Payroll

Payroll consists of five different screens that are dedicated to a specific area of the payroll
to help you view and manage information. The five available screens are the following:

• Regular
• Beginning Balance
• 13^th Month
• Final Pay
• Annualization

The descriptions for the different components and functionalities available in each screen are
as follows:

Regular Screen

This screen is dedicated to show you details about the company payroll runs. The image below
shows you what it looks like:

The descriptions for the fields, columns, and actions available in this screen are as follows:

However, if there are no payroll runs, the Payroll Screen looks like the following:

Regular Action Button

The Regular screen consists of one action button, the Generate Summary button, which allows you
to see an on-screen payroll report based on the specified time period.

Note: The designated action from this button is only applicable if there is an
approved attendance summary.

Regular Actions

The Regular screen allows you to perform multiple actions. The instructions on how to perform
them are as follows:

How to Generate an Attendance Summary Report

Use the following steps to bring about an on-screen display of the mentioned report:

1. Click on the Attendance Summary Dates field to select the time period for the report
   generation.
2. Click on the Generate Summary button.

Common Error in Generating the Attendance Summary Report

Here are the possible errors that we might encounter when generating report:

Not Populating the Required Field
If there is no time period selected in the Attendance Summary Dates field warning labels
appear. To fix this, select a time period in the Attendance Summary Dates field and then click
on Generate Summary.

How to View Details of the Payroll Run Job

Use the following steps to see more details about the payroll run job:

1. Click on the view icon under the Action column:
   
   After clicking on it, the Pay Register page appears:
   
   Note: You may end this session by clicking on the “X,”the close
   button, at the upper right corner of the pop-up.

Beginning Balance Screen

This screen allows you to view and/or upload the beginning balance of the employee(s) in terms
of salary, COLA, and so on. The image below shows you what this screen looks like:

Beginning Balance Action Button

This screen consists of one action button, the (Upload File) button, which allows you to upload
the beginning balance(s) of employee(s).

Beginning Balance Action

This screen consists on one action, which is shown and explained below:

How to Upload the Beginning Balance File

Use the following steps to perform this task:

1. Download the Beginning Balance template from the Template Screen
2. After downloading the template,complete the template and save as a CSV file.
3. Click on the Upload File button. After clicking on it, the Open file pop-up appears.
   Note: The upload prompts may appear differently according to your
   operating system.
4. Select the saved Beginning Balance file and upload. After uploading, a confirmation
   pop-up appears.
   Note: The selected file must be in CSV format.

13^th Month Screen

This screen shows you the details about the 13^th month of the company employees. The
image below shows you what this screen looks like:

How to Generate a 13^th Month Payroll

Use the following steps to bring about an on-screen display of the mentioned report:

1. Click on the plus icon and a pop-up window shall appear.
   
2. Select cut-off period and payment date to generate 13^th month.
3. Click on the Generate button. After clicking on it, the report will be generated. Its
   progress can be seen in the 13^th Month Pay Run Job area.

Common Error in Generating the13^th Month Report

Here are the possible errors that we might encounter when generating this report:

Not Populating the Required Field – If there is no cut-off period and payment
date selected prior to clicking on the Generate button, warning labels appear. To resolve this,
simply fill in the blanks.

13^th Month Pay Run Jobs area

This area shows you the details for the transactions done for the 13^th month pay.
The image below shows you what it looks like:

The description for the columns available in this area are as follows:

However, if there are no current 13^th month records available, this area will look
like the following:

13^th Month Pay Run Actions

The 13^th Month Pay Run area allows you to perform multiple actions. The instructions on how to
perform them are as follows:

How to View the Details of a 13^th Month Pay Run

Use the following steps to see details about 13^th pay run:

1. Visually select the entry that you want to see more details about.
2. Click on the view icon that corresponds to that entry under the Action column:

After clicking on it, you will be see the 13^th Month Pay Payroll Register:

Note: You may end this session by clicking on the “X,” the close button, at
the upper right corner of the page.

In this view, you can also perform Search via Employee ID or Last Name to
easily find employees.

On the bottom part of the 13^th Month Pay Pay Register Summary, is the list of Non-Eligible
Employees. Employees are ineligible based on the logic from selected Eligibility on the 13^th
Month Configuration, All employees with Consultant as Position Classification, and Non-Eligible
NRA-NETB Employees(configured under Employee > Salary Details > Compensation Details >
13^th Month Eligibility).

How to View the Details per Employee

Upon clicking (Search) of on the 13^th Month Pay Pay Register, this will be converted from
Company level view to Employee level view. In Employee Level View, this is where users can see
the 13^th Month Calculation Breakdown per cut-off. On the left side, the list of employees are
still available to easily navigate viewing from one employee to another by clicking (Search)

On the Employee Details, Users can see the Employee Information. Below is the
information under the Employee Information table.

On the table that appears right below the Employee Information Table, this is the breakdown of
13^th month pay computation per cutoff. The fields/columns differ based on the 13^th Month
Configuration (Method, Inclusions and Exclusions, Frequency).

By clicking the (download) on 13^th Month Pay Employee View, this will download the 13^th month
breakdown per cutoff in .csv format.

How to Change the Status of the 13^th Month Pay Run Job

Use the following steps to update or modify the status of the 13^th Month Pay Run Job:

1. Visually select the entry that you want to see more details about.
2. Click on the view icon that corresponds to that entry under the Progress column. After
   clicking on it, the 13^th Month Pay Register pop-up appears.
3. Click on the Reject or Approve button, depending on the status that you want. After
   clicking on it, the status changes.

How to Download a 13^th Month Pay Register

Use the following steps to save a copy of the 13^th month pay run:

1. Visually select the period coverage that you want to view the details on
2. Click on the View Details button under the Action column of the selected entry. After
   clicking on it, you will see the 13^th Month Pay Register page.
3. Click on the Download (CSV) button located on the upper right area of the 13^th Month
   Pay Register pop-up. After clicking on it, the download prompt of your browser will
   begin.

Final Pay Screen

This screen shows details about the final wages of an employee who resigned or were dismissed
from the company. The employee must be tagged as dismissed or resign for him or her to appear
in this screen. The image below shows what this screen looks like:

How to Run a Final Pay

Use the following steps to run the final pay of a selected employee:

1. To generate Final Pay, click (add) button, upon clicking, this page will display:
   
2. Input required fields.
   All these fields are required. Below are the fields and its corresponding definition
   and usage:
   Payment Date: The payment Date of the Final Pay
   Calculation: MONTHLY or DAILY(the mode of calculation to be used for
   the computation of resigned employee’s LastPay

   Statutory Deductions: YES or NO.
   – If YES is selected, the Final Pay will have a Statutory
   Deductions (SSS, PHIC, PAGIBIG) but will still be based on the Frequency set under
   Employee > Salary Details > Deductions
   – If NO is selected, there will be no Statutory Deductions(SSS,
   PHIC, PAGIBIG)

   On the right side, the Employee List will be available. Only those
   Employees with Resigned Status are available on the Employee List.
   Once the resigned employee already has generated (status: completed, approved &
   closed, generated payslips) Final Pay, it will not be available on the list.
   

   The Hold Start Date will only have values when the cutoff covering
   the Start Date of Withhold Cutoff has already been Approved and
   Closed in Regular Payroll

   The value will be the first date from 1st hold cut off (based on actual Approved and
   Closed or Generated Payslip Regular Payroll), else, Value will be dash(‘ -‘)
   

   Other Fields on the Employee List and its values are derived from Employee Profile
   (under Basic Information & Job Details). You can also perform Basic
   Search on the Employee List via Employee ID or Last Name to easily find
   employees.

   Once all required fields are provided, that’s the time that the
   GENERATE button will be enabled. Or else, it will be disabled.

   

3. Click on the Run Final Pay button. After clicking on it, you will see the following
   confirmation pop-up:
   

Common Errors in Running the Final Pay Report
Here are the possible errors that we might encounter when running a final pay report:

Not Selecting Any Employee – Selecting at least one employee is required to
run the final pay. If you clicked on the Run Final Pay button without any selected employee,
you will see the following warning pop-up:

To continue, select a minimum of one employee and then click on the Run Final Pay button.

Final Pay Actions and Contents

The Final Pay Run Jobs area allows you to perform multiple actions. The instructions on how to
perform them are as follows:

Final Pay Run Jobs

Final Pay Run Jobs Table List fields and its corresponding definition:

Attendance Summary Table List fields and its corresponding definition:

Upon clicking Action under Final Pay Run Job, you will see the Final Pay
Summary Details of all the employees under the corresponding Final Pay Run. It is divided into
3: Final Pay, Annualization and Net Final Pay.

In this page, you can also perform Basic Search and Advanced
Search to easily find Employee/s.

You can also approve or reject the final pay payroll register.

Attendance Summary Details

On the Final Pay & Annualization Detailed View, it is composed of 2
sub-parts:

Part 1: Employee List – This contains all resigned employees under the
selected Final Pay Run

You can also perform Basic Search and Advanced Search to easily find
employees.

You can navigate from one employee to another by clicking the (search) button. In here, you can also download both the Final Pay and
Annualization of the Employee inside a .zip file by clicking the (download) button

Part 2: Final Pay and Annualization Tab – this page contains 2 tabs: Final Pay
and Annualization Tab. This is where user can see the detailed Final Pay and Annualization of
the Resigned employee.

(search) button. In here, you can also download both the Final Pay and
Annualization of the Employee inside a .zip file by clicking the

On “Final Pay” Section, the following categories are included in Final Pay
individual:

On the “Annualization” section, the following categories are included:

Annualization Screen

This screen allows you to view the adjustments made on the payroll wages in a given annual
period. The image below shows you what this screen looks like:

Annualization area

This area allows you to commence the annualization process.

How to Run an Annualization

Use the following steps to run annualization:

To run Annualization, click on , this will process the Annualization for all Schedules.

Annualization Actions and Content

If the Annualization is successful, the user will see this information right below the Tax
Year. This is the date of the last successful Annualization run.

Inside each Schedules, there are several actions you can take. Below are the actions:

1. View Details – this will take you to a page where you can view the
   Annualization Summary Details of the selected Annualization Schedules.
   

   When you click on the rows, this will enable you to view the selected Employee’s
   Annualization Details Breakdown.

   Note:
   For those Cut-Offs under the Tax Year that are not yet payrolled in Regular Payroll,
   these will be Projected. Depending on the configuration you’ve selected on Company
   > Annualization > Re-Annualization on Regular Payroll, the Withholding tax may
   be recalculated for the Projected Cut-Offs. The objective of this method is for
   Taxable Payable/Refundable will be zero.

2. Download CSV – this will download the Annualization Schedule Summary Details of your
   selected Schedules in .csv format.
3. You can also see the number of employees for each Schedules.

Error message/s when Annualizing

1. If you’re trying to run Annualization without at least 1 Approved and Closed Pay
   Register within the Tax Year Message: There is no available Payroll
   Register for the Tax Year
   Action/s to be taken: Have at least 1 Approved and Closed(or
   Generated Payslips) Regular Payroll Register for the Tax Year

   

How to Download an Annualization Record

Use the following to download the schedules:

1. In the right side of the said button, you will see , by clicking this button, this will download the Annualization for all
   schedules in .DATfile format.
2. If you clicked on download button without schedules generated yet, a validation
   message will appear: