How do I prepare and process a pay using the Spreadsheet Pay method?

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If you have lots of casual staff who work different hours each pay period, this method of paying them may suit you better. You can use it to set up a screen, which resembles a spreadsheet, and to include just the pay rates that you normally pay these staff.

To use the spreadsheet feature, you must select the Spreadsheet as the method of paying the employee in the Employees - Personal Details window.

Entering a spreadsheet entry pay

1 From the Activities menu, choose Prepare Pays. The Pays Summary window is displayed.

2 Click the relevant tab (all, weekly, fortnightly, etc.) to view or edit pays. Employees who are on leave, or who have had their pay disabled will appear with a grey line through their name.

3 To exclude a pay from a pay run, select the employee and click Activities>Disable Pay. The Yes in the Pay column will disappear and the pay will be greyed out.

Disable a pay if an employee does not need to be paid this week, and they are not on leave. A pay for that employee won't be processed for the current pay period.

4 To add a pay back into the pay run, select the employee and click Activities>Enable Pay. The 'Pay column will change to 'Yes' and the pay will return to the normal colour.

5 To modify an employees pay, click to select the employee. The Employee Pay Method box, at the top right side of the screen shows the pay method for the employee. The following instructions apply to employees paid using the Spreadsheet Pay Method. If paid under a different method, refer to the Timesheet method, or the Normal method.

Click Activities>Edit Pay(s). The Spreadsheet entry window displays spreadsheet details for all employees paid using the spreadsheet method.

Note You cannot edit a past pay unless the þ Edit Past Pays checkbox has been selected. You also cannot edit a past pay if you have been set up as a user without the rights to edit a past pay.

6 Enter the pay hours in the appropriate columns for each employee. You can enter hours by clicking on a field and typing in the number, or right clicking to bring up the Elite Payroll Software Calculator. You can also move through the screen using the keyboard arrow or tab keys.

If you need to enter hours for a pay rate that isn't displayed on the spreadsheet, you can either add a new pay rate to the spreadsheet, or you can add the hours for that pay rate through the details column.

To enter hours for a pay rate not on the screen click on the Details column and then either press the "enter" key or click on the $image\downarow.gif$ down arrow. Be sure to check which employee you're entering the details for. Doing this will display the Normal Pay Screen, where you can add additional hours, as well as edit other details such as allowances, deductions, adjustments, sundry items, commissions or bonuses, or superannuation.

To add a pay rate to the Spreadsheet Entry screen

$image\dash.gif$ From the Lists menu, choose Pay rates.

$image\dash.gif$ Click to select the pay rate you want to add, and then click Edit.

$image\dash.gif$ Select þ Use Pay Rate For Spreadsheet Entry .

$image\dash.gif$ Click OK. When you go back to the spreadsheet entry screen, the pay rate will appear - you may have to scroll to the right to see it.

7 To enter allowances, deductions, adjustments, sundry items, bonuses, commissions, or superannuation, click the Details column and then either press the "enter" key or click on the $image\downarow.gif$ down arrow. Doing this will display the Normal Pay Screen., where you can edit or enter all of these details. Make any changes required and then click OK. The Spreadsheet Entry window is displayed.

8 When you have entered hours for all employees that you want to process pay for using the spreadsheet method, click Close to save the details for processing. The Pays Summary window is displayed.

9 Make any changes required for employees that are paid under the Timesheet, or the Normal pay methods.

10 When are employee pay details are completed, click Activities>Process Pays to open the Process Pays window. Spreadsheet pays are processed in the same way as all other pay methods.

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