Intercode Payroll V3.01.1 Release Notes (250 KB PDF)
Contents
1.2. Deductions Employer Contributions Description Debit Code CreditCode Annual Leave 300 100 1 Backdated salary current tax year 300 100 Basic Salary or Wage 300 100 Family Responsibility Leave 300 100 Paid Maternity Leave 300 100 Public Holiday Automatic 300 100 Public Holiday Time Worked 300 100 Sick Leave 300 100 Unpaid Leave Unpaid Maternity Leave Annual Bonus 305 100 Annual Leave Encashment 305 100 Incentive Bonus 305 100 Merit Award 305 100 Commission 320 100 Overtime 1 310 100 Overtime 2 310 100 a Moesachenan 2 ann 4900 Note that each income type deduction type and employer contribution has both a debit and a credit account code since each transaction will affect at least two accounts in your general ledger In order for the information in the Payroll Journal report and the Payroll Journal Export File to be accurate you must set up the general ledger account codes associated with each of your payroll transactions accurately Notes e General ledger account codes are applicable only to income types that have a cash value Fringe benefits for example are excluded since there is no actual movement of funds e General ledger account codes can have a maximum length of 8 characters and may contain numeric characters only ACB Export Feature Has Moved V3 1 The ACB Export button that used to be located on the toolbar at the top of the Payroll window has been moved to a drop down menu button still in the sam
3. code 4025 tax deductible medical aid contributions could not be greater than the value of code 4486 medical aid capped amount However this rule should not have been applied to employees who are 65 years or older and this has now been fixed V3 0 3 The new database system that was introduced in V3 0 also introduced a bug that caused the deduction contributions of certain employee s to be excluded from the Beneficiary Payment Amounts report if the relevant employee s total monthly contribution amounted to less than one Rand This issue has been resolved v3 0 3 Attempting to delete future dated leave records from an employee s Pending Leave would sometimes cause an error message Record Not Found to be displayed This issue has now been resolved V3 0 6 When printing the UI19 report the employer s PAYE reference number would not be printed on the report if the employer type was defined as a Small Business Corporation This has now been resolved V3 0 6 The validation routine used to validate PAYE reference numbers has been updated to include reference numbers starting with 700 Previously these numbers would have been flagged as being invalid V3 0 6 End of Release Notes If you have any questions regarding the features included in this release or if you have any trouble installing the upgrade please contact the Intercode support desk on 0861 113523 for assistance Kind regards Intercode Business Solutions
4. file you want to import the IRP5 08 that was generated from Intercode Payroll 4 Follow the instructions in the Easy File user manual available from the SARS web site in order to reconcile and submit your tax certificate information to SARS 5 Once your tax certificate information together with your IRP501 reconciliation has been submitted to SARS using the Easy File software you can print your employee tax certificates and hand them to your employees This can be done either from Intercode Payroll as was done in the past or can now also be done from within the Easy File software Note on printing certificates Employers who wish to produce the official looking tax certificates with the new 3D barcodes may prefer to print their tax certificates from within the Easy File software Whether you choose to print your tax certificates from within Intercode Payroll or from within the Easy File software is entirely up to you however it makes no real difference in the end as the printed tax certificates are no longer submitted to SARS anyway and are purely for the employee s own reference From the above process it is clear that the new Easy File software is primarily a delivery vehicle for submitting your electronic tax certificate information to SARS over the internet instead of submitting it to a SARS office on a CD as was done in the past Note however that employers who do not have internet connections or who are not registered f
5. worked As of V3 0 5 the Entitlement Type of each individual employee s leave cycles can now be specified independently of the default entitlement type of leave type definitions to which the leave cycles are linked This means that you can now have certain employees whose leave entitlements are specified as a Fixed Number of Days per Cycle and other employees whose entitlements are dynamically Calculated Based on Time Worked To change the Entitlement Type of a leave cycle for an individual employee e Goto the Employees section e Double click on the relevant employee to open the Employee Details window e On the left hand side of the Employee Details window select Leave Cycles e Double click on the leave cycle for the relevant leave type to open the Leave Cycle Details window e Select the Entitlement and Accrual tab e Tick the option to Use Custom Leave Entitlements The Entitlement Type drop down box will then be enabled allowing you to select the method for calculating the leave entitlement of the relevant employee General Payment Rates Entitlement and Accrual Balances and Adjustments Entitlement Entitlement Type Calculated based on time worked v Number of leave days earned 1 For number of days worked 17 00 5 Normal Leave Cycle 15 29 Current Leave Cycle 15 29 J Use Custom Leave Entitlement Note that if you change the Entitlement Type of an existing employee the change will only take effect
6. 753 75 R0 00 R 3 753 75 Unemployment Insurance Fund UIF R 116 62 R 116 62 R 116 62 As of V3 0 3 you can now choose to either continue printing the income items on employee payslips in this manner or to combine these individual basic income elements into a single income item on printed payslips To access this new feature e Select Options from the Setup menu e Select the Printing Options tab e Inthe Payslip Content section select whether or not you want to combine the basic income elements into a single income item on payslips Payslip Content Suppress Rounding Notifications on Payslips F Suppress Basic Breakdown on Payslips V Combine Basic Income Elements into a Single Income Item on Payslips If this option is not selected a separate income item will be printed for each individual basic income element exactly as it was in the past If this option is selected however individual basic income elements will be combined into a single income item on employee payslips The example below shows the payslip of the same employee from the previous example above but this time with this option selected Usual Basic Partial Period Unpaid Leave Absent Short Time Pad Leave Holidays Balance of Basic Per Month Not Paid Not Paid Not Paid Paid Separately Actual Time Worked R20 000 00 R 0 00 R 0 00 R 0 00 R 2 000 00 R 18 000 00 Income Quantity Rate Beneft Valu
7. BEFORE INSTALLING THE UPGRADE It is essential that you make backup copies of all your existing employer files before you install any upgrade to Intercode Payroll This will ensure that your original payroll information can be restored in the unlikely event that the upgrade process fails to complete successfully Once you have copies of your existing employer files stored in a safe location you are ready to install the upgrade HOW TO INSTALL THE NEW VERSION OF INTERCODE PAYROLL There is no need to un install your current version of Intercode Payroll before installing a newer version The newer version will automatically replace your current version during the installation process Go to the Downloads page on the Intercode web site www intercode co za downloads php and click on the link marked Download Now When asked whether you would like to Run or Save the file select Save This will open a new window allowing you to specify the location on your computer s hard drive where you would like to save the file Select Desktop and then click Save You will now see a File Download window showing the progress of the file download Once the file download has been completed you can close all open windows and disconnect from the internet Ensure that Intercode Payroll has been closed then go to your Desktop locate the installation file you just downloaded and double click the file to start the installation process Follow the on screen instruction
8. Reports gt Employee Details now includes fields to show an employee s cost centre as well as equity group Payroll Journal V3 1 A New Payroll Journal report has been added to show the total values of income deductions and employer contributions grouped by general ledger account codes This report can be used to update the general ledger at the end of each pay period To access this report e Goto the Payroll section e Select the relevant pay group and pay period in the navigation pane to the left of the window e Right click in the centre of the Pay Periods section then select Print gt Payroll Journal from the resulting pop up menu Note e This report can only be printed for one pay group and or pay period at a time If you have more than one pay group on your payroll the report must be printed for each pay group individually e This report will only be available if you have enabled the General Ledger Interface option on your payroll BUG FIXES Under certain circumstances the IRP5 validation routine would incorrectly produce a warning message stating that the combined total of codes 4101 and codes 4102 did not match the total of code 4103 This error was caused by inconsistencies relating to the rounding of fractional cents in the IRP5 export file and has now been resolved V3 0 2 For employees who are 65 years or older the IRP5 validation routine would incorrectly produce a warning message stating that the value of
9. e Cash Value Basic Salary 20 00 R 1 000 00 R 20 000 00 Deductions Balance Employee Employer Deduction Employee Tax R 3 753 75 R0 00 R 3 753 75 Unemploy ment Insurance Fund UIF R 116 62 R 116 62 R 116 62 Note e This is a global setting and if selected it will affect the payslips of all employees on your payroll e This option affects only the way in which the basic income elements are reflected on payslips The payroll administrator will still see the basic income elements reflected individually under the Income tab of the Employee Payslip window regardless of whether or not this option is selected e Even if this option is selected it is automatically overridden when printing the payslips of employees who have no basic salary or basic wage income items e g employees who earn commission only Reinstate Employee Renamed V3 0 4 The Reinstate Employee function in the main Employees window has been renamed to Clear Termination Details in order to better communicate what this function actually does New Report Period Recon By Tax Class V3 0 4 A New report has been added to the Payroll section to print payroll reconciliations by tax classification for individual pay periods and or pay groups To access this report e Goto the Payroll section e Select the relevant pay group and pay period in the navigation pane to the left of the window e Right click in the centre of the Pay Periods section then select Print gt Per
10. e location In future first click the Export button to display the drop down menu and then select ACB Payment File from the drop down menu ayslips _ Period Ending ACB Payment File WY 2007 03 07 AL 370 45 2007 03 07 822 85 ONIN A073 AF P14 3annnn R279 On Pe gnan Payroll Journal File This change will allow for the future inclusion of additional export features that will all be accessible from the same location Export Payroll Journal File V3 1 A New export option has been added to the Export drop down menu button on the toolbar at the top of the Payroll window in order to export an electronic payroll journal file from your payroll This file can then be imported into your accounting system at the end of each pay period The electronic file that is generated contains the same information as the Payroll Journal report with the only difference being that it contains only the totals per general ledger account code Note e The Payroll Journal File export option will only be available if you have enabled the General Ledger Interface option on your payroll e The only export format that is currently supported is for Pastel Accounting Additional layouts will be added in the near future e By default the payroll journal file is exported in CSV format so it can be previewed in Microsoft Excel if required REPORTS Employee Details Report V3 1 The Employee Details report Reports gt Employee
11. eflected on the employee s latest payslip immediately e If the Next Pay Period is selected new Standard Income and Standard Deduction items that are added to an employee will only be reflected on the next payslip that is created for that employee as has always been the case Note The Current Pay Period option will only be enabled if an income or deduction item of the same type does not already exist on the employee s latest payslip and the employee s latest pay period is still open Leave Entitlement Type per Employee V3 0 5 Prior to V3 0 5 the Entitlement Type used to calculate employees entitlements to a specific leave types could only be selected globally on the Leave Type Definition Even though the actual entitlement the number of leave days per cycle could be specified per employee the method used to calculate the entitlement could not In other words the Entitlement Type that was selected on the leave type would be used to calculate the leave entitlements of all employees on your payroll However in certain instances it is desirable to have to ability to specify different Entitlement Types for individual employees You may for instance want to calculate the leave entitlements of your weekly paid employees based on the number of hours that the employees actually worked while specifying the leave entitlements of your monthly paid employees as a fixed number of days per cycle regardless of the number of hours
12. he SARS Easy File software is accompanied by a user manual that can be downloaded from the SARS web site Please note that Intercode is not the developer of the Easy File software program this program was developed by SARS and as such we cannot provide you with product support relating the use of the Easy File software For assistance with using the Easy File software program please contact your local SARS branch office WHAT S NEW In addition to certain changes made to accommodate the new SARS Easy File software interfaces mentioned above the following changes have been made to Intercode Payroll since V3 0 Combining Basic Income Elements into a Single Income Item on Payslips V3 0 3 Prior to V3 0 3 each employee s printed payslip would contain a separate income item for each of the individual income elements that made up the employee s total basic salary or wage for the relevant pay period see example below Usual Basic Partial Period Unpaid Leave Absent Short Time Pad Leave Holidays Balance of Basic Per Month Not Paid Not Paid Not Paid Pad Separately Actual Time Worked R 20 000 00 R 0 00 R 0 00 R 0 00 R 2 000 00 R 18 000 00 Income Quantity Rate Beneft Value Cash Value Basic Salary R 1 000 00 R 18 000 00 Annual Leave i R 1 000 00 R 1 000 00 Public Holiday Pay R 1 000 00 R 1 000 00 Deductions Balance Employee Employer Deduction Employ ee Tax R 3
13. in the next pay period that is created for the employee New Report Employee Payment History V3 0 5 A New report has been added to the Employee Reports menu that shows a summary of all payslips that have ever been issued to an employee sorted in chronological order To access this report e Go to the Employees section e Select the relevant employee by clicking on his her name single click only e Select Reports gt Employee Reports gt Employee Payment History from the main menu Variable Interest Rates on Savings and Loans V3 1 The rate at which interest is charged or earned on savings and loans can now be changed for individual pay periods using the new nterest Rate field in the Deduction Item window Deduction Details Deduction Description Employee Loan Contribution Yalues Employee Contribution Contribution Type Amount per interval v Contribution Amount R 100 00 PE Period Balance Adjustment Opening Balance R 500 00 Interest Rate 10 00 H Balance Adjustment Contribution Options The contributions will be paid directly to the beneficiary by the employee personally Note that the interest rate specified here affects the rate at which interest is charged in the current pay period only This window also has a new Opening Balance field that shows the opening balance of the deduction as at the beginning of the current pay period before any adjustments interest or employee contributi
14. iod Recon By Tax Class from the resulting pop up menu Period Ending Payroll No Surname Name Total Income Total Deductions Nett Pa EE 00000017 Seinfeld Jerry 2007 04 24 R 22 000 00 R 5 347 64 Costanza George OOF N72 20 400 00 R 4185 37 E3 00000019 Benes Elaine H Approve Payslip R 11 400 00 R 1 662 75 E 00000020 Kramer Cosmo C Reopen Payslip R 3 200 00 R 32 00 Attendance Register Annual Leave Balances Payroll Journal E Period Recon By Tax Class Time and Attendance Totals This report has the exact same layout as the Monthly Recon By Tax Class report but only contains the payroll information in respect of the currently selected pay group and or pay period Standard Income and Deductions Effective Date V3 0 5 Historically any additions made to the Standard Income and Standard Deductions of an employee would only be reflected in the next pay period or payslip that was created for the employee This meant that in order for such changes to take effect in the current pay period you would often have to add the required income or deduction items twice first on the employee s standard income deduction definitions and then on the employee s latest payslip as well In the case of deductions that cannot be added to payslips directly such as employee loan instalments for example it would often mean that the employee s latest payslip had to be recreated from scra
15. ons have been taken into account Income Types with Quantities of Zero V3 1 In the past if you wanted to specify a default contribution value for an income type and the default contribution was based on either a Base Rate and Quantity or a Fixed Amount and Quantity you would be forced to specify a default quantity that was greater than zero As of V3 1 this is no longer the case Income types standard income items and pay period income items can now all be saved with a default quantity of zero This allows you to specify income items that you want to appear on an employee s payslip by default in every in pay period but that start with an initial value of zero Example Suppose you have employees who are paid R100 00 for each call out but there is no guarantee that any all employees will be called out during the course of any given pay period You can now add an income item to these employees Standard Income call it Call Outs and set up a default payment value with a fixed amount of R100 00 and a quantity of zero This Call Outs income item will then be added to each of these employees paysips by default but will start with an initial value of zero All you would then have to do is to update the quantity field of this income item in each pay period in order to reflect the number of times that the employee was called out after which the income value will be calculated automatically If an employee had no call ou
16. or E Filing can still submit the encrypted tax certificate file produced by the Easy File software to a SARS branch office on CD Under no circumstances may the un encrypted electronic tax certificate file produced by Intercode Payroll be submitted to a SARS branch office directly This file is intended for the sole purpose of importing information into Easy File Changing Tax Certificate Information in the Easy File Software Program For whichever reason SARS has decided to allow employers to modify tax certificate information once it has been imported into the Easy File software program before the information is then submitted to SARS Please note that though this may seem like an easy way to correct tax certificate information that was incorrectly captured on your payroll making such changes inside the Easy File software program will result in the information that you have on your payroll being different from the information that is actually submitted to SARS For this reason we do not recommend making changes to your tax certificate information once it has been imported in the Easy File software program If any changes to your tax certificate information are required you should rather make the necessary changes in the payroll and then generate a new electronic tax certificate file containing the correct information from Intercode Payroll This new file can then be re imported into the Easy File software program Easy File Product Support T
17. r 00000001 Appointment Date 2001 06 01 15 Appointment Type Permanent Z Pay Group Monthly Paid Midrand Ly Department Executive Committee Cost Centre Management M Legislative Profile Basic Conditions of Employment Act BCEA Union Membership None Before cost centres can be assigned however you will first need to define the cost centres used in your organisation To set up your cost centre definitions e Select Setup gt Cost Centres from the main menu e Click Add e Enter a unique code to identify the cost centre cost code as well as a description of the cost centre e Click OK General Ledger Interface V3 1 To enable the General Ledger Interface option on your payroll e Select Setup gt Options from the main menu e Select the General Ledger tab e Select the Enable General Ledger Interface option Backup Options Payment Options Payroll Numbers Public Holiday Rules Default Pay Rates Printing Options Time and Attendance General Ledger General Ledger Interface 7 Enable General Ledger Interface Account Structure Based on Transaction Type Transaction 7 GL Account Codes Once you have enabled the general ledger interface you can click the Transaction GL Account Codes button to set up the debit and credit account codes associated with each of the income and deductions types on your payroll Income
18. s to complete the installation process Once the installation process has been completed open Intercode Payroll again and select Help gt About from the main menu Ensure that you product version is now V3 1 If you product version is not V3 1 please contact the Intercode support desk for assistance NEW SARS EASY FILE SOFTWARE As of today 01 July 2008 the new SARS Easy File software is available for download from the SARS E Filing web site www sarsefiling gov za as well being available on CD from your local SARS branch office Today also marks the opening of the 2008 filing season Employers have 60 days unit 29 August 2008 to submit their tax certificate information together with the new IRP501 reconciliation to SARS using the new Easy File software program Intercode Payroll V3 1 includes all the necessary updates that are required in order for you to generate and submit your electronic tax certificate files using the new Easy File software The process for generating you tax certificate files is largely unchanged from a user perspective and in short involves the following steps 1 Generate your electronic tax certificate file for the 2008 tax year IRP5 08 from Intercode Payroll exactly as you have done in the past 2 Download and install the Easy File software from the SARS web site if you have not done so already 3 From within the Easy File software program select the Import Payroll File function and select the
19. tch As of V3 0 5 a new feature has been added that allows you to specify the pay period in which new Standard Income and Standard Deduction items that are added to an employee should take effect For Standard Income items the appropriate pay period can be selected by choosing the relevant option in the Effective Date section at the bottom of the Standard Income Item window Income Description Fixed Travel Allowance Income Value Calculation Type Amount per interval Z Base Amount R 1 200 00 Per Month Effective Date Select the pay period in which you want this income to start or resume Current Pay Period Effective Date 2007 03 01 fis Next Pay Period For Standard Deduction items the appropriate pay period can be selected by choosing the relevant option in the Effective Date section on the Other Options tab of the Standard Deduction Item window Deduction Details Deduction Description Employee Loan Deduction Beneficiary None Employer Local Account Contribution Values Other Options Effective Date Select the pay period in which you want this deduction to start or resume Current Pay Period Effective Date 2007 02 25 el D Next Pay Period In the case of both Standard Income and Standard Deductions e Ifthe Current Pay Period is selected new Standard Income and Standard Deduction items that are added to an employee including employee loan instalments will be r
20. ts during a specific pay period you could simple leave the quantity as zero The income item will still be shown on the employee s payslip with a value of zero which then also allows the employee to see whether or not he she was paid for any units of the relevant income type IMPORTANT If you have any existing income types with default income values that are calculated based on a Base Rate and Quantity or a Fixed Amount and Quantity and that currently have a default quantity assigned you will need to re check the value of these income items after you have upgraded to V3 1 as the upgrade process will re set the default quantity of all such income items to zero Updated Job Profiles V3 1 The Job Profile field in the Employee Setup Wizard has been moved to a separate page When a job profile is selected the Job Grade Job Level and Job Category associated with the selected job profile will now also be displayed Job Profile Managing Director x j Job Grade F4 Job Level Top Management Job Category Legislators Senior Officials and Managers It is also important to note that an employee s Department is no longer linked to the employee s Job Profile Departments can now be assigned to employees independent of the employee s job profile Employee Cost Centres V3 1 A New field has been added to the Employment Details page of the Employee Setup Wizard in order to assign cost centres to employees Payroll Numbe
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