETP amount or ETP payment code is incorrect you must create the ETP payment summary and reverse the ETP using an adjustment pay. You can then re-enter the ETP with the correct details.

To correct an ETP:

Create ETP payment summary

1 Choose Period End | Payroll | Payment Summaries | Create Payment Summaries.

2 Select the Create ETP Payment Summary Only check box.

3 Page Down and enter the Employee Code range.

4 Choose Process (F9).

Reverse the ETP pay transaction

1 Choose Setups | Payroll | Options | Payroll Options. Select the Amend Payment Summary check box and set an appropriate password level.

2 Choose Accept (F9) to save your changes.

3 Choose Transactions | Process Payroll | Adjustments | Create or Modify.

4 Enter the relevant Employee Code. The message Terminated employee —Continue? is displayed. Choose Yes.

5 The message Do you wish to amend an existing payment summary? is displayed. Choose Yes.

6 Select the relevant ETP payment summary from the list and choose Accept (F9).

7 Select Function and choose Add new pay - start with Other pay.

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8 Choose Find (F2) in the Adjustment Pay Number field and select the relevant pay. Choose Accept (F9).

9 Press Enter.

10 Enter a Pay Description, for example: Reversal of incorrect 2014/15 ETP.

11 Choose Reverse (F8). Select Yes to reverse the pay.

12 Choose Term Pay (F5) to check that the ETP amounts are reversed.

13 Choose Accept (F9) and Accept (F9) again then Finish (Esc) to accept the pay.

14 Choose Transactions | Process Payroll | Check Payroll | Check Pays and set only the Adjustment Pays check box to Yes. Choose Accept (F9).

15 You can now back up your data, process the payroll and update the files.

Create Amended ETP payment summary

1 Choose Period End | Payroll | Payment Summaries | Create Payment Summaries.

2 Select the Create Amended Payment Summary Only check box.

3 Page Down and enter the Employee Code range.

4 Select Process (F9) then select OK.

5 Select Yes to amend the payment summary.

6 Print the Payment Summary Details report by choosing Period End | Payroll | Payment Summaries | Payment Summary Details Report. You should now see the message the Payments Summary has been amended to zero.

Re-enter the ETP pay correctly

1 Choose Transactions | Process Payroll | Adjustments | Create or Modify.

2 Enter the relevant Employee Code.

3 Select Yes to the message Terminated employee – Continue?

4 Select No to the message Do you wish to amend an existing payment summary?

5 Re-enter the ETP pay correctly.

6 Choose Transactions | Process Payroll | Check Payroll | Check Pays and set only the Adjustment Pays check box to Yes. Choose Accept (F9).

7 You can now back up your data, process the payroll and update the files.

8 Print the Payment Summary Details report by choosing Period End | Payroll | Payment Summaries | Payment Summary Details Report. If the information in the report is correct you are now ready to create both normal and ETP payment summaries.

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Deleting employees

To delete terminated employees, you must have run End of Year on your Payroll data. To do so, choose Period End | Payroll | End of Period | Payroll and set both the End of Period and End of Year checkboxes to Yes.

1 Make sure you have taken a copy of your payroll data before you start deleting terminated employees. You will use this copy if you need to reprint reports payment summaries for terminated employees.

2 Delete history transactions — Timesheets and Adjustments

• Transactions | Payroll | Time Sheets | Delete History Transactions. Enter the date range and employee code range.

• Transactions | Payroll | Adjustments | Delete History Transactions. Enter the date range and employee code range.

3 Delete Super Payment Details

• Period End | Payroll | Superannuation | Delete Super Payment Details. Set the Terminated checkbox to Yes and Page Down to enter any relevant ranges.

4 Delete employee

• Masterfiles | Payroll | Employee Details | Delete. Enter employee code range.

Information messages and recommended action

“Fringe Benefit information still exists”

• You cannot delete the employee because FBT amounts exist for the next financial year.

“Leave Liability Not Zero”

• Print the Leave Liability Journal (Reports | Payroll | Leave | Leave Liability Journals).

• In the Employee Status selection area, set only the Terminated checkbox to Yes.

• Print the report and choose Yes to create the GL Journals. Note – If the message still appears when trying to delete terminated employees, check the employee’s masterfile Leave tables. If they are set to NIL, you will need to add the relevant leave tables to reverse the leave liability.

The Employee Other Payments File contains unprinted details for Employee Code XXXXXXX

• Delete Super Payment Details (Period End | Payroll | Superannuation | Delete Super Payment Details).

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Set the Terminated checkbox to Yes and Page Down to enter any relevant ranges.

Cannot delete – Employee Masterfile has Payroll G/L Interface

• Print the GL Postings (Reports | Payroll | Other Reports | General Ledger Postings). Select Payroll in the Modules selection area.

• Check the transactions on this report.

• If the transactions are to be posted to the general ledger, go to your General Ledger and post now.

• If the transactions are not to be posted to the general ledger, go to Reports | Payroll | Other Reports | Delete GL Postings File. Choose Payroll from the Modules selection area and enter the transactions date range.

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End of Year Checklist Company Name:……………….…………………………….……

Date:……………….....Period…………….

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Payroll End-of-Year Checklist

Please note that this end-of-year checklist is of a generic nature.

Process Last Pay for Year

Process the last pay for the year and enter any necessary adjustments.

Enter your FBT figures.

Print your usual end-of-period reports. Do not run an end of period or end of year.

Copy Current Payroll Data to Another Path

If you need to process a pay for the new financial year prior to completing end-of-year processing & reporting, copy the current payroll data to another path and use this copy when you are ready to finalise and print reports and payment summaries. Process the end of year in the original company.

Reconcile

Make sure that you have an archive of your payroll data.

Ensure the start of tax year is set to 1/7/2014 in Payroll Options.

Print the Pay Summary report and reconcile to PAYG Tax Reconciliation Report.

Resolve any warning messages on the PAYG Tax Reconciliation Report. Repeat this process until no warning messages are displayed and you are satisfied that all details are correct.

Check that Total Tax is equal to the amount of tax which has been remitted to the ATO.

Check that the amounts relating to employee income on the PAYG Tax Reconciliation Report are accurate.

Complete Your Tax Reporting

Validate employer and payment summary details, including postcodes.

Create payment summaries.

Print payment summaries.

Create Magnetic Media file.

Submit Magnetic Media information to the ATO.

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End of Year Checklist Company Name:……………….…………………………….……

Date:……………….....Period…………….

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Process End of Year in Live-Payroll-Company

Choose Period End | Payroll | End of Period | Payroll. Set End of Period and End of Year to Yes.

Archive End-of-Year Data (post processing)

Archive your data. Take note of the date and time of the Archive. Keep this archive as a permanent record.

Perform Housekeeping (can be done at any time throughout the year)

Delete history transactions (optional).

Consolidate leave history transactions (optional).

Delete terminated employees (optional).


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