Paywell online course

Paywell Online Learning Course
1

About this Course
• This course is based on the Learning Objectives
developed for the formal Paywell Online Course
to be delivered in our Training Facility.
• It is a ‘self-paced’ course – you take as much time
as you like to move through the content. You can
start at the beginning and move on but if you
prefer, you can move directly to a module that
you need to learn ‘now’.
• Each module starts with the objective – that is
what you need to be able to do.
10/19/2016 Paywell Online 2

About this Course
Learning to use a new system or procedure is not always an easy task.
Here are a few guidelines to help you make it to the end and reach a
successful goal.
• Be committed to succeed
• Take things at YOUR pace. There is no need to rush. Digest each
step, one step at a time. You don’t have to take the course all in
one sitting. Choose how much you want to do at each sitting
• This course is best taken once you have a Log on username and
password which will enable you to log into the system and practice
some of the content as you go
• A WARNING: Do not run your payroll until you want to run it live
• If you have any questions, e-mail us at youngd@payserv.co.zw or
autopay@payserv.co.zw or telephone us at +263-4-852427-30 or
talk to the consultant who installed your system

Module 1: Logging in to Paywell Online Slide 6
Module 2: Menu Options Slide 14
Module 3: The Masterfile Slide 20
Module 4: Transaction Input Slide 37
Module 5: Running the Payroll Slide 55
Module 6: Printing Payslips and Reports Slide 74
Module 6: Restoring Backups Slide 86
If you prefer, move directly to a specific module
of interest: -

General Learning Objective for this Course
At the end of the course, learners will be able to
use the Paywell Online payroll system to
administer and run payrolls for a Small to
Medium Business Enterprise.

Module 1: Logging in to Paywell Online
Explain the functionality and purpose of the secure
remote access system. List and discuss the workflow
requirements to logging in to Paywell Online.
Given a unique username and password pair, log in to
Paywell Online. Log out of the system.

To log in you need a predefined username and password, neither of which
can be changed by the user. This username and password pair has been/will
be provided by your consultant when he/she sets up your system
parameters
Enter your pre-
defined username
and password
Click on Log on

Logging on will bring up this screen
with two options
1. PayMenu
2. Logoff
Click on PayMenu to log on and Logoff
to log off
IT IS IMPORTANT TO LOG OFF BEFORE
EXITING THE SYSTEM. IF YOU EXIT BUT
FAIL TO LOG OFF BEFORE DOING SO,
THE SYSTEM WILL THINK YOU ARE
STILL LOGGED ON AND WON’T LET
YOU IN AGAIN. IN SUCH AN EVENT
YOU WILL NEED TO CALL THE SYSTEM
ADMINISTRATOR AT AUTOPAY TO
CLEAR THE SYSTEM FOR YOU (369213-
33) Next…….

The Paywell Login Screen
Step 1: Enter your
pre-defined
password
Step 2: Click in
the ‘Default
Payroll’ box
Step 3: Double Click
on the Logon BoxYour unique Payroll
system name will
then appear in the
place indicated
Your Paywell
Password can be
changed. See
next slide

Changing your Paywell Password
Step 1 – Click on Tools
Step 2 – Click on Change Password
Step 3 – enter old password,
then enter new password
twice in fields shown
Step 4 – Click on OK

The Paywell Opening Page with Main Menu Options

Logging Off
Click on the ‘Logoff’ button

Module 1: Logging in to Paywell Online
Explain the functionality and purpose of the secure
remote access system. List and discuss the workflow
requirements to logging in to Paywell Online.
Given a unique username and password pair, log in to
Paywell Online. Log out of the system.

Module 2: Menu Options
Objective
List, view and briefly discuss the functions of the
menu options

This is how the menu options will
appear when you open Paywell
You can expand the menu options to
show 4 sub menu options under ‘Pay
Calculation Menus’ by clicking on the +

Menu Options 1
• Masterfile Maintenance: This is the heartbeat of the
system from which all other actions will flow. It
needs to be populated with all your primary payroll
data
• Transaction Input: Enables batched input to be
entered for specific runs
• Pay Calculation Menus: Enables pay calculations,
printing of reports and payslips

Menu Options 2
• Payslip History: Enables payslip history reports
• Data Extract Module: Enables the production of a variety of
data extracts
• Payroll Utilities: Enables imports – Excel Batch Import,
Masterfile Import, Excel Masterfile Import and Data extracts.
• Tax Year Start Procedures enables the deletion of terminated
employees, creates zero YTD values, Resets IMF A pointers
and recreates batch files

Summary of Module 2
The first three menu options listed on Menu Options 1
are the menu options that users will use to create the
primary data, run payrolls and produce reports for
management. They will be covered in detail on this
course.
Menu Options 2 are primarily for payroll consultants to
use when setting up the system or carrying out any
running repairs that may be required. Other elements of
these options include Year-End and Year-Start procedures
used annually. They will not be covered in this online
course.

You have now completed Module 2
Objective
List, view and briefly discuss the functions of the
menu options

Module 3: The Masterfile
List, view, and discuss the Masterfile Menu
Options
Explain the purpose of each sub-menu option.

The Masterfile
The Eight Masterfile sub-menu options
On this short course we are going to cover ‘Update Masterfile’, ‘Special Masterfile’ and
printing options. ‘Maintain Occupation Description’ and ‘Descriptive File Maintenance’
will both be populated by your consultant when he/she sets up your payroll

Maintain Occupation Description and Descriptive
File Maintenance
These two sub menu options enable your payroll to be set up
specifically for your needs.
Maintain Occupation Description will be populated with data
exclusively for your organisation occupations.
Descriptive File Maintenance will also be set up to describe those
specific fields that you wish to use and retain in your system

Before we go any Further
Paywell is security conscious. Every new screen you
attempt to access will ask you to enter your operator
password before allowing you in

Primary Input Screen for Employee data
This is the standard input screen for employee
primary data. Note the fields that have been
completed. These are essential fields (with exception
of passport country of issue – which is not essential)

Company data Screen
This screen is relevant to a company but an individual non-company employer can
use this screen for any relevant data

Increment Screen
This screen shows the employee fixed salary….BUT IT IS NOT POPULATED ON THIS
SCREEN – see the ‘Amounts’ Screen which is used to populate this data

Local Screen
This screen is used for creating the employee’s tax data

Banking Input Screen
Banking data input screen

Indicators/Dates Input Screen
Only populate those indicators and dates that are relevant

References Input Screen
Input relevant references for the employee

Amounts Screen
This is a critical input screen. There are 4 options for High Precision
Amounts and a total of 314 codes for ‘Amounts’ input. When you run the
payroll, the system will pick up the amounts from this input.
Input is entered in this column

All information entered into the Masterfile will be produced as
required when you carry out a Payroll Run. Salary and all
deductions will reflect in the payroll run.
Summary on Masterfile Input
But there will likely be individual additional salary allowances
or deductions that need to be made. For this we will need to
use the ‘Transaction Input’ Module

List, view, and discuss the Masterfile Menu
Options
Explain the purpose of each sub-menu option.

At this stage you might like to take a
break before we proceed with the
next module on Transaction Input

Module 4: Transaction Input
Explain variable transactions and how to input
these variables into the current payroll
Explain how to view inputs after they have been
entered into the system, view and print batch
reports and delete batches

There will nearly always be variable inputs required for the current
payroll.
A member of staff may be awarded a bonus, may be required to pay
back for an advance, Cash in lieu of leave, etc. There are currently 314
different options (codes) that can be used to effect transaction batches.
Some will be regular payments, some will be one-off payments.
Regular payments should be entered into the Masterfile ‘Amounts’ sub-
menu
One-off payments or deductions should be entered into ‘Batch Inputs’
Batch Inputs

Transaction Input
1. Click on Transaction Input, enter your password and this screen will appear
2. Double click on Batch Inputs, enter your password
3. See next slide

Transaction Input
Click on Transaction Batches (see
next slide)

Transaction Input
After clicking on Transaction Batches
this screen will appear
2. Click on ‘Code’ and
the codes menu will
appear. Select the code
you want to use (In this
example we are using
Code 83 (Performance
Bonus)
1. Select an Employee No

Transaction Input
1. Enter an
amount
2 Scroll down on
the scroll bar
3. Click OK (or cancel if
you wish to cancel)
4. Click on the
‘Save’ button to
save the
transaction

Transaction Input
1. Click on the OK button which is
now highlighted
2. Click on the ‘Save’ Icon

Transaction Input
You can now continue the process and create another
transaction for the same employee or continue with
another employee. When you have completed all the
current payroll transaction input, click the exit button
to exit the module

View Batch
To view the batch, double click on ‘View Batch’

View Batch
You have a choice of viewing the batch by employee
or by Transaction Code. Click the relevant button of
your preference

View Batch
Click on ‘Preview’ to
preview your selected list

View Batch
And here is your report. You can close this
preview and print it if you wish

You may find that you need
to delete a batch or even
some batches. The next
slides will show you how to
do this

Deleting Batches
Click on Delete Batches (see next screen)

Deleting Batches
Highlight the batch you want to delete and then click on the single move
arrow
Or if you prefer, move all batches in one operation by clicking on the multiple
move arrow

Deleting Batches
In this example both batches have been moved to the ‘delete’ box. Click
on OK, an ‘are you sure..’ box will appear, click on ‘Yes’
If you change your mind (before finalising) you can move the batches back to
the ‘batches on file’ box by using the reverse arrows

Explain variable transactions and how to input
these variables into the current payroll
Explain how to view inputs after they have been
entered into the system, view and print batch
reports and delete batches

Once you have completed all
the necessary transaction input
you are now ready to run the
payroll
Time for another break

Module 5: Running the Payroll
View and explain the process-flow of the pre-
run backup and running the payroll

Running the Payroll
Running the payroll is a relatively straightforward
process once all the necessary input has been entered,
checked and double-checked.
But it is important to do your checks first. Running the
payroll and then finding errors will result in a lot of extra
work

Because of the possibility of errors unseen it is wise to run a pre
run backup before you run the Payroll
The Pre-run Backup
Click on ‘Tools’
Select ‘Backup’

The Pre-run Backup
By selecting ‘Backup’ this screen will appear
Step 1: Enter a payroll name
Step2: Click on ‘Browse’

The Pre-run Backup
By clicking on ‘Browse’ this screen will appear
Enter a filename. It is
important to enter your
PAYROLL name, then a
relevant filename as
indicated here. The payroll
name is ‘YOUNG’ and the
relevant filename is ‘prerun
October’ Then click on ‘save’

The Pre-run Backup
Clicking on ‘save’ will bring up this screen again.
Now the backup screen has been populated with the
place where the file is stored (c:PaywellAllbackups) and
the filename YOU entered.
NOTE: ‘c:PaywellAllbackups’ is on the Autopay
Paywell Online Server in the ‘cloud’ – and not your
PC/Laptop!

The Pre-run Backup
The last step in the backup process is this screen
Click on ‘OK’ and the
process is complete

Now you are ready to run the Payroll

Running the Payroll
Click on ‘Pay
Calculation Menu’
and this screen will
appear

Running the Payroll
Click on ‘PAY CALCULATION’ and this screen
will appear.
Enter the Run No. e.g. 1 for January, 2 for
February and so on
(If you are running a weekly payroll there are 52 weeks in the year so each run number will
correspond with the relevant week of the year)

Running the Payroll
Once you have entered the run No the
other fields will auto-populate. You can see
this payroll run is for Rn No 11, Tax period
11 and a run date of 11/30/2016 If all is OK Click on OK

Running the Payroll
By clicking on OK,
the run will
commence to
process and then
ask you to preview
(and if you want)
to print several
reports
Click on Preview

Running the Payroll
Here is the first report – the Payroll Control Report. Note the number of
pages in this report and the scroll buttons available. Click on the scroll
buttons to scroll through the pages

Running the Payroll
Page 4 of the Payroll Control Report
To close the preview click
on the red ‘close’ button

Running the Payroll
The Payroll Consolidation Report using the RunF (Runfile)

Running the Payroll
Analysis of Payment Method Report

Running the Payroll
When all the reports have
been processed and you
have previewed and/or
printed them this screen
appears. The options are
defaulted to the ‘RunF’
option. Click on OK and the
payroll run will be
completed

View and explain the process-flow of the pre-
run backup and running the payroll

The payroll has now been run.
What is left to be done is the
printing of Payslips and if need be,
other available reports from the
system

Module 6: Printing Payslips and Reports
At the end of module 6, learners will be able to
print payslips and reports from the Paywell
Online system

Printing
Click on PAYSLIP
PRINT, enter
your password
and this screen
appears
There are 3 print options. Use
either one but I recommend the
PLAIN STATIONERY option for
small business

Printing
Double-click
on PLAIN
STATIONERY
brings up
this screen
Click on Print

Printing
Click on Preview

Printing
Here’s your
‘preview’.
Note that this is
Page 2 of 5
pages. You can
scroll through
the pages by
clicking on the
‘forward’
buttons’
Close the preview by clicking on
the ‘close’ button and you
return to the Print Menu

Printing
Click on ‘Print’ and this
screen will appear. YOU
CAN ONLY PRINT BY
SAVING THE FILE AS
.pdf file

Printing
Now save
the file on
your
PC/Laptop
in a folder of
your
preference.
In this
example it is
being saved
on the
desktop

Printing
After saving you
will be returned
to the Print
Menu. Close the
menu by
clicking on the
‘close’ button

Printing
Now to print your payslips on paper, open the .pdf file and print as you
would any other .pdf document on your local printer.
We’re done printing payslips

Printing
The printing process
for printing Monthly
Reports doesn’t
change from the
method used for
printing payslips
Click on PAYROLL
MONTHLY REPORTS
and this screen will
appear. Choose the
report to print, follow
the printing process
you learned from
printing payslips.

Printing
And the
same
follows for
printing
Monthly
Returns.
Click on
PAYROLL
MONTHLY
RETURNS
and follow
the
process
again

At the end of module 6, learners will be able to
print payslips and reports from the Paywell
Online system

Module 7: Restoring Backups
At the end of Module 7, learners will be able to
restore backups

Restoring a Backup
Click on ‘Tools’, then click on ‘Restore’

Restoring a Backup
Step 1: Click on ‘All Backups’
Step 2: Click on your named payroll backup file. In
this case ‘YOUNG pre-run October’
Step 3: Click on ‘Restore’

Restoring a Backup
The system will run a restore program at the end of which this window
will appear. Click on OK after which the restore will be complete and you
will be automatically returned to your own Payroll screen

At the end of Module 7, learners will be able to
restore backups

The End
Before you go and celebrate,
please look at one more slide.
Click next

Feedback
We appreciate feedback on this online course. Please send us an e-mail to
chidzangal@payserv.co.zw
Or telephone us at +263-4-369213/33 , ask for Leah Chidzanga and tell her what
you think about it.
Give us a Rating of 1: The course was very poor
Give us a Rating of 2: The course was OK
Give us a Rating of 3: The course was excellent
And if you have the time, please qualify your numbered response with reasons
Thank you for your feedback

Paywell online course

Empfohlen

Empfohlen

Weitere ähnliche Inhalte

Ähnlich wie Paywell online course

Ähnlich wie Paywell online course (20)

Kürzlich hochgeladen

Kürzlich hochgeladen (20)

Paywell online course