Softhard Solutions ShopMate Main Employee Payroll Module Explanation Page
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Softhard Solutions ShopMate

Business Accounting Employee Payroll Module Explanation

Automotive Business Accounting Software System for Businesses

ShopMate Automotive Business Accounting Employee Payroll Module

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Making financial payments to your employees is one of the most important aspects of your business. Only two clicks from the Home Page will have Employee Payroll set up and ready to go ... in seconds. Welcome to ShopMate Main Employee Payroll Module Explanation page.
View Employee Payroll Module Screen Shot...

Making regular payments to employees in the ShopMate Business Accounting Software Database is a part of administering a database system. Please note that the employee taxation in the ShopMate Business Accounting Software Database Payroll is based on the Australian Tax Laws and tax scales!

If you are not in Australia or you are sure that ShopMate calculates taxes for your employees wrong way, do not use the Employee Payroll Module.

The following tasks are available on this page:

Important Note
From ShopMate version 9.0.0.0., 2015 edition (in following editions it may be removed), all Payroll service methods are Deprecated. The tax tables can't be supported any more due to ever increasing and numerous changes to Employee tax laws by Australian Taxation Office.

It is kept for backward compatibility to hold your old employee data. You can still use it but only for comparison with some other Employee data and more or less balance your books.
We can't be held responsible if you use it!!!

The attendance time sheet continues to function as before. Use it to generate Employee hours needed to accomplish the current day or booking day workload. For correct employee hours set the individual employee's Minimum Daily Hours to work field in Employee Payroll Data. It is set to 8 by default.

If you want to be able to set Employee daily Presence on the Present field, you must set the Pay Type field to Wages. All the other Pay Type choices (sick, holidays etc.) automatically set the Present field to False.

In the Employee Payroll Module, the two tasks available help you to maintain the employees daily attendance time sheet, approve wage payment and check labour hours used in invoices for selected dates. Think of this section as a Bundy Clock for employees.

Each day represents an attendance sheet which is automatically maintained by ShopMate as needed.

Tips
Some buttons associated with a Grid of data need to have one or more records Selected by Highlighting the records in order to get enabled. You can control the record highlighting by clicking the Selector bar on the left of each grid for one record selection or using the Ctrl+Click button for selecting one record at the time in different positions or Shift+Click button for selecting a range of records.

Some buttons only need the pointer arrow on the selector bar, without highlighting, to get enabled. In that case you can select any record by just clicking on the desired record anywhere within the grid, without having to click the selector bar.

If you press the Ctrl+F6 keys on your keyboard, it will zoom through any windows forms you currently have 'open' inside ShopMate.

ShopMate has a notion of Open and Closed invoices and orders. While they are Open, they are just templates and can be manipulated as you like, even deleted, with no reflection in the financial system or your products stock. When Closed, they are taken off of the Main Sales or Purchases and become part of the financial system.

When the invoices or orders are Closed they are Posted from sales/purchases into the financial system, products (only those with the Stocked property set) are added or deducted to/from stock as needed, you can't change things any more and the invoices/orders are ready for the receiving/issuing of payment for them.

Even if you do NOT use purchase orders you still should periodically Close all the orders that ShopMate automatically creates when any product's Reorder Level is set, or an invoice containing any Stocked products is Closed, not delete them.

If you delete them, they will only be recreated again by ShopMate. You should Close (post) them and issue payments for them otherwise your financial reports will be incorrect (100% profit). You should maintain all products' correct Retail and Supply (except labour) prices for balancing.

By default, at start up, each employee is marked as present at work, except for employees marked as Inactive and entries made on Saturdays and Sundays. It is your responsibility to see that the entries, employee attendance and wage Approval, are correct for each day of employee operations.

All your labour products should have the ItemsInUnit property set to a number greater than one. If we assume that the Items are minutes of a Unit (one hour), you can set the ItemsInUnit to 60 (minutes). Then in an invoice you can enter e.g. 2.3 (hours) into Units and the Items (minutes) will be correctly calculated in this invoice item.

The updatable grids may contain one or more fields that are too short to display fully. You can click into these fields and the editor will display all words fully below it, formatted (even if a field is not normally updatable - if you try to update such field the editor will simply return the previous data).

Before a product is being pulled into the invoices or orders via a bar code scanning device, make sure the designated bar code field receiving the number is in focus.

Although you may, it is advisable NOT to use dot (.) as a first letter of the product names you yourself create.

If you are currently a MotoShop Automotive user you might ask a question: what is the difference between MotoShop Automotive and ShopMate? The answer is they both do the same thing but ShopMate does it better, is most modern software you can get, is written in .Net technology and, unlike MotoShop, is fully supported by Softhard Solutions.

MotoShop Automotive was built with the automotive industry businesses in mind, ShopMate was built for any small to medium business including automotive industry.


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Attendance Time Sheet Task Tab

Grid Colour Coding of rows of data

  • If employee is Not Active colour is RED.

  • If employee is Paid or record is Posted to financial system, colour is Blue.

  • If employee is Not Paid and record Not Posted and Pay Type is anything else but 'Wage', colour is Medium Orchid.

  • If employee has been Approved for payment, colour is Forest Green.

  • If employee is present at work, the Present field set, colour is Black.

  • Otherwise, employee is not present at work, the Present field not set, colour is Dim Gray.

Following table contains all the available elements for review.

Element Description
Date box:
Attendance
Time Sheet Date
Select date for employees attendance sheet. Selected days that span before the starting date of ShopMate operations will be rejected.
Combo box:
Wage Period
for Payments
ShopMate supports only amounts to be withheld from payments made daily, weekly, fortnightly, monthly and quarterly. Any other period is not supported. Here, you can set the default wage period. ShopMate will remember this setting. If you select DAILY period, special tax Scale for daily payments is used and Medicare settings are not used.
Grid:
Attendance
Time Sheet

This grid is a single-select grid and shows a list of available employees. Here you can correct individual employee details such as pay type, attendance at work, reason for absence, hours worked, overtime loading, and bonuses as needed.

Important Note
A time sheet entry is created for all employees automatically only for current, today's day and only at ShopMate start-up on your computer. If you do not see any employee entries in this grid than the selected day is not today and you must make sure to use the Refresh time sheet button to create the time sheet for the selected date, since it is not created automatically (except for the current today's day), and also refresh the latest commission data for the selected date.

Click on the field in the Pay Type column to select a different pay type, used to pay employee, as needed. Note that if you want to be able to set Employee daily Presence on the Present field, you must set the Pay Type field to Wages. All the other Pay Type choices (sick, holidays etc.) automatically set the Present field to False.

Tip
Do not use Holiday as Pay Type setting for Public Holidays, use Wages setting instead and set the Present check box field to unchecked, NOT Present state. The Holiday setting is for Annual Holiday Leave and if you use it for a public holiday, a day is deducted from the annual holiday leave counter.

It is up to you to tick each box to show a selected employee Is or Is NOT 'Present' at work. Especially when on holidays or sick. If employee is absent for any reason and cleared in the Present field, describe the reason in the Reason Absent notes field.

Make sure everything is correct before you tick the Approve check box, which approves the employee to be paid for the selected day, then click on the Payroll Run button to go to the Employee Payroll Manager to finalize payment and take care of other matters relating to the employee payroll there.

Tip
You can double click on any row to quickly call the Employee Payroll Manager form for any needed changes of the selected employee settings. For correct employee tax calculations, make sure you also set other required tax data for each employee in this form.

Important Note
Before you tick the Approve check box, if any of the employees receive set commissions from invoices, make sure to use the Refresh time sheet button to refresh the latest commission data for the selected date, overriding whatever you may have set in the Commission field.

Important Note
Details of an employee who already got paid for the selected day, or is inactive, will be in a Read Only state. You can't change them.

You can sort these records by clicking on any column heading.

Button:
Add employee
Click on this button if you want to add a new employee to ShopMate while you are in this section.
Button:
Refresh
time sheet and
Commission
Payments
If the time sheet for the selected date does not exist, you do not see any employee entries in the grid, press this button to create it.

Also, if you pay commission to employees, make sure you click on this button for last minute 'refreshing' of all calculations regarding time sheets and commission owing to a selected employee before clicking on the 'Approve' check box.
Button:
Review
selected
Employee
Personal data
Click on this button to review the currently selected employee personal record details.
Button:
Review
selected
Employee
Payroll data

Click on this button to review the currently selected employee's Employee Payroll setting details.

Important Note
Make sure that you enter an appropriate value into each employee's Allocated Hours field (default 8) and Earning Per Hour of Work field (default 0) in Employee Payroll Manager form. If you leave any at zero, the employee can't be paid as the calculations depend on these fields being positive and greater than zero.

Tip
You can double click on any employee row to quickly call the Employee Payroll Manager form for any changes of the selected employee settings. For correct employee tax calculations, make sure you also set other required tax data for each employee in this form.

Button:
Run selected
Employee
Wage Payroll
Click on this button to run the currently selected employee's Employee Wage Payroll Run . This is where you can finalize the employee payments setting details and pay the employees.

Only the records that you update and Approve here, on this form, will appear in the Wage payroll run form.
More...Button:
Email Messages
Click on this button to email the currently selected employee or anyone else.

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Labour Hours Usage Task Tab

For each day of operations ShopMate maintains the total number of Labour Hours available and how many hours are left for the day. This lets you know approximately how much work you can afford to accept from customers for bookings, if your invoicing includes labour.

Labour Hours Usage is maintained by summing up the quantities of labour products inserted into invoices. Both closed and open invoices are counted with regard to covering a whole day of Labour Hours.

The invoices have an internal date, Booking Date which is used for summing up the quantities of labour products inserted into invoices for selected date. If the invoice's Booking Date is the same as the selected date then each labour product's quantity is counted with regard to summing up of 'labour hours'.

The total is then compared with the employees time sheets for the selected date which contain the work hours of each, present at work, employee.

Following table contains all the available elements for review.

Element Description
Fields:
Informational
These white information fields are particularly worth learning to tune into and check constantly as they can help you keep track of Labour Hours that you have left on any selected date.

Preparing invoices and showing hours of labour required in each invoice, means those labour hours will be registered in this task Tab. Instantly you will see how many Labour Hours you have left.

Keeping track of what Labour Hours you have left on any selected date will help you not to over-book yourself and your staff according to labour hours.

It will help you give more accurate assessments of time available when you are trying to tell customers when to come to your place of business for some form of labour or service.

Grid:
Labour
invoice items
related to
employee labour
These columns show a list of invoices that relate solely to the employee name attached to each product in them.

Click on any record to select it, then press the Review button to review the invoice that the selected invoice item belongs to. Also sort the records by clicking on any column heading.

Whatever is typed into the 'Units' column represents 'labour hours' for labour/service type products entered into an invoice.

If an employee attached to an invoice will be expected to work for three-and-one-half hours on a particular job in the invoice, then type Labour as the product in the invoice, and type '3.5' as the amount of 'labour hours' in the 'Units' column.

Everything will be calculated correctly, your hours usage will automatically count down each time you use labour products in invoices, in this task Tab.

Colour Coding of rows of data in this grid

  • Any invoice that is 'Open' and NOT marked as 'Quote' is BLACK.
  • Any invoice that is 'Open' and marked as 'Quote' is DARK GRAY.
  • Any invoice that is 'Closed' and partially 'Paid' is BLUE.
  • Any invoice that is 'Closed' and NOT partially 'Paid' is MEDIUMORCHID.
  • Any invoice that is 'Closed' and fully 'Paid' is GREEN.
  • Any invoice that is 'Closed' and partially 'Paid' but marked as 'Bad Debt' is RED.
Button:
Review
selected Invoice

Click on this button to review currently selected (highlighted) invoice in the Invoices Manager form.


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Unpaid Time Sheet Entries Task Tab

For each day of operations with ShopMate an employee attendance time sheet (Bundy) is created. Each entry is also used for employee wage payments which you control from the first tab tasks. You should maintain only the entries of employees that are or were due to work on any particular day. Here you can control all unpaid entries.

Following table contains all the available elements for review.

Element Description
Grid:
All employees
Unpaid
time sheet
Entries
These columns show a list of employee attendance time sheet entries that have not been paid to employees yet. Since the daily attendance can be viewed one day at the time on the tab one of this form, here you can readily see which employee is or is not marked for wage payment.

Click on any record to select it, then press the Delete button to delete the record that is unwanted. Also sort the records by clicking on any column heading.

Colour Coding of rows of data in this grid

  • Any employee that has NOT its Active field set is RED.
  • Any employee that has its Approved field set is FORESTGREEN.
  • Any employee that has NOT its Present field set is DIMGRAY.
  • All others are BLACK.
Button:
Delete
selected Entry

Click on this button to delete currently selected (highlighted) time sheet payroll entry if you need to clear it (may be re-created later).


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