- A simple Spreadsheet Application for Open Office or Excel

Will create comma delimited imports for TurboCASH.
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menu option, you only need to import the transactions in a normal batch at the end of each pay period (when the payroll is finalised).

If any amounts or new allowances, deductions or employer’s contributions change or are paid or deducted, or any allowances or deductions are not applicable for a specific month, you may edit the imported transactions in this batch. Should the changes in the payroll be of a permanent nature it is recommended that the changes be edited in the Edit→Repeating Transactions menu option.

To Import the Payroll Transactions from a Repeating Payroll Batch:

1. Click on the Batch Entry icon, or click on the Input→Batch Entry menu option. The Batch Type Selection screen will be displayed.
   - Keyboard Access: Press the F2 key on your keyboard. Alternatively, you may press the Alt+I+B keys on your keyboard. The Batch Entry Selection screen is displayed:
   
   
2. Select the Payroll Journal (e.g. Salaries and Wages, General Journal or any other Journal).
3. Click on the Open button. The Batch Entry Transaction screen for the Payroll Journal (e.g. Salaries and Wages, General Journal or any other Journal) will be displayed.
   - You may enter the Payroll transactions in the General Journal. If the Payroll Journal is not available, you may exit the Batch Entry facility and create a Payroll Journal in the Setup→System Parameters→Batch Type menu option.
   - If no contra account is displayed on the Batch Type Selection screen, you need to set up the options for the batch. If you have not yet set up the Payroll Journal or General Journal for payroll transactions; or if your requirements should change, click on the F10: Setup icon, or press the F10 key on your keyboard.
   - Note that for the Payroll Journal, the Amount Entry field should be set up to Allow both (Debit and Credit).
4. Click on the F9: Process icon, or press the F9 key on your keyboard, to import the Repeating Transactions. The Process options screen will be displayed.
5. Select the Repeating Transactions options and click on the OK button. The Enter Month and Year to repeat entries to screen is displayed:
   
   
6. Enter and / or select the following:
   1. Year - Select This Year (or Last Year if you need to process the transactions for a previous financial year).
   2. Period - Select the Accounting Period on the Periods Lookup facility.
   3. Add this to descriptions - Enter a Description if you wish to add the description to any existing (imported) descriptions.
   4. New Reference – You may enter a new reference, if necessary. The new reference will replace the existing reference as entered in the Reference field of the selected Repeating Transactions batch.
7. Click on the OK button. The transactions will be imported into the normal batch entry screen.
   - The alias, and not * Repeating Entries *, is displayed on the title bar as this indicates that this is a normal batch.
8. After the repeating transactions is imported into the Payroll Journal, the transactions are displayed as follows:
   
   - Check the transactions to ensure they are absolutely correct and over type or edit any amounts if necessary.
9. Click on the F5: Balance icon, or press the F5 key on your keyboard, to balance the batch.
   - The Net salaries should balance with the amount the employees will be taking home for this pay period. If this figure is not correct, you need to check the transactions again and edit where necessary.
   The Net Pay will be credited to the Salary and Wages Control Account. When the payment of the Net Pay is captured in the Payments Journal and it is posted to the Ledger, it will have a zero balance.
   - If the Consolidate balancing option is selected in the Setup Options for this batch the description for the balancing entries or transactions will be displayed as “BALANCING ENTRY General Jnl”.
   1. Over type this with “Net Salaries March 2007” or any other suitable description.
   2. Do not over type the 8 *’s (asterisks) in the Reference column as this indicates that these are contra transactions.
10. Click on the F9: Process icon, or press the F9 key on your keyboard, to change the alias.
    - This will help you if you wish to identify a specific batch to generate a batch type report, or if you wish to export posted batches to a file.
11. Click on the F8: List icon, or press the F8 key on your keyboard, to list the batch.
    - It is a good idea to list the batch, and check the entries on the batch thoroughly. If there are any errors, you may edit the batch before posting the batch.
    It is also recommended that you attach this batch list of the payroll transactions to your payroll reports for audit and record purposes.
    - Before posting the payroll batch, you may use the following totals on the batch entry screen to check that you have entered the payroll transactions correctly:
    1. Batch Entry selection screen (if the Speed - Do not Calculate Batches field is selected (ticked) on the Setup→Preferences→Data Parameters menu option).
    2. Should you close this batch (after the payroll transactions is imported and / or edited) and re-open this batch, the unposted totals will display as follows on the Batch Entry selection screen:
       
       It should balance with the following on payroll reports and transactions:
       1. Debit total - The total of all transactions for the salaries and wages as well as the employer’s contributions on your payroll reports (expense accounts) (i.e. 7000 + 1400).
       2. Credit total (if the batch is balanced) - The total of all transactions for the deduction accounts and the credit balancing entry for the Net Pay.
    3. Batch Entry screen - at the bottom right corner of the Batch Entry screen:
       1. Employee Net Pay - If you have used a different reference number for each employee (e.g. employee number) to enter both the basic salary / wage and allowances transactions, as well as the deductions for each employee, the Reference Total should be the Net Pay on the Payroll Reports for the selected employee.
          
          For example, the Net Pay (e.g. 3018.33) for Tracy (Employee number 1001) should be reflected in the Reference Total as follows:
          
          For example, if you select any transaction for Russell (Employee number 1010), the Net Pay (e.g. 2310.80) should be reflected in the Reference Total.
       2. Net Pay (All Employees) (if the batch is balanced) - The total of all Net Pay transactions for all the employees (e.g. 3018.33 + 2310.80 = 5329.13) should be reflected in the Reference Total as follows:
          
          
12. Click on the F6: Post icon, or press the F6 key on your keyboard, to post (update) the batch to the ledger.
    

After posting the transactions, the T-Account View of the transactions should reflect as follows:

1. Salaries and Employers Contributions (Expenses):
   
   
   - These expenses will reflect in the income statement and will reduce the net profit.
2. Net Salaries, Deductions and Employers Contributions (Creditor Accounts Current Liabilities):
   
   
   
   
   
   
   - These amounts credited to the current liability accounts (creditors), should now be paid to the relevant institutions or authorities, except in the case where an employee has deductions for amounts owed to the business.
   - In some cases, you may need to submit prescribed returns to accompany the payment.

— digidan 2006/11/02 17:49