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Mamut Payroll Manual Version 28

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Mamut Payroll Manual Version 28 Powered By Docstoc
					Mamut Payroll
            pages on
Chapters

     1     Getting Started
     2     Admin
     3     Options & Preferences
     4     Setting up a Company
     5     Payments & Deductions
     6     Starters Leavers & P45s
     7     Running the Payroll
     8     Made a Mistake?
     9     Reporting
     10    Month-end Summary
     11    Back-up & Restore
     12    Year-end Procedures
     13    Online Services
     14    Holidays & Absence
     15    Payroll Amendments
     16    Payroll History
     17    Accounts & Costing
     18    Tools & Utilities
     19    Import & Export
     20    SQL Selection
           Index
1 Getting Started




2

3

4

5

6

7


                    Chapter 1

                    In this Chapter:

                           About this Manual

                           The Desktop

                           The Toolbar

                           The Menu Bar

                           A Quick-start Guide




                                 Getting Started
end
Mamut Payroll                                          Getting Started                                                   Chapter 1
Overview                                                                                          The Desktop
This chapter sets out the way we present things in this manual so that
you know what keys to press and what to click when following the
instructions. Then it tells you what various symbols and icons (little
pictures) mean. Lastly there is a quick reference section that guides
you, simply, from installation, through running a payroll to printing
orts.



About this Manual
We hope that in reading this Manual and experimenting at the same
time, you will soon get the feel of the program and how it works.


To make it easier (in our experience payroll and computers are never
just easy) we have tried to do things in a standard way all through the    The Desktop is laid out like that of most other Windows™ programs.
program and through the Manual.                                            Its important features are described below:


It will help if you are already familiar with the way that Windows™
does things.                                                               Desktop Explained

But for those people who don‟t know their active window from their         Desktop
exit button we have tried to make the instructions both on the screen      When you run the program, all work takes place in the desktop.
and in this book as detailed and clear as we could without going over-
board.
                                                                           Title bar
Operating Manuals are not really designed to be read cover-to-cover        Displays the name of the company you are dealing with.
(you would probably never remember it all anyway. I know I haven‟t
and I wrote it! - Ed) but rather dipped into whenever you feel the need.
                                                                           Menu bar
So we added a summary of the contents at the start of each chapter and
                                                                           Shows the titles of a number of drop-down menus from which you can
a detailed Index at the end of the Manual.
                                                                           select all the program's features and procedures.

You will find that all through this Manual we use the standard computer
                                                                           Minimize button
(that means American) spelling for various words. This is not an apol-
ogy; we wish merely to point out that it is a deliberate choice on our     By using a mouse you can click on this button (a minus sign) to reduce

part.                                                                      the window to an icon on the Windows™ Task bar.



                                                                           Restore button
                                                                           When your window is at full size this button appears as two overlapping
                                                                           squares.


                                                                           When you click it the window may get smaller. Its size can now be
                                                                           changed by clicking-and-dragging with the cursor in the bottom-right
                                                                           hand corner of the window. In its reduced state the icon appears as a
                                                                           single square. Clicking it now returns the window to full-size.



                                                                                                                                             1.1
Mamut Payroll                                           Getting Started                                                    Chapter 1
Mouse Pointer                                                                                      The Toolbar
When you move the mouse, the position of the mouse pointer changes
                                                                          The toolbar is a row of icons without text. It sits below the Menu bar at
on the screen. You should always click on the left mouse button to
                                                                          the top of the screen. As you place your cursor over an icon, without
select an option on screen.
                                                                          clicking, a short description of its function is displayed.

Window Title bar
                                                                          Clicking an icon is a quick and easy way of starting that part of the
Shows the name of the window (option) currently in use. If more than
                                                                          program.
one window (option) is open, the active window title bar is a different
colour to the others.                                                     What you see when you first use the system is the standard Toolbar. It
                                                                          contains seventeen icons covering the program's most commonly-used

Status bar                                                                features.

Shows the current payroll date, the last week and month that a payroll
                                                                          There are nearly as many again, hidden away, for you to choose and use
was run and how many employees you have.
                                                                          if you want to. Do not bother about them until you are familiar with the
                                                                          system. After that you can change the toolbar to your own specifica-
Toolbar                                                                   tion, or add new ones of your own. See Customize the Toolbar on page
                                                                          18.10.
Gives you access to the options of the program most often used.



Side bar                                                                  Company Icons
This is another convenient way to get at the program's functions. With                       Select Different Company: allows you to change
a blank desktop, clicking on a heading of the Side bar brings up some                        from one company to another.
icons that start the various things connected with the heading.

                                                                                             BackUp Company: saving your company‟s data is
                                                                                             what this routine is about.




1.2
Mamut Payroll                                   Getting Started                                         Chapter 1
Employee Icons                                                    Printing and Reports Icons

          Previous Employee: with an employee‟s details on                  Print Payslips: usually the first thing to do after
          the screen this takes you to the previous employee on             running the payroll.
          the payroll, if there is one.
                                                                            Print Summaries: these are the reports that summa-
          Next Employee: with an employee‟s details on the                  rize everything after a payroll run.
          screen this takes you to the next employee on the
          payroll, if there is one.
                                                                            Print Other Reports: reports, other than payslips,
                                                                            summaries and bank payments.           Also reports you
          Select Employee: lets you search for and select the
                                                                            have written yourself.
          employee you want from a list of all those, past and
          present, on the payroll.                                          Quick Report Writer: this way for printing or
                                                                            setting up those quick reports that are needed from
          Alter Employee Details: amend the details of an                   time-to-time.

          existing employee.

                                                                  Other Icons
          Issue P45: what to do with leavers.
                                                                            Quick Calculators: for quick and easy calculations
                                                                            of tax, National Insurance, SSP, and loans - magic!
          Diary: takes you to the employee‟s absence diary.
                                                                            Change Payroll Date: the payroll date determines
                                                                            what week number and month number will be dis-
                                                                            played at payroll-run time.

                                                                            Exit: this way out. And don‟t forget to back up your
Payroll Icons
                                                                            data, put out the office cat and switch off the lights
                                                                            before you go.
          Do Payroll: running the payroll.




          Undo Payroll: use this when you have made mis-
          takes in the payroll run.




                                                                                                                             1.3
Mamut Payroll                                             Getting Started                                                  Chapter 1
The Menu Bar                                                                                                  Note
The Menu bar sits at the top of the screen, just under the Title bar. With
                                                                                     You can find further information on the operation of the
this bar you can access all the features of the system.
                                                                                     features in the Tools drop-down in Chapter 18, Tools
                                                                                     and Utilities.



                                                                             Add Dot Matrix Pinter Driver (Non NT)
You can either use your mouse to click on the words and the drop-down        This is a Utility to use when you find difficulty on aligning pre-printed
menus that follow or you can use the keyboard.                               year-end forms.


                                                                             Employee Debug
Tools                                                                        With this you can change figures in an employee's data, overriding what
                                                                             has been calculated.
The first three items on the drop-down menu are:
                                                                             We recommend that this option be used only with the assistance of our
                            Toolbar                                          support staff.
                            Status Bar
                            Sidebar                                          Year-end

Click any of them and that bar will either be switched on (and show a        The Year-end menu between the Tools and Help menus collects together
tick) or switched off (no tick), depending on how it was to start with.      various features that are used at year end. If any of these items appear
                                                                             in other menus they remain there as well.

So if you want more space on your desktop and you do not need assis-
tance from those bars, you need not show them.                               Help
                                                                                                        Mamut Payroll Help

Reset Company Statistics                                                                                Services

This just refreshes the details on the Status bar.                                                      Tech Tips

                                                                                                        About Mamut Payroll
Rebuild Data File

On occasions the data file for a company may become corrupted. This          Again, these things do not run any of the program‟s functions: they are

restores the integrity of the company‟s data file, where possible.           there to help and assist you when things get sticky.



Quick Calculators                                                            Mamut Payroll Help
For making quick calculations of tax etc.                                    Here, sections of this Operating Manual are available on your computer
                                                                             screen. The format is similar to what you see with most Windows™

Tax/NI override                                                              applications.

Allows you to override the calculated figures. Useful, but dangerous if
                                                                             In the left-hand frame there are three tab cards labelled Contents,
you do not know precisely what you are doing and what the conse-
                                                                             Index and Search.
quences are likely to be.

                                                                             Clicking the Contents tab card gives you a list of books containing
Global Changes                                                               topics with information.

Useful at update time when you can change everyone‟s salary at once.




1.4
Mamut Payroll                                           Getting Started      Chapter 1
Besides sections of the manual that comprise the main help system you
will see other books with details of recent updates and changes to the
program.


You can double-click your way through until you see the topic you want
to read about displayed in the right-hand frame.


When you select the Search tab card you can type in a keyword and get
a list of topics that are most likely to be the source of further informa-
tion.


Clicking the Index tab gives you a detailed list of all the topics avail-
able. You can either scroll through it or type letters in the window to
find a topic that matches your entry.



Services
Clicking this gives you information about other services:


            Payroll Hotline

            Stationery

            Report Writing

            Training and Consultancy

            Emergency Payroll


Tech Tips
Contains useful technical help not included in this manual.




                                                                                     1.5
Mamut Payroll                                              Getting Started                                                    Chapter 1
                                                                                As you press Enter after your PIN number your Licence details appear
                 A Quick-start Guide
                                                                                in the bottom field.
What follows is a guide to setting up and using the program in the
simplest and easiest way possible. The program is ready for use as soon         Click OK and you are told that the program must close before the
as it is installed. The settings as they are when you first load the pro-       registration process can finish.
gram enable you to be up and running with a minimum of fuss. If you
want an uncomplicated payroll and you are not concerned about modi-             So click OK and allow the program to close.
fying it to your own requirements just follow the instructions below and
you will be ready to go.                                                        When you start the program you will see the same opening screen:



Logging in
When you first install the system you see the following:




                                                                                But from now on when you press Enter you will be taken directly into
                                                                                the program.


                                                                                Accept the payroll date that is suggested in the next welcoming window

No password is needed. Press Enter or click OK.                                 and proceed to set up a company.



                                                                                Setting up a Company
                                                                                If at any time you need more information about this section, turn to
                                                                                Company Details on page 4.1


                                                                                At the Menu bar select Company/Create New Company.
You may run the program in demonstration mode, but to use it for your
payroll you must register this copy so click Yes.
                                                                                Company Tab Card
                                                                                Fill in the company name, address and postcode. For the moment you
                                                                                need do nothing in the Directory for Data window since it does not
                                                                                affect the running of the program. You will, however, need to think
                                                                                about it when you have become familiar with the program.




Fill in the details, exactly as they appear on your Licence. If these
details are not correct to the letter you will not be able to go any further.




1.6
Mamut Payroll                                           Getting Started                                                  Chapter 1
Tax Tab Card                                                               At the Menu bar select Company then Alter Payments/Deductions.

Fill in the Tax District, Account No, Ref No and District No fields.       Click the Add New button and confirm that you want to use the Wiz-
                                                                           ard.
Make sure the Current Tax Year and Use Tax Rates fields are correct.

                                                                           Follow the instructions on the screen and refer to Chapter 5 if you find
Again, for the moment, you can ignore the Year-end Returns fields
                                                                           yourself in difficulty.
and come back to them later.

                                                                           Return to the desktop,

Bank Details Tab Card
Fill in the Bank/Building Soc Name, Branch, Address, Sort Code,            Adding Employees
Account No and Account Name (but only if you need to change it)
                                                                           If at any time you need more information about this section, turn to
fields. You can ignore the rest.
                                                                           Adding a Starter to the Payroll on page 6.1.


Pay Rates Tab Card                                                         At the Menu bar select Employee/Add New Employee.

If you have no employees who are paid by the hour you can ignore this
                                                                           To Do you want to use a Template? answer No.
Tab Card completely.


Enter the basic rates of pay in £ per hour of all your employees. You do   General Tab Card
it by clicking the Add New button.
                                                                           Fill in the employee‟s name, Code and select male/female.

Give the rate a title in the Narrative field and a £ per hour in the
Amount field.                                                              Period Tab Card
                                                                           Select a Pay Period and a Pay Method.
Do not put a tick in the Fixed boxes.

                                                                           In Next Tax Pay Period put the next tax week/month number for which

Overtime Tab Card                                                          the employee is to be paid.

Enter multiplication factors for overtime (for example 1.5 for time-and-
a-half).                                                                   Salary Tab Card
                                                                           Put a figure in either the Period or Annual Salary window, but only for
Click OK to return to the desktop.
                                                                           those people not paid at an hourly rate.


Payments and Deductions                                                    Ignore the Holiday Pay fields.


Even in the simplest payrolls employees may have things added to their
pay (like expenses) or deducted from it (not counting tax and NI) before   Rates Tab Card
they get it. These things must be set up before you go any further.        If this card is greyed out it means that you did not set up any rates of
                                                                           pay for the company. If your company pays no one by the hour you can
If you never add anything to or deduct anything from your employees‟       ignore this tab card.
basic pay you can ignore this section.

                                                                           If you wish to enter the number of hours the employee has worked at
If at any time you need more information about this section, turn to       the time you run the payroll you can ignore this tab card.
Payments & Deductions, Chapter 5.


                                                                                                                                             1.7
Mamut Payroll                                               Getting Started                                                 Chapter 1
If at any time you need more information about this section, turn to         To-Date Tab Card
Rates Tab Card on page 6.7.
                                                                             If at any time you need more information about this section, turn to To-

If you want to change the amounts in £ per hour at which the employee        date Tab Card on page 6.14.

is paid for any of the rates displayed, do so in the Hourly Rates for this
                                                                             If you are starting the program at the beginning of a new tax year you
Employee - £/hour fields now.
                                                                             should make no entries on this card.

In Pay Screen Default for this Employee: type in the Hours field the
number of hours the employee normally works at the first rate of pay.        Bank Tab Card
Select the appropriate rate of pay from the drop-down list box in the        If at any time you need more information about this section, turn to

Rate field.                                                                  Bank Tab Card on page 6.15


Repeat this operation for other pay rates, like overtime.                    You need only complete the details on this card if the employee is to be
                                                                             paid into a bank account.
Finally, select the overtime Factor to use.

                                                                             Costing Tab Card
Tax/NI Tab Card                                                              Ignore this card.
If at any time you need more information about this section, turn to
Tax/NI Tab Card on page 6.8.
                                                                             SSP Tab Card
Fill in the details on this card. Use the current emergency tax code and     Ignore this card unless you want to go into the complexities of the
a temporary NI number if you do not have the full details to hand.           Absence Diary that computes and keeps records of SSP. If you do want
                                                                             to use it you really should look at SSP Tab Card on page 6.17.
In the P45 Figures section only make entries if the employee has joined
you previously during the year and has supplied you with a P45.              When you have completed everything, click OK to return to the desk-
                                                                             top.
Tick the box if the employee is a Director of the company and enter the
Tax Week Number in which the employee was made a Director.                   Running your first Payroll
                                                                             You have now set up your company and your employees ready to run
Pay/Deds Tab Card                                                            your first payroll. It is wise to run it in parallel with your existing
                                                                             system for a few periods to ensure everything you entered was correct
If at any time you need more information about this section, turn to
                                                                             and you are confident that you know how to deal with situations as they
Pay/Deds Tab Card on page 6.12.
                                                                             arise.

From the drop-down list box that appears when you click the arrowhead
                                                                             There is no quick guide to running the payroll. Well, there is actually,
in the Description Field choose the first payment/deduction that applies
                                                                             you can run the payroll completely automatically, at the press of a key.
to this employee.
                                                                             But for the moment, when you see the Automatic button, resist the

If the sum (or percentage) involved is the same every period, enter it in    temptation to click it, at least until you understand what it does!

the Standard field. You then will not have to do it every time the
                                                                             For the moment then, turn to Chapter 7, Running the Payroll, to guide
employee is paid.
                                                                             you through the process.

Do this for every payment/deduction that applies to this employee.
                                                                             Finally, look at Chapter 9 to see what to do about printed reports.


1.8
2 Admin




2

3

4

5

6

7

8


          Chapter 2

          In this Chapter:

                 Log in

                 Companies sub-menu

                 Alter Admin Password

                 Delete Utility

                 Run Utility

                 Configure e-mail Payslips

                 Alter Operators/Groups

                 Clear Operator Locks

                 Licence

                 System Log




                                             Admin
end
Mamut Payroll                                                        Admin                                                      Chapter 2
Overview                                                                                                    File Menu
This Chapter deals with various housekeeping procedures, setting up
                                                                                Click on File to show a drop-down menu that gives you the following
groups of operators who will use the payroll system and giving them or
                                                                                options:
restricting their rights to various parts of the program.


The program's Licence is extended here whenever users or modules are
added.


There is a facility to see an „audit trail‟ of every operation carried out on
the payroll that is valuable for security or finding out the reason for
                                                                                Companies
things going wrong.
                                                                                Click on Companies and you have five options: Rebuild, Copy,
                                                                                Budget Amendments, Restore Last Years Copy and Clockin Utility.
                               Log In
                                                                                                                   Note
You gain access to Admin by entering a special user name and password
at the Log In screen.
                                                                                        If you do not have the Bureau Module you will see
                                                                                        only three options: Rebuild, Restore Last Years Copy
                                                                                        and Copy.




                                                                                Rebuild
                                                                                On occasions the data files for a company may become corrupted.


                                                                                This can happen if the computer is turned off during a payroll run or
The Password is admin.                                                          when there is a power failure. When this happens it may be possible to
                                                                                recover the data files without having to restore them from a backup.
                                   Tip
                                                                                Click the heading and you are asked to confirm that you really want to
         Once you have found your way into Admin, change the                    rebuild the data file. If you have more than one you will be first asked
         password to one of your own invention.
                                                                                which company you want to rebuild.
         Then write it down and keep it somewhere very safe.

                                                                                Once complete you are asked if you wish to compact the data files.
Even when you have changed the password, entry to Admin will always             This tidies up the files so that they work as efficiently as possible.
be by the Name SYSTEM.

Admin, being a part of the program for supervisors or system adminis-                                              Tip
trators, is operated from a simple Menu bar, un-cluttered with icons and
other things.                                                                           Run the Rebuild routine as a first option whenever you
                                                                                        get trouble with employee records. It often sorts the
                                                                                        problem without you having to look any further.




                                                                                                                                                         2.1
Mamut Payroll                                                    Admin                                                Chapter 2
Copy                                                                      The information copied is:


                                                                                        Company Details

                                                                                        Company Options

                                                                                        Payments and Deductions

                                                                                        Holiday Setup

                                                                                        Extra Employee Setup

                                                                                        Departments

                                                                                        Account Groups

                                                                                        Accounts Link Details

                                                                                        Absence Categories
Choose which company you wish to copy. You then see:
                                                                                        Analysis Levels

                                                                                        Backup Location

                                                                                        Bank Details

                                                                                        Report Options


                                                                          Exact Copy

                                                                          This copies EVERYTHING held for the company including employee
                                                                          details and leaver information. It could be used at year-end to make a
                                                                          mirror image of a company before closing it down.


                                                                          For Receivership

                                                                          This option creates a new company and copies across all of the employ-
New Company Name                                                          ees with previous P45 details as though they were new starters to the

Type in the name of the new company being created if you do not like      company. The P45 details are derived from the year-to-date figures

the one that is suggested.                                                held in the company you are copying from. No history information is
                                                                          transferred.

Copy Option
                                                                          Receivership Option Settings
The drop-down list box from the Copy Option field gives you the
following choices:                                                        When you choose the For Receivership option you are asked for fur-
                                                                          ther information:


                                                                          Set Employees’ new start date to

                                                                          Allows you to set the Date Started in all employee records at once.
Company Details Only
                                                                          Type the date you wish to register as the start of the company in Re-
This creates a copy of the chosen company details only. No employee
                                                                          ceivership.
details are copied to the new company. It is ideal for a payroll bureau
where the company details for each client need to be the same.



2.2
Mamut Payroll                                                          Admin                                           Chapter 2
When you enter a new start date you will be prompted to accept the P45
routine:


“Do you want to Issue P45's to employees in the company being cop-
ied?”


Answering Yes will set the date of leaving to one day earlier than the
start date entered.


If No is selected, the employees will not be P45‟d and the company
copy will continue without this option.

                                                                           Untick the box next to any items you do not wish to carry across to the
To print P45’s for these employees you will need to open the original
                                                                           newly created company.
company in the payroll, click on the Employee menu, P45 Routines
and use the Print Batch P45’s menu item.
                                                                           Once you click OK the new company is created.

If you are using Online Services to issue P45’s, any employees selected
in the Print Batch P45’s process will be set as Send It Later and          Budget Amendments
stored in the Online Services Send screen.
                                                                           If you have the program‟s Bureau Module you can perform Budget
                                                                           Amendments for all or selected companies. You can also change the
Copy Leavers                                                               Use Tax Rate Effective From field of the company details for all
You may not wish to copy any leavers across to the new company. Tick       companies at once. This is particularly useful if there are changes to
the box if you do, leave it blank if you don‟t.                            legislation during a tax year.


                                    Note                                   When you select Budget Amendments the following screen appears:


           If you do not copy leavers‟ information, historic reports
           may be incorrect.



First payroll week for directors

For the directors‟ NI to correctly calculate in the new company you
must identify the start period here. Remember to enter the payroll
WEEK number not the month number.


Once you have made all of your entries click OK and you see a screen
that allows you to carry across to the new company the year-to-date
totals for pay rate and payments & deductions.




                                                                                                                                            2.3
Mamut Payroll                                                        Admin                                                Chapter 2
Amendments                                                                                                   Note
When the Government announces changes in personal allowances you
are sent instructions to alter the values of tax codes with suffixes L, P,          You can see if this option has already been run for a
V, J & Y.                                                                           company by checking the column „Last Updated’


Click the up and down arrows next to the fields to enter the adjustments
                                                                             To effect the changes, choose OK on the Budget Amendment screen or
required.
                                                                             click Cancel to exit without making any changes.

Or you can type in the numbers.
                                                                             Once you choose OK a progress indicator is given for each of the
                                                                             companies in your selection.
Use Tax Rates Effective From
If there are any changes to legislation during a tax year, this determines   Restore Last Year's Copy
which set of rules to use. You normally change the entry through the
                                                                             When you select Restore Last Year's Copy, the following screen is
Company details but can do it here for ease of use.
                                                                             displayed:

You do not need to make an entry here if you are only updating em-
ployee tax codes.



Selection button
Click on this button and another screen appears:




                                                                             Select the company you wish to copy and the procedure is completed
                                                                             automatically.


                                                                                                            Warning
Choose the companies you wish to include in the process by ticking the
box to the left of the company‟s ID.                                                If you use this option, your current payroll data will
                                                                                    be overwritten: so be aware of the consequences.
Click on the All button to include all of your companies.


To clear any ticks that are already there, click the None button. This
                                                                             Clockin Utility
button is a toggle: selecting either None or All of the companies.
                                                                             This is for use in maintaining, if you are using it, the database
Once you have made your selection choose OK to return to the Budget          CLOCKIN.mdb.
Amendments screen.
                                                                             If you are not using it and CLOCKIN.mdb does not exist in your pro-
Click Cancel at any time to Cancel your selection.                           gram area, this option is unavailable and you cannot see the menu item.


                                                                             When you click Clockin Utility, you see this screen:


2.4
Mamut Payroll                                                     Admin                                                   Chapter 2
                                                                            Then you must type your new one in twice, just to make sure there is no
                                                                            mistake.


                                                                            After it has been accepted, write down your new password and keep it
                                                                            somewhere very safe and private.



                                                                            Delete Utility
                                                                            This option allows you to delete redundant rates of pay, pay-
                                                                            ments/deductions and diary entries.
You can set the period required by choosing Week or Month and se-
lecting the period number.                                                  When you select Delete Utility the following screen is displayed:


You can address all periods up to the chosen one by ticking the Up To
box.


When you click the Clear Period button, all fields for the chosen
period(s) are cleared.


When you click the Repair button, the program attempts to repair any
anomalies or errors in the data.



Alter Admin Password
It is not a good idea to let every Tom, Dick and Mary have access to this
part of the system since here you determine who among the payroll staff     Select the company for which you wish to delete the items and you see

will have access to whose data.                                             the following screen, with three tab cards.


Click the heading to bring up the Change Password dialog box.
                                                                            Rates Tab Card




Follow the instructions. Passwords are not case-sensitive. This means
it does not matter whether the characters are in upper or lower case.


To be able to change it you have to know what it is at present.
                                                                            This tab card shows only those rates of pay that:


                                                                                        have not been configured as standard for any employee

                                                                                                                                                2.5
Mamut Payroll                                                           Admin                                            Chapter 2
            and have no existing history records stored for employees      Run Utility
            and are not displayed on the employee selection screen



In other words, if the rate of pay is being used in any way you are not
allowed to delete it.

To delete a rate of pay tick the box to the right of its description.

                                                                            This has three options, two of which are primarily for the use of support
Pay/Deds Tab Card                                                           staff. We advise that you do not try them, except when instructed how
                                                                            to by a member of your support team.


                                                                            The second in the list, Configure e-mail Payslips, is the only one we
                                                                            need concern ourselves with here.


                                                                            Configure e-mail Payslips

                                                                            Introduction
                                                                            You must run this configuration before you can start to use the pro-
                                                                            gram's facility for sending payslips to employees by e-mail.


                                                                            In the Admin progam, go to File>Run Utility and select Configure e-
                                                                            mail Payslips from the drop down list and click OK.

This tab card shows only those payments and deductions that:
                                                                            A new program opens up, so that when you look at the Menu bar, you
            have not been configured as standard for any employee          see:

            and have no existing history records stored for employees

            and are not displayed on the employee selection screen

            and have not been used to put pay into multiple bank ac-
             counts.                                                        You are now in a separate utility that allows you to configure the proc-
                                                                            ess of sending payslips to your employees by e-mail.

In other words, if the payment or deduction is being used in any way
you are not allowed to delete it.


To delete a payment or deduction tick the box to the right of the de-
scription.




2.6
Mamut Payroll                                                   Admin                                                  Chapter 2
                                                                          From - e-mail Address
Configuration                                                             This is the e-mail address of the person or department sending the
Choose File/Configuration to set up the details:                          payslips.


                                                                          CC Address

                                                                          This is an optional entry for a Carbon Copy e-mail address.


                                                                          BCC Address

                                                                          This is an optional entry for a Blind Carbon Copy e-mail address.


                                                                          Message

                                                                          Here you can type any standard message you want to add to the body of
                                                                          the e-mail for each employee.


                                                                          Read Receipt box

                                                                          If you would like to ask the employee to send an e-mail receipt on
                                                                          receipt of the payslip, tick this box.



                                                                          Advanced button
Selected Company

From the drop-down, choose the company you wish to set up.


You can configure Default Settings, which will work with any com-
pany for which you do not have a specific configuration.


SMTP Server

This should be the name of the mail server where mail is to be sent. It
can be either the company‟s internal mail server or the place to which
the company's internal mail server sends its mail.


You can use the option, MX Query, on the Tools menu, which looks
for the MX record for a domain.
                                                                          This allows you to add more specific information about your SMTP
                                                                          Server and POP3 address for greater security.
This can then be used as the SMTP server.


From - Name                                                               Send Test Message button

This is the name of the person or Department sending the e-mailed         Press this button to send a test message to the entry in the From – e-

payslips.                                                                 mail Address.




                                                                                                                                              2.7
Mamut Payroll                                                        Admin                                               Chapter 2
If the transmission is successful, you see this confirmation and a test     Tools Menu
message in the inbox.

                                                                            Ping
                                                                            Select Tools/Ping if you want to check if an IP address or a URL ad-
                                                                            dress exists.

                                                                            You can use this to see if you have a connection to specific locations,
                                                                            for example your SMTP server.
if not, you see:
                                                                            Type the details in the Address field and press the Ping button to exe-
                                                                            cute a network ping instruction.




Finish Button
This saves the details for the company specified.


The configuration is written as an XML file, which is then used as a        If the connection was successful, you see a message similar to the
trigger by the payroll, to enable the use of the e-mail Payslip facility.   above. If not, you see the message: Timeout, indicating that a connec-
                                                                            tion was not established
Once a successful configuration has been made, in employee data, on
the General tab card, opposite the employee's name, there is an extra       MX Query
button:
                                                                            If you enter the part of an e-mail address after the @ sign, the internet
                                                                            MX record for that domain is displayed.




When you press this button,             , you are able to enter the em-
ployee's e-mail address for receiving payslips.




                                                                            This is helpful in identifying the SMTP server location necessary for
                                                                            your e-mail Payslip configuration.



You can then use File>Exit to come out of the configuration utility.        Use Mamut Payroll
                                                                            This takes you back to the log-in prompt ready for you to enter your
                                                                            operator name and password.


                                                                            Select OK and the program proceeds automatically without need of
                                                                            further intervention.


2.8
Mamut Payroll                                                     Admin                                                   Chapter 2
Exit                                                                        Licence No
Closes the program.                                                         This appears automatically. You should not change it unless we tell you
                                                                            to.
                  Operators/Groups
                                                                            Company Name
Clear Operator Locks                                                        You must type this EXACTLY as it is written on your Licence Certifi-
                                                                            cate.
When you reload after a power failure the program may think an opera-
tor is still logged on. It may also happen if someone failed to close the
program down properly.                                                      P.I.N.
                                                                            This is the key that opens the system for use. We will notify you of
Usually this is not a problem because you can log back in as that opera-    your P.I.N. number and you will then be able to use the program.
tor and exit normally.

                                                                            The P.I.N. number will not work unless the Company Name you typed
However, if for some reason the program does not allow you to do this,      is the same as is printed on your Licence Certificate.
you can use this option to clear all memory of that operator being in the
system.
                                                                            Licence Details
Operator locks are cleared as soon as you click the drop-down menu          This field gives a brief specification of your system including the num-
heading.                                                                    ber of users and extra functions.




                            Licence
This is used for licensing the program when you first get the system and
when you buy extra users or extra functions.




                                                                                                                                               2.9
3 Options & Preferences




2

3

4

5

6

7

8


                          Chapter 3

                          In this Chapter:

                                 Company Options

                                 Report Options

                                 Operator Preferences

                                 Employee Selection




                                                    Options &
                                                  Preferences
end
Mamut Payroll                                  Options & Preferences                                                       Chapter 3
                                                                             Text
Overview
                                                                             The field length is a maximum of 10 characters and they can be any
Options and Preferences are those things that are pre-set in the program
                                                                             combination of letters or numbers.
but which you can change to suit your special needs. Some are options
for the current company only; others are for the operator and will be the
                                                                             When you add someone new to the payroll you have to type in the
same for all companies.
                                                                             employee‟s code: the system does not make a suggestion.



                  Company Options                                            Net Pay Rounding

To find Company Options select Company on the Menu bar and then              For those companies still paying their employees in cash there is the

click on Alter Company Options.                                              option of rounding the employees‟ pay so that there are no fiddly bits of
                                                                             loose change in the pay packets.
Five tab cards are displayed with options relating to various parts of the
program.                                                                     The program, of course, keeps track of how much is still owing or has
                                                                             been overpaid and takes account of it next time the employee is paid.


Company Tab Card
                                                                             Active

                                                                             If you want net pay rounding to be active for this company you must
                                                                             click so that there is a tick in the Active box. Without this the other two
                                                                             fields cannot be accessed.


                                                                             Nearest

                                                                             You can round to 50p or any number of pounds up to ten. Do this by
                                                                             selecting the amount you want from the drop-down list box.


                                                                             Method

                                                                             This drop-down list box has the options Up, Down and Nearest.




Employee Code Format
You have the choice of having your employees‟ codes either in numeric
sequence or in free-form text format.


Numeric

You can decide on a maximum number of digits in the field: any num-
ber up to 10.


When you add someone new to the payroll the system automatically
displays the next vacant Code number for that employee.           This is
merely a suggestion and you can change it if you wish.




                                                                                                                                                 3.1
Mamut Payroll                                 Options & Preferences                                                  Chapter 3

                              Example                                    Automatic Contra
                                                                         You can configure a Payment/Deduction to make up an employee‟s pay
        If, for example, you choose to round to the nearest £1 an        to the normal amount when all that they are legally entitled to is a
        amount of £303.33 will be rounded to:                            Statutory Payment.
                  Nearest                 £303
                  Up                      £304
                                                                         This drop-down list box allows you to choose whether this facility will
                  Down                    £303
                                                                         be operated for:
        And an amount of £303.67 will be rounded to:
                Nearest                 £304                                            SSP only
                Up                      £304                                            SMP, SAP& SPP
                Down                    £303
                                                                                        All
        An amount exactly in the middle of the range, rounded            When it is active, the program pays the amount normally earned, pays
        to the nearest will be rounded up. For example:
                                                                         the Statutory Payment and then deducts the amount of the Statutory

        £303.50 rounded to the nearest £1 becomes £304                   Payment again, leaving the Statutory Payment shown as having been
        £303.00 rounded to the nearest £2 becomes £304                   paid, yet the employee has received what is normally due.



                                                                         Small Employer Relief
Period Close-down
                                                                         Tick this box if the company qualifies for Small Employer Relief.
With the program you can normally rerun the last payroll as many times
as you wish until you run the next period. This is the way the program
works when Period Close-Down is set to No.                               Full Inland Revenue Validation
                                                                         In order to comply with HMRC Payroll Standards the program has to
When it is set to Yes a further option, Close Period, appears on the     be capable of carrying out certain checks and of issuing certain warn-
Payroll menu. Once you have closed down the period you are not           ings as the program proceeds.
allowed to make any further changes to the current period‟s payroll.
You are not even allowed to print BACS or bank credit reports.           If you wish the program to run in full validation mode tick this box.
                                                                         The program will run just the same without: it just means that at times
                                                                         you may not be aware that you are not entering information completely
Cash Analysis Highest Denomination
                                                                         or correctly.
This again, is for those who are paid in cash. The program produces an
automatic note and coin analysis but this option sets a limit on the
highest denomination of banknote used.


The drop-down list box allows the choice of either: £10 note or £20
note.




3.2
Mamut Payroll                                   Options & Preferences                                                     Chapter 3
Payroll Tab Card                                                                 Always Stop Payrun

                                                                                 The program always warns you that there are no details available
                                                                                 for an employee before allowing the payroll to proceed.


                                                                                 Stop First Time Only

                                                                                 The program warns you the first time an employee with no clock
                                                                                 details appears.


                                                                                 Skip

                                                                                 The program skips employees for whom there is no data, without
                                                                                 calculating.


                                                                                 Never Stop

Payroll Run Employee Order                                                       The program ignores the fact that you normally need clocking de-
                                                                                 tails, and carries on to calculate the employees, regardless.
Here you choose in which order you wish to have your employees
appear for a payroll run. The options are:                                   Default Periods Selection
                                                                             Whenever you are about to run a payroll you are given the option of a
    Code                                                                     Weekly, Monthly or Combined run, and one of them is already se-
    Employees appear in code order, alphabetically or numerically.           lected for you. You can decide here which you want to see selected.


                                                                             So if you have only monthly-paid employees select Monthly.             the
    Surname
                                                                             program is then only concerned with tax Months.
    Employees appear in alphabetical order of their surnames.


    Dept/Code
                                                                             On Automatic Payrun

    Employees appear in code order within their departments. Depart-         Enable Reminders
    ments appear alphabetically.                                             In another part of the program (see page 14.11) you can set reminders
                                                                             that appear on the screen at payroll run time so that you do not forget to
    Dept/Surname                                                             do things, like pay an extra bonus.

    Employees appear in surname order within their departments. De-
                                                                             Tick this box if you wish those reminders to show when you run the
    partments appear alphabetically.
                                                                             payroll automatically. Otherwise, it will ignore any reminders that have
                                                                             been set.
If No Clock-in Details
This option applies only if you have a clocking (Time & Attendance)          During an operator-controlled payroll run reminders will be shown

system working with the program.                                             whether this box is ticked or not.


Here you tell the program what to do if, when an employee‟s details
appear, it finds there are no clocking details available. The options are:




                                                                                                                                                 3.3
Mamut Payroll                                  Options & Preferences                                                     Chapter 3
                                                                            This allows you to change the To-date figures for employees which, if
                                  Note
                                                                            not done with care and understanding of what you are doing, can lead to
                                                                            totals that do not reconcile and incorrect figures being recorded. Leav-
          Enable Reminders also determines whether you are
          reminded of SMP (see page 14.12) and Holidays (see                ing the box un-ticked means that the item does not appear on the drop-
          page 14.4).                                                       down menu and so reduces the risk of misuse.



Enable Negative Pay Warnings                                                Show 'Tax/NI Overrides'
Circumstances can arise where an employee has a negative net pay. It        If this box is ticked an item, Tax/NI Override, appears on the Tools
may be the result of a mistake somewhere and, if you want to be
                                                                            drop-down menu that leads you into being able to overwrite the tax and
warned about the situation whenever it arises during an automatic
                                                                            NI figures for an employee during a payroll run (see page Error!
payroll run, tick this box.
                                                                            Bookmark not defined.Error! Bookmark not defined.).
During an operator-controlled payroll run warnings of negative pay will
be shown whether this box is ticked or not.
                                                                            Since this feature is open to misuse and is not for normal, day-to-day

Enable Part Payment Messages                                                operation, leaving the box un-ticked means that it does not appear on
                                                                            the drop-down menu.
Tick this box if you want a warning message to be displayed during an
automatic run when:
                                                                            Show 'Debug' Option
             a monthly paid, salaried employee is to start or to end em-
              ployment part way through the month                           Employee Debug is an option on the Tools drop-down menu that
                                                                            allows you to change employee data at grass-roots level with very few
             and details have been entered on the Starting and Leav-
              ing tab card to determine how the part-payment should be      checks or hindrances.
              calculated.
                                                                            It is a very powerful tool but, at the same time, it is a very dangerous
Menus Tab Card                                                              one in wrong or inexperienced hands (see page 18.14).


                                                                            By leaving this option unticked you can hide the facility so that it does
                                                                            not appear on the Tools drop-down menu. A wise choice if you do not
                                                                            have 100% confidence in the skill and experience of your operators.



                                                                            Show 'Remove Employee'
                                                                            Remove Employee is an option on the Employee drop-down menu that
                                                                            allows you to remove an employee from the company (see page 6.26).


                                                                            And when we say „remove‟ we really mean „remove‟, leaving behind no
                                                                            record, not a trace.


                                                                            Again this option if misused or selected accidentally could spell disas-
Show 'Alter To-date Totals'                                                 ter.
On the Employee drop-down menu there is an item, Overrule Figures
that, if you click it, shows NI Adjustment.                                 So you can, if you like, hide it from view until needed by leaving the
                                                                            box un-ticked.
If this box is ticked a second item is displayed underneath: Alter To-
Date Totals (see page Error! Bookmark not defined.Error!
Bookmark not defined.).


3.4
Mamut Payroll                                     Options & Preferences                                                Chapter 3
Absence Tab Card                                                           Starting & Leaving Tab Card
                                                                                                           Note

                                                                                   This option only works for monthly paid employees
                                                                                   who are paid a Salary.


                                                                           On this tab card, you set out the rules of how the pay of an employee
                                                                           who starts or leaves part way through a month is to be calculated. Once
                                                                           you have entered them here, the program will use these details to work
                                                                           out automatically how much the employee is to be paid on the first or
                                                                           last payday.



                                                                                                           Note

Start Year for Absence Displays                                                    If you are using the program for the first time, every
                                                                                   employee you have entered or imported will be treated
You can keep as many years‟ absence records as you like. All you have
                                                                                   as a NEW employee.
to remember is that the more you keep the more computer space the                  This means that if you have already set up a Part Pay-
data will take up.                                                                 ment Method all employees will be paid (again!) from
                                                                                   the start dates you entered or imported, even going back
                                                                                   years!.
Two Digit Years                                                                    THE ANSWER IS TO BE SURE TO RUN ONE
                                                                                   PAYROLL BEFORE YOU ACTIVATE PART PAY-
Here you can say what you mean when you enter just two digits for a
                                                                                   MENTS.
year. Changing the date in the second window will change the century
that the program uses when faced with a two-digit year.
                                                                           You will find further details on automated part payments to starters and
                                                                           leavers in Chapters 6 & 7.
This has been included because you may have employees with two-digit
birth dates in the first forty years of the 20th century.


Windows XP has a similar set-up facility in its Regional Settings (Con-
trol Panel) but this is normally set to 1930-2029, which may be too late
for some of the program‟s early records.


The settings here for a two-digit century apply only to the program.
Other applications will still work according to your Windows™ setting.




                                                                                                                                              3.5
Mamut Payroll                                 Options & Preferences                                                     Chapter 3
Part Payment Methods                                                                                    Example
When calculating the amount of salary to pay an employee. the,
choices are:                                                                      For an employee with SSP Qualifying Days of Monday
                                                                                  - Friday, the program will assume the working days to
                                                                                  be the same: 5 days a week.
     None
                                                                                  The daily rate is thus:
     Choose this if you do not wish to use part payment.
                                                                                     £12,000 divided by 52 weeks, divided by 5 days
                                                                                                        = £46.15 a day
     Date

     Takes into account the number of days in the month and appor-
     tions the salary accordingly.
                                                                         First Day of Month That Pay Period Starts
                              Example                                    Use the drop-down list to identify the first day in the pay period or type
                                                                         it in.
       April has 30 days. A monthly salary of £1,000 would be
       divided by 30.
       The employee would receive £33.33 for each calendar
                                                                                                        Example
       day in employment.
                                                                                  If you pay employees from 15th of one month to the
                                                                                  14th of the following month, the entry here should be
                                                                                  15.
     Days

     Takes into account the number of working days in the month.

                                                                         Previous or Current Month
     Working days for each employee are the Qualifying Days on an
     employee‟s SSP Tab Card (see page 6.17 for more details). Only      State here whether the First Day of Month That Pay Period Starts is

     the first line of SSP Qualifying Days is taken into account.        in the previous or current month based on the payroll date.


                                                                         Make sure the entry is Current if you pay your employees for work in
                              Example
                                                                         the current month or Previous if you pay a month-in-hand.

       For an employee with SSP Qualifying Days of Monday
                                                                                                           Note
       - Friday, the program will assume the working days to
       be the same: 5 days a week.
       April 2000 had 20 working days so the salary calcula-                      At payroll run time for a salaried employee leaving:
       tion would be £50 a day (£1,000 divided by 20).                            Current - the program checks the diary in the same pay
                                                                                  month as the payroll being run for a Leaving Action
                                                                                  with a Month No the same as the one being run.
                                                                                  Previous - the program checks the diary in the previous
     Daily Rate
                                                                                  pay month for a Leaving Action with a Month No the
     This divides the annual salary by 52 (weeks in the year) and di-             same as the one being run.
     vides the result by the number of working days in the week.


     Working days are the Qualifying Days on an employee‟s SSP Tab                                          Tip
     Card (see page 6.17 for more details). Only the first line of SSP
     Qualifying Days is taken into account.                                       Even if your employee is starting at the beginning of a
                                                                                  pay month, fill these details in. It will be useful if the
                                                                                  employee leaves in mid period.



3.6
Mamut Payroll                                    Options & Preferences                                                  Chapter 3
Prompt to Create Another New Employee                                    Gross Pay
If you tick this box, when you have finished entering details of a new   This defines „Gross Pay‟ as it appears on the payslip.
employee the program will ask you if you want to enter another one.

                                                                         Taxable
Tick it for large companies where there is always a number of employ-
                                                                         Select this if you wish Gross Pay to mean the amount the employee
ees starting together: it saves a little time.
                                                                         earns that is subject to Tax but not to include things like pension contri-
                                                                         butions.
Prompt to Issue another P45
The same thing applies here for employees leaving.                       NIable

                                                                         Select this if you wish Gross Pay to mean the amount the employee
                      Report Options                                     earns that is subject to National Insurance. This would include pension
                                                                         contributions but would exclude things that are added to the employee‟s
Introduction                                                             net pay, such as expenses claims.

This section allows you to change key elements of your payslip and
summary reports without having to change the reports themselves. For     Total Payments
example, you can set your own definition of Gross Pay or you can
                                                                         Select this if you wish Gross Pay to mean the total of everything paid
incorporate a message on your payslips.
                                                                         gross to the employee, be it Taxable, NIable or not.

To see the Report Options window select Report Options from the
Reports drop-down menu on the Menu bar.                                  Hourly Rate Printed
                                                                         On some pre-printed payslips you see hrs x rate = amount

                                 Warning
                                                                         This option allows you to define the „rate‟ item. It can be the program‟s

        Not all of the following options are applicable to all           Rate or the program‟s Factor or Rate x Factor. See pages 4.4- 4.5.
        payslip and report formats.
        Selecting an option that is not applicable to your format
        could have unforeseen consequences.
                                                                         Taxable Pay
        See Help and Tech Tips for various payslip options.              This defines the meaning of Taxable Pay as it appears on the payslip.


                                                                         Taxable
Payslip Layout Tab Card
                                                                         Select this if you wish Taxable Pay to mean the amount the employee
                                                                         earns that is subject to Tax. This is the same as Gross Pay (Taxable)
                                                                         above.


                                                                         Taxable Less Free

                                                                         Select this if you wish Taxable Pay to mean the slice of the employee's
                                                                         earnings that is subject to Tax: that is, not including Free Pay.



                                                                         Narratives
                                                                         On some pre-printed payslips, a narrative can be printed to describe the
                                                                         employee‟s rates of pay. Here you can choose which narrative to print.



                                                                                                                                             3.7
Mamut Payroll                                   Options & Preferences                                                   Chapter 3
Rates                                                                     Payslip Options Tab Card
The rates of pay will be described as „Normal‟, „Night Rate‟, „Weekend
Rate‟ or whatever it was you put in the Narrative field of the Pay
Rates tab card when you set up the company details (see page 4.4).


Factors


The rates of pay will be described as „Basic‟, „Time and a Half‟, „Dou-
ble Time‟ or whatever it was you put in the Factor Description field of
the Overtime tab card when you set up the company details (see page
4.5).



Number Of Rates
This box gives you some choice as to how to display pay rates on your     Payment/Deduction Split
payslips. You can do it in one of three ways:
                                                                          This refers to how payments/deductions are displayed on some types of
                                                                          pre-printed payslip.    On payslips where there are two columns for
Specify
                                                                          listing payments and deductions, you can show them in two ways:
Specify the maximum number of pay rates to be printed. Choose a
number from 1 to 9.                                                       Payments/Deductions

                                                                          Choose this to display Payments in one column and Deductions in the
All
                                                                          other.
Show all the rates the employee has been paid at.

                                                                          Before Tax/After Tax
Pay For All Hours
                                                                          Choose this to display Taxable payments and deductions in one column
Do not show individual rates but bundle them all together under one       and Non-taxable payments and deductions in the other.
heading.

                                                                                                             Tip
                                 Note
                                                                                   It is rare for a payslip to be split Before Tax/After Tax
          On most payslips, Hours Paid are shown in the same                       so if in doubt, leave this option set to Pay-
          section as other payments. So the more lines of Hours                    ments/Deductions.
          you choose to display, the less room you have to show
          the payments.

                                                                          To-Dates on Payslip
                                                                          It is sometimes useful to show to-date figures for payments/deductions
                                                                          on the payslip as well as the period figure: for example to see the bal-
                                                                          ance outstanding on a company loan.


                                                                          You can choose up to two of these by selecting them from the drop-
                                                                          down list boxes.




3.8
Mamut Payroll                                   Options & Preferences                                                    Chapter 3
Alignment Check                                                            Miscellaneous Tab Card
If your payslips are pre-printed you may need to carry out an alignment
check before you start to print them. If you do, put a tick here.


It is likely, once you are used to the combination of program, payslips
and printer that you will know how to do it and you will be able to turn
this option off.



Payslip Display Items
If you configured any payments or deductions that were merely display
items, such as the employer‟s contribution to an employee‟s pension
and you want to print them on the payslip put a tick here.

                                                                           The options on this tab card do not relate to payslips.
Message
On certain payslips you can set up the program to print a cheery mes-      Payroll Summary
sage like „Merry Christmas‟ or „We have just been taken over so you
                                                                           Someone leaves in a hurry so what do you do? A special payroll run to
may not be here next month‟.
                                                                           produce the wages due and issue the P45?

To have it appear on payslips put a tick here. Then every time you print
                                                                           Do this and you would have to produce a payroll summary for the
payslips you will be asked to type in your message.
                                                                           period just for that one employee because the leaver would not appear
                                                                           on the summary when you later run the payroll for everyone else. But
Display Holiday Remaining                                                  there are other options:

This option is ticked by default for all companies. Untick it if you do
not wish to show Holiday Remaining on the payslip.                         Include Leavers

                                                                           Choose this option to produce a summary that lists also anyone who has
                                                                           been paid for the current period and who has since left. They would
                                                                           appear on the report just like any other employee.


                                                                           Mark Leavers With ‘*’

                                                                           This option also includes leavers but puts a marker, an asterisk, against
                                                                           their names.


                                                                           Exclude Leavers

                                                                           With this option you have to print a special summary for leavers and
                                                                           exclude leavers from the normal payroll summary report.



                                                                           Department/Company Totals
                                                                           Your choice here determines how Department and Company totals are
                                                                           shown on your reports. You can, however, override this choice at print
                                                                           time.


                                                                                                                                              3.9
Mamut Payroll                                 Options & Preferences                                                       Chapter 3
Employees                                                                   Processing Tab Card
Employees‟ details are shown.


Department

Prints department sub-totals and company totals only.


Company

Prints only the totals for the company.



Multiple Copies
If you have your printer set to produce multiple copies of your reports,
how do you want them collated?
                                                                            Include Number of Employees on Quick Reports
Job                                                                         With this box ticked, the number of employees in a department or
The first copy is printed from beginning to end, no matter how many         account group is printed on a Quick Report when subtotals are pro-
pages there are. This is followed by a print of copy number two, and so     duced. The total number of employees printed on the report is also
on.                                                                         included with the company totals.



Page
                                                                            Populate Payment & Deduction Table

The printer prints all the copies of page one, followed by all the copies   A large part of the time taken to print a report is taken up putting infor-

of page two, and so on.                                                     mation into (that‟s what populating means in computerspeak - Ed) the
                                                                            Payment & Deduction tables EMPPAYDEDS1 to EMPPAYDEDS10.
                                                                            To speed up the process of printing this option is unticked by default.
Month-end Summary

Since Last Cleardown
                                                                                                              Note

A Month-end summary will report on everything from the last time
                                                                                    None of the standard reports held in the program library
Month-end Processing was run, to the present time.                                  require this option to be ticked. Therefore, the only
                                                                                    time you need to tick the option is when you have de-
                                                                                    signed your own reports that use tables EMP-
Based on Tax Calendar
                                                                                    PAYDEDS1 through to EMPPAYDEDS10.
If you choose this option the summary will be for one tax month only.
Usually you will use it to summarize the month just gone, so that you
can make your submission to the Revenue, but you can do it for any          Populate Hours & Rates Table
month in which a payroll has been run.                                      This table allows you to report on specific hours at specific rates more
                                                                            easily when using Crystal Report Writer.


                                                                            Like the previous box, this item is unticked by default in order to speed
                                                                            up the print process.


                                                                            For more details of what is held in the table, see the MS Word docu-
                                                                            ment Reports32.doc in the program folder.



3.10
Mamut Payroll                                 Options & Preferences                                                     Chapter 3
                                                                           Small Icons
              Operator Preferences
                                                                           With small icons, there is room to add a few more that still fit on one
                                                                           line, but if your eyesight is failing, the pictures may be too small for
Introduction
                                                                           comfort.
These options set up the program in the way that you, the operator, like
to have things displayed.
                                                                           Hide

Select File/ Operator Preferences at the Menu bar:                         If you do not like the pictures, you can hide the icons. Select this
                                                                           option and you will see none at all. You will have to try to remember
                                                                           where everything is and make all your selections through the Menu bar.



                                                                           Show
                                                                           Put a tick against those options you want.


                                                                           Status bar

                                                                           This shows you the date the last payroll was run and how many em-
                                                                           ployees you have on the roll. It does not take up much room and it
                                                                           provides useful information. It is a good idea to keep it.



The things you can change are in four areas: how you like to see the       Side bar
Toolbar, what other bars you want to see, in what order employees are      This is another convenient way to get at the program‟s functions. With
processed and an area covering various options for the operation of the    a blank desktop, clicking on a heading of the Side bar brings up some
program.                                                                   icons that start the various things connected with that heading.


Toolbar                                                                    Wallpaper

The Toolbar can be customized to suit your own requirements.               The desktop can either be a plain colour, determined by your Control
                                                                           Panel setting in Windows™ or it can be an abstract wallpaper.
You can delete unwanted icons from it, or you can design one of your
own to use in its place (see page 18.10).                                                                    Note

                                                                                   You may find that, when you change this option, it does
Large Icons
                                                                                   not come into effect immediately. But it will, the next
Opting for large ones may mean that, depending on the resolution of                time you start up the program.
your computer screen, the icons may not fit on a single row.



                                  Tip

        We recommend a resolution of 800 x 600 pixels but if
        you decide to use 640 x 480 pixel resolution, go for
        Small Icons.




                                                                                                                                              3.11
Mamut Payroll                                  Options & Preferences                                                          Chapter 3
Employee Second Sort Order                                                  Enable Auto Import

On the Employee Selection screen, if you choose to display the list of      This only becomes active once an import has been set with the options.

employees by anything other than employee Code or Name, you may
                                                                            Ticking this option means that each time you log in, the program looks
choose a second level of sort. The second sort order can either be by
                                                                            for a certain file and imports its data automatically before doing any-
Code or by Surname.
                                                                            thing else (see Chapter 7).


Operation Options
                                                                            Maximize Payrun & Employee Forms
These are either useful things or annoying things, depending on your
                                                                            With Windows™ we can all have different sized screens at different
taste and humour, that happen during the operation of the program.
                                                                            pixel resolutions and it is impossible for the designer of a program to
Change them to suit yourself.
                                                                            cater for all tastes.


Warn to Process Accounts                                                    So to help those of you with fine-resolution screens where all the text
                                                                            and pictures appear very small, we have introduced this option.
                                 Note
                                                                            Tick it and the employee window, the pay run window and the absence
        This paragraph applies only if the program is linked to
                                                                            diary will fill all available space on the desktop when selected.
        an Accounts package.

                                                                            Use Employee Templates
With this option ticked, when you exit from the program after having
                                                                            When adding a starter to the payroll you can either enter all details from
run a payroll, you will be first warned that there is some accounts
                                                                            scratch or you can use a template, containing skeleton details of com-
information to be processed.
                                                                            mon things. It saves typing if your employee data is similar for a num-
                                                                            ber of people in some areas.
Leave this option blank and no warning will be given.

                                                                            Employee templates are described on page 6.19. Leave this blank if
Grid Auto Edit                                                              you do not want to be asked about templates when adding a starter.
This applies only to input fields that are part of a grid, like pay-
ments/deductions and not to individual ones, like Salary.                   Batch Printing

With this box un-ticked, when you press the Enter key in a field, any                                         Note
entry that was there stays there and you see a flashing cursor ready for
you to amend it.                                                                     This only applies to the program with the Unlimited
                                                                                     Companies extension.
When this box is ticked and you press the Enter key any information
that was there is highlighted and again you get a flashing cursor.
                                                                            With a tick in this box whenever you print a payslip or report you may
                                                                            choose which companies to print the report for. This saves you having
But this time the field is highlighted so that the first time you press a
                                                                            to keep changing the stationery in the printer.
key that original entry will disappear and be replaced.

                                                                            Once the option has been set and you start to print anything, this screen
Give Backup Reminder                                                        appears:
Tick this option and each time you exit the program you will be re-
minded to back up your data.




3.12
Mamut Payroll                                 Options & Preferences                                                     Chapter 3
                                                                           Repeat Employee Selections

                                                                           With this box ticked, after certain tasks have been performed, the Em-
                                                                           ployee Selection screen re-opens. This allows you to select another
                                                                           employee without having to return to the required menu item.


                                                                           The Title Bar displays the action currently being used.


                                                                           Repeat Employee Selections works for both versions of the Employee
Choose the companies you wish to include in the print run by ticking
                                                                           Selection screen and is available for the following actions:
the box to the left of the company‟s ID. You will see that the company
you are working on is already ticked.                                                   Alter Employee

                                                                                        Alter Employee To-Dates
The button on the left toggles between All (all companies selected) and
None (no company selected). To de-select a company that has a tick,                     Absence Diary
click it and the tick is removed.                                                       Statutory Payments

                                                                                        Issue P45
Once you have made your selection click OK and the reports are
printed.                                                                                Restore P45‟d Employee

                                                                                        Remove Employee
Month-end Summary Warning
                                                                                        Employee Debug
Tick this if you wish to be reminded, at payroll-run time, that you have
not performed month-end processing:




This message only appears when your Report Options/Miscellaneous
Tab Card/Month-end Summary setting is Since Last Cleardown.
You must have performed one Month-end Summary before the warn-
ing begins to appear.


Colour Payrun Payments/Deductions

With this box ticked, on the employees' payroll run screens, Payments
are shown in black, Deductions in red and Display Only items in blue.


Employee Tree View Selection

Ticking this box gives you a different way of displaying employee
selection. Instead of the normal list, employee names are displayed in a
tree structure of up to two levels




                                                                                                                                          3.13
Mamut Payroll                                     Options & Preferences                                                    Chapter 3
                                                                           As you choose one of these fields the employees are re-arranged in
                Employee Selection
                                                                           alphabetical order based on that field.
In various parts of the program like when issuing a P45 or selecting the
absence diary you are given an opportunity to choose which employee        Clicking on a column heading also sorts the employees in alphabetical
you wish to process.                                                       order based on that field. Clicking again changes the order - ascend-
                                                                           ing/descending.
The selection window (and you can get it most easily by selecting
Employee at the Menu bar followed by Select Employee) is in one of
                                                                           For
two formats, depending on whether you ticked the Employee Tree
View Selection box in Operator Preferences.                                In the For field begin to type the name or the characters you are looking
                                                                           for.


Normal Selection                                                           It does not matter whether you use lower case or capital letters.

The screen initially looks something like this:
                                                                           As you type a character it will stay in the For field if something
                                                                           matches. And the display will highlight that first match.


                                                                           If there is no matching character the display will stay as it is and the
                                                                           thing you typed will disappear from the field as soon as you release the
                                                                           key.


                                                                           There is no facility for the search to start part way through a word or
                                                                           group of characters.


                                                                           You can sort the information in any of the columns by clicking on the
                                                                           title. Clicking the title toggles between reverse and alphabetical order.


                                                                           Or you can click in the Search in field and choose what to sort by.

We say „something like‟ because it will list the employees on your         Then either scroll through the list of employees or type in the For field

particular payroll, you may have configured it to your own require-        the first few letters of what you are trying to find.

ments (see page 3.15).

                                                                                                               Tip
You may be able to find the employee you want quite easily by using
the vertical scroll bar. This is not so easy with a large payroll so the           With very large payrolls this Smart Search facility may
program has a search facility to help you.                                         take an inordinately long time to find an employee that
                                                                                   matches what you put in the for field, character by
                                                                                   character.
Search In                                                                          In these circumstances it is quicker to disable the Smart
                                                                                   Search (see page 3.16), type in the field you want to
Use the drop-down list box to select the field you want to search in. In
                                                                                   find and press Enter.
the program‟s default configuration you can choose to search in:

            Employee Code
                                                                           Reset button
            Surname
                                                                           Clicking this will reset the grid to its original view of Employee Code,
            Forename 1
                                                                           Surname, Forename 1, Dept Name and NI Number.
            Department Name

            NI Number

3.14
Mamut Payroll                                  Options & Preferences                                                     Chapter 3
It is sorted on Employee Code and only current employees are dis-
played.
                                                                             Move Down button
                                                                             Moves a selected field one place down, that is one column to the right
                                                                             in the selection window.
Configure Button
You can re-select and re-arrange the fields in this window to suit your-     Employee Fields and Rates/Pay/Deds Fields Windows
self by clicking the Configure button:
                                                                             You will only be able to get into these windows if you have at least one
                                                                             vacant space in the Fields to Display.
This window has two tab cards: Employee Selection and Fields to
Display.
                                                                             With a vacant space you can scroll through these windows to choose a
                                                                             field you would like to have displayed in the selection window.
Fields to Display Tab Card
                                                                             When you find one double-click it and it will be placed in the Fields to
                                                                             Display.



                                                                                                              Note

                                                                                    You can choose only one field from the Rates/Pay/Deds
                                                                                    Fields window.




                                                                             Employee Selection Tab Card
                                                                             Here you can choose which employees to display and in what order.
The Employee Selection window displays the five fields of information
about the employee that are to be shown on the selection grid. You can
re-order or change those fields here.



Remove button
Removes a selected field from the list so that you can replace it with
one of your choice. The remaining fields are automatically re-arranged
so that your new choice will go in column 5.



Clear button
Removes all five fields so that you can choose new ones.
                                                                             Who to appear
                                                                             You can choose to display:
Move Up button
Moves a selected field one place up, that is one column to the left in the   Current Employees Only - those on the payroll at the moment.
selection window.
                                                                             Current plus Leavers - Current Month - includes those who have
                                                                             been P45‟d in the current tax month.



                                                                                                                                               3.15
Mamut Payroll                                   Options & Preferences                                                 Chapter 3
Current plus Leavers - Current Year - includes those who have been                   Active Status
P45‟d in the current tax year.                                                       Pay Method
                                                                                     Pay Period
                                                                                     Sex
All Employees’ Records - everyone who is on record as ever having
worked for the company.                                                 And you can Choose Employees to List:

                                                                                     Current Employees
Employee Code Search                                                                 Current + Leavers
                                                                                     All Employees
Disable Smart Search - With this box ticked the smart search facility
of being able to enter a name or part name in the For window and have   Collapse All Button
it find a match, character by character (see page 3.14), is disabled.
                                                                        When you click this, the list collapses to show only the First Level.


Sort Order                                                              This makes it easier to jump to a selected (for example) Department
                                                                        when you have a large number of them.
Ascending means 0 - 9 - A - a - Z - z


Descending means z - Z - a - A - 9 – 0
                                                                        Employee NI Number Selection

Employee Tree View Selection                                            The            button on the Employee Selection screen allows you to
                                                                        search for an Employee by NI number.
When you have the box in Operator Preferences ticked, instead of the
normal employee selection window, you see this:
                                                                        This facility is only available to companies with Enable In Year Move-
                                                                        ments ticked in the Configure Online Services screen.


                                                                                                          Note

                                                                                  You must submit a Works Number Update (WNU) from
                                                                                  File>Online Services>Send before this facility will
                                                                                  work. See 13.6 for how to do this.




                                                                        When you click this button a new screen will open enabling you to
                                                                        enter the NI number of the Employee you are looking for:

Employees are listed according to up to two criteria:


First Level
             Department
             Account Group
             Active Status
             Pay Method
             Pay Period


Second Level
                                                                        and the results are returned in a grid. The following details are returned
             None
             Department                                                for you:
             Account Group

3.16
Mamut Payroll                                  Options & Preferences       Chapter 3
            Company Number

            Company Name

            Employee Code

If the NI number entered is not in the correct format a warning will pop
up to tell you this when the Search button is clicked.


Clicking Close will close the Search screen and return you to the Em-
ployee Selection screen. If there is only one matching employee, the
system will find them in the Employee Selection screen for you.




end




                                                                                  3.17
4 Setting up a Company




2

3

4

5

6

7

8


                         Chapter 4


                         In this Chapter:
                                Company Details

                                         Company Tab Card


                                         Tax Tab Card


                                         Bank Details Tab Card


                                         Pay Rates Tab Card


                                         Overtime Tab Card


                                Departments

                                Extra Employee Information




                                               Setting up a
                                                 Company
end
Mamut Payroll                                  Setting up a Company                                                 Chapter 4
Overview                                                                                  Company Details
Here we see all the things you have to do to set up a new company or
                                                                        Select Company from the Menu bar, followed by Create New Com-
to change the set-up of an existing one
                                                                        pany first time round or Alter Company Details if you want to make

You will probably have to spend some time setting up your first         changes to an existing company‟s details.

company. Not only is there a lot of typing to do but you also have to
know where to put the information.                                      There are five tab-cards for you to complete:

                                                                        Company Tab Card
The main company details are found in Create New Company or
Alter Company Details when you select Company from the Menu
bar.


Then you have to set up Departments (see page 4.7) and the way in
which the company treats holidays (see Chapter 14).


After that you must decide what extra information you wish to keep
about your employees, and how to present it.


Payments and deductions and Costing are topics important enough to
have chapters to themselves.




                                                                        Company Name and Address
                                                                        Enter these details in the appropriate fields.



                                                                                                          Tip

                                                                                There is a special field for the Post Code so use it. It
                                                                                may be useful for reporting purposes.




                                                                                              With Validation On

                                                                              If the company address is blank:




                                                                              Click OK and you are returned to the Company Details
                                                                              screen.




                                                                                                                                           4.1
Mamut Payroll                                   Setting up a Company                                                 Chapter 4
Directory for Data                                                         Ref No

In Directory For Data enter the drive or folder name where you wish        A unique reference number issued by the Inspector of Taxes. This

to store the company and employee details.                                 normally takes one of two forms: A999 or 99999.


You can choose the drive and/or folder from the two list boxes.            Current Tax Year

                                                                           Determines which tax and NI rates are to be used for this company.
As you select a drive from the left-hand list box a folder in the right-
                                                                           This entry is automatically updated when you do all your year-end
hand box is highlighted and shown as being open and the proposed
                                                                           things. So you should need to enter it only once.
location for your data is shown in the field above.


You can select another folder and as you click it, it will be shown as     Use Tax Rates effective from
open and the new location displayed.
                                                                           If the tax rates change during the year, this determines which set of
                                                                           tax rules to use.
Changing this location will prompt the program to ask if you would
like to move all the necessary files to the new location. Only choose
No if you have already copied them there.                                  Statutory Payments Button
                                                                           When Statutory Payments are made there is usually a cost to the
Tax Tab Card
                                                                           employer.    The program keeps a table, month-by month, of the
                                                                           amounts paid and the sums reclaimed from the government.


                                                                           The values are used in month-end and year-end reports.




Tax

District

The name of your company‟s tax district.
                                                                                                           Note
Account No
                                                                                   You should only ever need to amend or enter figures
The number given to you by the Collector of Taxes Computerized
                                                                                   here if you are starting to use the program part way
Accounts Office. It is in the form 999PA99999 and often appears on                 through the year.
your P30BC Payslip Booklet under „Collection Reference‟.                           This table is filled during the month-end process so it
                                                                                   is important that you select „Yes‟ when asked if you
                                                                                   wish to do this.
District No

Your company‟s tax district number.




4.2
Mamut Payroll                                 Setting up a Company                                                  Chapter 4
Year-end Returns                                                         Bank Details Tab Card

Unique ID

An entry is needed here if your year-end returns are made on mag-
netic media or on-line via the internet.


Employers using magnetic media who are familiar with already
allocated permit numbers may continue to use their Permit number as
a Unique ID.


The field is mandatory for these types of return but it can contain
anything you like.


The only restriction is for online returns where it must not match the
                                                                         This tab-card is for filling in all the details about the company‟s Bank.
Unique ID of any other part submissions ie other companies having
                                                                         These details are needed for printing such things as cheques and bank
the same tax reference.
                                                                         giros.

ECON No.
                                                                         Bank/Building Soc Name
If you have an Employers Contracting-out Certificate Number, enter
                                                                         Enter the name of your company‟s Bank or Building Society.
it here. This normally takes the form E9999999A.


You will only have been issued with an ECON number if the com-           Branch
pany operates a contracted-out pension scheme.                           Enter the name of the Branch of the Bank or Building Society.


                                                                         Sort Code
                      With Validation On
                                                                         The sort code is in the format 99-99-99 but when you make the entry,
    If the ECON number is blank or the format is incorrect:              just type the numbers: the separator characters are automatically
                                                                         inserted in the correct places.


                                                                         Address

                                                                         You have four lines for the address, plus a separate one for the Post
                                                                         Code.

Output to
                                                                         Account No.
Select the drive you wish to use when generating the year-end returns
on magnetic media.                                                       The account number of your company‟s bank account.


Employer Code                                                            BACS No. and BACS Reference.

This field is no longer used.                                            These details need to be entered only if you are using a BACS trans-
                                                                         fer program.


                                                                         We do not provide such a program but do have links to external
                                                                         BACS systems that offer this facility.



                                                                                                                                           4.3
Mamut Payroll                                   Setting up a Company                                              Chapter 4

                                 Note                                  Pay Rates Tab Card
                                                                       Here you can set up pay rates for the company, or add new ones.
          The entry in the „BACS Reference‟ field is normally
          only six characters long but there may be an occasion
          when you are asked to make a longer entry.



Account Name

The first time you see this screen, the program will have automati-
cally put the name of the company in this box. But you can change it
if you wish.


Bank Reference 1 and Bank reference 2

These fields, unused at present, are for future expansion.


Account No. buttons                                                    Add New button
The program will accept up to five company bank accounts. This is      To add a new rate click the Add New button. The new rate will be
useful for foreign currencies and special deposits.                    automatically allocated the next number.


As you click a button, another window for another account, is dis-
played.
                                                                       No
                                                                       For all practical purposes there is no limit to the number of pay rates
                                                                       you can have.



                                                                       Narrative
                                                                       All you do here is give them titles (narratives). You can call them
                                                                       what you like.


                                                                       For example, they could be called


                                                                                  Day Rate

                                                                                  Night Rate

                                                                                  Weekend Rate

                                                                       The narratives are for reporting purposes and to make each more
                                                                       identifiable. They are shown in each employee‟s record.




4.4
Mamut Payroll                                   Setting up a Company                                                Chapter 4
Amount                                                                     Overtime Tab Card
Here you can specify an amount, in £ per hour, that will apply for that
rate for every hourly paid employee on the payroll.


Well, not necessarily every employee, since this figure can be over-
ridden in an individual‟s data.


But it is useful for paying a rate to a lot of employees without having
to enter it each time on every person‟s record. It is good for when the
rate changes too.


Any figure of £ per hour you enter on an individual‟s record will be
the one that is used to work out the pay, even though there is a differ-
ent figure here. Only when an employee‟s figure is blank, will this
                                                                           You can set up to 12 overtime factors for the company. The Value of
one be used.
                                                                           Factor No 1 is fixed and unchangeable. Its value is 1.0000.

You need not have a figure entered here but if you leave it blank you
have to enter the amount in the employees‟ data.                           Factor Description
                                                                           These are just useful names you give the factors so you can identify

Fixed                                                                      them.

Put a tick in this box if you wish the pay rate to be protected from
changes. You cannot overwrite a Fixed rate by entering another             Value
figure either in the employee‟s data or at payroll run time.               Again, these have nothing to do with £ per hour. They are factors by
                                                                           which you can multiply a pay rate and the hours worked in order to

Manual                                                                     arrive at the amount earned.

Put a tick in this box if you wish to enter the rate of pay from the
keyboard at payroll run time.                                                 Hrs       Rate      Factor        Amount             Desc


                                                                                5       £5/hr      1.000          £25          Normal Time


                                                                                2       £5/hr      1.500          £15          Time + a half



                                                                           Hourly rates are stored in the employee‟s data (see ‘Rates’ Tab Card
                                                                           on page 6.7). Standard hours worked are stored in the employee‟s
                                                                           record but you can overwrite them with actual hours worked at pay-
                                                                           roll run time.




                                                                                                                                          4.5
Mamut Payroll                                  Setting up a Company                                                Chapter 4
                                                                       Incentive Payment Received
                                   Note
                                                                       This is what you claim, as a small employer, for filing year-end re-
                                                                       turns electronically.
        Hours worked at factor 1 are considered by the pro-
        gram to be Normal time.                                        If you received the incentive payment by cheque no entry should be
        Hours worked at factors 2 - 12 are considered to be            made in this field.
        Overtime even if the values are 1.0000

                                                                       Only make an entry if you deducted the incentive payment from one
                                                                       of your monthly payments to HMRC.

P35 Details Button
                                                                       Deductions made from Subcontractors
Clicking this button gives you access to some P35 details that you
may need to check, complete, or change at year-end, before making      If you made any deductions from subcontractors and this subse-

an online submission.                                                  quently increased the amount due to HMRC, you should make an
                                                                       entry here.

When you click the button you see a screen with three tab cards:
                                                                       CIS Deductions Suffered

P35 Additional Figures                                                 You should make an entry in this field if you had CIS deductions and
                                                                       this subsequently reduced the amount payable to HMRC.


                                                                       Total Tax and NIC already paid

                                                                       Enter here the amount you have paid over to HMRC during the year.


                                                                       The figure should be taken from your P30 payslip book and should
                                                                       equate to total tax plus total national insurance, plus total student
                                                                       loans, less total tax credit paid less any national insurance compensa-
                                                                       tion and/or national insurance recovered.


                                                                       The total figures can be obtained from the report produced prior to the
                                                                       Online Filing module being called.
You need to make any appropriate entries here before submitting your
P35 on-line.
                                                                       Any difference in the totals between the P30 payments and that pro-
                                                                       duced in the report is the amount owing/overpaid to the Revenue and
Total Statutory funding received from HMRC
                                                                       it will be included in the submission.
If you have received money from HMRC to fund the payment of any
Statutory Payments to employees, enter the total here.


Total received from HMRC to refund Tax

If you have received money from HMRC for the refund of tax to
employees, enter the total here.


Total Tax Credit funding received from HMRC

If you have received money from HMRC to fund the payment of tax
credits to employees, enter the total here.



4.6
Mamut Payroll                                 Setting up a Company                                                Chapter 4
Revenue Totals                                                                                Departments
                                                                      For the program, a department is a way of grouping employees.


                                                                      When you print a report you can usually choose to print it in Depart-
                                                                      ment order, which will give you sub-totals for each department.


                                                                      Select Company on the Menu bar and then click on Configure
                                                                      Departments. The Departments screen looks like this:




Each month, as you perform Month-end Processing, the program
automatically updates its records of the company's P35 Details: the
Net Tax, Net NI and the Amount Paid totals.


At the end of the year, the sum of the twelve months is shown auto-
matically as the Total Tax and NIC already paid, on the Revenue
Details tab card of the Online Filing process.

You should never need to change these figures, but you can, if you    Adding a New Department
need to, to resolve a year-end problem for example.
                                                                      Click the Add New box. A new number will appear in the No col-

P35 Check List                                                        umn.



                                                                      Department Name
                                                                      Enter a name for your department. The field starts to scroll if you fill
                                                                      it. Remember that very long names can be difficult to format in
                                                                      reports so it is best to keep them as short as possible.



                                                                      Dept Location
                                                                      Click in this field to enter an address for the department if it is in
                                                                      some other location.


You need to tick the appropriate boxes here before submitting your                                      Tip
P35 on-line.
                                                                              The last field is for the Postcode. Put them all there
                                                                              and you will be able to use the field later for reporting
                                                                              purposes.




                                                                      Dept Notes
                                                                      This is a free-form field in which you can make notes.




                                                                                                                                          4.7
Mamut Payroll                               Setting up a Company                                                 Chapter 4
If you change your mind and do not, after all, want the new depart-
                                                                               Extra Employee Information
ment, click the Cancel button.
                                                                      There are some special fields that cannot be used until they have been
                                                                      properly set up. They are for keeping information on your employ-
Deleting a Department
                                                                      ees, particular to your business, that the program ordinarily, would not
At the Configure Departments screen, select the department to be      cater for.
deleted by clicking in the Department Name field and then click the
Delete button.                                                        Of course, it may be that you do not need or want to use them, in
                                                                      which case you need not bother about this section at all.
You are not allowed to delete a department if an employee is a mem-
ber of it.                                                            There can be up to twenty-five fields in which you can put text, dates,
                                                                      numbers, memos and pictures.

Saving the Changes                                                    All these fields are contained on up to five tab cards.
If you need to save the changes you have made to the company‟s
departments midway through an entry you can do so by clicking the     To set them up select Configure Extra Employee Information from

Save button.                                                          the Company drop-down menu.


Clicking OK not only saves the changes but also closes the dialog
box.




                                                                      When you first look at this window there is only one tab card and all
                                                                      the field names are blank.



                                                                      Tab Card Heading
                                                                      You can change the title the program gives the tab card to something
                                                                      more appropriate. Change it by double-clicking on the tab card and
                                                                      typing a new name in the field that appears in the dialog box.



                                                                      Field Names
                                                                      You can give titles to the fields by clicking inside a field and typing a
                                                                      title.


                                                                      The fields themselves appear in the employees‟ data (via the User
                                                                      Defined button).




4.8
Mamut Payroll                                  Setting up a Company                                               Chapter 4
Field Types                                                              When you have finished, the layout of your screen will probably look
Select the drop-down list box for Field 1 Type and you see that the      more like this:
choices are Text, Date, Memo, Picture, Numeric and Integer.


Select Field 2 Type and the choices are Text, Date, Memo, Numeric
and Integer.


For the remaining fields you can only choose from Text, Date, Nu-
meric and Integer.


This is because text, date, and number fields are contained on one
line. Memos and pictures take up more space and reduce the number
of fields you can have.
                                                                         Tab Card Content
If you choose Memo in Field 1 Type or Field 2 Type you find your-        This is an area in which we can be of no further help. It is up to you
self with two fields on the card, both of them Memo fields.              to decide what extra information you wish to keep on your employ-
                                                                         ees.
If you choose Picture the tab card now has just one picture field.


You cannot mix memos with fields of other types - they come two-to-                                  Warning
a-page - and a picture takes up a whole tab card.
                                                                                 Here is perhaps a good place to remind you about
                                                                                 your obligations under the Data Protection Act.
You will be able to fit about 25 characters in each of the text fields
                                                                                 Keeping any data, these days, on a computer renders
and the number has the format 99999999.99. Dates are in the format
                                                                                 you liable to register.
of your short date style in Windows™ Regional Settings.                          If you have not done so, do it now.


                                Note

       As soon as you start to give a field a name by typing
       something another tab card appears, giving you up to
       five more fields. The most you can have is five tab
       cards.                                                            end




                                                                                                                                         4.9
5 Payments & Deductions




2

3

4

5

6

7

8


                          Chapter 5

                          In this Chapter:

                                 Payments & Deductions with the Wizard

                                 Payments & Deductions without the Wizard

                                 Inserting a Payment/Deduction

                                 Using your Payment/Deduction

                                 Examples of Payments/Deductions

                                 Programmable Payments & Deductions

                                 Triggering a Formula Calculation




                                                  Payment &
                                                  Deductions
end
Mamut Payroll                                 Payments & Deductions                                                       Chapter 5
                                                                              Choosing either option 1 or 2 above leads you to another choice
             Payments & Deductions
Overview
This Chapter, illustrated by numerous examples, shows you how pay-
ments and deductions that transform gross pay into net pay are set up.


There is one more important feature: how to insert a new pay-
ment/deduction into the list. This is dealt with near the end of the          A Wizard is a concept dreamed up by the people who designed Win-

chapter, on page 5.27.                                                        dows™ to try to make difficult things easy. That is OK but sometimes
                                                                              a Wizard can also make easy things extremely long-winded and boring.


                     With the Wizard                                          If you are unfamiliar with the program, or with computers it is best to
                                                                              opt for using the Wizard. Once you have used it a few times you will
                                                                              probably feel confident enough to say No. That way is quicker but no
           Adding a New Payment or                                            one tells you when you make a mistake.
                  Deduction
                                                                              Configuring payments and deductions can sometimes be mystifying
Start by selecting Company from the Menu bar, followed by Alter
                                                                              but, taken step-by-step with the Wizard‟s help, you should be able to get
Payments / Deductions. This screen then appears:
                                                                              them right, first time.


                                                                              Click the Yes button.




You can add a new payment or deduction in two ways:


    1    Add New button


         Clicking this puts the new payment/deduction at the bottom of
         the list.                                                            The first screen is merely an introductory one and you may wonder why
                                                                              it is there. You can stop it appearing in future by ticking the box.
    2    Insert button                                                        Having ticked it, the window is not gone for ever. You can bring it up
                                                                              by pressing Back at the next window.
        Highlighting an existing entry and clicking this button inserts the
        new payment/deduction with the number of the highlighted en-          Click Next.
        try. All payment/deductions below and including the highlighted
        entry are moved down one place.


See Inserting a Payment/Deduction on page 5.27 for details.




                                                                                                                                                 5.1
Mamut Payroll                               Payments & Deductions                                                       Chapter 5
Enter a name for the payment/deduction. . .                                Is the payment…?




You are asked to enter a name for the payment/deduction.
                                                                           A Normal Payment

                                                                           A normal payment is an ordinary addition to pay in pounds and pence.
Then you have to click a radio button to specify one of the following
types:
                                                                           Choose this, click the Next button and the Wizard moves on to Is the
                                                                           payment to be made…? on page 5.5.
Payment

A payment is something that is added to the pay. Choose this and the
                                                                           A Net to Gross
Wizard moves on to Is the payment…? .
                                                                           This is for when you want to specify a net amount of pay the employee
                                                                           is to receive in the pocket.
Deduction

A Deduction is something that is taken away from the pay. Choose this      The program automatically works out the gross pay and enters the
and the Wizard moves on to Is the deduction…? on page 5.3.                 appropriate amount as a payment.


                                                                           This completes the setting up of the payment/deduction.     Click the
Programmable Payment/Deduction
                                                                           Finish button on the next screen, if there is one.
Choose this option for those difficult, complicated things that are very
special and particular to your company. Click the Next button and the
Wizard moves on to Which formula do you want to apply…? on                                                Warning
page 5.13.
                                                                                   You should have only one Net-to-Gross Payment in
                                                                                   your list. If you have more than one, by mistake, only
                                                                                   the first one will work.



                                                                           For Reference Only

                                                                           There are occasions when a figure needs to be reported on or displayed
                                                                           somewhere, but does not form part of the employee‟s pay.


                                                                           The employer‟s contribution to an employee‟s pension is an example of
                                                                           this. An employee may like to see the figure on the payslip. In order
                                                                           for it to be displayed on the payslip, you must also tick the Payslip


5.2
Mamut Payroll                              Payments & Deductions                                                     Chapter 5
Display Items box on the Payslip Options tab card of Report Op-          How is the payment/deduction to be calculated…? on page 5.14.
tions.

                                                                         A Payment-in-Kind
You can also hide it from being displayed on the payslip by redefining
                                                                         A payment in kind is not cash: it may be a computer, or a case of
the Category to Display Item Only - Hidden from Payslip.
                                                                         whisky. But whatever it is, it will have a cash value and it is that value
                                                                         we are concerned with here.
You do this by editing the payment/deduction without the Wizard. In
this way you can choose which Display Only items not to show.
                                                                         Click the Next button and the Wizard moves on to ask Is the Payment
                                                                         to be made…? on page 5.6.
Choose this and the Wizard moves on to




                                                                                                                                             5.3
Mamut Payroll                                 Payments & Deductions                                                      Chapter 5
Is the deduction…?                                                           The total due, and the amount to be repaid each period, are recorded in
                                                                             the employee‟s data. The program keeps track of the amount out-
                                                                             standing and stops the deduction once it has all been repaid.


                                                                             See page 6.13 for how to apply it to an employee.


                                                                             Click the Next button and the Wizard moves on to ask How is the
                                                                             payment/deduction to be calculated…? on page 5.12


                                                                             For Reference Only

                                                                             There are occasions when a figure needs to be reported on or displayed
                                                                             somewhere, but does not form part of the employee‟s pay.


                                                                             The employer‟s contribution to an employee‟s pension is an example of
You have a choice of six main types. One of these types is an Attach-
                                                                             this. An employee may like to see the figure on the payslip. Choose
ment of Earnings Order (AEO).
                                                                             this and the Wizard moves on to

Before selecting any of the others, you can specify whether the deduc-
tion is to be excluded from any AEO calculation. If it is, you must tick
the box towards the bottom of the screen.


                               Warning

         Be careful of this option - just about everything needs to
         be included in Community Charge calculations.



A Normal Deduction

Anything that is not covered by one of the other options is regarded as a
normal deduction. It is an ordinary deduction from pay in pounds and
pence.


Select this option and the Wizard moves on to Is the deduction to be
made…? on page 5.12.


A Pension

If the deduction you are setting up is to be any kind of pension contribu-
tion, either from employee or employer, select this option. Click the
Next button and the Wizard moves on to ask Is the pension…? on page
5.8.


A Loan Repayment

This is for the repayment, period by period, of a company loan to the
employee.



5.4
Mamut Payroll                                 Payments & Deductions                                                   Chapter 5
How is the payment/deduction to be calculated…? on page 5.14.            Is the payment to be made…?
                                                                         There are two windows with this same heading. A description of the
A SSP, SMP, SAP & SPP Contra
                                                                         other one, with just three options, is to be found on page 5.7.
This is for the situations where someone is claiming a Statutory Pay-
ment and the company policy is to make up the pay for the period to
what the employee normally earns.


Selecting this type of deduction means that the program works out the
normal pay.


It then looks at what is being claimed and deducts that amount from
gross and net pay.


Then it adds the Statutory Payment as claimed and we are back to the
pay the employee normally receives.


This option applies to SSP and SMP/SAP/SPP. In Company Options
you choose whether you want to contra SSP, SMP/SAP/SPP or all of         Before both Tax and NI are calculated

them. The default is SSP only (see page 3.2).                            The payment is subject to both Tax and NI.


This completes the setting up of the payment/deduction.     Click the
                                                                                                        Example
Finish button on the next screen, if there is one.

                                                                                 Commission and bonus payments
Attachment of Earnings Order (AEO)

Choose this option for any Attachment of Earnings Order you receive in
                                                                         After Tax has been calculated
respect of an employee. It covers things like Court Orders, CSA deduc-
tions and Community Charge/Council Tax Orders                            The payment is subject to NI but not to Tax.


Click the Next button and the Wizard moves on to ask Is the attach-      We cannot think of an example for this but we have included the option

ment of earnings…? on page 5.10.                                         since, if we had not, someone would have asked for it.


                                                                         After NI has been calculated

                                                                         The payment subject to Tax but is exempt from NI.



                                                                                                        Example

                                                                                 Luncheon Vouchers



                                                                         After both Tax and NI have been calculated

                                                                         This payment is exempt from both Tax and NI.




                                                                                                                                           5.5
Mamut Payroll                              Payments & Deductions                                               Chapter 5
                                                                        How is the payment/deduction to be calculated…? on page 5.14.
                             Example
       Travelling expenses

After any of these options click the Next button and the Wizard moves
on to ask




5.6
Mamut Payroll                                Payments & Deductions                                                 Chapter 5
Is the payment to be made…?                                          After NI has been calculated

There are two windows with this same heading. A description of the   This would be subject to Tax but not to NI.

other one, with four options, is to be found on page 5.5.
                                                                                                   Example

                                                                            Cases where an employee has to make good some or all
                                                                            of the tax liability that arises from a benefit in kind.
                                                                            Put the value (or part) of the benefit in kind here and the
                                                                            employee‟s taxable pay will be uplifted by that amount
                                                                            without any extra payment being made.


                                                                     Click the Next button and the Wizard moves on to ask




Before both Tax and NI are calculated

The payment is subject to both Tax and NI.


After Tax has been calculated

This type would be subject to NI but not to Tax.


                              Example

        The employer pays the employee‟s telephone bill.
        There is no payment through the payroll but the em-
        ployee must pay extra NI on the amount of the tele-
        phone bill.
        Put the amount of the bill here and the employee‟s
        NIable pay will be uplifted by that amount but nothing
        will be paid to the employee.




                                                                                                                                          5.7
Mamut Payroll                           Payments & Deductions                                               Chapter 5
How is the payment/deduction to be calculated…? on page 5.14.   Is the pension…?




                                                                An Employee Contribution

                                                                Select this if the contribution is to be a fixed value or a percentage of
                                                                the employee‟s total earnings.


                                                                An Employer Contribution

                                                                Select this if it is to be the employer‟s contribution to the employee‟s
                                                                pension and is to be a fixed value or a percentage of the employee‟s
                                                                total earnings.


                                                                Choose this and the figure will appear for reference only. Nothing will
                                                                be deducted from the employee‟s pay.


                                                                An Employee COMP

                                                                Select this if the deduction is to be the employee‟s contribution to a
                                                                Contracted-Out Money Purchase pension scheme. This option is based
                                                                on a percentage of the employee‟s mid-band NIable earnings, not the
                                                                employee‟s total earnings as above.


                                                                An Employer COMP

                                                                Select this if it is to be the employer‟s contribution to the employee‟s
                                                                Contracted-Out Money Purchase pension scheme. This option is based
                                                                on a percentage of the employee‟s mid-band NIable earnings.


                                                                Choose this and the figure will appear for reference only. Nothing will
                                                                be deducted from the employee‟s pay.


                                                                Choose one of the two COMP options and the Wizard moves on to
                                                                Indicate what the percentage calculation is based on… on page 5.15




5.8
Mamut Payroll                          Payments & Deductions                                    Chapter 5
Otherwise the Wizard moves on to ask               How is the payment/deduction to be calculated…? on page 5.14.


                                                   Stakeholder Pension

                                                   Tick this if the contribution is for a Stakeholder Pension.


                                                   This is an after Tax and Nl deduction that can either be a percentage or
                                                   a fixed value.


                                                   Subtract Basic Rate Tax

                                                   Tick this box if the deduction is to be exempt from Income Tax at the
                                                   Basic Rate.


                                                                                  Example

                                                           Assume the basic rate of tax is 22%.
                                                           A Value deduction of £10.00 would result in only £7.80
                                                           being deducted (£10.00 less £2.20 tax).
                                                           A Percentage deduction of 5% on a salary of £2,000.00
                                                           would result in only £78.00 being deducted (£100.00
                                                           less £22.00 tax).




                                                                                                                     5.9
Mamut Payroll                                 Payments & Deductions                                                    Chapter 5
Is the attachment of earnings…?                                                                             Note

                                                                             With this type of order, in the Standard column of the em-
                                                                             ployee‟s Pay/Deds tab card you should enter the deduction
                                                                             amount. Put the protected amount in the Period Lower column
                                                                             and any outstanding carry-over in the Carry Over field.




                                                                          For Court Orders which simply state a protected earnings limit use
                                                                          Other Court Order.
                                                                          Click the Next button and the Wizard moves on to ask How often is the
                                                                          payment/deduction running total to be cleared…? on page 5.18.


Fines (Fixed Deduction AEO)                                               Other Court Order

This is calculated on the same basis as Council Tax/Community             Use this option for any other Court Order not catered for above. Again,
Charge Deduction (England/Wales - Post 1998), but permits any
                                                                          enter the deduction amount in the Standard column of the employee‟s
Student Loan deduction.
                                                                          Pay/Deds tab card. If the Court Order has a protected amount of pay,

A Council Tax Deduction (England – Post April 2007)                       you should choose Protected Earnings in the Range Check section on
                                                                          page 5.17.
Choose this and enter the amount to be repaid in the To-date column of
the employee‟s Pay/Deds tab card. At payroll run time the program
                                                                                                          Example
deducts the statutory amount for the period until the debt has been
cleared.
                                                                                     Child Support Agency deduction

This completes the setting up of the payment/deduction.      Click the
Finish button on the next screen, if there is one.                        A Council Tax Deduction (England & Wales - Post Oct '98)

                                                                          Choose this and enter the amount to be repaid in the To-Date column of
Arrestment of Earnings (Scotland)                                         the employee‟s Pay/Deds tab card. At payroll run time the program
Choose this and enter the amount to be repaid in the To-date column of    deducts the statutory amount for the period until the debt has been
the employee‟s Pay/Deds tab card. At payroll run time the program         cleared.
deducts the statutory amount for the period until the debt has been
cleared.                                                                  This completes the setting up of the payment/deduction.       Click the
                                                                          Finish button on the next screen, if there is one.
This completes the setting up of the payment/deduction.      Click the
Finish button on the next screen, if there is one.                        A Community Charge/Council Tax Deduction (England & Wales -
                                                                          Post 1992)

A Priority Order                                                          Choose this and enter the amount to be repaid in the To-Date column of
                                                                          the employee‟s Pay/Deds tab card. At payroll run time the program
A Priority Order is a Court Order that specifies protected earnings for
                                                                          deducts the statutory amount for the period until the debt has been
the employee AND which states that any underpayment in a period
                                                                          cleared.
must be carried forward to the next period.

                                                                          This completes the setting up of the payment/deduction.       Click the
                                                                          Finish button on the next screen, if there is one.


5.10
Mamut Payroll                             Payments & Deductions                               Chapter 5
                                                       How is the payment/deduction to be calculated…? on page 5.14.
Click the Next button and the Wizard moves on to ask




                                                                                                                 5.11
Mamut Payroll                                 Payments & Deductions                                                       Chapter 5
How is the payment/deduction to be calculated…?                             Is the deduction to be made…?
There are two different windows with this heading. This one is for loan
repayments only. A description of the one for more general cases can
be found on page 5.14.




                                                                            Before both Tax and NI are Calculated

                                                                            This means the deduction would be made from gross pay: no tax is paid
                                                                            on it and it is not subject to NI.

A Fixed Value
                                                                                                             Example
Choose this to make the loan repayment a sum of money. Click the
Next button and the Wizard goes on to ask                                           A reduction in Salary


Do you want range checks on the payment/deduction..? on page 5.16.
                                                                            After Tax has been Calculated (but before NI)
Percentage                                                                  Choose this if the deduction is taxable but not subject to NI.
If the loan repayment is not a value but a percentage of something, click
this button. Click the Next button and the Wizard moves on to Indicate                                       Example
what the percentage calculation is based on… on page 5.15.

                                                                                    We cannot think of an example for this but we have in-
Value Multiplied by Periods Paid                                                    cluded the option since, if we had not, someone would
                                                                                    have asked for it.
Choose this to make the payment/deduction equal to a sum of money
times the number of pay periods for which the employee is being paid.
                                                                            After NI has been Calculated
At payroll run time any figure you enter, or have entered as Standard,      This is one that is NIable but not subject to tax.
will be multiplied by the number of periods and the result displayed.
This is ideal if you wish to deduct two weeks' worth of pension contri-                                      Example
bution: for example when an employee is paid for one week's work and
one week's holiday, in the same pay packet.                                         Give As You Earn Charity contributions.


Click the Next button and the Wizard goes on to ask
                                                                            After both Tax and NI have been Calculated
Do you want range checks on the payment/deduction..? on page 5.16
                                                                            And this one would be subject to both Tax and NI.




5.12
Mamut Payroll                              Payments & Deductions                                Chapter 5
                                                       How is the payment/deduction to be calculated…? on page 5.14.
                            Example

       An advance.                                     Subtract Basic Rate Tax
                                                       Tick this box if the deduction is to be exempt from Income Tax at the

Click the Next button and the Wizard moves on to ask   Basic Rate.


                                                                                   Example

                                                              Assume the basic rate of tax is 22%.
                                                              A Value deduction of £10.00 would result in only £7.80
                                                              being deducted (£10.00 less £2.20 tax).
                                                              A Percentage deduction of 5% on a salary of £2,000.00
                                                              would result in only £78.00 being deducted (£100.00
                                                              less £22.00 tax).




                                                                                                                    5.13
Mamut Payroll                              Payments & Deductions                                                    Chapter 5
Which formula do you want to apply…?                                     How is the payment/deduction to be calculated…?




A payment/deduction of this type uses a formula that has been written    There are two different windows with this heading. This one is for
to cope with your special requirements. You will learn how to write      general payments/deductions. A description of the one for loan repay-
formulas on page 5.31..                                                  ments can be found on page 5.11.


Here you are asked which of the already-written formulas you want to     Selecting various options to configure your payment/deduction often
apply to this payment/deduction. You select it from the drop-down list   brings you here. This is the start of the final few choices you have to
box.                                                                     make to get everything to work properly.


The drop-down list box shows what formulas are available for use.        You are asked how the payment/deduction is to be calculated. You have
                                                                         four options:
If no formulas are available you will have to create one for yourself.
See page 5.31.
                                                                         A Fixed Value

                                                                         Choose this to make the payment/deduction a sum of money.
If you click Cancel, the changes you have made will not be recorded.

                                                                         Click the Next button and the Wizard goes on to ask. . .




                                                                         Do you want range checks on the payment/deduction..? on page 5.15.


                                                                         Percentage

                                                                         If the payment/deduction is not a value but a percentage of something,
                                                                         click this button.


                                                                         Click the Next button and the Wizard moves on to Indicate what the
                                                                         percentage calculation is based on… on page 5.15.


                                                                         Value Multiplied by Periods Paid

                                                                         Choose this to make the payment/deduction equal to a sum of money
                                                                         times the number of pay periods for which the employee is being paid.


5.14
Mamut Payroll                                 Payments & Deductions                                                 Chapter 5
At payroll run time any figure you enter, or have entered as Standard,    Indicate what the percentage calculation is based
will be multiplied by the number of periods and the result displayed.     on…

This is ideal if you wish to deduct two weeks' worth of pension contri-
bution: for example when an employee is paid for one week's work and
one week's holiday, in the same pay packet.


Click the Next button and the Wizard goes on to ask


Do you want range checks on the payment/deduction..? on page 5.15.


Value Multiplied by Specified Rate

Choose this to make the payment/deduction equal to a sum of money
times a specified pay rate.

                                                                          Includes
You must choose a pay rate from the drop-down list box.
                                                                          Here you can also decide what elements of basic pay you want includ-
You may also use this option for, for example, miles driven by private    ing in the percentage calculation. Tick the elements you want to be
car where the company pays a rate per mile. The rate, in £ per mile is    included.
set up as a pay rate and the miles driven are entered here.
                                                                          Payments/Deductions Included
At payroll run time any figure you enter, or have entered as Standard,
                                                                          Decide if you want the payment/deduction to include a percentage of
will be multiplied by the specified rate and the result displayed.
                                                                          other payments/deductions.


                                   Tip                                    If you want all other payments/deductions above it in the company list
                                                                          to be included, choose (Hierarchical).
        Use this method also for piece work. Set up a pay rate
        for £ per piece and enter the number of pieces here.              If you want only selected payments/deductions to be included, tick the
                                                                          Listed Items Only box.

Click the Next button and the Wizard goes on to ask
                                                                          With this box ticked you are able to add and delete pay-
                                                                          ments/deductions taken from the drop-down list box that appears.
Do you want range checks on the payment/deduction..? on page 5.16

                                                                          Click the Next button and the Wizard goes on to ask…




                                                                                                                                        5.15
Mamut Payroll                             Payments & Deductions                                                    Chapter 5
Do you want range checks on the                                         How often is the payment/deduction running total to be cleared…?
payment/deduction..?                                                    on page 5.18.

You are asked if you want range checks on the payment/deduction.
                                                                        If you select Yes and click the Next button the Wizard displays this
                                                                        dialog box:




the program allows you to set upper and lower limits so that a pay-
ment/deduction can reference them before being applied. See How
                                                                        These limits can refer either to an amount of a payment/deduction, to an
should the range be applied…? on page 5.17.
                                                                        amount of pay or a number of hours that determine whether the pay-
                                                                        ment/deduction should be applied or not. Which of these it is, is deter-
If you select No and click the Next button the Wizard moves on to ask
                                                                        mined in the next section How should the range be applied…? on
                                                                        page 5.17.


                                                                        Hi Setting

                                                                        You can choose as the maximum, the NI upper earnings limit or the NI
                                                                        lower earnings limit. You can choose to enter the amount of the limit
                                                                        by hand as an amount applying to the company as a whole, or you can
                                                                        choose to enter it in the Period Upper column of the employees‟
                                                                        Pay/Deds tab card.


                                                                        Lo Setting

                                                                        You can choose, as the minimum, the NI upper earnings limit or the NI
                                                                        lower earnings limit. You can choose to enter the amount of the limit
                                                                        by hand as an amount applying to the company as a whole, or you can
                                                                        choose to enter it in the Period Lower column of the employees‟
                                                                        Pay/Deds tab card.


                                                                        Click the Next button the Wizard moves on to ask …




5.16
Mamut Payroll                                  Payments & Deductions                                                   Chapter 5
                                                                            Apply if Net Pay in Range
How should the range be applied…?                                           The payment/deduction is applied if the employee‟s net pay is within
                                                                            the limits you have set in the previous screen, or you will set in the
                                                                            employee's details. See Period Lower and Period Upper on page
                                                                            6.13.


                                                                            Apply Percentage Only Within Range

                                                                            This applies the percentage only within the range you have set in the
                                                                            previous screen, or you will set in the employee's details. See Period
                                                                            Lower and Period Upper on page 6.13.


                                                                            If you wanted to deduct, say, 5% of employees' mid-band earnings, this
                                                                            would deduct the lower earnings limit and apply the 5% up to the upper
                                                                            earnings limit.
Alarm only if Outside Range
                                                                            In this case you should click the Back button and check that you have
At payroll-run time you get a warning on the screen if the employee‟s
                                                                            selected NI Upper Earnings Limit as the Hi Setting and NI Lower
payment/deduction is outside the limits you have set. You are then
                                                                            Earnings Limit as the Lo Setting:
given the opportunity either to apply it or not.


Apply only if Gross Pay is Within Range

The payment/deduction is applied if the employee‟s NIable gross pay is
within the limits you have set in the previous screen, or you will set in
the employee's details. See Period Lower and Period Upper on page
6.13.


Apply to Upper Limit as Year-to-date Maximum

The payment/deduction is applied if the year-to-date total for this pay-
ment/deduction is below the maximum limit you have set in the previ-
ous screen, or you will set in the employee's details. See Period Lower
and Period Upper on page 6.13.
                                                                            before continuing.
Used in this way you do not have to set a Lo Setting. If you do, it will
be ignored.
                                                                            Protected Earnings

The limits referred to here are the Upper and Lower figures that appear     This is for a situation where an employee must earn more than a certain

in both the company‟s and the employee‟s data. Limits set at employee       amount of net pay before the deduction comes into play.

level take precedence over those at company level.
                                                                            With this type you should enter the protected earnings in the Period
                                                                            Lower column of the employee‟s Pay/Deds tab card and the deduction
Apply if Basic Hours in Range
                                                                            amount in the Standard column.
The payment/deduction is applied if the employee‟s hours worked at
overtime factor 1 are within the limits you have set in the previous
screen, or you will set in the employee's details. See Period Lower
and Period Upper on page 6.13.

                                                                                                                                          5.17
Mamut Payroll                             Payments & Deductions                                                Chapter 5

                                 Tip                             How often is the payment/deduction running total to
                                                                 be cleared…?
       This type of setting is most commonly used for Court
       Orders, such as from the Child Support Agency.
       If the Order has a balance to be reduced, set the next,
       …running total to be cleared…? option to When To-
       tal is Zero. This way, no further deduction is made
       once the total reaches zero.



Click the Next button and the Wizard moves on to ask…




                                                                 All payments/deductions are totalled throughout the year but they can
                                                                 be cleared down at intervals if required for reporting purposes.


                                                                 Here you are asked how often you would like the payment/deduction
                                                                 cleared down; that is, reset to zero.


                                                                 From the drop-down list box you will see that you have the following
                                                                 options:


                                                                         No Cleardown             In April           In December

                                                                         Every Month              In May             In January

                                                                         Every 2 Months           In June            In February

                                                                         Every 3 Months           In July

                                                                         Every 4 Months           In August

                                                                         Every 6 Months           In September

                                                                         Annually                 In October

                                                                         When Total is Zero       In November

                                                                 The Annually option clears down the payment/deduction at the end of
                                                                 the Tax Year; as part of March‟s month-end process.

                                                                 When Total is Zero is a special setting, used for reducing balances.
                                                                 When this is set, a deduction is only taken if there is an amount out-
                                                                 standing in the To-Date column on the Pay/Deds tab card of the em-
                                                                 ployee's details.

                                                                 Click the Next button and the Wizard moves on to the last question:




5.18
Mamut Payroll                                 Payments & Deductions                                                   Chapter 5
Should this payment/deduction be part of a Report                           This total is needed in calculating correctly Weekly Average Gross Pay
Group?                                                                      (a multi-period report in the Library) and Company Cost Summary (a
                                                                            summary report in the Library). You can also use the Quick Report
                                                                            Writer.




Answer No and the Wizard comes to an end.


Click Yes and you have to select a Report Group from a drop-down list
box.


A Report Group is a group of payments/deductions that are bundled
together to make it easy to report on them. It holds the sum total of all
the figures of the member payments/deductions.


There are a number of pre-configured report groups in the program.
When you first start they are all empty.        You can add your pay-
ments/deductions to these groups as you develop the system.




                                  Note

        If you have fifteen different pension schemes in your
        company (consequently several different deduction
        types) you can specify that they all be part of the report
        group EE’s Pension.




The Pension report groups are printed on the Company Costs report
(to be found in the Library). You can also report on them using the
Quick Report Writer.


The Stakeholder Pension Report Groups have been provided, in addi-
tion, to cater for the legislation in force from October 2001.


The Contra report group totals the amounts of a SSP Contra pay-
ment/deduction if you have configured it.

                                                                                                                                         5.19
Mamut Payroll                                Payments & Deductions                                                     Chapter 5
                                                                          The description below is of how to add a new payment/deduction but it
                 Without the Wizard
                                                                          applies equally well to changing one.
 Changing a Payment or Deduction
                                                                          ID Number


                                                                          This is the number of your chosen payment/deduction in the list and
                                                                          you cannot change it.

Choosing to Add or Insert a new payment/deduction and answering No
to this question gives you a quicker route than the Wizard but you        Name
should not think of doing it this way unless you understand clearly how
it all works.                                                             This is the name you wish to give to the payment/deduction.

But this is the route you must take if you wish to make changes to an
existing payment/deduction. The way in which you have configured          Category
payments/deductions is not fixed for all time. You can change any of
the details you want.
                                                                          The drop-down list box gives you the following choices:

                              Warning
                                                                          Apply Before Tax and NI Calculation
        If you decide to reconfigure a payment/deduction during           The amount will be subject to both Tax and National Insurance if it is a
        the tax year you should note that the previous To-Date
                                                                          payment but will be exempt from both if it is a deduction.
        figures in the employees‟ files will be remembered.

                                                                                                         Example

                                                                                  Bonus (payment)
                                                                                  Reduction in salary (deduction)



                                                                          Apply After Tax and NI Calculation

                                                                          The amount will be exempt from both Tax and National Insurance as a
                                                                          payment but will be subject to both if it is a deduction.



                                                                                                         Example

                                                                                  Expenses (payment)
                                                                                  Loan repayment (deduction)

This screen brings together all the operations of the Wizard.

                                                                          Apply After Tax but Before NI Calculation
By selecting the various drop-down list boxes you can alter the pay-
ment/deduction in any detail you wish.                                    The amount will be exempt from tax as a payment but subject to it as a
                                                                          deduction.

Remember that any change you make will affect everyone who has that
payment/deduction.                                                        It will be subject to NI as a payment but exempt from it as a deduction.


5.20
Mamut Payroll                                Payments & Deductions                                                     Chapter 5
                                                                           As the payroll is run the program automatically calculates, period by
                              Example                                      period, the statutory amount and deducts it from the employee‟s pay.
                                                                           Deductions stop when the debt has been cleared.
       Luncheon Vouchers (payment)

                                                                           Arrestment of Earnings (Scotland)

Apply After NI but Before Tax Calculation                                  This can only ever be a deduction.

The amount will be subject to tax as a payment but exempt from it as a
                                                                           When you choose this you must enter the amount to be repaid in the To-
deduction.
                                                                           Date column of the employee‟s Pay/Deds tab card.

It will be exempt from NI as a payment but subject to it as a deduction.
                                                                           As the payroll is run the program automatically calculates, period by
                                                                           period, the statutory amount and deducts it from the employee‟s pay.
                              Example                                      Deductions stop when the debt has been cleared.


       Pension contribution (deduction)
                                                                           Display Item Only

                                                                           An amount entered in this payment/deduction does nothing. It is a

Community Charge (England & Wales) Pre 1992                                figure that you can use to print on payslips and reports but it does not
                                                                           affect the payroll in any way.
This can only ever be a deduction.

                                                                                                            Example
When you choose this you must enter the amount to be repaid in the To-
Date column of the employee‟s Pay/Deds tab card.
                                                                                   Employer‟s contribution to employee‟s pension.

As the payroll is run the program automatically calculates, period by
period, the statutory amount and deducts it from the employee‟s pay.       In order for it to be displayed on the payslip, you must also have ticked
Deductions stop when the debt has been cleared.                            the Payslip Display Items box on the Payslip Options tab card of
                                                                           Report Options.
Community Charge (England & Wales) Post 1992

This can only ever be a deduction.                                         Display Item Only - Hidden from Payslip

                                                                           Even with a tick in the Payslip Display Items box on the Payslip
When you choose this you must enter the amount to be repaid in the To-
                                                                           Options tab card of Report Options, you can still choose not to have
date column of the employee‟s Pay/Deds tab card.                           this particular item displayed, by choosing this Category.

As the payroll is run the program automatically calculates, period by
                                                                           Linked to another Payment/Deduction
period, the statutory amount and deducts it from the employee‟s pay.
Deductions stop when the debt has been cleared.                            You can link a payment/deduction to another so that entries made in it
                                                                           will be also added to the other.

Council Tax (England/Wales) Post Oct 1998

This can only ever be a deduction.


When you choose this you must enter the amount to be repaid in the To-
Date column of the employee‟s Pay/Deds tab card.




                                                                                                                                           5.21
Mamut Payroll                               Payments & Deductions                                                    Chapter 5
                                                                          As yet we do not know a use for this option but were it not there some-
                              Example
                                                                          one would surely have asked for it!

        A Pension YTD deduction linked to Pension will carry
        the pension total through to year-end if it is never ze-          Pay Advance
        roed.
                                                                          This is for the repayment of a „sub‟ given to the employee in advance of
        The Pension deduction can be zeroed every month,
                                                                          the pay date.
        every quarter or as required.

                                                                          It is a special deduction in that, although the amount of the „sub‟ is

Net to Gross                                                              shown as being earned in the pay calculation, it is deducted from the
                                                                          total the employee gets. Net pay is unaffected but Actual Pay (printed
This can only ever be a payment.
                                                                          on payslips and summaries) is reduced.

It is for when you want to specify a net amount of pay the employee is
to receive in the pocket.                                                 Notional - Before Tax and NI

                                                                          Using this, the employee's NIable and Taxable gross pay is increased
The program automatically works out the gross pay needed to pay the       without giving an addition to pay. After calculating NI and Tax on the
required net value and enters the appropriate amount as a payment.        increased gross pay an after-tax deduction is automatically made for the
                                                                          same amount. In this way an employee can pay extra NI and extra Tax
                                   Tip                                    without receiving extra pay.


        You should have only one Net-to-Gross Payment in                  Fines (Fixed Deduction AEO)
        your list. If you do have more than one, by mistake, it
                                                                          This is calculated on the same basis as Council Tax/Community Charge
        will be only the first one that works.
                                                                          Deduction (England/Wales - Post 1998), but permits any Student Loan
                                                                          deduction.
Notional - After Tax but Before NI
                                                                          Council Tax (England) Post April ‘07
Using this, an employee‟s NIable gross pay can be increased without
giving an addition to pay. After calculating NI on the increased gross
                                                                          This can only ever be a deduction.
pay an after-tax deduction is automatically made for the same amount.
In this way an employee can pay extra NI without receiving extra pay.
                                                                          When you choose this you must enter the amount to be repaid in the To-
                                                                          Date column of the employee‟s Pay/Deds tab card.
The NIable Gross Pay To-date is also increased so that Directors‟ NI is
correctly calculated.
                                                                          As the payroll is run the program automatically calculates, period by
                                                                          period, the statutory amount and deducts it from the employee‟s pay.
                              Example                                     Deductions stop when the debt has been cleared.


        The calculation of NI paid on private petrol allowances.
                                                                          + or –
        NI on private telephones where the employer pays the
        bill.

                                                                          The options in the drop-down list are:

Notional - After NI but before Tax

This is the same as the one above except that the code affects Taxable    Payment

and not NIable Gross Pay.                                                 Something that increases the employee‟s pay.




5.22
Mamut Payroll                                 Payments & Deductions                                                     Chapter 5
Deduction                                                                  Display Only - Rate per Unit

Something that reduces the employee‟s pay.                                 This one is for storing an employee‟s standard figure for, say, £ per mile
                                                                           car allowance for using a private car for business.

Deduction Exempt from Community Charge
                                                                           At payroll-run time the number of business miles travelled is entered
Something taken away from the employee and is not considered to be
                                                                           into a separate payment/deduction (Unit - Based on Previous Displayed
part of his pay when Community Charge liability is calculated.
                                                                           Rate), which then can be linked to this one to calculate and display the
                                                                           amount to be paid.
                                Warning

                                                                           Unit - based on Previous Displayed Rate
         Be careful of this option - just about everything needs to
         be included in Community Charge calculations.                     This is the second part of the Display Only - Rate per Unit above.
                                                                           Units entered here are multiplied by the rate above it in the list and the
                                                                           product is entered in the field and paid.
Deduction With Compound Interest

When interest is charged on a loan to an employee, this deduction
                                                                           Formula
calculates the amount of interest due and adds it to the amount out-
standing, every time the employee is paid.                                 This option is for those difficult, complicated things that are very spe-
                                                                           cial and particular to your company.
If the period amount is less than or equal to the outstanding value, the
interest is calculated as follows:                                         For what to do next see Programmable Payments and Deductions on
                                                                           page 5.31.

To-date value, multiplied by the interest rate:
                                                                           Percentage
         …divided by periods in year (12 or 52)
                                                                           Use this if the payment/deduction is to be a percentage of something
         …multiplied by number of periods paid in this pay
                                                                           and not a value.
         …divided by 100 (as the interest rate is a whole number)

                                                                           Select this and you must then click the %Settings… button (see page
All calculations are made to four decimal places and the result is
                                                                           5.24) to specify what the percentage calculation is to be based on.
rounded to two.


On the employee's Pay/Deds tab card, the amount of the loan is placed      Percentage Hierarchical

in the To-Date column, which as repayments are made, shows a reduc-        Use this if the payment/deduction is not to be a value but a percentage
ing balance. The repayment is placed in the Standard column, and the       of all other payment/deductions above it in the list.
annual interest rate goes in the Period Lower column, which is re-
named temporarily, to Interest Rate.                                       Select this and you do not need to click the %Settings… button.


The Period Upper field can, if required, be used to store the original     SSP, SMP, SAP and SPP Contra
value.
                                                                           This is for the situations where someone is claiming a Statutory Pay-
                                                                           ment and the company policy is to make up the pay for the period to
Type                                                                       what the employee normally earns.


                                                                           Selecting this type of deduction means that the program works out the
Choose one of the following types from the drop-down list box:             normal pay.




                                                                                                                                            5.23
Mamut Payroll                                 Payments & Deductions                                                   Chapter 5
It then looks at what is being claimed and deducts that amount from       %Settings … button
gross and net pay.


Then it adds the Statutory Payment as claimed and we are back to the
pay the employee normally receives.


In Company Options you choose whether you want to contra SSP,
SMP, SAP and SPP or all.


Value

Choose this to make the payment/deduction a sum of money.


Value Multiplied by Periods Paid
                                                                          Basic Pay Elements
Choose this to make the payment/deduction equal to a sum of money
times the number of pay periods for which the employee is being paid.     Tick the items you want the payment/deduction to be a percentage of.


At payroll run time any figure you enter, or have entered as Standard,    Payments/Deductions Included
will be multiplied by the number of periods and the result displayed.
                                                                          Decide if you want the payment/deduction to include a percentage of
This is ideal if you wish to deduct two weeks' worth of pension contri-   other payments/deductions.
bution: for example when an employee is paid for one week's work and
one week's holiday, in the same pay packet.                               If you want all other payments/deductions above it in the company list
                                                                          to be included, choose (Hierarchical).

Value Multiplied by Specified Rate
                                                                          If you want only selected payments/deductions to be included, tick the
Choose this to make the payment/deduction equal to a sum of money
                                                                          Listed Items Only box.
times a specified pay rate.

                                                                          With this box ticked you are able to add and delete pay-
You must choose a pay rate from the drop-down list box.
                                                                          ments/deductions taken from the drop-down list box that appears.

You may also use this option for, for example, miles driven by private
car where the company pays a rate per mile. The rate, in £ per mile is    Range Check
set up as a pay rate and the miles driven are entered here.


At payroll run time any figure you enter, or have entered as Standard,    None
will be multiplied by the specified rate and the result displayed.
                                                                          Choose this if you do not want a range check on the payment/deduction.


                                   Tip                                    Alarm only if Outside Range

                                                                          At payroll run time you get a warning on the screen if the employee‟s
        Use this method also for piecework. Set up a pay rate
        for £ per piece and enter the number of pieces here               payment/deduction is outside the limits you have yet to set. You are
                                                                          then given the option to apply it or not.




5.24
Mamut Payroll                                 Payments & Deductions                                                      Chapter 5
Apply only if Gross Pay in Range                                           Protected Earnings

The payment/deduction is applied if the employee‟s NIable gross pay is     This is for a situation where an employee must earn more than a certain
within the limits you have yet to set.                                     amount of net pay before the deduction comes into play, for example a
                                                                           Court Order.

Apply only if Total Hours in Range
                                                                           Choosing this automatically sets the other fields to specify a value-
The payment/deduction is applied if the employee‟s total hours worked
are within the limits you have yet to set.                                 based after-tax and NI deduction and then greys them out so they can-
                                                                           not be changed.
Apply only if Basic Hours in Range
                                                                           With this type you should enter the protected earnings in the Period
The payment/deduction is applied if the employee‟s hours worked at
                                                                           Lower column of the employee‟s Pay/Deds tab card and the deduction
overtime factor 1 are within the limits you have yet to set.
                                                                           amount in the Standard column.

Apply only if Net Pay in Range
                                                                                                             Tip
The payment/deduction is applied if the employee‟s net pay is within
the limits you have yet to set.                                                    This type of setting is most commonly used for Court
                                                                                   Orders, such as from the Child Support Agency.
Apply Upper Limit as Year-to-date Maximum                                          If the Order has a balance to be reduced, set the next,
                                                                                   …running total to be cleared…? option to When To-
The payment/deduction is applied if the year-to-date total for this pay-
                                                                                   tal is Zero. This way, no further deduction is made
ment/deduction is below the maximum limit you have yet to set.
                                                                                   once the total reaches zero.

Used in this way you do not have to set a Lower Setting. If you do, it
will be ignored.
                                                                           Priority Order

The limit referred to here is the Upper figure that appears in both the    A Priority Order is a Court Order that specifies protected earnings for

company‟s and the employee‟s data. A limit set at employee level take      the employee AND which states that any underpayment in a period

precedence over that at company level.                                     must be carried forward to the next period.


                                                                                                             Note
Subtract Lower Limit from Gross

If you wanted to deduct, say, 5% of an employee‟s mid-band earnings,          With this type of order, in the Standard column of the em-
this would deduct the lower earnings limit and apply the 5% up to the         ployee‟s Pay/Deds tab card you should enter the deduction
upper earnings limit.                                                         amount. Put the protected amount in the Period Lower column
                                                                              and any outstanding carry-over in the Carry Over field.
In this case, you would enter the word LOWER in the Period Lower
column of the employee‟s Pay/Deds tab card and the word UPPER in
the Period Upper column.



                                  Note                                     Settings … button
                                                                           With a couple of exceptions, whenever you choose one of the Range
        „UPPER‟ and „LOWER‟ are special entries that refer to
                                                                           Check options above, the Settings … button becomes active. Clicking
        the current upper and lower earnings limits for National
        Insurance.                                                         it brings up this dialog box (or an abbreviated version):




                                                                                                                                         5.25
Mamut Payroll                                 Payments & Deductions                                                      Chapter 5
                                                                              From the drop-down list box you will see that you have the following
                                                                              options:


                                                                                    No Cleardown            In April           In December
                                                                                    Every Month             In May             In January
                                                                                    Every 2 Months          In June            In February
                                                                                    Every 3 Months          In July
                                                                                    Every 4 Months          In August
These limits refer either to an amount of a payment/deduction, to an
                                                                                    Every 6 Months          In September
amount of pay or a number of hours that determine whether the pay-
                                                                                    Annually                In October
ment/deduction should be applied or not. Which of these it is, is deter-
                                                                                    When Total is Zero      In November
mined by what you chose under Range check above

                                                                              The Annually option clears down the payment/deduction at the end of
Lower                                                                         the Tax Year; as part of March‟s month-end process.

You can choose, as the minimum, the NI upper earnings limit or the NI
                                                                              When Total is Zero is a special setting, used for reducing balances.
lower earnings limit. You can choose to enter the amount of the limit
                                                                              When this is set, a deduction is only taken if there is an amount out-
by hand as an amount applying to the company as a whole, or you can
                                                                              standing in the To-Date column on the Pay/Deds tab card of the em-
choose to enter it in the Period Lower column of the employees‟
                                                                              ployee's details.
Pay/Deds tab card.


Upper                                                                         Saving your Payment/deduction
You can choose as the maximum, the NI upper earnings limit or the NI          When you have finished making changes in the Settings for the new
lower earnings limit. You can choose to enter the amount of the limit         Payment/deduction click OK.
by hand as an amount applying to the company as a whole, or you can
choose to enter it in the Period Upper column of the employees‟               If you click Cancel the payment/deduction will not have been saved
Pay/Deds tab card.                                                            and the changes you have made will not be recorded.



Report Group
A Report Group is a group of items that are bundled together to make
it easy to report on them. It holds the sum total of all the figures of the
member payments/deductions.


Select the group to which you wish this payment/deduction to belong
from the drop-down list box.



Clear to-date totals
All payments/deductions are totalled throughout the year but they can
be cleared down at intervals if required for reporting purposes.


Here you are asked how often you would like the payment/deduction
cleared down, that is, reset to zero.




5.26
Mamut Payroll                               Payments & Deductions                                                       Chapter 5
                                                                                       Quick Reports
Inserting a Payment/Deduction                                                          Import / Export Structures

                                                                                       Formula payment/deduction

                                                                                       Bespoke reports created in Crystal™ Report Writer

                                                                           Click Yes to continue or No to exit without making changes




The screen you see when you choose Company/Alter Pay-                      At this point you resume with the normal routine for adding a new

ments/Deductions from the Menu bar contains an Insert button.              payment or deduction.


To insert a new payment or deduction, highlight the line where you
                                                                           Identifying your Inserted
want to put it and click Insert.
                                                                           Payment/Deduction
                                                                           If you design a report, using the Crystal™ Report Writer, that includes
                                                                           a specific payment or deductions it is not always easy to identify it in
                                                                           the database tables.


                                                                           The problem arises when a payment/deduction has been inserted into

This is warning you that all payments and deductions below the one         the list. Its identification number will then be out of sequence and all

highlighted will be moved down in the list and given a new ID number.      that follow it will be one less than you expect.

In the previous screen, AVC will be renumbered 5, Net to Gross 6 etc.
                                                                           To resolve this there is a tool tip to the payment / deduction table.

If you wish to continue click Yes or to finish the option without making   When you hover the cursor over the first column, No, in the table the

changes click No.                                                          true Reporting ID number is displayed:




This is warning you that you may need to make some other changes to
the program if you continue with the operation.


The following items are NOT automatically updated by the changes
made here. They need to be checked for references to payments and
                                                                           The Reporting ID is the true payment/deduction number as held in the
deductions and altered accordingly:
                                                                           database.




                                                                                                                                          5.27
Mamut Payroll                               Payments & Deductions                                                  Chapter 5
                                                                          Or you may need to enter something in an employee‟s data: for example
    Using your Payment/Deduction
                                                                          the details of a Court Order:
Before a payment/deduction comes into effect there may be some things
you need to do.


In the Company window you may wish to enter a company standard
value for, say, a bonus payment.                                          or a company Loan:




                                   Note

       Changes to company-wide Standards and Limits will af-
       fect only new employees.



Or you may just wish to check that what you entered is correct, or make
a last-minute change.         To do this, double-click on the pay-
ment/deduction description:




5.28
Mamut Payroll          Payments & Deductions                          Chapter 5
Some Examples of Payment/Deductions
                                                Employee’s Pension:
 Bonus:
                                                                       This is the set-up for
                        This is an example of                          an employee‟s
                        a simple bonus                                 pension contribution.
                        payment.                                       It is subject to NI but
                                                                       not to tax.
                        It is subject to both
                        tax and NI.                                    In this case it is a
                                                                       value, but it could
                        It is a value.                                 well be a percentage
                                                                       of earnings.

                                                                       The To-date figure
                                                                       keeps a running total
                                                                       throughout the year.




                                                Employer’s Pension:
 Loan Repayment:
                                                                        This shows the
                        This is an example of                           employer‟s
                        a deduction set up to                           contribution to a
                        repay a loan from the                           COMP pension
                        company.                                        scheme.

                        The deduction is                                It is a figure that is
                        subject to both tax                             calculated for
                        and NI and a fixed                              display purposes
                        amount is deducted                              only since it does
                        every pay period.                               not form part of the
                                                                        employee‟s pay.
                        Deductions end when
                        there is nothing more
                        to pay back.




                                                                                          5.29
Mamut Payroll                  Payments & Deductions                                         Chapter 5

 Net to Gross:                                        Protected Earnings Order:
                                This is the set-up                                                This is the set-up
                                for a situation                                                   for a Protected
                                where an                                                          Earnings Order.
                                employee receives
                                                                                                  It is a value that is
                                a guaranteed
                                                                                                  subject both to tax
                                amount of net pay.
                                                                                                  and NI.
                                The program
                                                                                                  With this type of
                                calculates the
                                                                                                  order you should
                                gross earnings
                                                                                                  put the deduction
                                needed to do this.
                                                                                                  amount in the
                                When you select                                                   Standard column
                                this category, all                                                of the employee‟s
                                the following
                                                                                                  Pay/Deds tab card.
                                fields are greyed
                                                                                                  Put the protected
                                out - there is
                                                      amount in the Period Lower column.
 nothing more for you to do.


 AVC:
                                This is the set-up
                                for an employee‟s
                                                      Priority Court Order:
                                Additional
                                Voluntary                                                         This is the set-up
                                Contribution to a                                                 for a Priority Court
                                pension.                                                          Order.

                                It is subject to NI                                               It is a value that is
                                but not to tax.                                                   subject both to tax
                                                                                                  and NI. There is
                                It is a value.
                                                                                                  no Range Check.
                                The To-date figure
                                                                                                   With this type of
                                keeps a running
                                                                                                   order, in the Stan-
                                total throughout
                                                                                                   dard column of the
                                the year.
                                                                                                   employee‟s
                                                                                                   Pay/Deds tab card
                                                                                                   you should enter
                                                                                                   the deduction
                                                                                                   amount. Put the
                                                      protected amount in the Period Lower column and any out-
                                                      standing carry-over in the Carry Over field.




5.30
Mamut Payroll                          Payments & Deductions                                              Chapter 5

 Council Tax:                                                          Programmable Payments &
                                          This is the set-up                  Deductions
                                          for a Council Tax
                                          Order    (England/   No matter how flexible and all-embracing we try to make the program
                                          Wales) post Oct      there will always be an eventuality we have not foreseen. This is a
                                          „98.                 section of the program that lets you invent and create your own ways of

                                          When you select      determining how a payment/deduction should be configured.
                                          the appropriate
                                          Category all other   To start off, highlight a payment/deduction and click the Formulas
                                          fields are greyed
                                                               button in the Company Payments & Deductions window.
                                          out and the rules
                                          are applied
                                          automatically.

                                          Enter the total
                                          amount of the
                                          Council Tax in the
 To-Date column of the employee‟s Pay/Ded tab card.




                                                               The Programmable Payments & Deductions screen lists any formulas
                                                               you have previously defined and gives you the option of changing them
                                                               or creating a new one.



                                                               Adding a New Formula
                                                               Click the Add New button at the screen above and you see the Pay-
                                                               ment/Deduction Definition screen.



                                                               Main Details Tab Card




                                                               Here you must enter a Description; that is a name that describes your
                                                               payment/deduction.



                                                                                                                             5.31
Mamut Payroll                               Payments & Deductions                                                     Chapter 5
Then you have to say whether it is:
                                                                                                       Example
                             Taxable
                                                                                 MEMORY1 = Basic Pay This Period
         and/or              NIable                                              MEMORY2 = Memory1*1.09
         or                  Display Only                                        MEMORY3 = Overtime Pay This Period + Salary This
                                                                                 Period
         or                  Notional (taxable)

         or                  Notional (NIable)
                                                                         Statements
You must then choose whether it is a:
                                                                         The statements available for formulas are:

                             Payment
                                                                         RESULT = must be the final line of your formula and returns the result
         or a                Deduction
                                                                         of the formula to the specified payment/deduction.
         and whether to      Include in AEO
                                                                         MEMORYn = used like the Recall Memory buttons on a calculator.
Finally you must decide when to:
                                                                         the program has nine memories, numbered 1 - 9.

                          Clear To-date Totals
                                                                         IF and THEN = conditional items can be used in formulas. IF is the
by choosing from the drop-down list.                                     first part of the statement and needs to be combined with THEN. They
                                                                         can be used in the following way:

Formula Tab Card
                                                                                                       Example

                                                                                  IF Salary This Period > 1000 THEN . . . . . .



                                                                         Variables
                                                                         You can see what variables you can use in formulas by scrolling the
                                                                         drop-down list box on the Formula tab card.


                                                                         Some variables have brackets ( ) after them. This is because they are
                                                                         not simple variables but arrays, consisting of a number of elements. So,
                                                                         for example, when using Hours for Rate ( ) you must put a number
Formulas are built using Statements, Variables and Operators.            between the brackets for the rate of pay you want. So for hours worked
                                                                         at the third configured rate of pay you would put:
Each line of a formula must begin with a Statement followed by an
Operator and then a Main Details Tab Card. You can then add a fur-                                 Hours for Rate (3)
ther Operator and Variable if so required. Valid examples of a line in
a formula are:                                                           and so on.




5.32
Mamut Payroll                                Payments & Deductions                                                       Chapter 5
Operators                                                                    Special Tab Card
The operators available for use in formulas are: +, -, /, *, =, <>, <, <=,
>, >=.


They are used both in IF …THEN statements and to modify variables.


In the example above the operator „=„ is used first to qualify the De-
partment (IF Department = „Marketing‟) and then to change the salary
(Salary this Period = 2000).


Here are some example formulas. For clarity variables are shown in
italics and STATEMENTS in CAPITALS.
                                                                             Here you can specify a range of periods when the payment/deduction is
                                                                             to become active. If we wished to apply a payment/deduction in weeks
                               Example
                                                                             13, 26 and 39 through to 52 the entry in the field would be:

         Suppose the company‟s pension contribution is 5% of
                                                                                                      WEEK 13, 26, 39 - 52
         Basic Pay plus Shift Allowance (payment/deduction 23)
         plus Bonus (payment/deduction 19) the formula would
         be:                                                                 In the same way, if it were to be applied in months 3, 6, 9 and 12 the
          MEMORY1 = Basic Pay This Period + Payment De-                      entry would be:
         duction This Period (23)
          MEMORY2 = Memory1 + Payment Deduction This                                                   MONTH 3, 6, 9, 12
         Period (19)
          MEMORY3 = Memory2 * 0.05
         RESULT=Memory3
                                                                             Triggering a Formula Calculation for
                                                                             an Employee
                               Example                                       If an employee has a formula payment or deduction to be applied each
                                                                             period make an entry in the Standard column against the pay-
         Suppose the company has a banded bonus scheme based
                                                                             ment/deduction in the employee‟s record (see page 6.13). What is
         on the number of hours worked at company overtime
                                                                             entered is irrelevant unless you wish to include the value in the formula
         factor 1.
         No bonus is given if the number of hours is less than 37            calculation.
         For working 37 - 45 hours the bonus is £5
         For more than 45 hours the bonus is £10                             You can always make an entry against the payment/deduction at payroll
         The formula would be:
                                                                             run time.
          MEMORY1 = Hours at Factor (1)
          MEMORY2 = 0
          IF MEMORY1 >= 37 THEN Memory2 = 5                                  Again, the entry you make simply acts as a trigger but, alternatively, it
          IF MEMORY1 >= 45 THEN Memory2 = 10                                 could be used in the formula by using the variable Payment Deduction
          RESULT = Memory2
                                                                             Entered {Current}.




                                                                                                                                             5.33
Mamut Payroll                             Payments & Deductions   Chapter 5

                           Example

      Your company has a banded pension scheme. Employ-
      ees pay either 5% or 8% of their salary into the scheme.
      The formula for the payment/deduction would be:
               IF Payment Deduction Standard {Current} = 1
      THEN MEMORY1 = 0.05
               IF Payment Deduction Standard {Current} = 2
      THEN MEMORY1 = 0.08
               MEMORY3 = Salary This Period * Memory1
               RESULT = Memory3
      Putting either „1‟ or „2‟ in the employee‟s data would
      then make the payment/deduction 5% or 8% of this
      month‟s salary.




end




5.34
6 Starters Leavers & P45s




2

3

4

5

6

7

8


                            Chapter 6

                            In this Chapter:

                                   Adding a Starter to the Payroll

                                   Working with Templates

                                   Automated Payments

                                   Changing Employee Details

                                   P45 Routines

                                   Remove Employee




                                Starters Leavers &
                                             P45s
end
Mamut Payroll                                  Starters Leavers & P45s                                                  Chapter 6
                                                                           Empl. Code
Overview
                                                                           This is the employee‟s number on the payroll. It can be either a number
This Chapter shows you how new employees are added to the payroll,
                                                                           or a mixture of letters and numbers. You choose which one to have
how to change the details of existing employees and how to deal with
                                                                           when you configure the Company Options (see page 3.1).
leavers.

                                                                           If you have chosen to have numeric Employee Codes (Options &
                                   Note
                                                                           Preferences page 3.1), the next available number is automatically
                                                                           allocated by the system and is shown in this window. You may change
                                                                           it if you wish.
           You will notice that several fields have this      clock
           icon next to them. This indicates that History, a record
                                                                           If you enter an Employee Code that is already in use or change it to a
           of previous pay periods, is available. History is ex-
           plained in Chapter 16.                                          number that has already been allocated, you will still be able to enter all
                                                                           the employee‟s details but you will not be allowed to save them. You
                                                                           must first set the Employee Code to a vacant one.

     Adding a Starter to the Payroll
                                                                           Title
Select Employee from the Menu bar, followed by Create New Em-
                                                                           Things like Mr, Mrs, Ms, and Lord are what is expected here. Enter
ployee. If, in Operator Preferences, you elected to Use Employee
                                                                           something and the program will usually have a stab at deciding whether
Templates you will be asked:
                                                                           the employee is male or female.


                                                                           Male or Female

                                                                           Click the appropriate button if the program did not get it right.


                                                                           Status
otherwise you will see the New Employee details screen that follows. It
                                                                           This means marital status and the choices are Unknown, Single, Mar-
has ten tab cards that you have to fill with the new employee‟s details.
                                                                           ried, Divorced, Widowed and Other.

In answer to the templates question click No: we will explain all about
Working with Templates on page 6.19.                                                              With Validation On

General Tab Card                                                                    If marital Status is left as Unknown:




                                                                                    Click Yes to return to the employee and choose a Status
                                                                                    from the drop-down list or No if you wish to enter one
                                                                                    later.



                                                                           Level

                                                                           The employee is allocated an access level, denoted by a number 0-9 that
                                                                           you select from the drop-down list box.




                                                                                                                                               6.1
Mamut Payroll                                Starters Leavers & P45s                                                   Chapter 6
This employee‟s data can only be worked on by an operator whose          Dates
group has access rights that include this level. (see Chapter 2 Admin)
                                                                         Enter the employee‟s date of birth and the date the employment started.
                                                                         If you do not know the employee's birth date, enter:
Surname, Forename 1 & Forename 2

Enter the name of the Employee.                                                                          01/01/1901


                                                                         Date Left is entered automatically when the employee leaves and is
e-mail Payslip button
                                                                         issued with a P45 (See page 6.24).
If you have configured your program to enable employees to receive
payslips by e-mail, you will find an extra button alongside the Sur-
name:                                                                                           With Validation On

                                                                                 If the Date of Birth is left blank:
Click this to enter the employee's e-mail address.




                                                                                 Click Yes to return to the employee and input a Date of
                                                                                 Birth or No if you wish to create the employee without
                                                                                 entering one.




You may, if you wish, also enter a password, which is revealed when      Address

the Show Password box is ticked.                                         There are four lines for the employee‟s home address, plus one for the
                                                                         post code.
The password is used for encrypting the payslip before transmission.
The person wishing to see the payslip needs to know the password in
                                                                                                 With Validation On
order to do so.

                                                                                 If the employee address is left blank:
For full details of how to set up e-mail payslips see Configure e-mail
Payslips on page 2.6.


Known as

Here enter the nickname or usual name.                                           Click Yes to return to the employee and input the ad-
                                                                                 dress or No if you wish to create the employee without
                                                                                 entering an address.
Phone No

Is the home telephone number of the employee.


Department

Departments are defined when you configure Departments see page
4.7.


Here you have to choose in a drop-down list box from the departments
that you have set up.



6.2
Mamut Payroll                                 Starters Leavers & P45s                                                    Chapter 6
Period Tab Card                                                            Pay Method
In this card you enter details of the employee‟s pay period, pay method,   The options here are cash, bank credit, cheque and BACS.
pay rounding and when next due to be paid.
                                                                           Cash - Select this if the employee is to be paid in real money.


                                                                           Bank Credit - the program has reports that support a number of bank
                                                                           credit payment schemes (see Report Library on page 9.1).


                                                                           Cheque - Pay by cheque and you may be able to print them automati-
                                                                           cally (see Report Library on page 9.1).


                                                                           BACS - the program provides an output file that is designed to be
                                                                           picked up by several BACS transmission packages (see Report Li-
                                                                           brary on page 9.1).



                                                                           Rounding
                                                                           This applies only if the facility is turned on in Company Options (see
Pay Period
                                                                           page 3.1).
You have the option to pay the employee every week, two weeks, four
weeks, calendar month or every June, September, December and               Even if you have made Rounding active for the company it will not
March.                                                                     apply to an employee unless the Active? box here is ticked.


Select the period that you want for this employee.                         The two other fields B/F and C/F show you how much has been
                                                                           Brought Forward from the last pay packet and how much will be Car-
Or you may put the employee on Hold.                                       ried Forward to the next.


Under this option nothing will be done to the employee‟s data and it       You will need to enter figures here for an existing employee if you start
will not appear in any payroll run until the Hold option is changed.       to use this feature. Otherwise the balances are updated automatically
This is useful for people employed intermittently throughout the year      and are shown for information only.
(eg during school or college holidays).

                                                                           Employment Status
When on Hold, an employee will not be given any rebate of tax due as
the year progresses.                                                       Employment Status has an effect on the way the program deals with
                                                                           tax and National Insurance so it is important to get this right.
                          Important Note
                                                                           Normal is chosen for you but if you do not want it you must select
         It is important to take an employee off Hold so that at           another from the drop-down list box:
         least one pay packet is received before the end of the tax
         year or before the employee leaves, whichever comes
         first.                                                            Normal
         Remember also to change the Next Tax Pay Period                   This is the usual setting and the one for normal employees who work
         number when taking an employee off Hold. See Next
                                                                           week in week out.
         Tax Pay Period on page 6.4 for more details.




                                                                                                                                              6.3
Mamut Payroll                                 Starters Leavers & P45s                                                    Chapter 6
Casual                                                                       A special Student category is necessary because when they exceed the
                                                                             income tax threshold on an NT tax code, they are immediately subject
For employees who work for you from time-to-time and to whom you
                                                                             to tax for the rest of the year.
do not issue a P45 after a short spell of work.

                                                                             Placing a student in this category ensures that they are automatically
Occasional
                                                                             switched from an NT to a 0T Wk/Mth1 code as soon as their gross pay
This too is for casual employees with the difference that, when their        goes over the tax threshold.
gross pay is zero, their pay period is advanced but they do not receive a
tax rebate.
                                                                             Next Tax Pay Period
                                                                             The Next Tax Pay Period field holds the number of the next period for
Construction
                                                                             which an employee is to be paid.
The construction industry holiday scheme is different to all existing
                                                                             Enter the week/month number for which the employee is first to be
holiday schemes catered for in the program.
                                                                             paid.

The main difference is the way the NI periods are calculated when an
                                                                             If you do not enter the correct figure here for Normal or Occasional
employee is given a weeks pay and additional week‟s holiday pay.
                                                                             employees National Insurance will not be calculated correctly.

                               Example
                                                                             If the number you enter is greater than the number for the next payroll
                                                                             run due, an employee will not appear on the payroll for that period.
         An employee receives a normal weeks pay and two
         weeks holiday pay. Under normal rules
                                                                             If the number is smaller, the way that NI is calculated will depend on
         the employee would have three weeks of Tax and NI al-
         lowances/thresholds.                                                the Employment Status:
         With the construction industry scheme, they would still
         have three weeks of Tax                                             Normal - NI is spread across the interval from Next Tax Pay Period to
         allowances, but only one week of NI thresholds. This is             the period in which the payroll is run.
         because the holiday pay
         is not subject to NI.
                                                                             Casual - The number entered in Next Tax Pay Period is of no conse-
                                                                             quence. A Casual employee will be paid for the current pay period
While on holiday, no NIable payments (eg a Bonus) are made.
                                                                             only, irrespective of what the Next Tax Pay Period says.

When calculating the number of periods for the NI calculations, if the
                                                                             Occasional - The same as a Casual employee, except that no refund of
Employment Status is set to Construction, the number of periods for
                                                                             tax is paid where one would be due with Normal or Casual employees.
NI will be set to the employee‟s normal number of periods. The system
caters for employees paid weekly, fortnightly, 4 weekly and monthly.
                                                                             Once a number has been entered for Next Tax Pay Period there are
                                                                             only two occasions, during normal operation, when it should be
If the Construction is selected, any holiday pay calculated by the system
                                                                             changed:
is classified as not NI able automatically, saving the need for the use of
Payment / Deductions for paying Holiday.
                                                                             1.      when changing an employee‟s Payment Period


Deceased                                                                     2.      when taking an employee off Hold.

Use this for someone who dies while still employed.


Student




6.4
Mamut Payroll                               Starters Leavers & P45s                                               Chapter 6

                             Warning                                 Salary Tab Card

       If you change Next Tax Pay Period for ANY other rea-
       son BE CAREFUL!
       A great deal of damage could be caused.



With this danger in mind, you are only able to change Next Tax Pay
Period to one that has not already been processed.


                             Warning


       You must enter a Next Tax Pay Period. Otherwise you
       see the message:                                              Salary
                                                                     If an employee is paid a salary each period, enter it here.


                                                                     Remember: if you configure hours, rates and factors as well as salary,
                                                                     both will be paid.


                                                                     Before you enter anything just remember that it is not likely that an
                                                                     annual salary can be divided exactly into equal period payments.


                                                                     If you specify a Period salary there is no problem. the program multi-
                                                                     plies it by the number of payments in the year and puts the result in
                                                                     Annual.


                                                                     But put in an Annual salary and the figure appearing in Period will be
                                                                     the nearest possible to the annual divided by the number of periods.


                                                                     But it may be a few pence out and pressing ENTER in the Period field
                                                                     will change the Annual to exactly „Period times the number of periods‟


                                                                     Confused? Then try this example:



                                                                                                    Example

                                                                             A monthly-paid employee earns £32,000 a year.
                                                                             Put 32000 in the Annual field and 2666.67 appears in
                                                                             Period
                                                                             Click in the Period field and press ENTER.
                                                                             The Annual salary now becomes 32000.04


                                                                     In reality you would pay £32,000.04, not £32,000.00.




                                                                                                                                        6.5
Mamut Payroll                                   Starters Leavers & P45s                                                 Chapter 6
So if you want to be neat and tidy and not have odd pennies chinking       1 Diary Day Represents - One way of paying holiday pay is to mark in
around use the Rounded field, in which you enter 32000, for display in     the employee‟s absence diary the period over which they are to be on
management reports.                                                        holiday. In this field you must enter the number of units that go to
                                                                           make up one working day.

Holiday Pay
                                                                                                          Example
What you see here will depend on what is configured in the company‟s
Holiday Set-Up (see page 14.1). It will either be in the form:                       If your units were Hours 1 Diary Day would be 8.00
                                                                                     Hours for a five-day working week of 40 hours.
                                                                                     If your units were Days 1 Diary Day would be 1.00
                                                                                     Day.
                                                                                     If your units were Weeks 1 Diary Day would be 0.20
                                                                                     Day for a five-day working week.
                                                                                     If your units were Months 1 Diary Day would be 0.04
                                                                                     Day for a twenty-five day working month. (In reality
                                                                                     using months is not really practicable, as they vary in
                                                                                     length).
or:

                                                                           Accrual

                                                                           The elements on which holiday pay is accrued is set up at company
                                                                           level (see page 14.1) and cannot be changed for an individual em-
                                                                           ployee.


                                                                           In the Holiday Rate field you must enter the multiplier ((x) Accrual) or
                                                                           the percentage (% Accrual) by which the standard company elements
depending on whether you chose to have Allocation or Accrual as the        are to be multiplied.
default setting.

                                                                                                          Example
Allocation

What you enter in the Holiday Rate field will depend on what you                     If you had specified, at company level, that accrued
choose in the drop-down list box next to it. You can choose holiday                  holiday pay was to be based on 5% of Basic Hours Pay
units of hours, days, weeks or months and the Holiday Rate field                     you could change that percentage here, for this particu-
                                                                                     lar employee only.
specifies at what rate, in £ per unit, they are to be paid.
                                                                                     If you had specified, at company level, that accrued
                                                                                     holiday pay was to be based on 5x the Employee’s Pen-
Choosing % Accrual or (x) Accrual as a holiday unit (Accrual is not a                sion Contributions you could change that multiplier
holiday unit as such) changes the employee‟s holiday entitlement                     here, for this particular employee only.
method - see Accrual below.


Against Entitlement enter the number of units the employee is entitled
                                                                                                          Warning
to.
                                                                                     Be careful about changing a % to a (x) or vice versa
                                                                                     here: you will need to change the Holiday Rate to an
Units Left - as the year progresses and the employee takes holiday, this
                                                                                     appropriate figure as well.
figure will reduce to show the current balance outstanding. You can,
however, change it at any time by overwriting it.




6.6
Mamut Payroll                              Starters Leavers & P45s                                                Chapter 6
The Accrued field shows, as the year progresses and the employee      Rates Tab Card
takes holiday, the current balance outstanding.   You can, however,
                                                                      This is where you put pounds-per-hour figures against the rates and
change it at any time by overwriting it.
                                                                      factors you defined in the company set-up (see page 4.4).


                                                                      This tab card is divided into two: one area for the employee‟s hourly
                                                                      rates of pay and the other for the standard hours the employee works at
                                                                      the various rates.




                                                                      Hourly Rates for this Employee

                                                                      Rate

                                                                      All the hourly rates configured in Alter Company Details appear here.


                                                                      £/hour

                                                                      You can enter or amend any value that has not been Fixed (see page
                                                                      4.5). Note that Fixed amounts appear in blue.


                                                                      Enter the amount the employee is paid for each hour of work at this
                                                                      rate, in pounds and pence.


                                                                      The two fields, Hours To-Date and £ To-Date are there to show you, as
                                                                      the year progresses, how many hours have been worked and how much
                                                                      has been earned at each rate.



                                                                                                       Note

                                                                               You do not have to enter an £/hour amount against
                                                                               every rate but you will only be able to pay the employee
                                                                               at a rate that has an amount set for it.




                                                                                                                                          6.7
Mamut Payroll                                 Starters Leavers & P45s                                                 Chapter 6
Pay Screen Default for this Employee                                       Mult by

Many bits of information are held on the employee so that you do not       This field displays the value you gave when you set up the Overtime

have to enter them at payroll run time. For example the normal hours       Tab Card (see page 4.5).

worked at the various rates of pay, or perhaps just the rate without any
hours.                                                                                                  Example

Hours

Enter any standard hours that the employee may work.             You may
change the value at payroll run time if you wish.

                                                                                  Now the employee will also be paid four hours
Rate                                                                              Overtime at the ‘Cleaner’ £/hour defined in the first
                                                                                  box multiplied by the Value set in the Company
Choose the Rate from the drop-down list box that the hours apply to.              Overtime Tab Card and which now appears in the Mult
                                                                                  by field.
                                   Tip                                            In addition he often works as a Porter at night but there
                                                                                  are no standard hours for this. They are entered at
                                                                                  payroll run time.
         You do not have to enter an £/hour amount against
         every rate but you will only be able to pay the employee
         at a rate that has an amount set for it.




Factor

Choose from the drop-down list box the Factor that you want to apply
to this Rate and these Hours.


These Factors were defined and given values in the Overtime Tab
Card of the Company set-up (see page 4.5). The first entry will nor-
mally be the first factor, with a Mult by value of 1.0000.



                                Example




         This employee will automatically be paid for working
         40 hours at the Porter‟s basic (not overtime) rate of pay.




6.8
Mamut Payroll                                Starters Leavers & P45s                                                       Chapter 6
Tax/NI Tab Card                                                              Tax Credits button
                                                                             This appears next to the Student Loan button, but only when you are
                                                                             delving into History. After 6 April 2006 Tax Credits were no longer
                                                                             paid through the payroll.



                                                                             Student Loan button
                                                                             Click this for an employee who gives you a P45 that tells you a Student
                                                                             Loan is in operation.




Tax

Tax Code

Enter here the current tax code for the employee. Generally, for a new
starter without a P45, you should enter the current emergency tax code
if form P46 has been signed and BR if it has not.                            Put a tick in the Continue Student Loan? box. Nothing more is re-
                                                                             quired: the program will do the rest.
                              Warning

                                                                             National Insurance
        You must enter a valid Tax Code, otherwise you see this
        warning:                                                             NI Number

                                                                             All National Insurance numbers are in the format:


                                                                                                          AA 99 99 99 X


                                                                             where A is a letter, 9 is a number and X is normally A, B, C , D or a
                                                                             space.
Wk1/Mth 1?

This entry is asking if the tax liability should be calculated in the nor-   When entering the NI number, you do not have to put any spaces; the

mal cumulative way or on a week1/month1 basis.                               computer will put it into the right format.


YOU DO NOT enter an employee as week1/month1 just because the
first pay packet is for week or month number 1.


HMRC should tell you whether or not to apply a tax code on a
week1/month1 basis.



                                 Note

        An emergency code is always week1/month1.




                                                                                                                                              6.9
Mamut Payroll                                 Starters Leavers & P45s                                    Chapter 6

                         With Validation On                                                   Note

         If the NI Number is left blank:                            C is the entry to make for an employee past the normal
                                                                    retirement age.
                                                                    J, L and S contributions are for employees with a valid
                                                                    certificate of deferment.
                                                                    X can be used if you employ a person under the age of
                                                                    sixteen.
         Click Yes to return to the employee and input a NI
         Number or No if you wish to create the employee with-
         out entering one.                                                         With Validation On

                                                                    If the NI rate is B, E or G, and the Status is blank, Sin-
                                  Note                              gle or Other:

         NI Number Unknown
         If you do not know the employee‟s NI Number, you
         should leave it blank, enter the employee's Birth Date
         on the General tab card, complete and return form
         CA6855 National Insurance Number Trace, and up-
                                                                    Click Yes to amend the Status or No if you wish to alter
         date the number as soon as possible.
                                                                    it later.

         If you do not know the employee's date of birth, use
         01/01/1901 until either you find out the correct date or
         correct NI number.                                                        With Validation On

                                                                    If the NI Rate is B or E, you see a warning similar to
                                                                    this one:
NI Rate

The responses accepted in this single-character field are:


     A        Full-rate, Non contracted-out contributions.

     B        Reduced-rate, Non contracted-out contributions
                                                                    Click Yes to continue saving the employee details or No
     C        Employer only contribution (employee being exempt)
                                                                    to amend the NI Rate for this individual.
     D        Full-rate, Contracted-out contributions (COSR)

     E        Reduced-rate, Contracted-out contributions (COSR)

     F        Contracted-out Money Purchase (COMP) Standard
                                                                                   With Validation On
     G        COMP Reduced rate
                                                                    If the NI Rate is J or L, you see a warning similar to this
     J        Deferral
                                                                    one:
     L        Deferral, contracted-out (COSR)

     S        Deferral, Contracted-out (COMP)

     W        Employee only contribution

     X        Zero contribution, from both employer and employee




6.10
Mamut Payroll                                  Starters Leavers & P45s                                                   Chapter 6
                                                                              To enter a director on the system at any time of the year click on the
                       With Validation On
                                                                              Director ? box. The program then asks you for the week in which the
                                                                              directorship started.
      If the NI Rate is F, G or S, and the SCON number is blank:




      You must enter a valid SCON number.



                       With Validation On
                                                                              This is so that it can apply the correct NI rules from the next time the
        If you have entered NI rate D, E or L, and the ECON
                                                                              payroll is run.
        number field in Company Details is blank:


                                                                                     For users who start the program mid year

                                                                                      If you have a director whose directorship with the com-
                                                                                      pany started in the same tax year you transferred to the
                                                                                      program but in a tax period prior to transferring you
                                                                                      must NOT click in the Director box until the end of the
                       With Validation On                                             tax year. This is because the program does not know
                                                                                      what portion of the to-date values you entered relate to
                                                                                      the directorship.
        If the NI rate is W:




Director ?

There are special rules for calculating the National Insurance liability of
a director of a Limited Company.


A director does not start to pay NI until total earnings exceed the annual
earnings threshold. Full NI contributions continue to be deducted until
the gross pay to-date exceeds the annual NI upper earnings limit. At
this point the director continues to pay NI at the appropriate rate on
earnings above the Upper Earnings Limit.


Because NI is calculated on the gross pay to-date, the contribution
deducted in a particular pay period is the difference between the calcu-
lated figure and what has already been paid.


                                                                                                                                              6.11
Mamut Payroll                                Starters Leavers & P45s                                                     Chapter 6
Normal NI                                                                    Tax Paid

HMRC allows Directors to opt to pay their NI on a normal basis, so           This is for tax paid by the employee in a previous employment, as it

long as they make good any shortfall in the last payroll period of the tax   appears on the new employee‟s P45 form.

year.
                                                                             If you are setting up the System during the tax year, do not enter your

If you wish a Director's NI to be treated in this way, tick the Normal NI    existing employees‟ tax paid to-date in this box. There is a proper place

box.                                                                         for it later.


Any underpayment will automatically calculated during the final period       However, if an existing employee joined your company after the start of

of the year.                                                                 the year from a previous employment, enter any tax paid in that em-
                                                                             ployment here.

Normal NI where a Director Leaves
                                                                                                               Tip
Directors are to be aware that they are personally liable for any under-
payment of NI if they stop working for the company.
                                                                                      You can use the Quick Calculator for Tax to check to
                                                                                      see that the figure on your P45 is correct (see Chapter
To calculate this, untick the Normal NI box before you run the last
                                                                                      18).
payroll period.


When the Normal NI box is checked, you see a message:




SCON No.

Enter the Scheme Contracted-out Number (SCON) if the employee
belongs to a contracted-out pension scheme. If the employee changes
mid-year the program will cope with multiple SCONs.



P45 Figures

Gross Pay

This field is for the gross pay earned in a previous employment as it
appears on the new employee‟s P45.


If you are setting up the program during the tax year, do not enter the
employee‟s gross pay to-date in this box. There is a proper place for it
later.


However, if an existing employee joined your company after the start of
the year from a previous employment, enter any gross pay in that em-
ployment here.




6.12
Mamut Payroll                                  Starters Leavers & P45s                                                      Chapter 6
Pay/Deds Tab Card                                                              Period Lower and Period Upper

                                                                               If you have configured a payment/deduction that takes into account
On this screen you choose standard payments or deductions that nor-
                                                                               lower and/or upper limits, enter those limits here. For more informa-
mally apply to this employee. You may also enter a Standard amount
                                                                               tion, see page 5.26.
that will be paid or deducted every pay day. But you can, of course,
alter it or cancel it at payroll run time if you do not want it to apply for
that pay period.                                                                                              Warning

                                                                                       Enter the limits that correspond with the employee‟s pay
                                                                                       period. For a weekly paid employee you enter a weekly
                                                                                       limit and for a two-weekly paid employee enter two
                                                                                       weeks worth of limit.



                                                                               To-date

                                                                               For most payments/deductions this field just tells you how much has
                                                                               been paid or deducted since the last time it was cleared.


                                                                               But here is where you enter the amount of a loan or a Court Order to
                                                                               show the reducing balance with time.

Description
                                                                               If you need to enter a figure for a deduction other than a loan, enter a
Clicking in this field gives you a drop-down list box from which you
                                                                               negative value .
choose the payment/deduction.

                                                                               Carry Over
Standard
                                                                               This field is specifically for Court Orders where any underpayment in a
Enter the figure that the employee normally is paid or has deducted.
                                                                               period is carried forward into the next.
Leave it blank if the figure varies each period. You can enter it at
payroll run time.


It can either be a value in pounds or a percentage. If a percentage is
expected a % sign will show in the next column to the right.


The figure you enter here will override any you entered as a company
standard (see page 5.28).



                                  Note

        If you choose a payment/deduction that is based on a
        formula, fn appears in the fourth column. For this for-
        mula to operate you have to make a dummy entry in the
        Standard column. Any entry will do - 1 for example.




                                                                                                                                              6.13
Mamut Payroll                                Starters Leavers & P45s                                                    Chapter 6
 To-date Tab Card                                                            Tax Details

                                                                             Taxable Gross

                                                                             The figure that is automatically shown in the Taxable Gross box is the
                                                                             one you entered on the Tax/NI tab card showing the amount (originally
                                                                             from a P45) the employee earned in a previous employment.


                                                                             The entry needed here is this figure PLUS the gross amount earned with
                                                                             you.


                                                                             It must not include any contribution the employee has made to a pen-
                                                                             sion fund, which is not taxable.


                                 Note                                        Taxable Gross should be blank only if the employee has earned noth-
                                                                             ing previously, either with you or with another employer.
        If you are entering data for an employee who has just
        joined your company, you SHOULD NOT make any
                                                                             Tax Paid
        entries on this card.
        This screen is only to be completed if you are entering              The figure which is automatically shown in the Tax Paid box is the one
        data for an existing employee after the beginning of a               you entered on the Tax/NI tab card, (originally from a P45) showing the
        tax year.                                                            tax the employee paid in a previous employment.
        And Importantly
        You will see that the program has copied the P45 Gross
                                                                             The entry needed here is this figure PLUS the tax paid with you.
        Pay and Tax Paid figures into the boxes Taxable
        Gross, Tax Paid and NIable Gross. It is important that
        you LEAVE THEM AS THEY ARE. Otherwise in-                            Tax Paid should be blank only if the employee has not paid any tax in
        come tax will be calculated wrongly and if the em-                   any employment during the year.
        ployee is a Director, NI will not be correct.

                                                                             Tax Credits
Once you have run a payroll for an employee you cannot change the            This appears only when you are delving into History. After 6 April
details on this card. If, for some reason you need to, look at Chapter 15,   2006 Tax Credits were no longer paid through the payroll.
Payroll Amendments.

                                                                             Student Loan
When you start to use the program for the first time and it is part way
through the year, you have to make entries in the following fields for       Enter an amount here only if you are starting the program in mid-year.

your existing employees.
                                                                             Enter the amount repaid to-date from your previous payroll.

Statutory Payments                                                           For a new employee who is just starting with the company, leave the
These are for the amounts of SSP, SMP, SAP and SPP paid to the               field blank.
employee. You must make the appropriate entries here for any existing
employee who has received a Statutory Payment during the year.
                                                                             NI & Net Details
                                                                             These are important entries that ensure your year-end records are accu-
                                                                             rate.




6.14
Mamut Payroll                                  Starters Leavers & P45s                                                   Chapter 6
NIable Gross                                                                If earnings in a pay period exceed the Earnings Threshold this figure is
                                                                            the difference between the Earnings Threshold and the Upper Earnings
This should be the value that is shown in the Taxable Gross field plus
                                                                            Limit.
any non-taxable payments, such as pension contributions.


                                                                            Net Pay
Employee’s NI

Enter here the total of the employee‟s NI contributions to-date in your     The amount of the employee‟s pay after Tax and NI have been deducted
                                                                            and not including pension contributions. An entry here is optional:
employment.
                                                                            omitting it will not affect the proper running of the program.

The program assumes that the contributions have been paid at the NI
rate you specified on the Tax/NI tab card.                                  Actual Pay

                                                                            Actual Pay is usually the same as Net Pay but is different when the
If your employee has changed contribution rates during the current tax
                                                                            employee has had, for example, a „sub‟ (see Pay Advance on page
year, enter the total paid at the two rates.
                                                                            5.22).

For an employee who has paid NI at two different rates you must after-
wards split the amounts through the NI Adjustment function (see page        Bank Tab Card
18.7).
                                                                            Nothing is needed on this tab card if the employee is to be paid by cash
                                                                            or cheque.
This MUST be done because separate information for each NI rate is
demanded by HMRC at year end.


You may do it as soon as you have entered the employee on the payroll,
or at any time after. For completeness and accuracy of your records it is
best done before you first run the payroll.


Employer’s NI

This is the full amount of the employer‟s contribution.


NI Earnings 1a

These are the total earnings up to and including the Lower Earnings
Limit in pay periods where earnings reach or exceed the LEL.                Sort Code

                                                                            The sort code of the employee‟s bank branch. If the same sort code has
NI Earnings 1b
                                                                            been entered for a previous employee the Bank‟s name and branch will
These are earnings above the Lower Earnings Limit, up to and includ-        be displayed automatically in the appropriate fields.
ing the Earnings Threshold.

                                                                            Account No
When earnings in a pay period reach or exceed the LEL, this figure is
                                                                            The employee‟s Bank or Building Society account number. Be sure to
the difference between the earnings and the LEL, up to the Earnings
                                                                            get this one right.
Threshold.


                                                                            Bank/Building Soc Name
NI Earnings 1c
                                                                            The name of the employee‟s Bank or Building Society as it will appear
These are the earnings above the Earnings Threshold, up to and includ-
                                                                            on reports.
ing the Upper Earnings Limit (UEL).

                                                                                                                                             6.15
Mamut Payroll                               Starters Leavers & P45s                                                   Chapter 6
Bank Branch                                                               Attached to Deduction

The branch name of the employee‟s Bank or Building Society as it will     An employee does not necessarily get the same amount each period but
appear on reports.                                                        fixed amounts can be paid into other of the employee‟s bank accounts
                                                                          with the balance going into account no 1.

Account Name
                                                                          Those fixed amounts can be determined by configuring a deduction, for
The name of the account into which the money is to be paid. Quite
                                                                          example one called Savings.
important, this one!

                                                                          The drop-down that appears here allows you to select that deduction.
Building Society Roll Number

Enter the employee‟s account number when it is with a Building Soci-
                                                                          Costing Tab Card
ety and it has more than eight digits. You should then enter the Build-
ing Society‟s account number and sort code in the Account No and
Sort Code fields.


Bank Reference 1 & 2

If you are using an automated credit system such as NatWest Autopay,
Midtel or Barclays‟ BOBS, enter the employee‟s credit reference in
Bank reference 1.


Bank reference 2 is reserved for future expansion.


From Company Bank Account                                                 Accounts & Costing is a subject worthy of a chapter to itself. See

The company can have up to five bank accounts from which to pay           Chapter 17.

employees. Leave this field blank and Account No 1 will be chosen.
You may select another from the drop-down list box if required.


Account n

You can enter details of up to five bank accounts for the employee.
With these additional accounts an extra field appears in the window:




6.16
Mamut Payroll                                  Starters Leavers & P45s                                                      Chapter 6
SSP Tab Card                                                                    But perhaps no harm would be done by treating the employee as a new
                                                                                recruit, as in the next paragraph.
This is where you define the employee‟s SSP qualification details.

                                                                                Trouble would arise if the employee had recently been off sick, but we
                                                                                will deal with that later on.


                                                                                New Employees with no Gross Pay History
                                                                                The program looks at how much has been earned over how many weeks
                                                                                and works out the average from that.

                                                                                The only slight problem comes with someone who goes sick before
                                                                                getting a first pay packet. In this case SSP calculations have to be based
                                                                                on the earnings as stated in the Contract of Employment.


                                                                                In this case, for the program to do its work, you must enter contracted
                                                                                gross pay against the appropriate week number.
Qualifying Days
Tick the days on which the employee is to qualify for SSP.                      Previous Employment

                                                                                Previous Sickness Ended
If the qualification is in the form of a rota, as in shift-working, enter the
number of weeks (No. Wks column) for which that pattern is to oper-             Putting a date in here will make sure that a new employee is not al-
ate.                                                                            lowed to take more than 28 weeks SSP, even when the absences are
                                                                                split over two employers.
You can have up to eight weekly patterns.
                                                                                If the employee is sick within eight weeks of this date, the period of
                                                                                sickness will be linked to the one with the previous employer and note
Current Week
                                                                                will be made of the length of the combined absences.
If you have entered a pattern of qualification over a number of weeks,
enter the current week number of that pattern here.                                                                  Note

                                                                                        Waiting Days still apply to a new period of sickness,
Previous Gross
                                                                                        even though it links to one with a previous employer.
Existing Employees

As the payroll year progresses your employees‟ gross pay will be added
                                                                                For Weeks
automatically in the appropriate week numbers.
                                                                                Enter the number of weeks of sickness with the previous employer in

So, for those who do not go sick, you need not do anything. After eight         the scrolling box.

weeks the program will have a complete set of figures on which it can
                                                                                You have now finished entering the main data that the program needs
calculate SSP correctly.
                                                                                and you should click the Save button.

For someone who goes sick during the first eight weeks of the program
you should really come here and enter gross pay figures for the weeks
before the program came into operation so that the program has eight
weeks to work on.




                                                                                                                                                 6.17
Mamut Payroll                                Starters Leavers & P45s                                                   Chapter 6

User-Defined Button

Did you notice? The button at the bottom left of the window, that has
been greyed out all through the data entry process has now become
active.


This is where the Extra Employee Information tab cards you set up (see
page 4.8) are hiding. For this illustration we show only three of the five
tab cards.

                                                                             Your tab cards will, of course, look different. But since you designed
We set up the first one with two text fields, two date fields and one
                                                                             them we assume you will know what information you are supposed to
numeric:
                                                                             put in!




Any fields left blank in the company configuration do not appear on
these tab cards.


This one was set up for a picture of the employee:




And this one is for the employee‟s career and disciplinary records.




6.18
Mamut Payroll                                 Starters Leavers & P45s                                                  Chapter 6

            Working with Templates                                         Creating and Modifying Templates
                                                                           You can tailor-make your own employee templates to suit the particu-
Setting up new employees on the payroll can be a tedious business
                                                                           lars of your company. To create a new template or change an existing
when a lot of the personal data is the same (like department, pay rates,
                                                                           one select Employee from the menu bar followed by Employee Tem-
payments/deductions, method of payment, holiday allowance etc) from
                                                                           plates.
one to the next. You can make life easier by choosing to use a template.
A template is a skeleton of common details for an employee to which
you need only add the things that are different.



Using a Template to Add a New Employee
If you have chosen to Use Employee Templates under Operator
Preferences (page 3.12), when you choose to add a new employee
from the Menu bar you are asked:




                                                                           Add Template
                                                                           Click the Add button and you are asked to give a name to your new
                                                                           template. The window displayed has three Tab Cards, labelled Main,
Click the Yes button.                                                      Rates and Pay/Deds, each of which has a number of fields.


                                                                           Against these fields you can enter values that will apply to the em-
                                                                           ployee when the template is used.


                                                                           The fields for the Main Tab Card are fixed but cover all the main de-
                                                                           tails that you are likely to want to include. Of course, things like the
                                                                           employee‟s name or NI number have been omitted since they are per-
                                                                           sonal and would have to be typed in anyway.


                                                                           On the other two tab cards, clicking on the main field brings up a drop-
Here you can either choose from a list of existing templates or you can
                                                                           down list box from which you select a Rate or a Pay/Ded. You may
use an existing employee as the basis for a new template.
                                                                           then either accept the standard values or enter new ones.

To base a template on an existing employee, click the button and you
are asked to select which one.                                             Modify Template
                                                                           To alter an existing template click the Modify button and make the
Whichever you choose, you are presented with the New Employee
                                                                           changes you want. Clicking OK saves the modified template ready for
details screen with the ten tab cards:
                                                                           use on future occasions.



                                                                           Delete Template
                                                                           Highlight the template and click the Delete button. The template is
You will find that all the common details are already completed, leaving   deleted after you have confirmed that you really want to do it.
you to fill in the personal bits.



                                                                                                                                             6.19
Mamut Payroll                                 Starters Leavers & P45s                                                     Chapter 6
Apply Template                                                                 Automated Payments to Starters
Using the Apply button you can apply a template to an existing em-
                                                                            If the new employee is to be paid a monthly Salary and details of how
ployee or a range of existing employees. In applying a template you
                                                                            the first payment is to be worked out have been entered on the Starting
change only those bits of information specified in the template. The
                                                                            & Leaving Tab Card of Company Options (see page 3.5), this first
rest of the employee‟s data is left intact.
                                                                            salary is calculated according to those details.


                                                                                                           Warning
                                Example
                                                                                    If you are using the program for the first time, every
        Suppose, in your company, you have five different sal-                      employee you have entered or imported will be treated
        ary grades and each of those salary grades has five dif-                    as a NEW employee.
        ferent rates of pay.                                                        This means that if you have already set up a Part Pay-
        You can set up five templates, one for each grade, speci-                   ment Method all employees will be paid (again!) from
        fying only the five rates of pay for that grade.                            the start dates you entered or imported, even going back
        When an employee is promoted to the next grade, you                         years!.
        Apply the appropriate template, the five pay rates are                      THE ANSWER IS TO BE SURE TO RUN ONE
        changed and the rest of the employee‟s details are left                     PAYROLL BEFORE YOU ACTIVATE PART PAY-
        intact.                                                                     MENTS.



When you apply a template you can choose either to accept the data that     Below are examples of a new employee, paid £24,000 a year who
already exists, or to overwrite it. If you decide to overwrite the data     works from Monday to Friday and who started the employment on 17
you can choose to be warned before each change.                             April 2000:


                                                                                                           Example
Copying a Template
If a template that has most of the details you want to use already exists           The settings on the Starting and Leaving Tab Card are:
in the library you may copy it and use it as the basis for your new                 Part Payment Method: Days
template. Click the Copy button:                                                    First Day of Month That Pay Period Starts: 1
                                                                                    Previous or Current Month: Current
                                                                                    These settings indicate that the pay period starts on the
                                                                                    1st of the current month and ends on the last day of it.
                                                                                    When the April payroll is run, the employee has been on
                                                                                    the payroll for 14 days in the month.
                                                                                    The calculation is: £2,000 (Salary) / 30 (days in April) x
                                                                                    14 (days on payroll) giving a Salary of £933.33 for the
                                                                                    month




Choose the template you want to copy from the drop-down list box,
give it a new name and click OK. You can now modify it to suit your
requirements.




6.20
Mamut Payroll                           Starters Leavers & P45s                                             Chapter 6

                         Example                                   Changing Details of an Existing
   The settings on the Starting and Leaving Tab Card are:
                                                                            Employee
   Part Payment Method: Days                                   This section deals with changing the details of an existing employee.
   First Day of Month That Pay Period Starts: 1
   Previous or Current Month: Current
                                                               We assume here that you know about setting up employees and that you
   These settings indicate that the pay period starts on the
   1st of the current month and ends on the last day of it     are fairly familiar with the program‟s employee windows.
   but the employee is only paid for Working Days in the
   month.                                                      With one or two minor differences, you use the same parts of the pro-
   April 2000 has 20 working days in it (Mon - Fri). The       gram to change details as you do to enter them in the first place.
   employee has worked 10 of these.
   The calculation is: £2,000 (Salary) / 20 (working days in
                                                               In this section we will concentrate on those differences.
   April) x 10 (days worked) giving a Salary of £1,000 for
   the month.

                                                               Select Employee
                         Example                               To start with, you have to select the employee by clicking either one of
                                                               the Select Employee icons or by choosing Select Employee from
   The settings on the Starting and Leaving Tab Card are:
   Part Payment Method: Daily Rate                             Employee on the Toolbar.
   First Day of Month That Pay Period Starts: 1
   Previous or Current Month: Current
   April 2000 has 20 working days in it (Mon - Fri) and the
   employee has worked 10 of these.
   The calculation is therefore: £24,000 (Annual Salary) /
   52 (weeks in year) / 5 (working days) x 10 (days
   worked) giving a Salary of £923.08 for the month.




                                                               Your screen may not look exactly like this one because you may have
                                                               configured it to your own requirements (see page 18.12).


                                                               You may be able to find the employee you want quite easily by using
                                                               the vertical scroll bar. This is not so easy with a large payroll so the
                                                               program has a search facility to help you.




                                                                                                                                    6.21
Mamut Payroll                                 Starters Leavers & P45s                                                  Chapter 6
Search In                                                                   General Tab Card
Use the drop-down list box to select the field you want to search in. In
the program‟s default configuration you can choose to search in:


            Employee Code

            Surname

            Forename 1

            Department

            NI Number

As you choose one of these fields the employees are re-arranged in
alphabetical order based on that field.

                                                                            Things you may need to change here are Surname, Phone No, De-
Clicking on a column heading also sorts the employees in alphabetical       partment or Address.
order based on that field. Clicking again changes the order - ascend-
ing/descending.                                                             Notice you cannot enter the date of leaving. the program puts that in
                                                                            automatically when you issue a P45.
For
                                                                            One more thing, if ever you need to change male to female or vice versa
And you can choose to search for whatever you want.
                                                                            you MUST ring your support centre. You will not need any help but we
                                                                            would like to hear the story.
In the For field begin to type the name or the characters you are looking
for.

                                                                            Rates Tab Card
It does not matter whether you use lower case or capital letters.


As you type a character it will stay in the For field if something
matches. And the display will highlight that first match.


If there is no matching character the display will stay as it is and the
thing you typed will disappear from the field as soon as you release the
key.


There is no facility for the search to start part way through a word or
group of characters.


Selecting an employee brings up the Employee Details window.                Here you can alter the employee‟s rates of pay. You may do so at any
                                                                            time and changing figures here will have no horrible consequences in
                                                                            the running of the program.




6.22
Mamut Payroll                                Starters Leavers & P45s                                                 Chapter 6

                                  Tip                                     Student Loan button
                                                                          Click this for an employee for whom you get notification that a Student
       If you have to change the pay rates for a number of em-            Loan is in operation.
       ployees by the same amount or the same percentage
       STOP RIGHT NOW. There is probably an easier way
       to do it.
       Look at Global Changes on page 18.5.



You cannot change the names of the hourly rates or the names and
values of the overtime factors. Those are set in the company‟s details.



Tax/NI Tab Card
                                                                          Put a tick in the Continue Student Loan? box only if the loan is to
                                                                          start immediately. Otherwise fill in any of the Dates the notification
                                                                          contains. Nothing more is required: the program will do the rest.



                                                                          Period Tab Card




The thing you may need help with here is Student Loans:




                                                                          Pay Period
                                                                          Each time you change this the Next Tax Pay Period is set to zero so
                                                                          you are forced to change it as well.


                                                                          Pay Method
                                                                          Changing this should present no problems so long as you remember that
                                                                          some bank details are going to be needed if the employee is now to be
                                                                          paid by Bank Credit or BACS.




                                                                                                                                          6.23
Mamut Payroll                                 Starters Leavers & P45s                                                  Chapter 6
Rounding                                                                 Automated Payments to Leavers
Click this on or off and the pennies, or whatever, will take care of     If an employee who is about to leave is monthly paid and details of how
themselves.                                                              the last payment is to be worked out have been entered on the Starting
                                                                         & Leaving Tab Card of Company Options (see page 3.5), this last
If or when you turn it off, any outstanding amount will be paid in the
                                                                         salary is calculated according to those details.
next payroll.

                                                                         For an employee leaving, the process is triggered by putting a Leaver
To-Date Tab Card
                                                                         action in their diary.


                                                                         Below are examples of an employee, paid £24,000 a year who worked
                                                                         from Monday to Friday and who left the employment on 14 April 2000:


                                                                                                        Example

                                                                                 The settings on the Starting and Leaving Tab Card are:
                                                                                 Part Payment Method: Date
                                                                                 First Day of Month That Pay Period Starts: 1
                                                                                 Previous or Current Month: Current
                                                                                 These settings indicate that the pay period starts on the
                                                                                 1st of the current month and ends on the last day of it.
                                                                                 When the April payroll is run, the employee was on the
                               Warning                                           payroll for 14 days in the month.
                                                                                 The calculation is: £2,000 (Salary) / 30 (days in April) x
        Once you have set up an employee you really should                       14 (days on payroll) giving a Salary of £933.33 for the
        never change anything on this tab card again.                            month.
        This card shows the results of all the program‟s calcula-
        tions and changing them could upset the running of the
        payroll resulting in things not adding up and not recon-                                        Example
        ciling.
        But, we suppose, if you are an experienced payroll per-
                                                                                 The settings on the Starting and Leaving Tab Card are:
        son and you understand what you are doing, you may
                                                                                 Part Payment Method: Daily Rate
        find the ability to tinker with these figures a useful fea-
                                                                                 First Day of Month That Pay Period Starts: 1
        ture. That is why it is here.
                                                                                 Previous or Current Month: Current
        Understand, however, we cannot be held liable for any
                                                                                 April 2000 has 20 working days in it (Mon - Fri) and the
        consequences of these details being altered by hand.
                                                                                 employee has worked 10 of these.
                                                                                 The calculation is therefore: £24,000 (Annual Salary) /
                                                                                 52 (weeks in year) / 5 (working days) x 10 (days
Having read that warning, you will find that you cannot access the to-
                                                                                 worked) giving a Salary of £923.08 for the month.
date figures for an existing employee via Select Employee.


If you are really determined to do it you have to select Employee from
the Menu bar, followed by Overrule Figures, followed by Alter To-
Date Totals.




6.24
Mamut Payroll                                Starters Leavers & P45s                                                   Chapter 6

                      P45 Routines

Issue a P45 when an Employee Leaves
                                                                           The pre-printed version prints straight onto HMRC‟s laser form.

Select Employee on the Menu bar followed by P45 Routines followed
by Issue P45.                                                              Before you print either of these, you have the chance to Preview the
                                                                           details on the screen.

You first see the Select Employee window where you have to select the
employee to whom you are going to issue the P45.                                                             Note

                                                                                   The process will not be completed and the employee
                                                                                   will not have left the payroll until you click the OK but-
                                                                                   ton.




                                                                           Print Batch P45s
                                                                           Select Employee on the Menu bar followed by P45 Routines followed
                                                                           by Print Batch P45s.




Click OK when you have highlighted the employee and you see a
window containing more information about the employee so that you
can confirm you have chosen the right one:




                                                                           This option allows you to print P45s for all employees who have left
                                                                           over a period of time. It is useful for companies who have a large
                                                                           turnover of staff or for those employers who wish to print P45s just
                                                                           once a month, say.


                                                                           Print P45s from

                                                                           Enter the start date of the period for which you wish to print P45s, or
                                                                           click on the calendar and select a date.
Check that the Leaving Date is correct and click the Print button to
print a P45 report.
                                                                           to

                                                                           Enter the end date of the period for which you wish to print P45s, or
If you have selected both the plain paper and the official pre-printed
                                                                           click on the calendar and select a date.
versions of the report from the library you are able to choose which one
to print:




                                                                                                                                            6.25
Mamut Payroll                                  Starters Leavers & P45s                                               Chapter 6
Only print P45s that have not been printed before                                                        Warning
Tick this box to omit leavers for whom you have already printed a P45.
With this box unticked, P45s will be printed for ALL leavers in the                 Get it wrong and it could spell DISASTER.
chosen period.


                                                                          When do I need to use it?
Restore P45‘d Employee
                                                                                       When you are setting up a payroll and you entered the
So, after all that you still made a mistake and fired the wrong person?                 same employee twice by mistake.

You can correct it by choosing Employee from the Menu bar followed                     When you have entered details for a starter who never ac-
by P45 Routines, then Restore P45’d Employee.                                           tually starts.

This brings up the Select Employee window you have seen before,
                                                                                       On any other occasion where you need no record of the
except that this time, only P45‟d employees are shown. Choose the                       employee‟s existence.
employee to be restored and:

                                                                          When NOT to use it
                                                                                       When an existing employee leaves your employment.

                                                                                       For an employee who left your employment earlier in the
                                                                                        year.

                                                                          On any other occasion where you are going to need some record of that
                                                                          employee‟s existence for year-end purposes.



                                                                          How to use it
                                                                          Select Employee from the Menu bar followed by Remove Employee.
look at the reminder at the bottom of the window to check the Next Tax
Pay Period in Employee Details before the next payroll run, then click
OK.



Remove Employee
                                  Note                                    Because of the seriousness of the effects if you get it wrong, we just
                                                                          want to make sure. . .
        This option is only available if it is set up in the Com-
        pany Options (see page 3.4).



You use this routine to remove an employee from the payroll. It re-
moves all trace - as if the employee had never existed.

                                                                          By this time either you are sure or you have abandoned the idea. Next
It is not to be used lightly or without due thought.
                                                                          you see the Select Employee window in which you have to make your
                                                                          choice of which employee to remove.




6.26
Mamut Payroll                                Starters Leavers & P45s        Chapter 6




Just in case you are not completely, absolutely, definitely sure you have
got the right employee, we give you one last chance to abandon the
process:




Press OK here and the only way to retrieve things is by reverting to
your back-up data.


You do have back-up data don’t you?




end




                                                                                   6.27
7 Running the Payroll




2

3

4

5

6

7

8


                        Chapter 7

                        In this Chapter:

                               Payroll Date

                               Day Book View

                               Do Payroll

                               Enter or Alter Payroll Details

                               Payroll Button Bar

                               Automated Leavers

                               Print P45

                               Paying Employees by BACS

                               List of Payroll run-time Warnings




                                      Running the
                                      Payroll
end
Mamut Payroll                                       Running the Payroll                                                      Chapter 7

                Running the Payroll                                                                  Day Book View
                                                                                                                 Note
Overview
This Chapter deals with all aspects of running a payroll.                               This feature is not available in all versions of the pro-
                                                                                        gram.


               Change Payroll Date                                            Here you can make a quick check on the status of every employee in
                                                                              any pay period.
It may be a good idea, before you start a payroll run, to check to see that
the payroll-run date is correctly set. If you have the Status bar visible
                                                                              Before you can use it you must have ticked the Payroll Menu Permis-
you will see the Pay Date displayed on the left-hand side.
                                                                              sion in the Admin section of the program:

To change it select File on the Menu bar, followed by Change Payroll
Date from the drop-down menu to bring up this window:




                                                                              To open the Day Book View, select Payroll\Day Book View at the
                                                                              Menu bar:

Leaving the date as it is will not affect payroll calculations in any way.
It means that the system may bring up the wrong week and/or maybe
month number that you would have to change before starting.


It also means that the wrong date would be printed on your payroll
reports.



Tax Calendar button
Click this for details of the Revenue Tax Calendar. You can see at a
glance the dates for each tax week and tax month.
                                                                              The Current Period tab card shows the employee payments for the
                                                                              last payroll run.


                                                                              You can show Weekly, Monthly or all employees by ticking the appro-
                                                                              priate boxes.


                                                                              The History tab card shows the employee payments for the period(s)
                                                                              you select.


                                                                              Employees who have not been paid are shown in red. The number of
                                                                              employees, paid and unpaid, is shown on the right-hand side of the
                                                                              screen.



                                                                                                                                                    7.1
Mamut Payroll                                    Running the Payroll                                                Chapter 7
When you hover the mouse over an employee‟s details a tool tip shows
                                                                                                    Do Payroll
the payroll date and the date for that entry.
                                                                         You can choose to start a payroll run by selecting Payroll on the Menu
Initially employees are listed in Employee Code order, but this can be   bar followed by Do/Redo Payroll.
changed by clicking on the required heading name.
                                                                         The opening window is where you decide who to pay and for what
Swapping between the two tab cards enables you to compare two pay        payroll period(s).
periods.



Payroll Details Button
Highlight an employee and click this button to show their payroll
screen. Or you can right click an employee and select Payroll Details.



View Payslip Button
Highlight an employee and click this button to show their payslip. Or
you can right click an employee and select Preview Payslip.




                                                                         Employee Type and Period
                                                                         Tick the appropriate box to choose whether you want to pay Weekly
                                                                         paid (and that includes any multi-weekly paid who are due for a wage
                                                                         this week), Monthly paid (and that includes any quarterly paid who are
                                                                         due for a wage this month) or both at the same time.


                                                                         The Week No and Month No numbers are generated automatically by
                                                                         the system, based on the Payroll Run Date. You can change them if you
                                                                         need to, but we advise against it.



                                                                                                              Tip

                                                                                 There is less chance of you paying people for the wrong
                                                                                 period if you make sure, before you start, that the sys-
                                                                                 tem payroll-run date is correct. This is the date that
                                                                                 works out the week and month numbers displayed here.




                                                                         Who To Pay

                                                                         All

                                                                         Selecting this button means that everyone who is due to be paid in this
                                                                         pay period will be paid.




7.2
Mamut Payroll                                        Running the Payroll                                                     Chapter 7
As well as weekly and monthly-paid employees, those with other pay          If you go back and click again in Field, you see a drop-down list box in
intervals will be paid IF THEY ARE DUE TO RECEIVE A PAY                     which there are two more things you can use as selection criteria: De-
PACKET AT THIS TIME.                                                        partment and Name.


Those paid multi-weekly, quarterly, etc who are not due to be paid in       Department refers to the titles of the departments as configured for
this tax week will be ignored.                                              your company and Name is the employee‟s surname.


If you choose to pay All the program skips the section dealing with         Click in the first Field field and it changes to a drop-down list box.
employee selection.
                                                                            Click again and you see the choices: you can select the employees to be
                                                                            paid by reference to their Code, their Department or their Name.
Select Now

Choose this button if you want to specify, here and now, which of your
                                                                            Choose one of them and click the first Condition field.
employees you wish to pay.

                                                                            Condition
Select at Run Time
                                                                            Clicking in this field again brings up a drop-down list box with more
Choose this if you want to decide as you run the payroll, which em-
                                                                            options.
ployees you wish to pay.

                                                                            To begin with, this is what the signs mean:
Using this option, as you finish paying one employee, the program asks
you to enter the code for the next.
                                                                                       =          is equal to


Selection Criteria                                                                Between         includes the first, the second and everything in
To make this window active you must have chosen to Select Now                                     between
above. You notice the three fields are now headed Field, Condition
and Detail for you to define your criteria. You also have the option of                >          is greater than

using the SQL button for a greater selection choice (see Chapter 20 for
a full explanation).                                                                   >=         is greater than or equal to


What you are able to set up is, for example an employee whose:                         <          is less than


                        code number equals 201                                         <=         is less than or equal to


Where code number is the Field, Equals is the Condition and 201 is                     <>         is not equal to
the Detail. But there is more to it than that. . .

                                                                            Most of these are easy to understand for numbers but did you know, for
Field                                                                       example, that Hepburn is greater than Gable and that Monroe is

The first time you click in the Field field the word ‘Code’ appears in it   greater than either of them?

and ‘=’ appears in the Condition field, ready for you to fill in the
                                                                            No, we are not rating their acting skills, just demonstrating that, in
Detail. This is to help you with the most common use of this window -
                                                                            computer terms, just as 9 is greater than 6, H is greater than G and M is
Code equals some number - choosing to pay a single employee by
                                                                            greater than both H and G because it comes later in the alphabet.
reference to their code number.

                                                                            Similarly Anderton is greater than Anderson.



                                                                                                                                                 7.3
Mamut Payroll                                     Running the Payroll                                                     Chapter 7
If you use Between as a Condition, you must put AND between the two         Using this option the program will process the whole of the payroll
elements in the Detail Field.                                               without a pause and you will not be able to interfere with what goes on,
                                                                            unless you click the Pause button. It will use all the standard details of
                                                                            hours worked, rates of pay, salary, etc. you have already stored in the
                                Example
                                                                            employees‟ data. This is the quickest way to process the payroll, but
                                                                            there can be no exceptions or deviations from the standard.
        Between 1004 AND 1050

                                                                            The Manually option pauses at each employee and you can make all
                                                                            the changes and alterations to the things affecting the pay as you wish.
Detail
You will no doubt have gathered by this time that Detail is the object of   If your payroll is not standard, choose the Manually option so that you
the Field and Condition.                                                    can alter things and check things as you go along.


This field, unlike the other two is free for you to type in whatever you
                                                                                                               Tip
like.

                                                                                    If your payroll is more standard than not, it is often
                                                                                    quicker to do an Automatic run first and then redo those
Select Employee Icon                                                                employees who are non-standard.

This is a quick way of selecting an employee by name.

                                                                            SQL button
Click this button and up comes a window so that you can choose an
employee.                                                                   This button gives you even more scope in setting up selection criteria.
                                                                            You will meet it in other parts of the program too.
Highlight the ones you wish to pay and the three fields of the Selection
Criteria are filled in automatically.                                       Because it needs some detailed explanation that we do not want to keep
                                                                            repeating we have devoted a whole section to the topic.


                                                                            Interested? Then go to Chapter 20.
                                  Note

        You can enter either just one selection criterion on one            Warnings at Payroll Run Time
        line, and usually that will be enough, or you can extend
        the selection by adding another line or lines, in which             At various times while you are running the payroll the program will
        case the employees who fulfil the new criteria will be              check to see if you are clear about what you are doing.
        paid in addition to the ones above.
        If you make a mistake in setting up a criterion you can
                                                                            It may recognize an anomaly or an unusual circumstance and ask you if
        always press the clear button and start again.
                                                                            you really mean it and really want to continue.


                                                                            You will find a list of the warnings at the end of this chapter.
How to Process
You have a choice: either Automatically or Manually.


The Automatically option is for the occasions where you know the
payroll run is to be completely standard according to the details in the
employees‟ data.




7.4
Mamut Payroll                                   Running the Payroll                                                Chapter 7
Enter or Alter Payroll Details                                        Period
                                                                      Shows either Week or Month, indicating the employee‟s pay period
                                                                      and the current number, based on the payroll run date or as amended in
                                                                      the last window.


                                                                      If you pay holiday pay in advance (see page 7.8), the number of periods
                                                                      being paid will also show in this window.



                                                                      Pay
                                                                      Shows the employee‟s standard salary, if one is set up. You can change
                                                                      this figure if you need to.



                                                                      Statutory Payments
When you choose to pay your employees manually this is the next
window you see. Before we tell you how to go about running a manual   If you have made the appropriate entries in the diary or in Statutory

payroll some things need to be explained:                             Payments, the calculated figures will show when you click the arrow
                                                                      button in the Statutory Payments window.

A check on NI Rates                                                   You may overwrite what is there by entering your own calculated
                                                                      figures.
                      With Validation On
                                                                      The first time a Statutory Payment is due to be paid, a warning is shown
       If an employee is found to be aged 16 or over with NI
                                                                      on the screen, reminding you of the fact.
       Rate X or over state retirement age with NI Rate S or U
       you see this warning:
                                                                      A Statutory Payment is always a weekly amount. An employee who is
                                                                      not paid weekly will receive multiple weeks‟ worth of Statutory Pay-
                                                                      ments.



                                                                      Number of Wks
       Select Yes if you wish to be reminded of these facts in
       future payrolls. Choose No if you do not wish to be re-        This field shows you how many weeks worth of payment the employee
       minded again.                                                  will receive in this payroll run.


                                                                      Normally, for a monthly-paid employee, four weeks is shown. If it is a
Automated Starters                                                    five-week month, change the 4 to a 5 and the amount is amended auto-

If you have a new starter who is paid a monthly salary and you have   matically. This does not apply to SPP, for which the maximum is 2.

filled in details on the Starting and Leaving tab card of Company
Options, the program will compute the amount of pay automatically.    Hours Rates & Factors

Employee
This shows the employee‟s code, name and department. It comes up
automatically and is not something you can change.




                                                                                                                                        7.5
Mamut Payroll                                      Running the Payroll                                                Chapter 7
On view are the employee‟s normal, standard hours, rates and factors      Clicking the Preview button brings up the employee‟s payslip showing
showing what is earned in a standard week. You may have to use the        what has been earned this period and how the pay is made up.
scroll bar on the right to see everything.


You can change the hours worked if the employee has not worked usual
hours this period. The amount earned at the rate you change is updated
automatically.

You can also change the £/hr for any rate that has been designated as
Manual on the Pay Rates tab card of the Company data.


                                  Note

         You cannot change the multiplication factors but you
         can select different ones. The factors are changed in the
         company‟s details.




Payments & Deductions                                                     Below the payslip you see some additional information about the em-
                                                                          ployee‟s pay that may not show on the payslip itself.


                                                                                                           Note

                                                                                 The payslip you see displayed is close to the INT101L
                                                                                 Laser design. It will appear differently to the one you
                                                                                 see when you Print Payslips from the Reports menu, if
                                                                                 this is not the one of your choice.
Here are the employee‟s normal, standard payments and deductions.
                                                                                 If you right click anywhere on the Preview screen you
You can make changes to the amounts, overwriting what is usually                 have the option to toggle between the payslip and a list
there.                                                                           of figures (see below).


You can add new ones by clicking in the Pay/Ded column, picking
from the drop-down list box and entering an amount.


Make all the changes you need in order to pay the employee what is due
and then turn your attention to the menu of buttons down the right-hand
side.



The Payroll Button Bar
We will deal with them one at a time, but not in the order they appear
on the screen.



Preview
This is a useful tool to check that you have not made a mistake, before
you go on to the next employee.




7.6
Mamut Payroll                                      Running the Payroll                                                   Chapter 7
                                                                            Revert
OK
                                                                            Clicking the Revert button will cancel any changes you have made to
This is the big button in the bottom right-hand corner. Click this to
                                                                            this employee‟s data and will revert to the standard information as
signify that you have finished and are satisfied with the current em-
                                                                            displayed at the start.
ployee‟s pay.

                                                                            This is useful when you have made changes, need to go back to the
It takes you on to the next employee if there is one.
                                                                            standard but cannot remember what it is.


Previous                                                                                                       Tip
Suppose you remembered you had made a mistake on a previous em-
ployee.                                                                             Suppose you run a payroll, then change some details in
                                                                                    an employee‟s file and re-run the payroll.
                                                                                    Because the program remembers all the factors that ap-
Just click the Previous button as many times it takes to get back to your
                                                                                    plied when the payroll was first run, the changes you
mistake and make the necessary changes.
                                                                                    made will not be reflected.
                                                                                    To make the changes take effect you should click Re-
Then keep clicking OK or Skip as many times as are needed to get                    vert, thus forcing the program to re-read the employee‟s
back to where you were.
                                                                                    data file.



                                  Note
                                                                            Skip
          There is no need to do anything with the employees in             Click the Skip button and the program ignores this employee for this
          between. You have already dealt correctly with them so            pay period.
          they will stay correct and dealt with.
                                                                            A payslip is not produced and the employee does not appear on any
                                                                            payroll summary for this period.
Cancel
Suppose it is half-past five on Friday, you have been struggling with
sicknesses, absences, overtime and pensions all day and you have had                                     Example
enough and you have decided to go down the pub.
                                                                                    Use it when employees appear in a payroll run but you
This is when you say „oh dear!‟ and click the Cancel button.                        have no timesheet for them.
                                                                                    They may have left the company, in which case they
                                                                                    should be issued with a P45, or the timesheet may just
All it does is remember what you have done so far and brings the run to
                                                                                    be late and their pay can be processed later.
an end. It does not cancel all the data you have entered. You can come
back to it later.


                                                                            Using this option, the employee‟s Next Tax Pay Period is not ad-
Auto/Pause
                                                                            vanced, but stays as it was. So if nothing is done about it and you run
Clicking Auto processes the rest of the payroll automatically using the     next period‟s payroll, the employee‟s NI will be spread over two periods
employees‟ standard data.                                                   instead of one.


You are asked to confirm your action before the program proceeds.
Once you are in Automatic mode the Auto button changes to Pause.
This is so you can stop an automatic run if you need to.


                                                                                                                                               7.7
Mamut Payroll                                     Running the Payroll                                                  Chapter 7

                                     Tip

        To save time, use Skip if you have already processed the
        payroll for an employee and you want just to check your
        work.
                                                                          But you will have to confirm what you are doing, just to make sure it is
                                                                          not a mistake.
Advance
This works like the Skip option except that the employee‟s Next Tax       Period
Pay Period is advanced in line with all other employees on the roll.      If you are paying holiday in advance it is wrong to allocate all the pay
                                                                          to one NI period. For every pay period of holiday taken you must
Advance is particularly useful if you pay temporary staff who work on
                                                                          advance the period number by 1.
and off throughout the year.

                                                                          Click OK and the Period section will show that the pay period number

Holiday                                                                   has been advanced.

Click the Holiday button if you wish to pay the employee some holiday
                                                                          You should also use this if you want to pay an employee for a period in
pay.
                                                                          advance, but not for holiday.




                                                                                                          Example

                                                                                   If you are running week 5 and the employee is on holi-
                                                                                   day in week 6 you would enter „1‟ in the Advance by
                                                                                   field.



Holiday Details

This gives you information about the employee‟s holiday entitlement.
It tells you the Entitlement, how much has been Taken and how much
is still Available.                                                       These last two buttons are to do with costing, which is explained fully
                                                                          in Chapter 17.
These figures are shown for information only and you cannot alter
them.
                                                                                           Automated Leavers
This Payroll                                                              A monthly-paid employee who is due to leave in the current payroll

In the first box you enter the amount of holiday the employee is to be    period, whose details have been entered on the Starters/Leavers tab card

paid for. The value is shown in the box below. It is there for informa-   and who has a Leaver Action in the diary will have the pay calculated

tion only and cannot be changed. How much employees are paid for          automatically.

holidays is defined in their data.
                                                                          When the final payroll is run for the leaver, the program checks to see if

You may pay someone holiday pay over and above their outstanding          any Loan Deductions are outstanding. If there are you are given the

entitlement shown in Holiday Details by entering it in the Units to       option of repaying the loan in full during this payroll by selecting Yes.

Take field.


7.8
Mamut Payroll                                   Running the Payroll                                                     Chapter 7
Choose No if you do not wish to do this.
                                                                                    Paying Employees by BACS
The payroll calculates part payments to the employee based on the
information entered in the Starting and Leaving tab card of Company
                                                                         Overview
Options (page 3.5).                                                      BACS is a popular way of making cashless payments to employees.
                                                                         The steps in preparing and running your payroll for BACS payments
The program warns if the amount of Salary to pay an employee exceeds     are:
that for a full month.
                                                                                    Select a report from the Library

                                                                                    Set the employees' Pay Method
                          Print P45
                                                                                    Run the payroll
To print P45 forms for those employees made leavers in this way select              Print the BACS report
P45 Routines from the Employee Menu followed by Print Batch
                                                                         Then there are some things you should know about the output file.
P45s. For more information see page 6.25.

                                                                         Select a Report
                                                                         At the Menu bar, select:


                                                                                     Reports/Library Selection/Bank Reports/BACS




                                                                         The list of available BACS reports is comprehensive but if you cannot
                                                                         find a suitable one you should contact your support centre.


                                                                         Highlight the appropriate report and click Select. This makes it ready
                                                                         for use.




                                                                                                                                             7.9
Mamut Payroll                                   Running the Payroll                                                    Chapter 7
Set the Pay Method                                                        The BACS output file is created, by default, in the program area. If you
                                                                          wish to keep it somewhere else instead, you can do so by creating a
You must mark the details of each employee who is to be paid by
                                                                          simple text file.
BACS.       On the employee's Period tab card, click the BACS Pay
Method button.                                                            The file should be called BACSLoc, or BACSLoc.xxx, where xxx is
                                                                          the company number. If both are present, BACSLoc.xxx takes prece-
                                                                          dence.


                                                                          The file should contain simply a statement of where the output file
                                                                          should be stored, for example:


                                                                                                      C:/data/secure

And you must complete the details on the employee's Bank tab card:        Then, when you print a BACS report, the program detects the presence
                                                                          of BACSLoc and stores the output file in the location specified.

Run the Payroll
The payroll runs normally.



Print BACS Report
It is essential, if some employees are to be paid by BACS, that you
Print, or at least Preview the BACS report.


To do this, select Reports/Print BACS at the Menu bar, and choose
your BACS report.


At the standard Print screen that follows, you must choose either to
Print or to Preview the report so that the BACS output file can be cre-
ated.


Only after this file has been created, can you run your BACS program
to pick up the information and transfer money to your employees'
accounts.



BACS Output File
What the file is called depends on the BACS transfer program you are
using, but it will always contain the word bacs and the company num-
ber. Two examples are:

                             bacsout.xxx
                             bacsxxx.txt

where xxx is the company number.




7.10
Mamut Payroll                                      Running the Payroll                                                  Chapter 7

  List of Payroll run-time Warnings                                        Employee has Outstanding Loans

This is a list of the warnings you may see at payroll run time.


The appearance of a warning is an indication that the program wants to
make sure you are clear about what you are doing.

                                                                           If a monthly-paid, salaried employee is leaving and still has an out-
It has recognized an anomaly or an unusual circumstance and is asking
                                                                           standing loan this message will be displayed (after any reminders).
you if you really mean it and really want to continue.

                                                                           Press Yes for the employee to pay back the entire outstanding amount or
                                 Note                                      No for the loan deduction to be the normal monthly amount.

        Some of these warnings only appear for a salaried,
        monthly paid employee who is either starting with or               Leaving date outside normal payment period
        leaving the company part way through a month and
        provision for part payments have been entered in Com-
        pany Options (page 3.5).




Start Date not in Normal Payment Period
                                                                           This message appears if the starting or leaving date is outside the date
                                                                           range of a normal period. In an automatic pay run the message will
                                                                           only appear if Enable Part Payment Messages has been ticked on the
                                                                           Payroll tab card of Company Options see page .3.4).



This appears when you run the payroll for the first time for a new,        Student Reaching the Annual Earnings Threshold
monthly-paid, salaried employee for whom you did not set a start date,
or you entered one outside the payment period being run (page 6.2).


Press OK and you can pay the employee a full month‟s salary, or
change the amount or Skip and do it again later.

                                                                           When a Student who has signed a P38(s) and is placed on an NT or NI
Outstanding Leaver Action                                                  tax code, reaches or exceeds the Annual Earnings Threshold, they
                                                                           should be changed to a 0T Week1 Tax Code for the rest of the year. The
                                                                           current rules also state that the payment which takes the employee over
                                                                           the threshold needs to be calculated on the 0T Week 1 rules.


                                                                           The system will provide you with this warning when this is about to
                                                                           happen and handle the change for you automatically.
You see this when there is a Leaver Action set in a previous month for
this employee. An employee is not truly deleted from the payroll until a
P45 has been issued. Seeing this warning is an indication that maybe
you have failed to run the P45 routine when you should have done.



                                                                           end
                                                                                                                                           7.11
8 3Made a Mistake




2

3

4

5

6

7

8


                    Chapter 8

                    In this Chapter:

                           Correcting a Mistake:

                                    as soon as it Happens


                                    during a Payroll Run


                                    after a Payroll Run


                                    after a Month-end Summary


                           Undo the Payroll




                            Made a Mistake?
end
Mamut Payroll                                         Made a Mistake?                                                       Chapter 8
Overview                                                                    Spot a mistake in another field in the same window and you can go to
                                                                            that field by clicking on it or using a short-cut key if there is one.
This Chapter tells you what to do when things go wrong.

Mistakes tend to get more serious and are more difficult to correct the     Remember a mistake in another tab card and it is still easy to go back to
longer they are left undetected while you are going through the payroll     that - just select it, select the field and correct the mistake.
process.

                                                                            Correcting a Mistake during a Payroll Run
So we will have a look at correcting mistakes you detect as soon as they
happen, as the payroll is being run, after the payroll run has been com-
                                                                            Previous Employee
pleted and after a monthly summary has been run.
                                                                            To correct a mistake in a previous employee‟s data at payroll run time,
After year end? Not an easy one, this. Perhaps it would be better to call   click the Previous button repeatedly until you get back to the employee
your support centre and see if we can work something out.                   you want.

                                 Note                                       When you have corrected the mistake, keep clicking the OK or Skip
                                                                            button until you are back where you started.
         You can correct mistakes in a payroll run only for the
         current period.
         There is no way you can go back to a previous payroll                                                  Note
         run and correct a mistake in it. In those circumstances
         your only answer is your back-up data.
                                                                                     There is no need to do anything with the employees in
         The point at which the data becomes inaccessible and
                                                                                     between. You have already dealt correctly with them so
         uncorrectable is when the pay is run for the next period
                                                                                     they will stay correct and dealt with.
         for the employee in question.



                                                                            Errors in Company Data
Before You Start
                                                                            If you detect an error in the company data, a new payment or deduction
It could be that you are reading this Chapter because you have already
                                                                            configured wrongly for example, you must Cancel the payroll run.
made a mistake and you want to know how to put it right.

                                                                            You can then correct the mistake you made and start the payroll run
So before you start it will do no harm (even though it may be too late to
                                                                            again.
do any good for this problem) to remind you always to keep back-up
copies of your data.                                                        If it is just a Standard amount that is wrong, you can overwrite it and
                                                                            carry on with the payroll without cancelling. You can also change it at
With back-up data you may still be faced with hard work to correct
                                                                            Company level during the payroll run, or later.
what you have done wrong, but at least you can correct it, even when all
else fails.
                                                                            Errors in Employee Data
                                                                            If you remember something, not updating a Tax Code for example, as
Correcting a Mistake as soon as it
                                                                            you run an employee‟s pay, you can call the personal data up by click-
happens
                                                                            ing the Alter Employee button.

Entering Data
                                                                            This brings up the employee‟s data window where you are able to make
When you are still in the same field this is easy. All you have to do is    the correction.
back-space over a mistake and re-type.
                                                                            Click OK and you are back at the payroll screen, the Tax Code
                                                                            amended, ready to continue with the run.

                                                                                                                                                     8.1
Mamut Payroll                                            Made a Mistake?                                                   Chapter 8
Correcting a Mistake after a Payroll Run                                      Simply redoing the payroll would not be the same.


With no Period Closedown                                                      It is also useful if you simply want to reverse the whole payroll and start
                                                                              again. It is less bother and probably quicker than restoring the data
If the mistake was in a payment/deduction configuration you can make
                                                                              from a back-up disk.
the necessary changes, then rerun the payroll.


If you had printed payslips and other reports scrap them and print new        How to Undo the Payroll
ones.
                                                                              Choose Payroll from the Menu bar, followed by Undo Payroll.


After a Period Closedown                                                      You see the window that allows you to choose which employees to
                                                                              process, just like a payroll run.
You have two choices. You can either make the amendments in the next
payroll run or, if that is not practicable, revert to your back-up data.
                                                                              You then see a list of the employees who are due to have their payroll
                                                                              undone.
The way to do it is to choose File from the Menu bar, then Back-up &
Restore, then Restore Company Data.


If you need more details on what to do, read Chapter 11, Back-up &
Restore.


Run the payroll with the restored data.


If you had printed payslips and other reports scrap them and print new
ones.



Correcting a Mistake after a Month-end
Summary                                                                       This window is for you to check that the correct employees have been
Whether or not you have printed your month-end is not really an issue:        selected before you go ahead.
you should still be able to correct your mistakes. However, the type of
month-end summary you print will have a bearing on what you must do           You cannot alter it at this stage: you can either go ahead and Undo or

next (see Chapter 10).                                                        you can Cancel and start again.


                                                                              At the end you are asked whether or not you want a payroll run (to
                    Undo the Payroll                                          correct the mistakes you made).


Why Undo the Payroll?
You cannot undo a payroll and rerun the previous period. You can only
rerun the present one. So what, you might ask, is the use of an Undo
facility?


Well, for one thing it clears the employee‟s record of all details relating
to the current payroll run. It is very useful if you paid an employee who
should not have been included in that run.



8.2
Mamut Payroll                                       Made a Mistake?       Chapter 8




Answer OK to end the reversal process.


Click the Payroll button and you are given access straight into the Do
Payroll option with the same selection criteria (Week no., all or se-
lected, etc) as you used in the reversal process.


You may then re-enter the data for those people you reversed, and go on
to complete the corrected payroll run.




end




                                                                                  8.3
9 Reporting




2

3

4

5

6

7

8


              Chapter 9

              In this Chapter:

                     Report Library

                     Report Table

                     Report Options

                     Quick Report Writer

                     Printing Reports

                     Crystal™ Reports




                                           Reporting
end
Mamut Payroll                                                   Reporting                                                  Chapter 9
Overview                                                                                             Report Library
It‟s no use a payroll working everything out if you are not able to pre-
                                                                             The program has a library of standard report formats. These include
pare reports on what has happened. HMRC demand them as do your
                                                                             various designs of Payslips, Summaries and Credit Listings as well as
internal systems.
                                                                             many other types of report.

This Chapter teaches you how to get the best out of the program‟s
                                                                             When you first receive the program a number of standard reports are
extensive reporting facilities.
                                                                             already set up.

With the program you have the choice of three types of report.
                                                                             If you accidentally delete or overwrite one of them, you can reselect it
                                                                             from the library.
First come the reports from the program‟s library; second is those you
can design yourself using a Quick Report Writer and your third choice
                                                                             You can also use the library to choose different designs of the reports:
is a variety of reports using Crystal™, the specialist report writer.
                                                                             for example, to select a different style of payslip or monthly summary.

The Library is what you will use most. It contains all the commonly
                                                                             If you cannot find a suitable report in the Library, try using the Quick
used reports in a variety of formats, using plain and pre-printed station-
                                                                             Report Writer or, failing that, the Crystal™ Report Writer (see page
ery.
                                                                             9.15).

The Quick Report Writer is an easy way to create customized sum-
mary-type reports. It is not suitable for payslips or more complicated       Selecting Reports from the Library
report generation.
                                                                             If you are starting to use the program for the first time it is well worth
                                                                             having a nosey around the Report Library to see if it contains things
The Crystal™ Report Writer is a reporting tool that is an add-on extra
                                                                             more suitable than the reports that are installed as standard.
module for the program and does not come as standard like the other
two.
                                                                             To do that select Reports from the Menu bar, followed by Library
                                                                             Selection.
Crystal™ can handle just about any reporting job including payslip
design and ones that use complex formulas.
                                                                             The drop-down menu that follows shows the various types of reports
                                                                             the Library contains:
See Help and Tech Tips for the latest information on report designs.




                                                                             Select one of the types and you will see a drop-down list box with the
                                                                             various styles of that type that are available to you.




                                                                                                                                                9.1
Mamut Payroll                                                 Reporting                                                    Chapter 9

                                                                                                    Report Table




Click OK for any report you want to be able to use in the program.

                                                                            This is where the reports that came as standard or that you have since
You can have more than one style of each type of report. You choose
                                                                            chosen from the Library are stored.
the style you want at run-time. This means that not everyone in the
company need have the same style of payslip, for example.
                                                                            You get here by choosing Reports from the Menu bar, followed by
                                                                            Report Table.
Click Cancel to close the Library window.

                                                                            This window lists the Type of report, its Full Description, the Order in

Deleting a Report from the Library                                          which the employees are to appear and the type of Printer.

In two words „you can‟t‟.
                                                                            But that is not all: did you notice the horizontal scroll bar?

The Library is something that only we have access to. Users are al-
                                                                            Scroll the window and you will see headings of Page 1 to Page 10.
lowed to select, but not add or delete.

                                                                            The entries in the Page fields are the computer file-names for the pages
Your working area is the Report Table where you have the opportunity
                                                                            of the reports. You see that payslip reports take up one page only, other
to arrange things in your own way.
                                                                            reports, like summaries, can take up several.

The Library is there as a safe store for all reports, so that they can be
reinstated if you get yourself into a mess.                                 Using the Reports in the Table
                                                                            Any report that appears in the table is ready for use. The only things
                                                                            you may need to look at before using a report for the first time are
                                                                            Order and Printer. Order refers to the order in which employees
                                                                            appear in the report and Printer allows you to re-direct the report to a
                                                                            different printer. See page 9.4 for details.



                                                                            Adding a Report to the Table
                                                                            A report can be added either by selecting from the Library (see page
                                                                            9.1) or by adding an entry manually. You will find a full description of
                                                                            the field headings starting on page 9.3.




9.2
Mamut Payroll                                                    Reporting                                                 Chapter 9
Deleting a Report from the Table                                                                                 Tip
Click in any of the columns of the report and click the Delete button.
                                                                                       If a report filename starts with ! the printer selection
                                                                                       window is displayed before the report is printed. All the
Reports you delete are not gone for ever.
                                                                                       options are greyed out but it does give you the chance to
                                                                                       change the paper in your printer.
You can get a System report back by reselecting it from the library any
                                                                                       If, for example, you combine payslips and payroll sum-
time you like.                                                                         maries, making the first summary filename start with !
                                                                                       allows you to print all payslips, change the paper, then
Ones you have written yourself still exist as entries in the program's                 print summaries.
Reports folder. You can add them to the Report Table again by using
the Browse button.
                                                                            Once you have made a combined report you can rename it by changing
                                                                            the Full Description field.


Deleting Individual Pages
                                                                            Custom Reports
It may be that, in one of the standard summaries, for example, you do
                                                                            There is an alternative to combining and cutting-and-pasting to come up
not want the information contained on one or more of the pages.
                                                                            with the report you want from all the pages available in the library. You

You could, of course, be wasteful and just throw them away each time        select things directly from the fields in the Report Table.

after they have been printed.
                                                                            You can also use this method to include reports you have written using

A better way is to delete from the table entry, the pages you do not        the Crystal™ Report Writer and the Quick Report Writer.

want.


To delete a page, click on it to highlight it, then press the Delete key.



Combining Reports in the Table
At payroll-run time perhaps you want an exceptions report to follow on
smoothly after printing the payroll summary.
                                                                            Type

Normally, after the payroll summary has been printed you have to go         The drop-down list box from the Type field of the Report Table gives

through the Print Selection window before you can move on.                  you the following choices:


By combining summary and exceptions into one report, this interruption                        Payslip                           Yearly
is avoided.
                                                                                              Summary                           P14

You do it by highlighting the pages of the exceptions report and cutting-                     Credits                           P15
and-pasting it into the next vacant page of the summary report.
                                                                                              Cheque                            Other

Then, since the exception report is now redundant, you can delete it.                         BACS                              Company


In this way you can combine any reports you like, in any order you like.                      Monthly                           Multi


                                                                            The Type you choose determines where in the process the report is
                                                                            printed.


                                                                                                                                                   9.3
Mamut Payroll                                                  Reporting                                                 Chapter 9
Choose Reports, Print Cheques, from the Menu bar and any report              Clicking in the field displays a drop-down list box. The options are:
you have designated as a cheque type will be printed, even if it is
formatted as a summary page.                                                 None - employees appear in the default sort order of the report.


Sometimes the Type you choose will determine what questions you are          Code - employees appear in code order, alphabetically or numerically.
to be asked, if any, and what special conditions apply while the report is
running.                                                                     Name - employees appear in alphabetical order of their surnames.


Here is a list of those special parameters:                                  Dept/Code - employees appear in code order within their departments.
                                                                             Departments appear alphabetically and departmental sub-totals are
                                                                             printed for each one.
    Payslip        &     Asks for a period number.
    Summary
                                                                             Dept/Name - employees appear in surname order within their depart-
                                                                             ments. Departments appear alphabetically and departmental sub-totals
    Multi                Like a summary but you are also asked for
                                                                             are printed for each one.
                         a start period and an end period.

                                                                             Account Grp/Code - employees appear in code order within their
    Credits              As summary but applies only to those
                                                                             Account Group. Account Groups appear alphabetically and Account
                         employees who are paid by bank credit.
                                                                             Group subtotals are printed for each one.

    Company              Ignores the employee sort order. No period
                                                                             Account Grp/Name - employees appear in surname order within their
                         is asked for.
                                                                             Account Group. Account Groups appear alphabetically and Account
                                                                             Group subtotals are printed for each one.
    Cheque               As summary but applies only to those
                         employees who are paid by cheque.
                                                                             Printer
    BACS                 As summary but applies only to those                In the Printer field you choose which of the printers you have should
                         employees who are paid by BACS.                     be used to print this report.


    Other                Does not ask for a period number                    Clicking in this field displays a drop-down list box showing the avail-
                                                                             able printers. If the printer you want does not appear in the list you can
    Monthly              Special - see Chapter 10.                           add it through Windows™. Ask someone who is familiar with com-
                                                                             puters and Windows™ if you are not sure how to do it.
    Yearly               Prints everyone who has worked for the
                         company in the chosen tax year.                                                      Note

                                                                                     Printer Drivers
Full Description                                                                     Laser reports are for use with an HP-compatible laser
                                                                                     printer, using its own printer driver.
Type a description for your report that describes clearly what it is or
                                                                                     Use the Matrix Printer Driver for dot matrix reports (eg
does.
                                                                                     payslip) on non-Windows NT™ systems.
                                                                                     On Windows NT™ systems, and Windows XP, 2000
                                                                                     and ME, use the Epson FX1050 driver for 9-pin printers
Order
                                                                                     and Epson LQ1050 for24-pin printers.
In the Order field you choose in which order you wish to have your                   Dot Matrix printers should be Epson-compatible.
employees appear in the report.




9.4
Mamut Payroll                                                 Reporting                                               Chapter 9
Page n                                                                                        Report Options
This applies to all pages 1 to 10.

                                                                         Introduction
Highlight the field and click the Browse button. This brings up a Dia-
log Box showing the names of all the pages of all the reports that are   This section allows you to change key elements of your payslip and

available.                                                               summary reports without having to change the reports themselves. For
                                                                         example you can set your own definition of „Gross Pay‟ or you can
                                                                         incorporate a message on your payslips.


                                                                         To see the Report Options window select Report Options from the
                                                                         Reports drop-down menu on the Menu bar.




                                                                                                        Warning

                                                                                 Not all of the following options are applicable to all
                                                                                 payslip and report formats.
                                                                                 Selecting an option that is not applicable to your format
                                                                                 could have unforeseen consequences.
Now you can choose the page you want.                                            See Help and Tech Tips for various payslip options.

You can even choose to print up to ten reports, one after another, by
entering a filename in each of the relevant page fields.
                                                                         Payslip Layout Tab Card
                                     Note

        The reports in the library are not displayed in this list
        until they have been „selected‟. See Selecting Reports
        from the Library on page 9.1.




                                                                         Gross Pay
                                                                         This defines Gross Pay as it appears on the payslip.


                                                                         Taxable

                                                                         Select this if you wish Gross Pay to mean the amount the employee
                                                                         earns that is subject to Tax but not to include things like pension contri-
                                                                         butions.




                                                                                                                                             9.5
Mamut Payroll                                                    Reporting                                              Chapter 9
NIable                                                                      The rates of pay will be described as „Basic‟, „Time and a Half‟, „Dou-
                                                                            ble Time‟ or whatever it was you put in the Factor Description field of
Select this if you wish Gross Pay to mean the amount the employee
                                                                            the Overtime tab card when you set up the company details (see page
earns that is subject to National Insurance. This would include pension
contributions but would exclude things that are added to the employee‟s     4.5).

net pay, such as expenses claims.
                                                                            Number Of Rates
Total Payments                                                              This box gives you some choice as to how to display pay rates on your
Select this if you wish Gross Pay to mean the total of everything paid      payslips. You can do it in one of three ways:
gross to the employee, be it Taxable, NIable or not.

                                                                            Specify

Hourly Rate Printed                                                         Specify the maximum number of pay rates to be printed. Choose a
                                                                            number from 1 to 9.
On some pre-printed payslips you see „hrs x rate = amount‟


This option allows you to define the „rate‟ item. It can be the program‟s   All
rate or the program‟s factor or rate x factor. See Pay Rates Tab Card
                                                                            Show all the rates the employee has been paid at.
on page 4.4 and Overtime Tab Card on page 4.5.

                                                                            Pay For All Hours
Taxable Pay                                                                 Do not show individual rates but bundle them all together under one
This defines the meaning of Taxable Pay as it appears on the payslip.       heading.


Taxable                                                                                                      Note
Select this if you wish Taxable Pay to mean the amount the employee
                                                                                      On most payslips, Hours Paid are shown in the same
earns that is subject to Tax, plus Free Pay. This is the same as Gross
                                                                                      section as other payments. So the more lines of Hours
Pay (Taxable) above.                                                                  you choose to display, the less room you have to show
                                                                                      the payments.

Taxable Less Free

Select this if you wish Taxable Pay to mean the amount the employee
earns that is subject to Tax: that is, not including Free Pay.

                                                                            Payslip Options Tab Card
Narratives
On some pre-printed payslips a narrative can be printed to describe the
employee‟s rates of pay. Here you can choose which narrative to print.


Rates

The rates of pay will be described as „Normal‟, „Night Rate‟, „Weekend
Rate‟ or whatever it was you put in the Narrative field of the Pay
Rates tab card when you set up the company details (see page 4.4).


Factors




9.6
Mamut Payroll                                                  Reporting                                              Chapter 9
Payment/Deduction Split                                                    Even with a tick here, you can choose not to have a particular item
                                                                           displayed, by setting its payment/deduction Category to Display Item
This refers to how payments/deductions are displayed on some types of
                                                                           Only - Hidden from Payslip.
pre-printed payslip.    On payslips where there are two columns for
listing payments and deductions, you can show them in two ways:
                                                                           You do this by editing the payment/deduction without the Wizard (see
                                                                           page 5.20). In this way you can choose which Display Only items not
Payments/Deductions                                                        to show.
Choose this to display Payments in one column and Deductions in the
other.
                                                                           Message
                                                                           On certain payslips you can set up the program to print a cheery mes-
Before Tax/After Tax
                                                                           sage like „Merry Christmas‟ or „We have just been taken over so you
Choose this to display Taxable payments and deductions in one column       may not be here next month‟.
and Non-taxable payments and deductions in the other.
                                                                           To have it appear on payslips put a tick here. Then every time you print
                                                                           payslips you will be asked to type in your message.
                                   Tip

         It is rare for a payslip to be split Before Tax/After Tax         Display Holiday Remaining
         so if in doubt, leave this option set to Pay-
         ments/Deductions.                                                 This option is ticked by default for all companies. Untick it if you do
                                                                           not wish to show Holiday Remaining on the payslip.


To-Dates on Payslip
It is sometimes useful to show to-date figures on the payslip as well as
the period figure: for example to see the balance outstanding on a
company loan.


You can choose up to two of these by selecting them from the drop-
down list boxes.



Alignment Check
If your payslips are pre-printed do you need to carry out an alignment
check before you start to print them. If you do, put a tick here.


It is likely that, once you are used to the combination of program,
payslips and printer that you will know how to do it and you will be
able to turn this option off.



Payslip Display Items
If you configured any payments or deductions that were merely display
items, such as the employer‟s contribution to an employee‟s pension
and you want to print them on the payslip put a tick here.




                                                                                                                                             9.7
Mamut Payroll                                                 Reporting                                                 Chapter 9
                                                                            Employees
Miscellaneous Tab Card
                                                                            Employees‟ details are shown.


                                                                            Department

                                                                            Prints department subtotals and company totals only.


                                                                            Company

                                                                            Prints only the totals for the company.



                                                                            Multiple Copies
The options on this tab card do not relate to payslips.                     If you have your printer set to produce multiple copies of your reports,
                                                                            how do you want them collated?

Payroll Summary
                                                                            Job
Someone leaves in a hurry so what do you do? A special payroll run to
produce the wages due and issue the P45?                                    The first copy is printed from beginning to end, no matter how many
                                                                            pages there are. This is followed by a print of copy number two, and so

Do this and you would have to produce a payroll summary for the             on.

period just for that one employee because the leaver would not appear
on the summary when you later run the payroll for everyone else. But        Page
there are other options:
                                                                            The printer prints all copies of page one, followed by all copies of page
                                                                            two, and so on.
Include Leavers

Choose this option to produce a summary that lists also anyone who has      Month-end Summary
been paid for the current period and who has since left. They would
appear on the roll just like any other employee.                            Since Last Cleardown

                                                                            A Month-end summary will report on everything from the last time
Mark Leavers as ‘*’                                                         Month-end Processing was run, to the present time.

This option also includes leavers but puts a marker, an asterisk, against
their names.                                                                Based on Tax Calendar

                                                                            If you choose this option the summary will be for one tax month only.
Exclude Leavers                                                             Usually you will use it to summarize the month just gone, so that you
                                                                            can make your submission to the Revenue, but you can do it for any
With this option you have to print a special summary for leavers and
                                                                            month in which a payroll has been run.
exclude leavers from the normal payroll summary report.



Department/Company Totals
Your choice here determines how Department and Company totals are
shown on your reports. You can, however, override this choice at print
time.




9.8
Mamut Payroll                                                  Reporting                                                    Chapter 9
Processing Tab Card                                                                           Quick Report Writer

                                                                              Introduction
                                                                              The Quick Report Writer is an easy-to-use tool that enables you to
                                                                              design and print simple reports in minutes.


                                                                              The idea is to choose up to ten of the fields available in the program
                                                                              that you want to report on.


                                                                              The employees‟ names and code numbers appear automatically and, on
                                                                              the same line, the information you have chosen. You can decide on the
                                                                              order in which the fields appear, but not the format of the report - it is
                                                                              always in the style of a summary.
Include Number of Employees on Quick Reports
With this box ticked, the number of employees in a department or              At the end, the report is totalled automatically.
account group is printed on a Quick Report when subtotals are pro-
duced. The total number of employees printed on the report is also            Select Quick Report Writer from the Reports menu.
included with the company totals.



Populate Payment & Deduction Table
A large part of the time taken to print a report is taken up putting infor-
mation into (that‟s what populating means in computerspeak - Ed) the
Payment & Deduction tables EMPPAYDEDS1 to EMPPAYDEDS10.
To speed up the process of printing this option is unticked by default.



                                  Note

        None of the standard reports held in the library require              All reports that have previously been designed are stored here ready for
        this option to be ticked. Therefore, the only time you                you to print or change or add to or delete as you wish.
        need to tick the option is when you have designed your
        own reports that use tables EMPPAYDEDS1 through to
        EMPPAYDEDS10.                                                         Add button
                                                                              This is the way you design a new report.
Populate Hours & Rates Table
This table allows you to report on specific hours at specific rates more
easily when using Crystal Report Writer.


Like the previous box, this item is unticked by default in order to speed
up the print process. For more details of what is held in the table, see
the MS Word document Reports32.doc in the program folder.




                                                                                                                                                 9.9
Mamut Payroll                                                  Reporting                                                    Chapter 9
Details Tab Card                                                              Omit Employees with Zero Figures
                                                                              This applies if the Quick Report contains any numeric fields. Employ-
                                                                              ees are not printed if all their numeric values are zero.



                                                                              Print as Summary
                                                                              Choosing this option allows you to print your report for a particular
                                                                              week and/or month. Otherwise the report prints details for the last time
                                                                              each employee was paid. For items such as the employee‟s address you
                                                                              should not tick this box.



                                                                              Main, Amounts, Pay/Deds, Rates 1 & 2 Tab
                                                                              Cards
                                                                              These tab cards contain all the fields you can report on. Remember you
Title
                                                                              cannot have more than ten.
Give your report a title. Call it anything you wish.

                                                                              As you tick a field the column number, as it will appear on the report, is

Filename                                                                      shown in the Col column. You can change this number if you want to,
                                                                              but check to see what effect it has had on the others before you finish.
You do not have to give the report a filename but if you do you can add
it to your report table. You do this by prefixing the filename with the
                                                                              You can choose how your report is to be ordered by clicking on the
two letters QQ followed by whatever name you have chosen.
                                                                              appropriate option on the Main tab card.


                               Example
                                                                              Advanced Tab Card
           Your Quick Report is called Paysumm - the entry in                 This lists the fields you have chosen.
           the report table would be:
                                QQPaysumm



In this way you can print your Quick Report along with your normal
reports.



Description
No need to let your literary talents go wild here but perhaps it is an idea
to write a few words that will remind you (or a colleague) what or
whom the report is for and what it does.



Which Employees
The choices are fairly easily understood.      Current + Leavers CM           This card allows you to set up some simple formulas to make your

means all current employees plus those who have left in the current           report more sophisticated/refined/versatile/useful by being able to refer

month.                                                                        to other columns in the report.


                                                                              A column is referred to by the letter c followed by the column number.

9.10
Mamut Payroll                                                  Reporting                                                Chapter 9
So c1 is column 1, c2 is column 2 and so on.                                 Selection button

You start by giving the column a name (we have called ours Total)            This brings up the SQL Selection window so that you can compose a

Hours and putting a tick in the Formula column.                              Formula Text. Any formula you put here will be the basis for selecting
                                                                             the employees printed in the report. See Chapter 20 if you need some

The Formula Text, „c1+c2+c3+c4+c5‟, means that the Total amount in           help with SQL.

column 6 will be the sum of columns 1 to 5. The following table gives
other examples of what you can do with these simple formulas.                                                Note

                                                                                    On the Amounts tab card you will notice that several
      Formula                             Means                                     fields are duplicated with Account Groups appearing at
        Text                                                                        the end of them. These are specifically for use in Quick
                                                                                    Reports that are sorted according to Account
        c1-c2        The amount in col 1 minus that in col 2                        Group/Code or Account Group/Name.
                                                                                    All other fields that are not duplicated can be used with
                                                                                    all sort orders.
        c3*2         The amount in col 3 times 2


        c4/2         The amount in col 4 divided by two


        20.00        The figure 20


     c1+(c3-c4)      col 1 plus the difference between col 3 and col
                     4



You can use the following:


            +             meaning add

            -             meaning subtract

            *             meaning multiply by

            /             meaning divide by

            (….)          meaning do the things inside the brackets first.

and if you are familiar with computer logic you can also employ such
expressions as:


                         if c1>c2 then c2 else c3


If that is double dutch to you, don‟t worry about it - you don‟t HAVE to
have complicated formulas.




                                                                                                                                            9.11
Mamut Payroll                                               Reporting                                                 Chapter 9

                   Printing Reports                                       Current Printer
                                                                          If you have more than one printer connected to your system you can
When you select Reports at the Menu bar the drop-down menu gives
                                                                          change the selected one by choosing another from the drop-down list
you the choice of printing a number of reports:
                                                                          box.



                                                                          Number of Copies
                                                                          Choose the number of copies you want of the report.



                                                                          Detail Level
                                                                          You can choose to show just Company Totals, or Company and De-
                                                                          partment Totals or both of those plus individual Employee Totals.



                                                                          Select Period
                                                                          You can change the week and month number fields on most reports and
If there is more than one version available of the type of report you     you can choose to print a summary for a period in a previous year.
have selected, you are given the chance to choose which one you want.     Provided, of course, you were using the program at the time.



                                                                          Preview button
                                                                          Select this button if you would like to see exactly what your printed
                                                                          report will look like before you commit it to paper.


                                                                          At the top of the window is a toolbar to help you with your preview.




Next the Print Report Dialog box is displayed. Depending on the type      On the left there are arrow-like buttons that move you from page to
of report you choose, one or more of the sections may not be applicable   page. Between them the number x of y tells you what page number of
and may be greyed out.                                                    how many is being displayed.


                                                                          Then in the centre is a field that probably says 100%. You can change
                                                                          that figure to alter the size of the print on the screen. You will not be
                                                                          able to read it if you choose too small a size but you will be able to see
                                                                          more clearly the layout of the report on the page.


                                                                          To the left of this field there is an Export button (looks like an enve-
                                                                          lope) and a Print button.


                                                                          If you want to export or print the report, you had better use these but-
                                                                          tons and not press OK. If you do, you will have to reload the report.




9.12
Mamut Payroll                                                   Reporting                                               Chapter 9
Horizontal and vertical scroll bars allow you to move around the report
                                                                                               e-mail Payslips
when the print size is too big to fit on the screen.

                                                                           Introduction
Export button
                                                                           The program has a facility to send payslips by e-mail to those employ-
Use this if you want to save your report as a file for use by another      ees who request it. Payslips for other employees, and for employer
                                                                           records, are still produced in the normal way.
application.
                                                                           Each payslip sent by e-mail can be password protected, so that only
                                                                           someone who knows the password can read it.


                                                                           Report Table Entry
                                                                           In order to set up the program to send payslips by e-mail, you must
                                                                           make a new entry in the Report Table.


Format
The drop-down list box allows you to choose from a number of popular
file formats.



Destination

Application

the program will export the report to the application that Windows™
associates with the file format you have chosen. If there is no applica-
                                                                           This entry is of type Payslip and in Page 1 type:
tion associated with the file format you will be asked to select one.

                                                                                                       email-payslips
Disk file

Depending on the Format you have chosen, you may be asked for
further details about the file before it is exported.



Print button
Click this when you are ready to print the report. A dialog box appears
briefly to tell you that the report is being sent to the printer but the
process is automatic and does not require you to do anything.


                                                                           In Page 2, type or select the payslip design to be used for your e-mail
                                                                           payslips.


                                                                           In Page 3 select or type the payslip design to be used for employees
                                                                           who require a printed payslip.


                                                                           If you are to send multi-period payslips by e-mail, Page 2 must contain
                                                                           e design of a Multi Period Payslip.




                                                                                                                                         9.13
Mamut Payroll                                                  Reporting                                                  Chapter 9
                                                                             If a problem occurs, a note is displayed in the tool tip for that employee.
Processing e-mail Payslips
                                                                             When you move the mouse over an employee, the tool tip either gives a
Select Report/Print Payslips at the Menu bar and choose your e-mail
                                                                             reason for the problem or says Sent OK.
payslips from the list displayed.


                                                                             Show only failed payslips
                                                                             Instead of showing a list of successful transmissions, you can tick the
                                                                             Show only failed payslips box. With this box ticked, only employees
                                                                             whose e-mailed payslips have failed to be sent, are listed.



                                                                             Stop Processing
                                                                             Use this to stop the processing. When you click it, transmission of e-
                                                                             mails stops and you are asked for confirmation.


E-mail payslips start to be sent automatically when you choose either to
Print or to Preview payslips.


When e-mailing starts, a button, telling you so, appears on your Task
bar, at the bottom of your screen.

                                                                             If you click YES, processing really does stop, and you cannot restart
                                                                             without beginning the process all over again.

Processing of e-mail payslips is handled by a separate program, so that      The status of the current employee, revealed by hovering the cursor
it can run in the background, leaving you free to use the payroll while      over him, is Processing Stopped.
the e-mails are being sent.


This is a useful feature for large payrolls, but it means that in order to
see the progress of the operation in the e-mailing Payslips window, you
must click this button to make the window visible.




                                                                             At this stage, or after all employees have been processed, you have two
                                                                             choices: to Print and to Finish.




As e-mailing progresses, a tick is placed in the Sent column, against an
employee's name in this e-mailing Payslips window, as soon as an e-
mail has been sent successfully.


9.14
Mamut Payroll                                                 Reporting     Chapter 9
Print button
The Print button prints the contents of the grid, with an extra column,
Status. This shows which payslips have been sent, where processing
was stopped and which, if any, payslips were not processed



Finish button
You must click this button to end the process, otherwise the e-mailing
Payslips window will remain on your Desktop.




                  Crystal™ Reports
The Crystal™ Report Writer is a specialist program from Crystal
Decisions Inc. It is not part of the program but is available as an extra
module.


All the program‟s reports have been written using Crystal™ and if you
have the program, with a little experience you will be able modify them
or write new reports exactly to your own design and specification.


Crystal™ comes with its own set of manuals and there is a MS Word
document, Reports32.doc, in the program folder to help you further.




end




                                                                                   9.15
10 Month-end




2

3

4

5

6

7

8


               Chapter 10

               In this Chapter:

                      Print a Month-end Summary

                      Month-end Processing

                      Reconciliations

                      Submission to the Revenue




                                        Month-end
                                         Summary
end
Mamut Payroll                                    Month-end Summary                                             Chapter 10
Overview                                                                              Print a Month-end Summary
You could, of course, go through the year without doing any checks and
                                                                          Select Reports from the Menu bar, then Month-end Summary from the
reconciliations but it is better to pause at the end of every month to
make sure you have got things right so far.                               drop-down list box that follows.

This Chapter tells you how to go about it and prepare everything for
entry into the „Yellow Book‟. (P30)

A Payroll Summary presents a résumé of all payments, deductions, etc
for a particular payroll run. A Monthly Summary, on the other hand, is
able to tell you what needs to be paid to the Revenue at month end. It
summarizes previous payroll runs, both weekly and monthly, and pre-
sents them to you in one report.


There are two ways of doing this in the program: either choosing Since
Last Month-end Process or Based on Tax Calendar.
                                                                          Figures
Whichever method you choose you must remember that within 14 days         You will have chosen one or other of these in Report Options (see
of the end of each tax month you must pay HMRC Accounts Office all        Month-end Summary on page 3.10), but you can change it now if you
you owe for PAYE and National Insurance for that tax month. And you       wish.
do that by:

                                                                          Since Last Month-end (Process)
      1       Printing a month-end summary
                                                                          Choosing this will give you a summary starting at the time you last ran
      2       Making sure the figures it produces reconcile with what     Month-end Processing. If you have used one of our payrolls before,
              has gone on during the month                                this is the one to choose to continue working in the way you did with
                                                                          Bonus! and Classic or the previous version of the program.
      3       Making any corrections and adjustments necessary and, if
              needed, reprinting the month-end summary                    The end-date of this type of report will be the date of the last payroll
                                                                          you ran. It is a Last Month-end Process-to-Date report.
      4       Performing month-end processing to reset the payroll data
              ready for the next month if appropriate                     If you plan to use this option for monthly summaries you MUST re-
                                                                          member to perform Month-end Processing every month.
and before the 19th of the new month:
                                                                          There are disadvantages in using it in this way:
      5       Filling in your Yellow Book P30 based on the information
              on the summary and sending your remittance to HMRC.                      If you forget to do month-end processing at the right time
                                                                                        and run a next-month payroll that also will be included in
                                                                                        the summary when you come to run it.

                                                                                       You cannot reprint a summary for a previous pay period.




                                                                                                                                         10.1
Mamut Payroll                                   Month-end Summary                                                    Chapter 10
But it has the advantage that:


            If you run a month-end process, pay what is due to HMRC
             and then correct a mistake you have discovered in the
             month, that correction will be included in the NEXT
             month‟s process so that you can make the proper submis-
             sion to the Revenue.


Based on Tax Calendar

If you choose this option the summary will be for one tax month only.
Usually you will use it to summarize the month just gone, so that you
can make your submission to the Revenue, but you can do it for any
                                                                           This allows you to make final changes to tailor your report the way you
month in which a payroll has been run.
                                                                           want it.

The advantage of using this option is:
                                                                           Current Printer
            You can reprint a month-end report for previous pay peri-
                                                                           If you have more than one printer connected to your system you can
             ods.
                                                                           change the selected one by choosing another from the drop-down list
but:                                                                       box.


            Suppose you run all your payrolls for month 1, produce a
             month-end summary and pay what is due to HMRC. You
                                                                           Number of Copies
             then discover a mistake that must be rectified in month 1     Choose the number of copies you want of the report.
             (for example, the Managing Director‟s bonus!). The extra
             tax and NI for the bonus will not be reflected in month 2‟s
                                                                           Detail Level
             month-end summary as it is when you choose the Since
             last Month-end (Process) method.                              You can choose to show just Company Totals, or Company and De-
                                                                           partment Totals or both of those plus individual Employee Totals.

Month Number

Enter the number of the tax month you wish to summarize. This figure
                                                                           Select Period and End Period(s)
only has relevance for the Based on Tax Calendar choice.                   These are greyed out and unavailable. You cannot choose periods or
                                                                           print for previous years.
Since last Month-end Process will give you a „to-date‟ report, no
matter what number you enter.
                                                                           Preview button
The field below the Month Number shows the name of the Month               Select this button if you would like to see exactly what your printed
Number but you can alter it if necessary.                                  report will look like before you commit it to paper.


Click OK and the standard Print dialog box appears:



                                                                           At the top of the window is a toolbar to help you with your preview.




10.2
Mamut Payroll                                       Month-end Summary                                            Chapter 10
On the left there are arrow-like buttons that move you from page to          Print button
page. Between them the number x of y tells you what page number of
                                                                             Click this when you are ready to print the report. A dialog box appears
how many is being displayed.
                                                                             briefly to tell you that the report is being sent to the printer but the
                                                                             process is automatic and does not require you to do anything.
Then in the centre is a field that probably says 100%. You can change
that figure to alter the size of the print on the screen. You will not be
able to read it if you choose too small a size but you will be able to see
more clearly the layout of the report on the page.


To the left of this field there is an Export button (looks like an enve-
lope) and a Print button.


If you want to export or print the report you had better use these buttons
and not press OK. If you do, you will have to reload the Month-end
report.


Horizontal and vertical scroll bars allow you to move around the report
when the print size is too big to fit on the screen.



Export button
Use this if you want to save your report as a file for use by another
application.




Format
The drop-down list box allows you to choose from a number of popular
file formats.



Destination

Application

the program will export the report to the application that Windows™
associates with the file format you have chosen. If there is no applica-
tion associated with the file format you will be asked to select one.


Disk file

Depending on the Format you have chosen, you may be asked for
further details about the file before it is exported.


                                                                                                                                             10.3
Mamut Payroll                                   Month-end Summary                                                Chapter 10
                                                                       They are perhaps best explained by reference to the table below:
              Month-end Processing
After you have printed your month-end summary you are asked if you                                          Based on Tax        Since last
                                                                                                             Calendar           Month end
want to perform month-end processing.
                                                                          Zeros any to-date balances
                                                                          for payments/deductions due             Yes               Yes
                                                                          to be cleared this month.

                                                                          Changes „Leavers in the
                                                                          Current Month‟ to „Leavers              Yes               Yes
                                                                          in the Previous Month‟.

                                                                          Calculates any NI Compen-
                                                                                                                  Yes               Yes
                                                                          sation Totals due.

                                                                          Clears all Current Month
Remember not to click Yes if you are printing for an historic period
                                                                          totals, ready to start the
(Based on Tax Calendar only) or if you are just looking to see what                                               No                Yes
                                                                          next month, ie the History is
the bill will be.                                                         cleared.


                                 Note
                                                                       What if I forget?
       If your Report Options/Miscellaneous Tab Card/Month-            There are no restrictions on the time at which you have to print a Based
       end Summary setting is Since Last Cleardown it is im-           on Tax Calendar summary. So forgetting is not really a problem, for
       portant that Month-end Processing is carried out at the end     the program that is. It is for you to sort out with the Tax Man.
       of the month. Otherwise the figures produced in the fol-
       lowing month will be incorrect.
                                                                       If you normally run Since Last Cleardown as your monthly summary,
       With this option set the program also checks at the point
       of running a payroll to see if month-end processing has         you forget to run it at the correct time and you have already run a pay-
       been done.                                                      roll for the next month, you can simply run a summary Based on Tax
       If the payroll run takes you into a new tax month and           Calendar for the month in question. You should be aware, however,
       processing has not been done you see this message:
                                                                       that tax & NI due for amendments made in other tax months will not be
                                                                       included.




When you choose to perform month-end processing a number of things
happen.




10.4
Mamut Payroll                                    Month-end Summary                                              Chapter 10

                    Reconciliations                                                 Submission to the Revenue
There is no point in going on month after month running payrolls and        Once the report has been produced and you agree with the figures,
paying dues and at the end of the year finding that nothing adds up.        record the amounts of SSP Paid, SSP Recd, SMP Paid, SMP Recd,
                                                                            NIC Comp, Tot Dedns, Gross NI, Net NI, PAYE Tax and Amt Due
You may as well take the opportunity at month end time to make sure         on forms P32 or P30BC.
you have got everything right so far.
                                                                            These forms will also help you at the end of the tax year-to agree the
No problem if all you run is a payroll once a month and then a sum-         figures produced on the year-end summaries.
mary: the two are bound to reconcile.
                                                                            All the figures are printed out and nicely labelled on the report so you
But what if you have also run four of five weeklies, made some adjust-      should have no difficulty.
ments and done some reruns? It is better to discover any discrepancies
now than at year-end.                                                       It is possible, because of deductions for tax refunds etc, that you have
                                                                            no payment to make in a month. Tell the Accounts Office by returning
                                                                            a NIL payslip for the period.
What should reconcile?
Everything! So this is a good time to run a Year-to-date summary and
check that the Tax Here and NI figures agree with what has been paid
to HMRC so far.                                                             end
If there is a difference, note how much and identify it with an employee
or employees on a particular payroll run. That is the difficult bit. What
you do is reprint each Month-end Summary (based on the Tax Calen-
dar) and compare the totals with what you have paid to HMRC.



What could have happened to account for the
differences?
      1      A payroll rerun, summaries reprinted and the wrong ones
             thrown away.


      2      Tax or NI to-date figures overwritten and not put back to
             their proper values.


      3      An employee removed by mistake between running a pay-
             roll and a monthly summary.



And what can I do to correct them?
It is probably best to call your Support Centre and explain what has
happened.




                                                                                                                                           10.5
11 Back-up




2

3

4

5

6

7

8


             Chapter 11

             In this Chapter:

                    Back-up Company Data

                    Back-up Reports

                    Restore Company Data

                    Restore Reports




                Back-up & Restore
end
Mamut Payroll                                     Back-up & Restore                                          Chapter 11
Overview                                                                           Back-up Company Data
Find yourself with corrupt payroll data without a backup and you are
                                                                       Click Back-up Company Data from the drop-down menu to dis-
in deep trouble. This Chapter teaches you how to back-up your
information and how to get it back again when need arises.             play:

Accidents will happen, even to you, so we recommend that you
ALWAYS BACK-UP YOUR DATA AFTER EACH PAYROLL
RUN!


In this way you will be able to restore previous payrolls whenever
you wish.


The program's Back-up & Restore routines are extremely easy to use
                                                                       Select the companies whose data you want to back-up by ticking the
and therefore leave you with NO EXCUSE for not backing-up your
                                                                       box to the left of the company‟s name.
data.
                                                                       The Backup from field shows where the data to be backed up is
To start any back-up procedure select File from the Menu bar, fol-     located at the moment.
lowed by Back-up and Restore. This brings up the following drop-
down menu:                                                                                            Note

                                                                               This reflects what is in the Directory for Data field
                                                                               in Setting up a Company (see page 4.2). It cannot
                                                                               be changed here.



                                                                       Click inside the Backup to field to specify where you want the
                                                                       back-up data kept. You can use the Browse button to choose a
                                                                       location.


                                                                       To back-up all your companies in one go, click the All button then
                                                                       click the Back-up button.


                                                                       To clear any ticks that are already there, click the None button. This
                                                                       button is a toggle: selecting either None or All of the companies.


                                                                       All your company data files are in the place you chose and are in the
                                                                       form:
                                                                                                   nnnndata.zip

                                                                       where nnnn is the company number.


                                                                                                      Note

                                                                               If a back-up already exists you are warned before it
                                                                               is overwritten.




                                                                                                                                     11.1
Mamut Payroll                                      Back-up & Restore                                           Chapter 11
                                                                        If a back-up is found you are warned before it is restored over the
                  Back-up Reports
                                                                        current data.
This is perhaps not one of the things you MUST do but it is a very
useful feature nevertheless. It gives you a back-up copy of all the                                   Warning
reports you have set up, taking into account any modifications you
have made.                                                                         If you have set up any payment/deduction formulas
                                                                                   you are asked if you want to restore them. Pay-
Select Back-up Reports from the drop-down menu:                                    ment/deduction formulas apply to ALL companies so
                                                                                   only choose to restore them if you have a good rea-
                                                                                   son to.




                                                                                            Restore Reports
                                                                        Select Restore Reports from the drop-down menu.
Change the place where you want the back-up reports to be stored,
by either clicking in the field and typing in a new location or by
                                                                        The program looks for the folder you specified for backing up your
using the Browse facility.
                                                                        reports.

Click OK to make a back-up copy of your reports directory. The file
                                                                        If you have never backed up your reports, or you have deleted the
that is created is called reports.zip
                                                                        folder or changed its location you see:


                                 Note

        This option does not back up Quick Reports.




                                                                        Otherwise you see this warning:
           Restore Company Data
When you restore a company‟s data you put back everything to the
state the company was in the last time you backed it up.


Select Restore Company Data from the drop-down menu:




                                                                        Click Yes and the restore process takes place automatically.




Note that the program will only restore data for the current company.   end
All you have to do here is say where the data you wish to store is
located and click OK.

11.2
12 Year-end




2

3

4

5

6

7

8


              Chapter 12

              In this Chapter:

                     Year-to-date Summary

                     Year-end Restart

                     Year-end Online Filing




                                          Year-end
                                        Procedures
end
Mamut Payroll                                    Year-end Procedures                                                 Chapter 12
Overview                                                                                                      Tip
This is crunch-time when all the figures have to add up and balance.
This Chapter guides you through the year-end procedures, preparing the               You can choose any pay period and the report gives you
reports and printing the forms.                                                      year-to-date totals up to and including that period.

These are the things you have to do at the end of the tax year:


1.     Check all employees who are on HOLD. Take off HOLD those
                                                                            The report is produced in three parts. Parts A and B have details of your
       who will not be working for you again and P45 them.
                                                                            employees‟ personal and payroll details - all about earnings, deductions,
2.     Run a month-end summary for month 12 for all employees fol-
                                                                            tax, NI, SSP, SMP etc.
       lowed by month-end processing.

3.     Run a year-to-date summary and P35(CS) for all employees.            Part C is an officially approved P35(CS) Substitute, listing your em-

4.     Print year-end forms and give P60s to your employees.                ployees, NI, SSP, SMP and Income Tax.

5.     Submit your P14 & P35 details to the Revenue, either in elec-
                                                                            You should send your P35(CS), together with your actual P35 form and
       tronic or paper format.
                                                                            both copies of P14 year-end forms to HMRC at the end of the tax year
Perform a year-end restart to get the program ready for the first payroll
in the new tax year.
                                                                                                         Important


             Year-to-date Summary                                                    Before you start to produce any of the year-end infor-
                                                                                     mation required by HMRC, it is a good idea to check
We call this a year-to-date summary because, although it is one of the               your Statutory Payments details first.

things you need to do at year end you can run it at any other time, to
give you a year-to-date report.
                                                                            Checking Statutory Payments Details
Select Reports on the menu bar then click Year-to-date Summary              At the Menu bar, select Company/Alter Company Details/Tax tab
followed by Year-to Date Summaries.                                         card and click the Statutory Payments button.




This is the standard Print window with which you should be familiar by      The tab cards show a month-by-month breakdown of Statutory Pay-
now.                                                                        ments.


                                                                            Make sure the totals and amounts reclaimed are correct.




                                                                                                                                            12.1
Mamut Payroll                                     Year-end Procedures                                                   Chapter 12
If you qualify for Small Employer Relief, check that the correct
amounts are shown in the Compensation columns.



                    Year-end Forms
Instructions on how to use pre-printed P14/P60 end-of-year forms are
included with the software update pack that is sent to you automatically
                                                                              No button
each year.


Contact us for advice on how to order these forms.


To print year-end forms select Reports from the Menu bar then click
Year-end Forms.


The following window only shows if you have more than one style of
year-end form in your report Library.




                                                                              This gives you the opportunity to reset history, absence and costing
                                                                              information without clearing employee year-to-date totals.



                                                                              The Drop-down Lists
                                                                              Here you should select a past year before which all entries are deleted.


                                                                              These options are useful if you are starting to run out of disk space and
                                                                              you want to make some more room.
The standard Print window then follows.
                                                                              Of course they will only take effect if you have been running the pro-
                                                                              gram for all those years.
                   Year-end Restart
                                                                              Once you press OK you will see a message telling you that the Year-
It would be inconvenient if, in order to start a new tax year, you had to
                                                                              end Restart has been completed.
re-enter all your employees in a new data file.


This section of the program does it automatically.        It resets all the   Yes button
current employees‟ pay data to zero whilst keeping their personal details     Choose this to perform a full year-end clear-down.
intact. It also clears the ex-employee file completely.

                                                                              Once you select Yes you are asked to confirm that you really want to
Remember to run a Month-end Summary for month 12 before the Year-             perform a Year-end Restart. Then you see this window:
end restart. This ensures that the records of anyone who left during the
month will not be carried forward into the new year.


Select Company from the Menu bar then click Year-end Restart.




12.2
Mamut Payroll                                     Year-end Procedures                                                     Chapter 12




If you choose Yes, you are told when the copy is complete. Then you
see:




                                                                              The Drop-down Lists
                                                                              Here you should select a past year before which all entries are deleted.


                                                                              These options are useful if you are starting to run out of disk space and
                                                                              you want to make some more room. Of course they will only take
                                                                              effect if you have been running the program for all those years.



                                                                              Cancel button
This allows you to set pay-rate totals and payment/deduction totals to
                                                                              It is still there so if you change your mind about running the restart you
zero so you start with a clean sheet next year.
                                                                              can still get out of it. But this really is your last chance.

                                  Note
                                                                              Change Tax Year
        This is merely setting to zero the accumulated totals of
        the past year. It is not zeroing the values: they are car-            Finally you are reminded that you need to install new tax rates before
        ried forward into the new payroll.                                    you run your next payroll:



Put a tick in the boxes of those things you want zeroed, or click a tick to
remove it from those things you do not want cleared.


Items with outstanding balances, such as Loans, Court Orders, etc, are
unticked and the balances are carried forward to the next year, auto-
                                                                                                             Reminder
matically.

                                                                                      If your Holiday Year is the same as the Tax Year, you
Then:
                                                                                      must reset your employee's holiday entitlement, ready
                                                                                      for the next year. See Reset Holidays button on page
                                                                                      14.2.




                                                                              end




                                                                                                                                                 12.3
13 Online Services




2

3

4

5

6

7

8


                     Chapter 13

                     In this Chapter:

                            Overview

                            Configure the Company for Online Services

                            Configure Year-end and In-year Movements

                            In-year Movements - Starters

                            In-year Movements - Leavers

                            Send Online (including WNU)

                            Year-end Online Filing




                                Online Services
Mamut Payroll                                         Online Services                                            Chapter 13
Overview                                                                 Summary of Steps required for filing In-Year
                                                                         Movements
The Online Services part of the program enables you to send your year-
end information, and P45 and P46 details, known as In-Year Move-               1.      Register with HMRC for Online Filing
ments, to HMRC electronically, without the need for paper or magnetic
                                                                               2.      Configure Online Services using the ID and Password sup-
media.                                                                                 plied by HMRC
To do this you must first register for Online Services with HMRC, who
                                                                               3.      Tick the Enable In-Year Movements box in the configura-
will provide you with registration details.                                            tion section

                                                                               4.      Send P45 and P46 records as required
Set up the Company for Online
Services
At the Menu bar select:
                                                                         Configure (Online Services)
                                                                         This sets up the connection between your computer system and the
                  Company/Alter Company Details                          HMRC online gateway.
and select the Tax tab card. In the Year-end Returns frame:              At the Menu bar select:
                                                                                              File/Online Services/Configure



enter your Unique ID.

Check that the information contained in the Tax frame is correct.




Summary of Steps required for Year-end Online
Filing
      1.    Register with HMRC for Online Filing

      2.    Configure Online Services using the ID and Password sup-
            plied by HMRC                                                The fields:

                                                                                      Forename
To make a year-end submission select:
                                                                                      Surname
                                                                                      e-mail Address
                          Year-end/ Online Filing
                                                                                      ID
                                                                                      Password
                                                                                      Sender Status
                                                                                      Role

                                                                         need to be completed. You will not be able to make your submission
                                                                         otherwise.




                                                                                                                                       13.1
Mamut Payroll                                         Online Services                                              Chapter 13
e-mail Address                                                            P45 Starter
Enter the e-mail address for the Contact. Unless you tell them other-
wise, this is the way HMRC will get in touch with you if they have a
query.


ID

Enter the ID issued by HMRC when you registered for Online Services.


Password

Enter the password issued by HMRC when you registered for Online
Services.


                                                                          When you enter details for the new employee, you must make sure that
Role
                                                                          the following fields are completed:
Choose Principal if you are making the submission on your own ac-                    Name
count.                                                                               Address
                                                                                     Birth date
Choose Intermediary if you are submitting for someone else. You                      Started date
                                                                                     Tax code
would choose this, for example, if you were a payroll bureau making
                                                                          Then click the SendP45/P46 button:
the submission on behalf of a client.


Sender Status

Select the appropriate title from the drop-down. The choices are:




Enable In-Year Movements

Tick this box to submit P45 and P46 details electronically during the
year.



In-Year Movements - Starters

Overview                                                                  Check that the P45 Part 3 option is active.

This section of the program allows you to send the P45 Part 3, or a P46
for a new starter to HMRC electronically.




13.2
Mamut Payroll                                            Online Services                                             Chapter 13
In order to have a successful transmission the following details have to   P46 Starter
be completed:

            Previous PAYE Office No.
            Ref No.
            Date Left Previous Employment
            Previous Employment Tax Code
            Last Paid - if Tax Code is cumulative (ie not
             week1/month1)
            No. - if Tax Code is cumulative (ie not week1/month1)

Send It Later button
When you click this, the employee's P45 Part 3 information is stored in
the system, ready to be transmitted when required.

                                                                           When you enter details on the new employee's Tax/NI tab card, you
You do this by selecting:
                                                                           must make sure that the following fields are completed:
                                                                                       Name
                         File/Online Services/Send
                                                                                       Address
at the Menu bar. See page 13.10 for further details of what happens if                 Birth date
                                                                                       Started date
the submission fails.
                                                                                       Tax code
                                                                           Then click the Send P45/P46 button and choose the P46 Option:
Select this option if you have several In-year Movements that can be
sent at the same time.



Send It Now button
Click this button and the program attempts to connect to the HMRC
Gateway and to send the information.


After a successful transmission, you see this message:




See page 13.10 for further details of what happens if the submission       Choose the statement that applies to the new employee.
fails.
                                                                           The Tax Code in the employee's details is changed automatically to
After a successful transmission, the Send P45/P46 box is greyed out        match the statement you choose.
and the employee's record is marked so that the details cannot be sent
again.
                                                                           Student Loans box
                                                                           Tick this box, if necessary, if a Student Loan is to be deducted.




                                                                                                                                               13.3
Mamut Payroll                                             Online Services                                        Chapter 13
Normally this will be ticked automatically if you set up a Student Loan
                                                                          In-year Movements - Leavers
on the Tax/NI tab card of the employee's details.

                                                                          Overview
If you forgot to set it up there, you can tick the box here.
                                                                          This section of the program allows you to send the P45 for an employee
                                                                          who has left, to HMRC electronically.
This will be recorded in the employee's details so that a Student Loan
deduction will be made in the next payroll.
                                                                          P45 Leaver
                                                                          At the Menu bar, select the employee to be made a leaver in the usual
Send It Later button
                                                                          way:
When you click this, the employee's P46 information is stored in the
system, ready to be transmitted when required.                                             Employee/P45 Routines/Issue P45


You do this by selecting:


                         File/Online Services/Send

at the Menu bar. See page 13.10 for further details of what happens if
the submission fails.

Select this option if you have several In-year Movements that can be
sent at the same time.



Send It Now button
Click this button and the program attempts to connect to the HMRC
Gateway and to send the information.
                                                                          Then click OK:
After a successful transmission, you see this message:




See page 13.10 for further details of what happens if the submission
fails.


After a successful transmission, the Send P45/P46 box is greyed out
                                                                          When you click OK at this screen you have the options:
and the employee's record is marked so that the details cannot be sent
again.




13.4
Mamut Payroll                                            Online Services                                           Chapter 13
Send It Now button                                                        Don't Send It button
Click this button and the program attempts to connect to the HMRC         Click this and you will not be able to send the P45 from the Send
                                                                          option but it can be batch printed.
Gateway and to send the information.


After a successful transmission, you see this message:                    Send (Online Services)
                                                                          This option sends the information you have already prepared, to HMRC
                                                                          electronically.


                                                                          At the Menu bar select:


                                                                                                File/Online Services/Send


See page 13.10 for further details of what happens if the submission
fails.


After a successful transmission, the Send P45/P46 box is greyed out
and the employee's record is marked so that the details cannot be sent
again.


                                  Note

         If you are using
                 Employee/P45 Routines/Print Batch P45’s
         to issue the P45, Send It Now is not available.                  Here you see a list of pending transfers that you set up by clicking the
                                                                          Send Later button in In-year Movements.
         P45s are stored in the system and must be sent using
                         File/Online Services/Send
         from the Menu bar.                                               Configure button
                                                                          This brings up the IROS Configuration screen that you see when you
                                                                          select File/Online Services/Configure at the Menu bar.

Send It Later button
                                                                          View Log button
When you click this, the employee's P45 Part 1 information is stored in
the system, ready to be transmitted when required.


You do this by selecting:


                         File/Online Services/Send

at the Menu bar. See page 13.10 for further details of what happens if
the submission fails.


Select this option if you have several In-year Movements that can be
sent at the same time.




                                                                                                                                         13.5
Mamut Payroll                                          Online Services                                              Chapter 13
This shows a log of the activities between your system and the HMRC
                                                                                        Year-end Online Filing
Gateway. It tells you what was sent and whether errors occurred.


The latest entry is at the top of the list.
                                                                          Setting Up
                                                                          You must set up and configure the Company for Online Services as
You can clear all entries in the log by clicking the Clear Log button.    described at the start of this Chapter.


WNU (Works Number Update) button                                          Running Online Filing
A Works Number Update sends the HMRC information about the
                                                                          Select: Reports/Year-end Online Filing at the Menu bar.
employee prior to the In-year Movements. The information sent is:

              Title                                                                                          Note
              Name
              Surname                                                             In order for this procedure to run successfully, you must
              National Insurance Number                                           be using the same PAYE Reference and District Number
              Works Number (Employee Code)                                        as you gave to the Revenue when you registered for
                                                                                  Online Services.
It is not essential to send a Works Number Update until the company is
ready to send the In Year Movements online.
                                                                          The program generates and checks the year-end data. If all is well, it
It is a good way of checking the employees‟ data is correct and the       compiles a Company Report, showing the totals of Tax, NI, Statutory
connection for online filing is working properly.                         Payments, etc that are to appear on the end-of-year submission.


                                                                          If instead, discrepancies are found, a report listing them is produced and
Send button
                                                                          the Online Filing action is stopped.
This opens the connection to the HMRC Gateway and once a connec-
tion is established the information is transferred.
                                                                          If this happens, you need to make the necessary adjustments to your
The information sent is that displayed on the screen, for those employ-   records and re-run the Online Filing routine.
ees whose Send box is ticked.

                                                                          We advise you to print the Company Report, rather than just preview it,
                                                                          as it shows the totals of the details that are to be sent to HMRC.


                                                                          You should make sure they are correct before you submit them.


                                                                          The screen that follows has a number of tab cards that need your atten-
                                                                          tion:




13.6
Mamut Payroll                                          Online Services                                                 Chapter 13
Sender Details Tab Card                                                      Choose Intermediary if you are submitting for someone else. You
                                                                             would choose this, for example, if you were a payroll bureau making
                                                                             the submission on behalf of a client.


                                                                             Sender Status

                                                                             Select the appropriate title from the drop-down. The choices are:




                                                                             Password

                                                                             Enter the password issued by HMRC when you registered for Online
The details you see here are the ones you entered when you configured        Services.
Online Services (see page 13.1).
                                                                             Show Password
Make sure all the details in all the fields are completed. You will not be
                                                                             Tick this box if you want to see the password you are entering. Since it
able to make your submission otherwise.
                                                                             is a mixture of upper and lower case it is helpful to see if you mistype
                                                                             something.
Contact Name

Enter the name of the person concerned. This must be in the format:          Use Default Gateway Location
title forename surname or forename surname, separated by spaces.
                                                                             This allows you to override the location that a Normal submission is
                                                                             sent to. The purpose is to ensure there is a way to redirect the submis-
                              Example                                        sion if the Government Gateway fails or if it is moved at short notice.


         Mr Smith or Frederick George Smith
         is not acceptable.                                                  Checklist/Declarations Tab Card
         Mr Frederick Smith or Frederick Smith
         is the correct format.



E-mail Address

Enter the e-mail address for the Contact. Unless you tell them other-
wise, this is the way HMRC will contact you if they have a query.


ID

Enter the ID issued by HMRC when you registered for Online Services.


Role
                                                                             This tab card acts as both a checklist of things you have done and a
Choose Principal if you are making the submission on your own ac-            declaration that what you are saying is correct.
count.
                                                                             Tick the boxes appropriate to your submission. A tick in a box means
                                                                             Yes.


                                                                                                                                              13.7
Mamut Payroll                                          Online Services                                               Chapter 13
Revenue Details Tab Card                                                   Use Default Gateway Location

This is the most important tab card and is the one shown first.            This allows you to override the location that a Normal submission is
                                                                           sent to. The purpose is to ensure there is a way to redirect the submis-
                                                                           sion if the Government Gateway fails or if it is moved at short notice.


                                                                           Whole Submission

                                                                           Tick this button if you are submitting both P35 and P14 data.


                                                                                                            Note


                                                                               HMRC recommend that you perform Whole Submissions
                                                                               whenever possible.


                                                                               Whole Submissions are simpler and are less likely to have

Amount already paid to HMRC                                                    problems.

This figure is the sum of the payments you have made to HMRC for
each month during the year. The value is calculated and saved during       P14 Only Submission
the month-end processing routine after the Month-end Summary has
                                                                           Tick this button if you are submitting just P14 Data.
been printed.

                                                                                                            Note
It is therefore important that the month-end processing is performed for
each month during the year before submitting your year-end return.
                                                                              The program does not have a P35 Only Submission option. You
To check or amend these values click the P35 Details button in the            will find more information on how to do this on HMRC Online
                                                                              Service web site at:
Company Details screen.
                                                                                                www.hmrc.gov.uk/employers

Ceased Trading? and Date

This for a company that stops trading and needs to make a return before
the year end in April.


Submission Type

You can choose between Normal, File Only and Test Only.


      File Only produces an XML output file, without submitting it to
      the Government Gateway.       This is primarily a support/testing
      function, for use when there are problems.


      Normal is the default setting and is the one to use to send your
      submission to the Revenue.


      Test Only allows you to make a test submission to the live site.




13.8
Mamut Payroll                                            Online Services                                              Chapter 13
Alter Totals button                                                        CIS Deductions Suffered

When you click this you are able to enter or overwrite the totals that     You should make an entry in this field if you had CIS deductions and
have been accumulating during the year:                                    this subsequently reduced the amount payable to HMRC.


                                                                           Total Tax and NIC already paid

                                                                           Enter here the amount you have paid over to HMRC during the year.


                                                                           The figure should be taken from your P30 payslip book and should
                                                                           equate to total tax plus total national insurance, plus total student loans,
                                                                           less total tax credit paid less any national insurance compensation
                                                                           and/or national insurance recovered.


                                                                           The total figures can be obtained from the report produced prior to the
                                                                           Online Filing module being called.


                                                                           Any difference in the totals between the P30 payments and that pro-
Total Statutory funding received from HMRC                                 duced in the report is the amount owing/overpaid to the Revenue and it
                                                                           will be included in the submission.
If you have received money from HMRC to fund the payment of any
Statutory Payments to employees, enter the total here.
                                                                           Submit Document button
Total received from HMRC to refund Tax                                     You must already be connected to the Internet before you press this
If you have received money from HMRC for the refund of tax to em-          button. Pressing it brings up the following screen:.
ployees, enter the total here.


Total Tax Credit funding received from HMRC

If you have received money from HMRC to fund the payment of tax
credits to employees, enter the total here.


Incentive Payment Received
This is what you claim, as a small employer, for filing year-end returns
electronically.

If you received the incentive payment by cheque no entry should be
made in this field.


Only make an entry if you deducted the incentive payment from one of
your monthly payments to HMRC.


Deductions made from Subcontractors

If you made any deductions from subcontractors and this subsequently       Here you have a chance to review and to print the information before it
increased the amount due to HMRC, you should make an entry here.           is sent, or to Cancel the Submission.


                                                                           Click the Accept button to send.


                                                                                                                                              13.9
Mamut Payroll                                           Online Services                                              Chapter 13
Once the document has been sent, the program waits for a time (deter-
                                                                                                            Note
mined by the Government Gateway) and analyses the Result document
they supply.
                                                                                   Only companies with the same Tax Reference Number
                                                                                   can be combined in one submission.
What happens if a Submission fails


                                                                            If you have set up a company with one PAYE reference/district number
                                                                            as several different companies on the payroll system; you need to do a
                                                                            Combined Submission. Please note, you cannot combine companies
                                                                            with different PAYE reference/district numbers.
This message is an indication that either the Government Gateway is
temporarily not available or that you are not connected to the internet.    There are two stages to this; preparing the combined submission and
                                                                            then sending the combined submission.
If your internet connection is OK, you should try to submit again, later.
                                                                            To prepare a Combined Submission:
If any errors in the data are found you see a message followed by a
screen listing all the errors found.                                        From within the first company you want to include in the combined
                                                                            submission, select Online Filing/Prepare Combined Submission from

Errors need to be corrected in the company data and/or employee de-         the Year-end menu.

tails and another submission made from scratch, from the program's
Menu bar.


If the submission is successful a message to that effect is displayed and
no further action is needed.


You are then asked if you want to delete the temporary file used for the
submission.


We advise you to delete this file for security reasons as it contains
payroll details in a readable form.                                         The year end submission will be created for the current company,
                                                                            including a discrepancy check and the Totals on the End of Year Sub-
                                                                            mission report. Remember this report will show totals for the current
                                   Note
                                                                            company only at this stage.

        HMRC will not accept submissions before 6 April.
                                                                            A message is then displayed on screen:
        If you are not running Windows 2000 or Windows XP
        you must use Internet Explorer version 5.5 with Service
        Pack 2 or above.
        This can be downloaded at:
             www.microsoft.com/windows/ie/default.asp




                                                                            Click Yes on this message and the Select Company screen will appear,
Combined Submissions
                                                                            allowing you to select the next company to prepare for submission.
Here you are able to link information about different companies to-
gether and make one submission.


13.10
Mamut Payroll                                         Online Services                                               Chapter 13
Once you have prepared all the companies you need to combine you          Click the Continue button to open the Combined Totals screen. The
should click No when the above message appears and you will see a         totals from each company selected on the Select Company screen will
new message stating:                                                      be combined and displayed on this screen.




Click Yes to send the submission now or No to send it later:


If you decide to send the submission at a later date, please remember
the deadline for submitting P14s/P35 is the 19th May. You can send the
combined submission at any time by going to Year-end/Online Fil-
ing/Send Combined Submission.
                                                                          You should check that the totals on this screen are correct before con-
                                                                          tinuing.
Sending a Combined Submission:
Clicking Yes to the previous message will bring up the same screen as     Click Continue to close this screen and return to Online Filing. If you
going to Year-end/Online Filing/Send Combined Submission:                 have attempted to combine any companies with different PAYE refer-
                                                                          ence/district numbers the system will tell you at this point.


                                                                          The Online Filing screen will open on the Checklist/Declaration tab
                                                                          card:




All of your companies are listed on this screen. Those that have a year
end submission created will have the Available to Send column ticked.

                                                                          Tick the relevant boxes and click Next to move to the Revenue Details
Click the tick box in the Include column next to each payroll company
                                                                          tab card.
to be included in this combined submission. You should only combine
those with a matching PAYE reference/district number.




                                                                                                                                          13.11
Mamut Payroll                                       Online Services      Chapter 13




On the Revenue Details tab card, the Amount already paid to HMRC
field should display the same value as the Amount Paid to HMRC field
on the Combined Totals screen.


Complete any other boxes you need to – for a full explanation of this
screen please see the steps for a single company submission above.
When you are ready, click on Submit Document.


You will then see the Submission Details screen, giving a summary of
the data that will be submitted.


Click Cancel Submission if you are not sure it is correct. If you are
happy with the figures click Accept.


When the submission has completed successfully, you will see a suc-
cessful submission message onscreen.


Click OK on the message, and you will again see a Submission Details
screen; this time a summary of data that has been submitted. Click
Print if you would like to keep a hard copy of this information; click
Close to complete the submission.


       endzz




13.12
14 Absence




2

3

4

5

6

7

8


             Chapter 14

             In this Chapter:

                    Holiday Set-up

                    Giving an Employee some Holiday

                    Paying Holiday Pay

                    Absence

                    Reminders

                    Statutory Payments




             Holidays & Absence
end
Mamut Payroll                                     Holidays & Absence                                            Chapter 14
Overview                                                                 and choose the units from the drop-down list box in the right-hand
                                                                         field.
This Chapter describes the program‟s methods of dealing with
holidays and the way in which the Absence Module tracks employee         You will have noticed another option in the drop-down list box; the
attendance and eases the handling of Statutory Payments.                 one that says Accrual. You should choose this if you wish to base
                                                                         you company‟s holidays on accrual rather than allocation.

                    Holiday Set-up                                       If you choose this option only one field on this tab card remains, one

On first using the program you have to set up the way in which it        telling you that:

will deal with holidays.                                                                 Default Holiday Allowance is Accrual

The information you enter in this section acts as a template for every   You should go to the next tab card: Accrual Rate.

new employee you enter in future. A new employee‟s holiday enti-
tlement will be, if you do not change it later, whatever you put in      At a Rate of
here.
                                                                         Enter the rate in pounds (£). If you have completed the above fields
                                                                         the first line of text will already show the units you chose.
The program can do it in two ways, either by allocation or by ac-
crual. Whatever you decide here only determines what applies to a
new employee when personal details are first entered.                    Accrual Rate Tab Card

For any employee you can change from one method to the other at
any time - it does not have to be the one set as the company default.


To set up holidays for the company, select Company from the menu
bar and click on Holiday Set-up. This brings up a screen with two
tab cards and one useful button:



Default Allowance Tab card



                                                                         This is where you set up your company‟s holiday template if an
                                                                         employee‟s holiday is to be based on accrual, rather than allocation.


                                                                         Here we set up the default rate and what elements of pay the accrual
                                                                         is to be based on. Although each employee may have a different
                                                                         accrual rate the elements on which it is based must be set here, at
                                                                         company level.



                                                                         Accrual rate is
Default Holiday Allowance is                                             Look first at the drop-down list box in the right-hand field. The
                                                                         options are either % or x. This means that your accrual can either
An employee‟s holiday allowance can be a number of hours, days,
                                                                         be a percentage or a multiple of some element(s) of pay. Choose the
weeks or months. You must enter the number in the left-hand field



                                                                                                                                         14.1
Mamut Payroll                                     Holidays & Absence                                          Chapter 14
one you want. It will be set as the default for all new employees but
it can be changed in the individual‟s data.


The left-hand field is for the number - what percent or how many
times.
                                                                        Click No if you want to clear the holiday entitlement and start again.

                                 Tip
                                                                        Click Yes if you want to carry over the holiday entitlement.

         You can put a number less than one in the field. If
         you want a fraction of some pay element, enter, for            For accrual type holiday schemes, you have the option to reset the
         example, 0.25 for a quarter.                                   accrual amount to zero.




Of
Holiday pay can be accrued as a percentage (or multiple) of the
various elements of pay listed in the left-hand window. Tick the
ones you wish to be included.
                                                                                                       Note

Less Tax and Less NI                                                           Even if your Holiday Year ends at the same time as
                                                                               the Fiscal Year, you still have to reset the holiday en-
Tick these boxes if you wish the accrual to be a multiple of elements
                                                                               titlement by clicking this button.
with tax and/or NI deducted.



And Payments and Deductions
You can also include payments and deductions in your accrual
calculations. Tick the ones you want.



Reset Holidays button
At the end of every Holiday Year, you have to reset employees'
holiday entitlement


You do this by pressing this Reset Holidays button.




Click No to close the screen or Yes to continue resetting holidays:




14.2
Mamut Payroll                                        Holidays & Absence                                       Chapter 14
                                                                        Units Left - as the year progresses and the employee takes holiday,
        Giving an Employee some
                                                                        this figure will reduce to show the current balance outstanding. You
                 Holiday                                                can, however, change it at any time by overwriting it.

Holiday Entitlement                                                     1 Diary Day - One way of paying holiday pay is to mark in the

Each employee must be given a holiday entitlement, either as an         employee‟s absence diary the period over which they are to be on

allocation or as an accrual rate. This is done in the Salary tab card   holiday. In this field you must enter the number of units that go to

in the employee‟s data.                                                 make up one working day.


The Holiday Pay section of the Salary tab card will either be in the                                Example
form:

                                                                               If your units were Hours 1 Diary Day would be 8.00
                                                                               Hours for a five-day working week of 40 hours.
                                                                               If your units were Days 1 Diary Day would be 1.00
                                                                               Day.
                                                                               If your units were Weeks 1 Diary Day would be 0.20
                                                                               Day for a five-day working week.
                                                                               If your units were Months 1 Diary Day would be
                                                                               0.04 Day for a twenty-five day working month. (In
                                                                               reality using months is not really practicable, as they
or:                                                                            vary in length).




                                                                        Accrual
                                                                        The elements on which holiday pay is accrued is set up at company
                                                                        level and cannot be changed for an individual employee.


                                                                        In the Holiday Rate field you must enter the multiplier ((x) Ac-
depending on whether you chose to have Allocation or Accrual as         crual) or the percentage (% Accrual) by which the standard com-
the default setting.                                                    pany elements are to be multiplied.



Allocation                                                                                             Note

What you enter in the Holiday Rate field will depend on what you
                                                                               If you had specified, at company level, that accrued
choose in the drop-down list box next to it. You can choose holiday
                                                                               holiday pay was to be based on 5% of Basic Hours
units of hours, days, weeks or months and the Holiday Rate field               Pay you could change that percentage here, for this
specifies at what rate, in £ per unit, they are to be paid.                    particular employee only.
                                                                               If you had specified, at company level, that accrued
Choosing % Accrual or (x) Accrual as a holiday unit (Accrual is                holiday pay was to be based on 5x the Employee’s
                                                                               Pension Contributions you could change that mul-
not a holiday unit as such) changes the employee‟s holiday entitle-
                                                                               tiplier here, for this particular employee only.
ment method - see Accrual below.


Against Entitlement enter the number of units the employee is
entitled to.                                                                                        Warning

                                                                               Be careful about changing a % to a (x) or vice versa



                                                                                                                                     14.3
Mamut Payroll                                   Holidays & Absence                                             Chapter 14
       here: you will need to change the Holiday Rate to an            If you change the Period Advance by and increase it by say, 2, the
       appropriate figure as well.                                     employee‟s tax and National Insurance will be spread over two extra
                                                                       periods, that is, the length of the holiday.


The Accrued field shows the current balance outstanding as the year    The employee will not then appear in another payroll run until the
progresses and the employee takes holiday. You can change it at any    holiday is over.
time by overwriting it.

                                                                       Holidays at Payroll Run Time
                  Paying Holiday Pay                                   With the employee‟s details on the screen at payroll run time, click-
                                                                       ing the Holiday button brings up the same Holiday window.
You can set up an entry in the employee‟s absence diary that will
automatically tell you, at the appropriate payroll run time, that
holiday is due.                                                        Holiday Details
                                                                       This gives you information about the employee‟s holiday entitle-
Or you can leave it until the payroll run before the employee is due
                                                                       ment. It tells you the Entitlement, how much has been Taken and
to go on holiday and do it then.
                                                                       how much is still Available.


Using the Absence Diary                                                These figures are shown for information only and you cannot alter
                                                                       them.
If you know when an employee is due to go on holiday you can
make an entry in the employee‟s diary (see Absence on page 14.5
and Using the Diary for Holidays on page 14.8). At the appropri-       This Payroll
ate payroll run time, the Holiday button in the employee's Payroll     In the first box you enter the amount of holiday the employee is to
Details window appears Bold.                                           be paid for. The value is shown in the box below. It is there for
                                                                       information only and cannot be changed. How much employees are
                                                                       paid for holidays is defined in their data.


                                                                       You may pay someone holiday pay over and above their outstanding
                                                                       entitlement shown in Holiday Details by entering it in the ….. to
                                                                       Take field.


When you click it, the details shown are based on the period of
holiday you entered in the diary.




                                                                       But you will have to confirm what you are doing, just to make sure it
                                                                       is not a mistake.



                                                                       Period
                                                                       If you are paying holiday in advance it is wrong to allocate all the
Normally you would accept what is shown by clicking OK but you
                                                                       pay to one NI period. For every pay period of holiday taken you
may change the Days to Take and the Period Advance by here if
                                                                       must advance the period number by 1.
you wish.


14.4
Mamut Payroll                                       Holidays & Absence                                            Chapter 14
It also stops employees appearing in subsequent payroll runs when
they are on holiday.


Click OK and the Period section on the Payroll Details window
will show that the pay period number has been advanced.




                           Absence

Introduction
The program provides a diary for each of your employees. This
                                                                            For the moment, just note the features:
diary is a convenient way of dealing with SSP and holidays. It
serves as an attendance record as well as reminding you to do things
                                                                                       There are twelve tab cards: one for each month
at the appropriate time.
                                                                                       You can change the year in the drop-down list box, bot-
            All SSP rules are handled, including linked periods and                    tom-left
             automatic cut-offs after the maximum entitlement has
                                                                                       You can view the diary a month at a time or a year at a
             been reached.
                                                                                        time by using the drop-down list box above

            You can record information of other items such as train-                  The standard categories of things that go in the diary
             ing courses etc.                                                           are listed under Diary Entries


            You can enter details of holidays to be processed at           And see how things work:

             payroll run time.
                                                                                       Drag-and-drop a Diary Entry into the diary. For the
                                                                                        moment, do it only with Sick - Full Day and Sick -
            You can set reminders to appear when you first enter
                                                                                        Half Day - we will come to the others later
             the system. For example, to remind you to issue a P45
             to an employee on a certain date.                                         Move it about by clicking and holding the mouse button
                                                                                        down, and dragging it around the diary
            You can set a reminder to appear on an employee‟s
             screen during a payroll run. For example, to say some-                    Stretch or contract the entry by dragging one end of the

             thing like "Remember to pay Arnold‟s Long Service                          bar (not Automatic Action or Reminders)

             Award".
                                                                                       Delete the entry by placing the cursor over it and press-
                                                                                        ing the [DEL] key
            You can set a fully automatic action starting on a cer-
             tain date that will change an employee‟s data.                            Double-click a blank date to open the Absence Entry
                                                                                        form and select the category you require from the Desc
Before going into details about how to set up the diary for your                        drop-down
particular company it is better to have a quick look at the diary itself.
                                                                                       After you have finished your tour of inspection delete
                                                                                        any entries you have made and click Cancel.
On the Menu bar choose Employee followed by Absence Diary.
Then choose an employee; it does not matter which one.




                                                                                                                                         14.5
Mamut Payroll                                    Holidays & Absence                                           Chapter 14
Setting up the Diary                                                    Adding a Category
This section helps you to add new categories of diary entry to the      If these standard categories cover everything you want you can click
standard ones already there.                                            Cancel and leave things as they are. But if you have ideas about
                                                                        things that are not covered you can add a new category by clicking
From the Menu bar select Extensions / Absence / Set-up.                 the Add button:




Nine standard categories of diary entry are already set up. They are:   The new category can be one of four types:

            Sick - Full Day
                                                                        Diary Entry Only
            Sick - Part Day
                                                                        This type appears in the diary and can be reported on, but there is no
            Withhold SSP                                                associated message and no associated action.
            Statutory Leave
                                                                        You can use this to log an employee‟s attendance at the doctor‟s or at
            Holiday
                                                                        Granny‟s funeral.
            Automatic Action (Action)

            Login Reminder (Log In)                                     Log-in Reminder
            Payroll Reminder (Payroll Run)                              This appears as a reminder when you log on to the program. The
            General Notes (Note)                                        text you entered becomes the title of the message.


                                                                        Payroll Run Reminder

                                                                        This appears as a reminder when you run the payroll. Again, the text
                                                                        you entered becomes the title of the message.


                                                                        Automatic Action

                                                                        This starts off an automatic action, like changing someone‟s tax
                                                                        code.


                                                                        To add an entry you must choose a title for it, select a type and press
                                                                        OK.




14.6
Mamut Payroll                                     Holidays & Absence                                          Chapter 14
Re-naming a Diary Entry
You may re-name any of the (non-system) diary entries that you
have created.




                                                                        Click a point on the spectrum to define the colour you want then
                                                                        adjust the slider to the right to determine the brightness. Then click
                                                                        the Add to Custom Colours button.


                                                                        Now you can click this new colour, followed by OK and it will
Double-click on the entry you wish to re-name and type in the new       become the new colour for the entry you selected.
text.


The text in brackets after the name of the entry is not part of the     Using the Diary for SSP
entry itself. It is merely an indication of the type and disappears     The diary is set up and configured through Extensions / Absence /
after the first click.                                                  Set-up but it is used, for individual employees, through Employee /
                                                                        Absence Diary on the Menu bar.

Changing the Colours
                                                                        The simplest way to work out an employee‟s eligibility for SSP is
You may use the Foreground and Background buttons (see figure           just to place an entry, Sick - Full Day, in the diary indicating when
on the previous page) to change the colours of the diary display.       the employee was sick.


Highlight one of the diary entries and click either of the buttons to
bring up a colour palette:




                                                                        Then the program works out how much SSP is due and puts it in the
                                                                        employee‟s data. At the next payroll run the amount of SSP to be
                                                                        paid is displayed.
You may then choose a colour and click OK or make up one of your
own by clicking the Define Custom Colors>> button.



                                                                                                                                     14.7
Mamut Payroll                                   Holidays & Absence                                           Chapter 14
                                                                      Using the Diary for Holidays
                                                                      If you place a Holiday entry in an employee‟s diary for some time in
                                                                      the future it will sit there, doing nothing, until the time arrives.
                                                                      Then, in the appropriate payroll run, the program will pay holiday
If you have set up an SSP Contra in the payments/deductions, when     pay to the employee, according to what is entitled and what has been
you run the payroll you will find that the amount of SSP paid has     set up in the data.
been deducted leaving the pay untouched and there is nothing more
for you to do.                                                        As you drag a Holiday entry onto the diary page an Absence Entry
                                                                      dialog box appears showing the following fields:
The amount of SSP due to be paid is also displayed in the bottom-
left-hand corner of the diary window:




                                 Tip

        If the window shows that the employee is not due
        SSP when you expected it, it could be because there
        is no history of gross pay in the employee‟s record.
        You can enter previous gross pay by hand when, for
        example, you are starting the program in mid year.            Desc
        Look at page 6.17 for further details.
                                                                      This shows Holiday, since that is what you dragged onto the diary.
                                                                      You could change it by selecting one of the other categories from the
If, for any reason, you need to withhold payment of SSP from an       drop-down list box, but unless you made a mistake to begin with,
employee drag the Withhold SSP entry into position on the diary.      leave this as it is.
This ensures that any SSP due to be paid for the period covered is
withheld, but ready to be paid out later.
                                                                      Period From
The Diary and Statutory Payments                                      This denotes the start of the holiday. You can change it, either by
You cannot use the diary in a simple way for other Statutory Pay-     typing in a new date or by using the calendar. As you change it, the
ments as you can for SSP but the program does make a diary entry      start of the holiday bar in the diary is re-positioned to reflect the
each time some is paid. For full details of how to deal with Statu-   change.
tory Payments, see page 14.12.

                                                                      Period To
                                                                      This denotes the last day of the holiday. You can change it, either by
                                                                      typing in a new date or by using the calendar. As you change it, the
                                                                      holiday bar in the diary stretches to reflect the change.



                                                                      Notes
                                                                      This is a free-text field for any jottings you may wish to add.




14.8
Mamut Payroll                                       Holidays & Absence                                         Chapter 14
Period Details - Duration                                                Making a Diary Entry Only
Left to itself this window will show the total number of days cov-       Open up an employee‟s diary and drag the entry you want onto the
ered by the holiday bar. If you do not wish the employee to be paid      appropriate day.
for days not worked (like Saturday and Sunday) subtract the number
of these from the total and enter the new number.                        General Notes is an example of this type of entry:


This way the holiday bar remains but the number of days paid is
reduced.



Period Details - ‘Period’
Period, above, shows either as Week or Month, depending on how
the employee is paid.


The figure in the field is the pay period in which the holiday will
be paid and you may change it if you wish. If you choose a period
for which the payroll has already been run, the holiday will not
(ever) be paid.                                                          It gives you the opportunity to check that the date is correct and to
                                                                         change it if it is not. And in the Notes field you can add a pertinent
                                                                         note.
Tax Year
Be sure to change this if the employee‟s proposed holiday is after the   Click OK and the entry remains as an appropriately coloured bar on
end of the current tax year.                                             the diary page. If, at any time, you wish to see or change what the
                                                                         note says, double-click it and the window re-appears.

                                Note
                                                                         If you have more than one entry in a day, double-clicking brings up
                                                                         a window like:
        Normally, when you enter holidays in the diary you
        should flag them to be paid in the last payroll run
        BEFORE the employee goes on holiday NOT when
        they are already on holiday.



Holidays are dealt with in more detail at the start of this Chapter.




                                                                         so that you can see or change the notes for each entry.




                                                                                                                                      14.9
Mamut Payroll                                     Holidays & Absence                                           Chapter 14
Adding an Automatic Action                                              Automating the Leaving Process
An Automatic Action can apply to an employee only, so at the            The Leaving action allows you to record the date of leaving for an
employee‟s diary drag an Automatic Action onto a day (any day will      employee and at payroll run-time it calculates how much salary is
do).                                                                    due, even if the leaving date is in the middle of a month.



                                                                                                        Note

                                                                                  This process is applicable only to employees who are
                                                                                  paid monthly and receive a Salary. If someone is
                                                                                  paid part by salary and part by some other means,
                                                                                  only the salary element will be automated.



                                                                        It calculates a part payment in the same way that it does for a Starter
                                                                        (see page 3.5)


Select the category on which the action is to be taken. The available
categories can be seen in the drop-down list box beneath Action
Details.


You will see various options in the next drop-down list box and you
must choose one of those.


Then in the right-hand box, enter the value of the action.


Next you must specify a date from which the action is to take place.
                                                                        Period From
In the Period section choose the required From date. Then click
OK.                                                                     Select or type in the Period From. This is the date the employee is
                                                                        due to leave.


                                                                        Action Details

                                                                        Select Leaving from the drop-down menu on the left. The other two
                                                                        boxes are automatically filled in with „Month No‟ and the number
                                                                        itself.



                                                                        Deleting a Diary Entry
                                                                        Place the cursor over the entry and right-click. Then select Delete
                                                                        and click Yes when you are asked to confirm the deletion.



                                                                        Using the Yearly View




14.10
Mamut Payroll                                        Holidays & Absence                                    Chapter 14
If you choose 'Yearly' from the Monthly/Yearly drop down on the
first screen, the Diary changes to look like this:




                                                                      Click the Add button to add a new reminder:




Year

Shows which year you are viewing the diary for. Click on the arrows
to select different years.


View Diary Type


This allows you to select which Absence Categories you would like
to see.

                                                                      The field Desc shows Login Reminder by default. If you click the
Close                                                                 little down arrow at the end you have the choice of the default re-
                                                                      minders (Automatic Action, Login Reminder and Payroll Re-
Will take you back to the Monthly view.
                                                                      minder) plus any you set up yourself (see Adding a Category on
                                                                      page 14.6).

                                                                      You can to add a new reminder here by simply overwriting the Desc
                         Reminders                                    field.

Reminders are messages that appear either when you log in or at
payroll run time, to remind you to do something. They can be either   You can then also change its Diary Type:

for specific employees or for the company as a whole.



Adding a New Reminder
At the Menu bar select Extensions / Absence / Reminders.




                                                                      You can choose either a Login Reminder or a Payroll Run Re-
                                                                      minder by clicking the appropriate button.

                                                                                                                              14.11
Mamut Payroll                                     Holidays & Absence                                           Chapter 14
Click OK then it is only necessary to specify a From date. As            Turn Off - click this button to turn off the reminder so that it does
before, select an employee if you want it to apply to just one person,   not appear again but keep it there in case you need to use it again in
and write a note in the Notes field that will be displayed with the      future.
reminder.
                                                                         Delete - this button removes the reminder from the list.
                                Tip
                                                                         Finish - leaves the reminder active for the next time round.
       A Reminder can be added by dragging-and-dropping
       it into the employee's Absence Diary                              At this time you have the chance to change the From date and the
                                                                         Notes for future use, but not the type of reminder.




All Reminders
As you click OK a list of all the reminders you have set up is shown.




You now have the chance to Add another or to Delete or Edit
(change) the ones that are there.

Right-click a highlighted reminder and a pop-up menu gives you the
option to Edit, Delete. Turn Off or Add a new one.


When a Reminder Appears




When a reminder appears you have a number of options:




14.12
Mamut Payroll                                      Holidays & Absence                                             Chapter 14
                                                                           You can click on the Show Pay tab card for details of the relevant
               Statutory Payments
                                                                           eight weeks earnings used in the calculation of the average gross
The program‟s method of determining an employee‟s eligibility for          pay.
SMP, SPP or SAP, and then making the payments, is completely
automatic.                                                                 Click the SMP tab card to return to the main SMP details or OK to
                                                                           finish the SMP section.
When an employee tells you they are about to qualify for a payment,
and gives you an expected date, you can start the process.                 Clicking the      button shows a message advising you to check the
                                                                           Show Pay tab card:
SSP is handled differently, by entering a period of absence in the
employee's Absence Diary. Again, the processes of determining
eligibility and making payments are completely automatic. See
Using the Diary for SSP on page 14.7.



Eligibility for Statutory Maternity Pay
At the menu bar select Employee/Statutory Payments. When you
have chosen the employee you see the window:
                                                                           Employed for more than 26 weeks?

                                                                           If this is not ticked the employee will not qualify for SMP. The
                                                                           program checks the employee‟s start date and puts a tick here auto-
                                                                           matically if the employee qualifies.


                                                                           First pay day to have SMP

                                                                           If the employee gives you a date she plans to start her maternity
                                                                           leave enter it here. Otherwise enter the same date as for the ex-
                                                                           pected week of childbirth.


                                                                           You will not be reminded. Payments start when the Payroll Date is
                                                                           on or after the first day on which SMP is due.


                                                                           No of Weeks SMP
Expected week of Childbirth
                                                                           If the employee wishes to receive her full entitlement of SMP leave
Enter the date of the Sunday of the start of the expected week of
                                                                           this figure as it is. If she wishes to come back to work before receiv-
childbirth. If the date you enter is not a Sunday, the program will
                                                                           ing her full entitlement, you may reduce the number of weeks ac-
tell you so and then will give you the option to change.
                                                                           cordingly.


Average gross pay                                                          You cannot increase them.

The employee‟s average gross pay during the qualifying period is
shown here. If you are starting the program mid-year, you can enter        Employee is entitled to SMP at the following rates
a figure to force eligibility, rather than entering a gross pay history,
                                                                           The lower part of the window shows how much SMP has been
week by week.
                                                                           calculated and when it can be taken. It also shows the date of the
                                                                           Sunday that begins the Qualifying Week.



                                                                                                                                       14.13
Mamut Payroll                                      Holidays & Absence                                       Chapter 14
Employee does not Qualify                                              So, during a monthly payroll run you see the following:

If, at this stage, the employee still does not qualify for SMP when
you think she ought, it may be worth looking at her history of gross
pay.


If you have not altered her Average gross pay and it reads 0.00 it
means there is no record of gross pay in the qualifying weeks.


If you click the Show Pay tab card you will see what gross pay there
is on the employee‟s records for the qualifying weeks.


If the qualifying weeks show zero pay when you know the employee
really did earn money during that period it is probably because you
                                                                       You can change the number of weeks paid to manually extend or
have started to use the program comparatively recently.
                                                                       curtail the period of payment.

In this case click the SMP tab card and enter in the Average Gross
                                                                       By default four weeks‟ worth of SMP is paid. If the month has five
Pay field the employee‟s true average gross pay.
                                                                       weeks, change Number of Wks from 4 to 5 and the amount will
                                                                       automatically change as well.
When you have finished entering details to establish qualification
click OK and, if SMP is due, the program will pay it at the proper
time and in the proper amounts, automatically.                         End of SMP payments
                                                                       When the full entitlement of SMP to an employee has been made,
Payment of SMP                                                         further payments are stopped automatically.

At payroll run time you will not be reminded. SMP starts when the
                                                                       If you want to stop SMP payments at any other time you can do so
Payroll Date is on or after the first day on which SMP is due.
                                                                       by choosing Employee/Statutory Payments at the Menu bar and
                                                                       selecting the employee.
Each time SMP is paid an entry is made in the employee‟s diary
recording the date, the amount of the payment and how many weeks
                                                                       Click Yes to this reminder:
it was for.



Payment of SMP to a Monthly Paid Employee
Everything to do with maternity pay is worked out in weeks. This is
fine if the employee is weekly paid but it can cause some slight
concern for those paid monthly. The program will pay these em-
ployees 4 weeks SMP each time the payroll is run.                      Click the Stop Payment button.




                                                                       You can also use this button if you calculated SMP for the wrong
                                                                       employee.



14.14
Mamut Payroll                                    Holidays & Absence                                            Chapter 14
SMP and Pay Increases                                                   Eligibility for Statutory Adoption Pay
If an employee receives an increase in pay after SMP has already        At the menu bar, select Employee/Statutory Payments. When you
been calculated and paid, she is entitled by law to have her SMP        have chosen the employee you see the Statutory Payments window.
increased as well.                                                      Choose the SAP tab card:


When such a situation arises, you must recalculate SMP for the
employee by manually entering the new Average gross pay.


Do not change the Expected Week of Childbirth or the First Day
to have SMP dates.


As you click OK you see this message to tell you that extra SMP
will be paid in the next payroll run.




                                                                        Matching Date
SMP History
                                                                        Enter the date of the Sunday before the Matching Date. If the date
Whenever you go back to the Statutory Payments screen you see that
                                                                        you enter is not a Sunday, the program will tell you so and then will
the window has an extra button, SMP History.
                                                                        give you the option to change.


                                                                        Average gross pay

When clicked, it gives you a similar display to the History button in   The employee‟s average gross pay during the qualifying period is
the employee's data, except that this can show not just the current     shown here. If you are starting the program mid-year, you can enter
tax year.                                                               a figure to force eligibility, rather than entering a gross pay history,
                                                                        week by week.
Full details are displayed in a tool tip when you hover the cursor
over an entry:                                                          You can click on the Show Pay tab card for details of the relevant
                                                                        eight weeks earnings used in the calculation of the average gross
                                                                        pay.


                                                                        Reselect the SAP tab card or click OK to finish the SAP section.


                                                                        Employed for more than 26 weeks?

                                                                        If this is not ticked the employee will not qualify for SAP. The
                                                                        program checks the employee‟s start date and puts a tick here auto-
                                                                        matically if the employee qualifies.




                                                                                                                                    14.15
Mamut Payroll                                      Holidays & Absence                                          Chapter 14
First pay day to have SAP                                                Payment of SAP
If the employee gives you a date they plan to start their adoption
                                                                         At payroll run time you will not be reminded. Payments start when
leave enter it here. Otherwise enter the same date as for the Match-
                                                                         the Payroll Date is on or after the first day on which SAP is due.
ing Date.

                                                                         Each time SAP is paid an entry is made in the employee‟s diary
You will not be reminded. Payments start when the Payroll Date is
                                                                         recording the date, the amount of the payment and how many weeks
on or after the first day on which SAP is due.
                                                                         it was for.


No of Weeks SAP
                                                                         Payment of SAP to a Monthly Paid Employee
If the employee wishes to receive their full entitlement of SAP, leave
                                                                         Everything to do with adoption pay is worked out in weeks. This is
this figure as it is. If they wish to come back to work before receiv-
                                                                         fine if the employee is weekly paid but it can cause some slight
ing their full entitlement, you may reduce the number of weeks
                                                                         concern for those paid monthly. The program will pay these em-
accordingly.
                                                                         ployees 4 weeks SAP each time the payroll is run.

You cannot increase them.
                                                                         So, during a monthly payroll run you see the following:


Employee is entitled to SAP at the following rates
The lower part of the window shows how much SAP has been
calculated and when it can be taken.



Employee does not Qualify
If, at this stage, the employee still does not qualify for SAP when
you think they ought, it may be worth looking at their history of
gross pay.


If you have not altered their Average gross pay and it reads 0.00 it
means there is no record of gross pay in the qualifying weeks.           You can change the number of weeks paid to manually extend or
                                                                         curtail the period of payment.
If you click the Show Pay tab card, you will see what gross pay
there is on the employee‟s records for the qualifying weeks.             By default four weeks‟ worth of SAP is paid. If the month has five
                                                                         weeks, change Number of Wks from 4 to 5 and the amount will
If the qualifying weeks show zero pay when you know the employee         automatically change as well.
really did earn money during that period it is probably because you
have started to use the program comparatively recently.


In this case click the SAP tab card and enter in the Average Gross
Pay field the employee‟s true average gross pay.




When you have finished entering details to establish qualification
click OK and, if SAP is due, the program will pay it at the proper
time and in the proper amounts, automatically.

14.16
Mamut Payroll                                  Holidays & Absence                                           Chapter 14
End of SAP payments                                                  Statutory Paternity Pay
When the full entitlement of SAP to an employee has been made,       SPP can be paid either for the Birth, or the Adoption of a child.
further payments are stopped automatically.


If you want to stop SAP payments at any other time you can do so
by choosing Employee/Statutory Payments at the Menu bar and
selecting the employee.
                                                                     Eligibility for Statutory Paternity Pay
Click Yes to this reminder:                                          (Birth)
                                                                     At the menu bar select Employee/Statutory Payments. When you
                                                                     have chosen the employee, click the SPP tab card and select the
                                                                     Birth button.




Click the Stop Payment button. You can also use this button if you
calculated SAP for the wrong employee.




                                                                     Expected week of Childbirth

                                                                     Enter the date of the Sunday of the start of the expected week of
                                                                     childbirth. If the date you enter is not a Sunday, the program will
                                                                     tell you, and then it will give you the option to change.


                                                                     Average gross pay

                                                                     The employee‟s average gross pay during the qualifying period is
                                                                     shown here. If you are starting the program mid-year, you can enter
                                                                     a figure to force eligibility, rather than entering a gross pay history,
                                                                     week by week.


                                                                     You can click on the Show Pay tab card for details of the relevant
                                                                     eight weeks earnings used in the calculation of the average gross
                                                                     pay.


                                                                     Click the SPP tab card or OK to finish the SPP section.




                                                                                                                                 14.17
Mamut Payroll                                      Holidays & Absence                                           Chapter 14
Employed for more than 26 weeks?                                         When you have finished entering details to establish qualification
                                                                         click OK and, if SPP is due, the program will pay it at the proper
If this is not ticked the employee will not qualify for SPP. The
                                                                         time and in the proper amounts, automatically.
program checks the employee‟s start date and puts a tick here auto-
matically if the employee qualifies.

                                                                         Payment of SPP
First pay day to have SPP
                                                                         At payroll run time you will not be reminded. Payments start when
If the employee gives you a date he plans to start his paternity leave   the Payroll Date is on or after the first day on which SPP is due.
enter it here. Otherwise enter the same date as for the expected
week of childbirth.                                                      Each time SPP is paid an entry is made in the employee‟s diary
                                                                         recording the date, the amount of the payment and how many weeks
You will not be reminded. Payments start when the Payroll Date is        it was for.
on or after the first day on which SPP is due.

                                                                         End of SPP payments
No of Weeks SPP
                                                                         When the full entitlement of SPP to an employee has been made,
If the employee wishes to receive his full entitlement of SPP leave
                                                                         further payments are stopped automatically.
this figure as it is. If he wishes to come back to work before receiv-
ing his full entitlement you may reduce the number of weeks accord-
                                                                         If you want to stop SPP payments at any other time you can do so by
ingly.
                                                                         choosing Employee/Statutory Payments at the Menu bar and
                                                                         selecting the employee.
You cannot increase them.



Employee is entitled to SPP at the following rates
The lower part of the window shows how much SPP has been calcu-
lated and when it can be taken.



Employee does not Qualify                                                Click Yes, followed by the Stop Payment button.

If, at this stage, the employee still does not qualify for SPP when
you think he ought, it may be worth looking at his history of gross
pay.


If you have not altered his Average gross pay and it reads 0.00 it
                                                                         You can also use this button if you calculated SPP for the wrong
means there is no record of gross pay in the qualifying weeks.
                                                                         employee.

If you click the Show Pay button you will see what gross pay there
is on the employee‟s records for the qualifying weeks.                   Eligibility for Statutory Paternity Pay
                                                                         (Adoption)
If the qualifying weeks show zero pay when you know the employee
really did earn money during that period it is probably because you      At the menu bar select Employee/Statutory Payments. When you

have started to use the program comparatively recently.                  have chosen the employee, click the SPP tab card and select the
                                                                         Adoption button

In this case click the SPP tab card and enter in the Average Gross
Pay field the employee‟s true average gross pay.



14.18
Mamut Payroll                                      Holidays & Absence                                             Chapter 14
                                                                           No of Weeks SPP

                                                                           If the employee wishes to receive their full entitlement of SPP, leave
                                                                           this figure as it is. If they wish to come back to work before receiv-
                                                                           ing their full entitlement, you may reduce the number of weeks
                                                                           accordingly.


                                                                           You cannot increase them.



                                                                           Employee is entitled to SPP at the following rates
                                                                           The lower part of the window shows how much SPP has been calcu-
                                                                           lated and when it can be taken.


Matching Date
                                                                           Employee does not Qualify
Enter the date of the Sunday before the Matching Date. If the date
                                                                           If, at this stage, the employee still does not qualify for SPP when
you enter is not a Sunday, the program will tell you, and then it will
                                                                           you think they ought, it may be worth looking at their history of
give you the option to change.
                                                                           gross pay.

Average gross pay                                                          If you have not altered their Average gross pay and it reads 0.00 it
The employee‟s average gross pay during the qualifying period is           means there is no record of gross pay in the qualifying weeks.
shown here. If you are starting the program mid-year, you can enter
a figure to force eligibility, rather than entering a gross pay history,   If you click the Show Pay tab card, you will see what gross pay
week by week.                                                              there is on the employee‟s records for the qualifying weeks.


You can click on the Show Pay tab card for details of the relevant         If the qualifying weeks show zero pay when you know the employee
eight weeks earnings used in the calculation of the average gross          really did earn money during that period it is probably because you
pay.                                                                       have started to use the program comparatively recently.


Reselect the SPP tab card or click OK to finish the SPP section.           In this case click the SPP tab card and enter in the Average Gross
                                                                           Pay field the employee‟s true average gross pay.

Employed for more than 26 weeks?
                                                                           When you have finished entering details to establish qualification
If this is not ticked the employee will not qualify for SPP. The
                                                                           click OK and, if SPP is due, the program will pay it at the proper
program checks the employee‟s start date and puts a tick here auto-
                                                                           time and in the proper amounts, automatically.
matically if the employee qualifies.


First pay day to have SPP
                                                                           Payment of SPP

If the employee gives you a date they plan to start their paternity        At payroll run time you will not be reminded. Payments start when

leave, enter it here. Otherwise enter the same date as for the Match-      the Payroll Date is on or after the first day on which SPP is due.

ing Date.
                                                                           Each time SPP is paid an entry is made in the employee‟s diary

You will not be reminded. Payments start when the Payroll Date is          recording the date, the amount of the payment and how many weeks

on or after the first day on which SPP is due.                             it was for.




                                                                                                                                       14.19
Mamut Payroll                                   Holidays & Absence    Chapter 14
End of SPP payments
When the full entitlement of SPP to an employee has been made,
further payments are stopped automatically.


If you want to stop SPP payments at any other time you can do so by
choosing Employee/Statutory Payments at the Menu bar and
selecting the employee.


Click Yes to this reminder:




Click the Stop Payment button. You can also use this button if you
calculated SPP for the wrong employee.




end




14.20
15 Payroll Amendments




2

3

4

5

6

7

8


                        Chapter 15

                        In this Chapter:

                               Undo Payroll

                               Redo Payroll

                               Tax & NI Override




                                               Payroll
                                           Amendments
end
Mamut Payroll                                        Payroll Amendments                                      Chapter 15
Overview
This section describes how to undo and redo a payroll, override
calculated figures and adjust National Insurance.



                      Undo Payroll

Introduction
You may Undo the last payroll you ran at any time. The action
completely wipes out any payroll information you have entered and
all the calculations the program has performed for that period.       This window is for you to check that the correct employees have
                                                                      been selected before you go ahead.
You start again with a clean sheet for the period.
                                                                      You cannot alter it at this stage: you can either go ahead and Undo
                                                                      or you can Cancel and start again.
How to Undo the Payroll
Select Payroll from the Menu bar followed by Undo Payroll to          The reversal proceeds automatically and, as it progresses, displays
bring up the Select Employees window.                                 the names of all selected employees who have been reversed.


                                                                      At the end you are asked whether or not you want a payroll run (to
                                                                      correct the mistakes you made). Answer OK and the payroll run
                                                                      section ends.


                                                                      Choose Payroll and you are given access straight into the Do Pay-
                                                                      roll option with the same selection criteria (Week no., all or selected,
                                                                      etc) as you used in the reversal process.


                                                                      You may then re-enter the data for those people you reversed, and go
                                                                      on to complete the corrected payroll run.



                                                                      Why Undo the Payroll?
Select the employees to undo by clicking either All or Select Now
                                                                      You cannot undo a payroll and rerun the previous period. You can
(see page 7.2).
                                                                      only rerun the present one. So what, you might ask, is the use of an

You then see a list of the employees who are due to have their pay-   Undo facility?

roll undone.
                                                                      Well, for one thing it clears the employee‟s record of all details
                                                                      relating to the current payroll run. It is very useful if you paid an
                                                                      employee who should not have been included in that run.


                                                                      Simply redoing the payroll would not be the same.

                                                                      It is also useful if you simply want to reverse the whole payroll and
                                                                      start again. It is less bother and probably quicker than restoring the
                                                                      data from a back-up disk.


                                                                                                                                     15.1
Mamut Payroll                                     Payroll Amendments                                          Chapter 15

                                 Note                                                   Tax & NI Override

          You can undo a payroll only for the current period.                                       Warning
          There is no way you can go back and undo a previ-
          ous payroll run, having undone the present one.
                                                                                You know, don‟t you, that you really ought not to be
          The point at which the data becomes unrecoverable
                                                                                doing this?
          is when the pay is run for the next period. Access is
                                                                                Tax and NI figures are calculated correctly by the
          blocked employee-by-employee as the payroll is run.
                                                                                program and should never need to be changed.
          Performing a Period Close-down also prevents a
                                                                                But changing them temporarily is something that
          payroll from being reversed.
                                                                                payroll people have been doing since PAYE began:
                                                                                so we have included the facility.
                                                                                Use it with care and caution. Understand the impli-
                       Redo Payroll                                             cations and put it back as you found it when you
                                                                                have done.
                                                                                Otherwise your figures will never balance and recon-
Introduction                                                                    cile at month end.

Redoing the payroll is just like doing the payroll. You can redo the
payroll as many times as you like. The computer will store the         Tax and NI Override can only be accessed during a payroll run. On
changes on top of and instead of the information that was there        the employee‟s payroll run screen choose Tools, Tax/NI Override.
before.                                                                If you do not see the option it means you probably have not enabled
                                                                       it Company Options.

How to Redo the Payroll
It is exactly the same as doing it in the first place. Absolutely no
difference.


Go to Chapter 7 if you need detailed instructions.


Remember that if you have closed a period you cannot rerun it and
that the employees you do not redo will be left with whatever data
you last put in, intact.


Having rerun part of the payroll you can print payslips and summa-
ries for the whole company. Any summaries you printed before
redoing should be discarded.
                                                                       Periods

                                                                       For Tax Calculation

                                                                       This window shows the number of periods being used in the calcula-
                                                                       tion of tax. It is usually 1 and it cannot be altered for cumulative tax
                                                                       codes.       It should not be changed without very good reason.


                                                                       For NI Calculation

                                                                       This window shows the number of periods being used in the calcula-
                                                                       tion of NI. It is usually 1 and should not be changed without very
                                                                       good reason.


15.2
Mamut Payroll                                    Payroll Amendments          Chapter 15
Revised Figures
The tax and NI amounts that have been calculated for the employee
are displayed ready for you to change in the following fields. What-
ever you change them to will be shown on the payslip.
                                                                       end
Revised Tax

This is where you put your own figure of income tax.


Revised ER’s NI

This is for your figure for Employer‟s National Insurance.


Revised EE’s NI

This is for your figure for the employee‟s National Insurance.




                                                                                     15.3
16 History




2

3

4

5

6

7

8


             Chapter 16

             In this Chapter:

                    History with Employee Tab Cards

                    History using the Menu Bar

                           View History Table


                           Select Historic Period


                    Turning off History




                           Payroll History
end
Mamut Payroll                                              Payroll History                                           Chapter 16
Overview                                                                     History with Employee Tab Cards
This Chapter describes the program‟s facilities for looking at and re-
porting on previous periods‟ payroll records.                              To-Date Tab Card
                                                                           Since this tab card shows you what the current situation is with various
You meet up with payroll History in a couple of places in the program.
                                                                           fields since the tax year began it is only logical that this is the place
When you look at an employee‟s record and go to the To-Date tab card
                                                                           where we can see what happened, period-by-period, to arrive at these
you come across the history button alongside the fields.
                                                                           figures.


                                                                           Click on a History button to view the make-up of the To-Date figure:




The History button        , when you click it, shows you the value of an
element, period-by-period, from the beginning of the tax year.
                                                                           Now if you right click on one of the weeks you see a submenu:

History also appears in various fields on Period, Salary, Rates, Tax/NI
and Pay/Deds tab cards.


The other way to meet up with History is from the Menu bar by select-
ing Extensions/Pay History.




                                                                           The drop-down menu gives you a list of options:



                                                                           Print Payslip
                                                                           This prints a payslip for the employee for the period in question.




                                                                                                                                            16.1
Mamut Payroll                                            Payroll History                                                Chapter 16
                                                                              You can even go into an employee‟s data and open another, different
                               Warning
                                                                              period.

        You had better have your printer loaded with paper and
        ready to go because this is the only warning you will                 Period Tab Card
        get!
                                                                              This tab card has one History button, which shows you the past record
                                                                              of the employee's Pay Method.

Preview Payslip
This allows you to look at the payslip on the screen and there is a Print     Salary Tab Card
button so you can print it if you wish.
                                                                              On this tab card you can view the history of Salary To-Date and the
                                                                              record of an employee‟s holiday so far.
Payroll Details
                                                                              This latter one is an easy way of checking when an employee has been
Here you see the payroll run screen for the employee for the period in
                                                                              on holiday.
question. All the figures are greyed out so you can‟t touch - just look.
You can click the Preview and Holiday buttons and they behave just as
they always do                                                                                                 Note

                                                                                        Clicking the Holiday button next to Days Left shows
                                                                                        you what has been taken and when; not what is left.



                                                                              Rates Tab Card
                                                                              Here you can check the build-up of the Hours-To-Date and the amount
                                                                              earned To-Date at any of the employee‟s pay rates. Click in the H
                                                                              column next to the required rate to display History.



                                                                              Tax/NI Tab Card
                                                                              The history fields on this card are Tax Code and NI Rate.

You will notice that attached to the cursor pointer is a box with the
letters PH. This is just to remind you that you are not really in a payroll   Pay/Deds Tab Card
run but that you are viewing an historic period.
                                                                              The button in the H column lets you see the complete history of the
                                                                              payment/deduction.
Open Period
Click this and you are taken back in time to the desktop as it was on the
date in question.


As you wander along the Menu bar you will see that some of the op-
tions are greyed out, indicating that you cannot get at them. You can-
not, for example, run a payroll but you can look at employee details and
print various (but not Bank) reports.




16.2
Mamut Payroll                                            Payroll History                                             Chapter 16

        History using the Menu Bar                                           Select Historic Period

At the Menu bar click Extensions and hover the cursor over Pay His-
tory:




View History Table
                                                                             With this dialog box you can select a previous period to view. When
When you select this option you see this window:
                                                                             you have made your selection you will find yourself at the same stage
                                                                             as in Open Period on page 16.2.



                                                                                             Turning off History
                                                                             When you have History engaged you can turn it of at the Menu bar by
                                                                             selecting Extensions/Pay History/Turn Off History.


                                                                             Or you can Select Historic Period and click the History Off button.




On the left is the usual employee-selection layout and on the right is the
History Table.
                                                                             end
At this window you can select any employee and see the periods for
which history is available. A period for which a payroll has been run
and later undone, is shown in a different colour.


You can select a specific period by clicking on it. You can then use the
Pay Details button to show the payroll-run screen for the selected
employee for the selected period.


Or you can just double-click the required period.


Whichever you do, you will find yourself at the same stage as in Pay-
roll Details on page 16.2.


You can also change to a previous tax year to view those details, pro-
vided you have been running the program long enough and you have
not discarded the old data.




                                                                                                                                           16.3
17 Accounts & Costing




2

3

4

5

6

7

8


                        Chapter 17

                        In this Chapter:

                               Definition of Terms

                               Configure Account Groups

                               Configure Accounts Link

                               Analysis Levels

                               Linking to an Accounts Package

                               Multiple Account Groups

                               Journals




                        Accounts & Costing
end
Mamut Payroll                                     Accounts & Costing                                                 Chapter 17
Overview                                                                                                  Example
This chapter takes you through linking the program to your accounts
package, producing cost reports to various levels and, if you have the             Name: Adams     Baker      Connor                David
                                                                                   Dept: Marketing Production Admin                 Admin
Costing Module, charging an employee‟s time to more than one Ac-
                                                                                   Ac Grp:         Directors Directors              Direc-
count Group.
                                                                                   tors   Staff

Before we start, we had better define some terms and try to get a picture          By printing reports in Department order you can see
of what this accounts and costing business is all about.                           how much all members of each department are costing
                                                                                   you.
                                                                                   In Account Group order you can, in the example above,
                                                                                   see how much is going to the Directors of all Depart-
                    Definition of Terms                                            ments

Accounts Link
                                                                                                              Note
This is the software that links the program to your accounts package so
that you can transfer information into your accounts and there store it
                                                                                   In other of our programs Account Groups were called
and report on it.
                                                                                   Cost Centres.


Nominal Account
                                                                            Analysis Level
A nominal is an account in the Accounts Package that has the details of
something that affects the profit and loss of a business but is there „in   We will not attempt to define what an Analysis Level is in a few words;
name only‟.                                                                 we will use an example instead.


Wages are an example: the account will show a figure but the money is       Imagine a situation where a company wants to keep track of the costs of
not there - the employees will have taken it home!                          Staff and Directors in two locations, London and Manchester.


                                                                            For a complete analysis four Account Groups are needed:
Account Group
An Account Group can be regarded as either:                                              London Staff
                                                                                         London Directors
    1      just another method of analysis or                                            Manchester Staff
                                                                                         Manchester Directors
    2      a group of Nominal Accounts.
                                                                            That is OK for two departments and two locations but for a larger
Without the program‟s Costing Module it can only be (1) but with it, it     number of locations, job functions and maybe adding other groups such
can be either (1) or (2).                                                   as job grades, the matter could soon get out of hand.


In either case it is a total into which an employee‟s figures can be        That is where Analysis Levels come in.
added. An employee can be in a Department but can also be in a com-
pletely different Account Group to other members of that department.        Taking the above example, with two Analysis Levels:
In its simplest form it is merely another method of analysis.
                                                                                         Level 1 (Location)        London
                                                                                                                   Manchester

                                                                                         Level 2 (Job Function) Staff
                                                                                                                   Directors

                                                                                                                                             17.1
Mamut Payroll                                     Accounts & Costing                                                   Chapter 17

Further locations or functions can be added without having to create
                                                                                      Configure Account Groups
any new Account Groups.                                                      With the Costing Module you are able to split an employee‟s cost over
                                                                             multiple Account Groups and each Account Group can be allocated a

Chart of Accounts                                                            unique chart of accounts (see page 17.4 for more details).

This is a list of the totals you want to transfer to your Accounts Package
                                                                             From the Menu bar select Company/Accounts Link/Configure Ac-
and the Nominal Accounts into which they will be posted.
                                                                             count Groups.

                              Example




Journal                                                                      Add New button
The Journal is a file that contains all the information to do with Ac-       Click this to add a new Account Group. Give it a Group Name against
counts Links, Account Groups and Analysis Levels. The information it         the new number in the Group Name field.
contains can be analyzed, viewed and printed in a number of ways.


We cover four tasks in this chapter. Although we describe them as
                                                                             Group Location
separate sections they can be combined to provide an extremely detailed      If the Account Group is at another site you can type its address here. A
system of costing analysis. The tasks are:                                   report such as a label print could be configured to pick up these fields.


                  Creating Account Groups
                                                                             Description
                  Linking the program to an Accounts Package
                                                                             If your Account Groups are being used to post to your accounts system
                  Allocating an employee to more than one Account           they may not be easily recognizable. They may look more like 445L09
                   Group                                                     and 997AD4 than Directors and Marketing. So we allow you to refer

                  Managing your Journal File                                to them as Directors and Marketing by typing the names in this field.



                                                                             Group Notes
                                                                             This is a notepad for you to enter any pertinent information about the
                                                                             Account Group.



                                                                             Delete button
                                                                             Click this to remove an existing Account Group.




17.2
Mamut Payroll                                        Accounts & Costing                                        Chapter 17

                                   Note

        You cannot delete an Account Group if there is anyone
        in it - and this also applies to history. That is, if there is
        someone who was paid in a previous period while in
        that Account Group.



Copy button
Click this when you have highlighted the Account group you wish to
copy.
                                                                         Choose an Account Group from the drop-down menu that appears when

A new group is created with the same Group Name as the original. You     you click in the Account Group field. Then click OK.

cannot leave the option until you have given it a new name.
                                                                                                       Note
Once you have renamed the new Account Group you may change any
of the other details.                                                           Reporting on an Account Group can be done through
                                                                                the Quick Report Writer (see page 9.9).


Save button
This allows you to save your work midway though an entry.



Cancel button
This cancels only the current entry. Previously entered Account Groups
have already been saved when you pressed OK or Save.



                                   Note

        Even if you do not intend to link the program to an ac-
        counts package you can still set up some Account
        Groups to help you with reporting and analysis.




Allocating Employees to an Account
Group
You are now ready to allocate employees to the Account Group by
adding the information to the employee‟s Costing tab card.

On the Menu bar click Employee/Select Employee. Select the em-
ployee and click on the Costing tab card.

If you have the Costing Module you should be reading Multiple Ac-
count Groups on page 17.8 instead of this.




                                                                                                                                  17.3
Mamut Payroll                                    Accounts & Costing                                                  Chapter 17
                                                                          Three of the Headings require a special mention:
          Configure Accounts Link
You use this option to:                                                   SMP, SAP & SPP Recovered

                                                                          Enter the general ledger code to which you want to post the amount of
            Create a Chart of Accounts for your company
                                                                          these Statutory Payments recovered from HMRC. If you do not make
            Set Analysis Levels for more in-depth reporting (needs the
                                                                          an entry here, the program will not take account of any Statutory Pay-
             Costing module)
                                                                          ments recovered.
            Establish a link with an external accounts package

                                                                          Tax Credits
Creating a Chart of Accounts
                                                                          Enter a general ledger code for Tax Credit amounts. If you do not make
From the Menu bar select Company/Accounts Link/Configure Ac-
                                                                          an entry here the amount will be included in the PAYE account.
counts Link.


                                                                          Student Loans

                                                                          Enter the General ledger code for Student Loans. If you do not make an
                                                                          entry here the amount will be included in the PAYE account.



                                                                                                            Note

                                                                                    Amounts for blank headings, other than the three men-
                                                                                    tioned above, are posted to the Suspense account.
                                                                                    If no Nominal code has been allocated to the Suspense
                                                                                    account an Error will result.



                                                                          Factors Tab Card
Headings Tab Card
                                                                          Enter Nominal (General Ledger) codes against the various headings as
Enter Nominal (General Ledger) codes against the various headings.        before.


Each Nominal code can be up to 40 characters long.                        When using the multiple job card input while running a payroll, the
                                                                          main payroll screen normally accumulates the hours input on the job
Each of the tab cards has a Nominal (Code) column.                        cards and displays the total.


You can use „*‟s to make up part of the Nominal and at processing time    There may be occasions when you need to display the total hours on the
they will be replaced by characters of the Account Group (see Config-     payroll and ensure that the total of all the job cards does not exceed it.
ure Account Groups, above).
                                                                                                          Example

                                                                                     You may have a time recording machine which exports
                                                                                    the total hours worked for the employees into the pay-
                                                                                    roll. For costing purposes, you then want to split those
                                                                                    hours across multiple job cards.


                                                                          You enable this facility by selecting Accounts Link from the Company
                                                                          menu and then Configure Accounts Link. On the Factors tab card:


17.4
Mamut Payroll                                     Accounts & Costing                                      Chapter 17

                                                                                                Example

                                                                            SL5000 could be your nominal code for gross pay so
                                                                            you enter a description of „Gross Pay’.
                                                                            Then, every time you see SL5000 on your reports, you
                                                                            also see ‘Gross Pay’ next to it.




Make sure you tick the Reducing Totals on Job Cards box.



Payments/Deductions Tab Card
Besides entering Nominal codes as before, on this tab card there is an
extra column, Display Nominal.


You can only make an entry against a payment/deduction that has been
configured as Display, for example Employer’s Pension.


It allows you to enter a Nominal to balance this particular Display item.



Other tab card
What appears here will depend on what Accounts Package you choose
to link to.


If you choose not to link to an Accounts Package this card is blank.


Ring your support centre if you do not know how to fill in the fields on
this card.



Detail button
Clicking this changes the window so that you can add a description in
plain English, to your Nominal codes. The descriptions are only for
reporting purposes.




                                                                                                                               17.5
Mamut Payroll                                    Accounts & Costing                                                    Chapter 17

                    Analysis Levels                                        Configure Analysis Levels
                                                                           You must first prepare the program to use Analysis Levels (see left-
Prepare the program to use Analysis                                        hand column).
Levels
Go to the Headings tab card of the Configure Accounts Link window.         At the Menu bar select Company/Accounts Link/Configure Analysis
                                                                           Levels.




                                                                           Analysis Levels
Use Analysis Levels box
                                                                           Enter the title of each level, say, Job Function, Department and Loca-
Tick this box.
                                                                           tion in the Description column.


Max Analysis Size box                                                      Enter the length of the field in the Length column. Any Analysis Level
                                                                           entry that is shorter than the length defined here is made up to that
In this box you must specify the total number of characters that go to
                                                                           length with spaces.
make up the analysis string.

                                                                           The Total Length must not exceed the Maximum Length you specified
                               Example
                                                                           in Max Analysis Size box on page 17.6.

        You have locations LONdon, MANchester and BRigh-
        ton.                                                               Move buttons
        Your job functions are PRoduction, ADmin and MAr-
                                                                           These allow you to move an analysis level up and down the list. In this
        keting.
        Job codes are a single character, 0 - 9.                           way you could, for instance, make Location the last part of the analysis
        The total string would then be six characters long - eg:           string.
        MANPR6 or BRPR6
                                                                                                               Note
Enter the maximum length of your analysis string here or select it using
                                                                                     These buttons only appear if a payroll has not yet been
the up/down arrows.
                                                                                     run. After you have run a payroll you are not permitted
                                                                                     to change the order.
                                                                                     It is, therefore, important to decide on the level and con-
                                                                                     figuration before you start to use the program properly.




17.6
Mamut Payroll                                     Accounts & Costing                                                 Chapter 17
Delete Level button
Deletes the selected Analysis Level (see Delete Entry button below).



Use Code and Use Dept buttons
These two buttons allow you to automatically use the employee code
and Department name as part of the analysis string. You need only use
part of them as you have to specify the length of each.



Analysis Level Entries
This is where you type in the entries for each level. You will notice that
                                                                                                             Note
when, for example, the Analysis Level Location is highlighted the
heading changes to Location Entries.
                                                                                     The employee Costing tab card looks like the above if
                                                                                     you have chosen to use Analysis Levels without Multi-
Here you type, in our example, LON, MAN and BRI, each on a sepa-                     ple Account Groups.
rate line. Notice that you cannot type more than the number of charac-
ters you specified in the other window.
                                                                             Select the Account Group to which the employee is to be allocated.

You will also notice that, the next time you come here, the Location
                                                                             In the Entry column opposite every Description select one of the items
Entries will have been sorted into alphabetical order.
                                                                             from the drop-down list box.

If you type fewer than the number of characters you specified above,
spaces are added.
                                                                             Reporting on Analysis Levels
                                                                             All reporting to do with Analysis Levels is done through the Journal
Delete Entry
                                                                             File (see page 17.13).
This button removes the highlighted Location Entry from the list.


Did you look at the screen and think "I wonder what this button does:
I‟d better look it up in the Manual"?


I very much doubt it but I have to tell you such things just for the sake
of completeness (Ed).


                                 Note

        The Delete Entry button does not work if you have
        chosen to use the employee Department and/or Code
        as analysis levels.



Allocating Analysis Levels to an
Employee
At the Menu bar choose Employee/Alter Current Employee, select
the employee and go to the Costing tab card.

                                                                                                                                           17.7
Mamut Payroll                                       Accounts & Costing                                             Chapter 17

   Linking to an Accounts Package                                                     Multiple Account Groups
In order to be ready to link to an accounts package you must have:
                                                                          Introduction
                   Configured Account Groups
                                                                          In a previous section of this chapter we showed you how an employee
                   Set up a Chart of Accounts
                                                                          can be allocated to an Account Group such as London or LondonStaff.
                   Decided if you are to use Analysis Levels

Creating a link to an external accounts package means that you will be    Then we detailed how to handle large numbers of items by using analy-
able to automatically post the values you have against your Nominals      sis levels and how the salary of an employee can be analyzed by Loca-
into the General Ledger.                                                  tion. Job Function and Job Grade etc.


From the Menu bar choose Company/Accounts Link/Configure                  What we have not considered so far is what happens if an employee
Accounts Link.                                                            works in two locations in the same period, or perhaps has worked in
                                                                          more than one Department.


                                                                          In these cases the multiple Account Group function allows you to split
                                                                          an employee‟s cost and apportion items such as Employer‟s NI.



                                                                          Setting up Multiple Account Groups
                                                                          From the Menu bar select Company/Accounts Link/Configure Ac-
                                                                          counts Link.




Choose the one from the drop-down list box that you wish to link to. If
it is not there, ring us: we may be able to create one for you.
                                                                          Tick the Multiple Account Groups box. This is the switch that turns
                                                                          on the Costing Module.
If another tab card Other appears there will be some further questions
to answer that are relevant to your accounts package only.
                                                                          Click OK.

Once you click OK all the payroll changes you make will be built into a
                                                                          This simple operation is the one that allows you to start using multiple
Journal File, ready to post into your accounts whenever you wish (see
                                                                          Account Groups.
Journals on page 17.13).


                                                                          Allocating Different Nominal codes
                                                                          Select Company/Accounts Link/Configure Account Groups from the
                                                                          Menu bar.




17.8
Mamut Payroll                                    Accounts & Costing                                        Chapter 17

                                                                                                Example

                                                                           Say the Nominal code for Salary is:
                                                                                     „SAL001‟ for the „Directors‟ account group
                                                                           and       „SAL002‟ for the „Management‟ account group
                                                                           If you were not using analysis levels the accounts post-
                                                                           ing file would look like:
                                                                                     „SAL001 Directors 500‟
                                                                                     „SAL002 Management 400‟
                                                                           If you were using analysis levels with Location and Job
                                                                           Function the file would look like:
The Costing Module allows you to specify a completely different chart
                                                                                     „SAL001 London Marketing 500‟
of accounts for each account group.
                                                                                     „SAL002 London Admin 400‟
                                                                           So although the account group is not posted you can tell
                                 Note                                      from the „***001***‟ that the £500 spent on marketing
                                                                           in the London office was for a Director and from the
         It is worth mentioning here that you do not HAVE to al-           „***002***‟ that the £400 spent on Admin in the Lon-
         locate different Nominal codes to different Account               don office was for a manager.
         Groups: the decision is yours.


Now you have activated the Costing Module this window has an extra
button: Accounts.


Select the group for which you want to add or change Nominals and
click the Accounts button.


The window that follows is like the one you saw when you first set up a
Chart of Accounts for the company (see page 17.4).


The Company Nominals are there in grey for you to overtype. If you
do not change a Nominal in an Account Group it will take up the dis-
played Company Nominal.




The following example illustrates the effect of having different Nominal
codes:


                                                                                                                                  17.9
Mamut Payroll                                      Accounts & Costing                                                Chapter 17
Splitting an Employee’s Cost                                                                                 Example
There are two ways of doing this. One is a standard split, when it is
                                                                                     The split could be:
the same each pay period and the other is when you decide on the split
                                                                                                   Admin                 0.60
at payroll run time.
                                                                                                   Production            0.40
                                                                                                   Total                 1.00
                                                                                     or it could be:
                                 Note
                                                                                                    Admin               60.00
                                                                                                    Production          40.00
       You can set up a standard split but still add a split at run                                 Total             100.00
       time as well.                                                                 or:
                                                                                                    Admin               24.00
                                                                                                    Production          16.00
Standard Split                                                                                      Total               40.00
                                                                                     and all would mean the same thing.
At the Menu bar choose Employee/Alter Current Employee, select
the employee and go to the Costing tab card.
                                                                            In the first example the split has been as portions of a whole. In the
                                                                            second the split is based on the percentage of time spent. In the third
No Analysis Levels                                                          instance the split has been according to hours worked. In each case the
                                                                            portion allocated to Admin is:
If you are not using Analysis Levels you see:

                                                                                         0.60/1.00 - the same as 60/100 - the same as 24/40



                                                                                                              Note

                                                                                     The units and account groups can be changed at payroll
                                                                                     run time so here you should only set up any normal pat-
                                                                                     tern of work.




                                                                            With Analysis Levels
Here you specify which Account Groups the employee works for and
                                                                            If you are using Analysis Levels the employee‟s Costing tab card looks
the amount of time spent in each.
                                                                            like this:

Select a line in the Account Group column and choose an account
group from the drop-down list box. Then type in a figure for the split in
the Split column.


Do this for every account group the employee is concerned with.


The Total field always represents the whole, but this need not necessar-
ily be 1.00 or 100.00 (%): you can use whatever units you wish.




17.10
Mamut Payroll                                        Accounts & Costing                                             Chapter 17
There is now another window that allows you to make your analysis          When you click this button the window you see depends whether or not
entries for each account group.                                            you have chosen to have Analysis Levels.


Click on each account group and enter the relevant information against
the levels that have been configured.



Split at Run Time
A standard split is fine to use when the elements of an employee‟s cost
are to be added together before being split. But when a specific part of
the cost has to be kept separate and allocated directly to different ac-
count groups you have to do something else.


                                                                           This is what you see when you use Analysis Levels. With no Analysis
                                Example
                                                                           Levels, only the left-hand pane is displayed.

        An employee normally works 24 hours in London and
                                                                           You can change the Split but whatever you enter will apply for this pay
        16 hours in Brighton but this week he put in an ex-
                                                                           period only.
        penses claim in Birmingham.
        A standard split would allocate 60% of his Birmingham
        expenses to London and the rest to Brighton.
        Being able to manage the split at run time means that
        the expenses claim can be kept separate and allocated                        This brings up a Job Card that allows you to enter a cost and
        entirely to Birmingham.                                            keep it separate from anything you have entered so far.


                                                                           When you click this button the window you see depends whether or not
So the answer is to decide on the split at payroll run time.
                                                                           you have chosen to have Analysis Levels.


Split at Run Time buttons




                                                                                                      No Analysis Levels



On the payroll run screen there are two buttons:




             This one represents the Standard Split and allows you to
change just the ratio of the split for this period only.

                                                                                                                                       17.11
Mamut Payroll                                     Accounts & Costing                                                  Chapter 17
                                                                           Next button

                                                                           Clicking this moves you to the next job card entry for this employee if
                                                                           there is one.


                                                                           List button

                                                                           Displays a list of all the job card entries for this employee.


                                                                           Add New button

                                                                           Click this and you can enter a new job card.



                          With Analysis Levels                             Save button

                                                                           Saves your work on this job card without closing the window.
Not all the boxes are immediately active.        Changing the Account
Group or putting in some Hours or an Amount and pressing the Enter
                                                                           Cancel button
key, makes the Save button active.
                                                                           Cancels this entry without saving the changes.

When you have Saved you can then Add New, List or Delete.
                                                                           Delete button
Once you have more than one job card, the other buttons come into
                                                                           Deletes the current job card entry.
play.

                                                                           Click OK and you see that your job card has been entered in a list:
Account Group Field

In this window you may change the Account Group.


Analysis Field

In this window you may change the Analysis Level.


                                 Note

        You can change the above fields either by selecting an
        option from the drop-down or by typing the first let-
        ter(s) of an option you know exists.

                                                                           Add New button
Previous button
                                                                           Use this to add a new job card entry.
Clicking this moves you to the previous job card entry for this em-
ployee if there is one.
                                                                           Amend button

                                                                           To amend the entry that is currently highlighted. Clicking this takes
Hours, Rate, Factor, Pay/Ded and Amount fields
                                                                           you back to the previous window.
You may make changes to these fields to enter costs that need to be kept
separate from other payroll entries.
                                                                           Delete button

                                                                           Removes the currently highlighted job card.


17.12
Mamut Payroll                                      Accounts & Costing                                                Chapter 17
Analysis button                                                            Costing Type
You only see this button if you are using Analysis Levels. It allows you
to change the Analysis entries for the particular job card.                                                  Note

                                                                                   All information is considered Unposted until a Journal
OK button
                                                                                   File has been created (that is, sent to the accounts pack-
This returns you to the payroll run window. Any figures in bold indi-              age).
cate that a split at run-time has been entered.



Reporting on Multiple Account Groups
                                                                           Unposted - All
You can report on multiple account groups through the Quick Report
Writer as well as normal summary reports.                                  Here you can view all the information that has not yet been sent to your
                                                                           accounts package.
                            Journals
No matter how you have configured your Account Groups and/or               Unposted by Period
Accounts Link the program stores all the information in a Journal
File.
                                                                                                          Example
You can view the Journal File on the screen at any time, print it on a
                                                                                   Suppose you run Month 1 payroll and create the Journal
printer or make it into a disk file acceptable to your accounts package.
                                                                                   File (ie post Month 1).
                                                                                   Then you make some amendments to the Month1 but
                                                                                   run Month 2 payroll before re-creating the Journal.
View or Print a Journal File                                                       Unposted - All will show the amendments to Month 1
                                                                                   payroll with the whole of Month 2‟s information.
To view a journal select Company/Accounts Link/View Journal File
                                                                                   This option, on the other hand, keeps the periods sepa-
from the Menu bar.
                                                                                   rate.

If any information has changed since you last viewed the Journal you
get a message to say that accounts processing is taking place. the         Complete Period
program is allocating nominal codes to the new information. Once this
                                                                           Use this option to look at a journal file for a specific period, regardless
is completed you see:
                                                                           of whether it has been posted before.



                                                                           Period Range
                                                                           Here you are asked to choose which period or range of periods you
                                                                           wish to deal with. This section is not active if you have chosen Un-
                                                                           posted - All.



                                                                           Costing Level
                                                                           Here you specify how the Journal File is to be grouped on the screen.


                                                                           The first button, if you are using Analysis Levels, is titled Analysis. If
                                                                           you chose not to use Analysis Levels it is titled Account Group.



                                                                                                                                          17.13
Mamut Payroll                                   Accounts & Costing                                      Chapter 17
Employee/Account Groups                                                   Costing Level - Account Group
What appears as this heading depends on what you chose for Costing
Level.


It allows you to make a selection of which Employees or Account
Groups you wish to report on.


This section is not operative when you choose Nominals as a Costing
Level.


The Clear Selection button clears the selection, which you make in the
Field/Condition/Detail fields.



View button
Views the report, which you can then print. The examples starting on
the next page show what happens when you select this button.



                                Example
                                                                          Costing Level - 1 Analysis Level
         To illustrate what can be done with the Journal
         Consider the following:


         Account Groups:     Directors

                             Staff

         Accounts Link:     set up with multiple Account
                            Groups and Analysis Levels

         Analysis Level:    1 level set up using Departments
                            of: Finance, Marketing, Admin,
                            Tech, Research and QA.


Both Account Groups use the same nominals, except that Directors
salary goes to DIRSAL and Staff salary goes to SALARY.


Now, using this scenario, the following are examples of how the Journal
file looks:




17.14
Mamut Payroll              Accounts & Costing                      Chapter 17
Costing Level - Employee             Costing Level - Nominal with Breakdown




Costing Level - Nominal
                                     Costing Level - 0 Analysis Levels




                                                                              17.15
Mamut Payroll                                      Accounts & Costing   Chapter 17
Print button (in the View window)

Allows you to print out the Journal File.


Balance button (in the View window)

If, for some reason, the journal does not balance, you can force the
imbalance to be posted to your suspense account.



Create Journal
To create a new Journal File select Company/Accounts Link/Create
Journal File from the Menu bar.



                                  Note

        If you have set up an accounts link the file that is cre-
        ated is what is required by the accounts system and is
        not necessarily what you have set up in the View.




end




17.16
18 Tools & Utilities




2

3

4

5

6

7

8


                       Chapter 18

                       In this Chapter:

                              The Quick Calculators

                              Budget Amendments

                              Global Changes

                              NI Adjustment

                              Alter To-date Totals

                              Sundry Things:

                                      Matrix Printer Driver


                                      Rebuild Data File


                                      Customize Toolbar


                                      Configure Employee Selection


                                      Employee Debug




                                  Tools & Utilities
end
Mamut Payroll                                            Tools & Utilities                                          Chapter 18
Overview                                                                    Tax
This is the Chapter that shows you the easy way to do things and how to
use the various aids the program has to keep your system running
smoothly.


The program, as you use it, makes payments and takes care of deduc-
tions as the law demands and as you have configured it. Ideally you
should never need to interfere with the way the program works. But,
inevitably, situations will arise where you need to alter some figures in
an employee‟s record and doing it the normal way would either be
impossible, or just tedious. Here we describe the easy ways: but take
care - and be sure you understand what you are doing before you start.



              The Quick Calculators
                                                                            Enter the employee‟s Tax Code: only valid codes are accepted.
The Quick Calculators allow you to make independent calculations of
Income Tax, National Insurance, Statutory Sick Pay and Loan Repay-          Enter the employee‟s Gross Pay to-date and the Last Tax Period Paid.
ments.
                                                                            As you do so the income tax due to-date is displayed in the Tax Paid
You bring up the Quick calculators by clicking the icon on the Toolbar      Should Be window.
or by selecting Tools and then Quick Calculators from the Menu bar.


                                                                            NI


Select the tab card for the type of calculation you want to make.


If you engage the Quick Calculators against a blank desktop the fields
of the tab cards are empty, ready for you to enter details.


If you engage the Quick Calculators with an employee‟s details already
on the desktop, the program assumes you want to work on this em-
ployee and as much information as possible is filled in automatically in
the tab card fields.


                                                                            Choose the appropriate payment period, Weekly or Monthly. If the
                                                                            employee is paid 2-weekly or 4-weekly, choose Weekly.


                                                                            Choose the employee‟s NI rate from the NI Rate drop-down list box.


                                                                            If the employee is a Director of the company tick the Director box.


                                                                            Enter the employee‟s Gross Pay and the Number of Periods it was
                                                                            Paid over.



                                                                                                                                            18.1
Mamut Payroll                                           Tools & Utilities                                             Chapter 18
As you do so the employee‟s and employer‟s National Insurance Con-
                                                                                                               Tip
tribution due is shown in the windows below.

                                                                                    A much better way of calculating SSP for an employee
                                                                                    is by using the absence diary. This way any amount due
                                                                                    is automatically transferred into the employee‟s details
                                                                                    for the next payroll run. See
                                                                                    Absence on page 14.5.
SSP
                                                                            Loans
                                                                            This calculator works out the monthly repayment of a loan to an em-
                                                                            ployee, based on either a simple or compound annual rate of interest.


                                                                            Interest Rate Calculation
                                                                            In calculating the monthly rate of interest, the annual rate, either simple
                                                                            or compound, is divided by twelve.


                                                                            Simple Interest
                                                                            The employee pays on the full amount of the loan, every month.

The SSP calculator is most useful as a tool to check what an employee
                                                                            Compound Interest
would be entitled to should they be sick for a particular payroll run.
                                                                            This takes into consideration that, as repayments are being made, the

Normally we recommend you to enter any periods of sickness in the           amount being loaned is reducing. The employee pays interest only on

Absence diary.                                                              what is left of the original loan at the beginning of each month.


SSP cannot be calculated correctly unless you fill in the Qualifying        The program uses a formula, widely accepted by the financial services

Days of the week in question. If a qualifying rota applies, you have to     industry, to work out an equal repayment every month.

calculate one week at a time.


Similarly, the Average Gross Pay over the last eight weeks and
whether SSP has been paid in that period also need to be known.


If, at the time you engage the Calculator the employee‟s details are open
on the desktop, average gross pay details are filled in automatically.


As you select First Day Sick and Last Day Sick, using the calendar
buttons to the right of the fields, the answer is shown in the Results
field below.


You should make a note of the result. If you wish to pay an employee
                                                                            This illustrates the loan of £1,200.00 over 36 months at a simple annual
this amount of SSP you may do so by entering it manually at payroll
                                                                            rate of interest of 5%.
run time.

                                                                            The Interest field shows the total amount of interest due on the loan
                                                                            over the repayment period.


18.2
Mamut Payroll                                       Tools & Utilities   Chapter 18
The Repayment field shows the amount to be paid back each month.


The View Details button gives an in-depth look at the repayments,
period-by-period:




This illustrates the loan of £1,200.00 over 36 months at a compound
annual rate of interest of 5%.


The Interest field shows the total amount of interest due on the loan
over the repayment period.


The Repayment field shows the amount to be paid back each month.


The View Details button gives an in-depth look at the repayments,
period-by-period:




                                                                                18.3
Mamut Payroll                                           Tools & Utilities                                           Chapter 18
                                                                             When you have finished click OK and the program automatically
                  Budget Amendments
                                                                             updates everyone‟s tax code. In case you have a very large payroll, a
When the Government announces changes in personal allowances you             moving bar is displayed to show you how the amendments are progress-
are sent instructions to alter the values of tax codes with suffixes L, P,   ing.
V, J & Y.

                                                                                                            Note
You do not have to change every employee‟s code individually: there is
an option that allows you to do everyone at once.
                                                                                    You can check if you have already done Budget
                                                                                    Amendments for the company as a message appears on
Select Company/Budget Amendments from the Toolbar:                                  the screen to tell you when the option was last run.




Click the up and down arrows next to the fields to enter the adjustments
required.


Or you can type in the numbers.


                                  Note

         You cannot change other types of tax code with this op-
         tion. They must be changed individually in the em-
         ployee‟s file. See Tax Code on page 6.9 for more de-
         tails.



Use Tax Rate Effective From

If there are to be any changes in legislation during the tax year this
determines which set of rules to use. You would normally change this
entry in the Tax tab card of Company Details but you can do it here
just as easily.


You need not change this field if you are only altering the employee tax
codes.




18.4
Mamut Payroll                                            Tools & Utilities                                           Chapter 18

                     Global Changes                                      Field Description

A global change is one that affects all employees at the same time.      General tab card
                                                                         This has all the employees‟ details that are text-related and numeric data
                               Warning                                   that do not change as the year progresses.


        With this option you are able to change quite a lot of in-
        formation that the computer stores on your employees.                                            Example

                                                                                 One of the rates of pay is set at £5.50. If you were to
Yes, it may be dangerous if misused but it is also a great timesaving            increase it by 3% the result would be £5.665 (un-
facility if, for example, you wish to give everyone a 3% increase in             rounded). By ticking the box the rounded result would
                                                                                 be £5.67.
their basic rate of pay.


Select Global Changes from the Tools drop-down menu on the Tool-
bar. This brings up an Employee Selection window:                        Rates tab card
                                                                         This has the actual rate of pay in the employee‟s file (Def) and to-date
                                                                         (TD) figures for all the company rates of pay.


                                                                         When changing rates of pay information for more than one employee

                                                                         you can elect to round the result to two decimal places   .

                                                                         To make the program automatically round the result, tick the box
                                                                         marked Round Result of Rate Changes to Two Decimal Places.


                                                                         If you do not wish to round the result, make sure the box is unticked.

At this window you choose to deal with all employees at once, a selec-
tion or just one employee alone. The window that follows has three tab   Pay/Deds tab card
cards. This is the first: they all have the same field headings.
                                                                         This has the standard (Std) and to-date (TD) figures for all the com-
                                                                         pany‟s configured payments and deductions.


                                                                         You will notice that values are not shown - just headings. This is be-
                                                                         cause you can change everyone at once here, and not everyone‟s figures
                                                                         are the same to start with.


                                                                         Action
                                                                         In the Action field next to a Description you can bring up a drop-down
                                                                         list box that lists the things you can do with the associated value or text.
                                                                         Not all options are available with every field but the full list is:


                                                                         Overwrite

                                                                         Select this and any Value you enter will overwrite and replace what was
                                                                         there before.



                                                                                                                                                18.5
Mamut Payroll                                             Tools & Utilities                                            Chapter 18
Subtract
                                                                                                           Warning
Select this and any Value you enter will be subtracted from what was
there before. You do not have this option with text-based Descriptions.              Be careful here. The program makes some checks but
                                                                                     you can still, for example, equate „Employee Code‟ to
                                                                                     „Post Code‟ with some interesting results. This is a
Multiply
                                                                                     function that you have to use with common sense.
Select this and the figure that was there before will be multiplied by any
Value you enter. You do not have this option with text-based Descrip-
tions. Use this one to multiply things by a percentage.
                                                                             From

                               Example                                       This refers to the original value or text of the Description. If you enter
                                                                             anything in the From field the change you specify will only affect those

         To increase a rate of pay by 3% go to that rate and in the          records that are originally exactly the same as what you have entered.
         Action choose Multiply.
         Then in Value type 1.03.
                                                                             Generate Rates/Pay/Deds where not configured
                                                                             Tick this box if you want to create items in the employee files where
Divide                                                                       they do not already exist.

Select this and the figure that was there before will be divided by any
                                                                                                           Example
Value you enter. You do not have this option with text-based Descrip-
tions.
                                                                                     If you wanted to set everyone‟s employee pension to
                                                                                     £50.00 because you had just set up a pension scheme
Add                                                                                  you would configure the deduction in Alter Company
                                                                                     Details then Global Change it to £50.00 with the box
Select this and any Value you enter will be added to what was there
                                                                                     ticked.
before. You do not have this option with text-based Descriptions.                    Everyone would then have an entry of £50.00 in their
                                                                                     Pay/Deds tab card.

Equate

This makes the Description the same as another one in the employees‟                                           Tip
record. You can use it for both text-based and numeric Descriptions.
You choose the description to equate this one to in the Value field.                 You can set a payment/deduction to appear in every-
                                                                                     one‟s file without allocating a standard amount:
                                                                                     On the Pay/Deds card in the Action column next to
Value                                                                                (Std), choose Overwrite.
                                                                                     Double-click the Value column so that 0.0000 appears.
If you choose any other Action than Equate you must type a value in
                                                                                     Tick the Generate Rates… box: the entry in the Value
this field.                                                                          column goes blank.
                                                                                     Click OK.
When your Action is to Equate you get a drop-down list box here so
you can choose a field to equate to.




18.6
Mamut Payroll                                         Tools & Utilities                                            Chapter 18
OK button                                                                                   NI Adjustment
Click this if you have finished and you want the changes to be made.
                                                                       Introduction
                                                                       Sometimes it happens that an employee has to be transferred from one
                                                                       NI contribution rate to another and these changes often have to be made
                                                                       retrospectively.


                                                                       Unlike the tax system, NI Contributions are not normally calculated on
                                                                       a cumulative basis and errors are not self-correcting in subsequent
                                                                       payrolls.


                                                                       That is why the program has this special facility for making changes to
                                                                       National Insurance for a previous period.


                                                                       Select Employee from the Toolbar followed by Overrule Figures
                                                                       followed by NI Adjustment from drop-down menus that follow.


                                                                       You are first reminded that you will not be able to undo the last payroll
                                                                       if you continue:




                                                                       The adjustment window looks like this:




                                                                       You see details, as they stand, of the employee‟s earnings and contribu-
                                                                       tions and the employer‟s contributions throughout the year to-date.




                                                                                                                                       18.7
Mamut Payroll                                          Tools & Utilities                                             Chapter 18
How to Adjust NI                                                            For someone who was made a Director some weeks ago but the fact has
                                                                            not yet been recorded, the change should be made through Em-
You may change the employee‟s NI contribution rate for any historic
                                                                            ployee/Alter Current Employee on the Menu bar. For details see
period and the adjustments, shown in the two boxes at the bottom of the
                                                                            Director? on page 6.11.
window, will be passed through to the employee‟s data for the next
payroll run.
                                                                            The Summary button
Click on the NI Rate column for the period you want to change and           Clicking the Summary button shows you totals of all the periods in a
select the new NI rate letter from the drop-down list box.                  separate line for each NI rate.


                                                                            When setting up an employee you are only able to enter the to-date total
                                                                            for NI as a whole (see page 6.15).


                                                                            Here you can add another line for another rate.


                                                                            New users of the program who start the system after the beginning of
                                                                            the tax year will find it particularly useful. The record of an employee
                                                                            can be kept complete by adding a new line for a previous contribution
                                                                            rate and splitting the totals shown between the two.


                                                                                                              Example

When an adjustment has been calculated the system marks each item
                                                                                    Let us suppose:
that has been changed with a tick in the NI Adj column.                             You are starting the program in week 3 of the tax year.
                                                                                    You have paid Alfred Neumann (pre-the program) at NI
                              Warning                                               rate A in week 1 and NI rate D (his new permanent rate)
                                                                                    in week 2.
                                                                                    You enter his to-date figures in the program and run a
        If you have previously overridden the NI figures using
                                                                                    week 3 payroll.
        Alter To-dates or Tax/NI Override this option will reset
                                                                                    You select Employee/NI Adjustment and click the
        them. They will be changed to the properly calculated
                                                                                    Summary button at the Adjustment screen:
        figures based on the NIable gross in each period.




Director’s NI
There is only one occasion on which you should tick or un-tick this box.


This is when you have set up an employee and inadvertently classed
them as a Director when they were not. If you discover your mistake
some weeks later you can correct it by un-ticking the boxes.


For an existing employee who was a director at some time in the past
but has ceased to be one, the legislation demands that they continue to
be treated as a Director for NI purposes for the remainder of the current
tax year.
                                                                            This shows the week 3 payroll you have just run. You click the Sum-
                                                                            mary button:



18.8
Mamut Payroll                                          Tools & Utilities                                               Chapter 18
                                                                                      brings the to-date figures into play. Before that there
                                                                                      are no NI records to adjust.



                                                                            The Print button
                                                                            Clicking the Print button prepares a report that details the full year‟s
                                                                            record on a single sheet of paper. This can be filed and used for future
                                                                            reference.



                                                                                              Alter To-date Totals
The summary shows the total of the three weeks‟ figures but all at rate
D - his permanent rate.                                                                                    Warning

But as week 1 was run at rate A there should be a line at A and a line at
                                                                                      You know, don‟t you, that you really ought not to be do-
D.                                                                                    ing this?
                                                                                      To-Date figures are calculated correctly by the program
Add a new line for the rate A contributions. Enter the A rate figures in              and should never need to be changed.
columns 1d and 1e and reduce the totals from the rate D line so that all              But changing them temporarily is something that pay-
the balances are zero.                                                                roll people have been doing since PAYE began: so we
                                                                                      have included the facility.
                                                                                      Use it with care and caution. Understand the implica-
                                                                                      tions and put it back as you found it when you have
                                                                                      done.
                                                                                      Otherwise your figures will never balance and reconcile
                                                                                      at month end.



                                                                            You get into this facility by choosing Employee from the toolbar,
                                                                            followed by Overrule Figures, then Alter To-Date Totals.



                                                                                                              Note

You cannot leave the Summary window unless the Balance fields are                     If you find there is no Alter To-Date Totals on the
zero.                                                                                 drop-down menu it probably means you have not set up
                                                                                      the option in Company Options. Look at page 3.4 to
The program adds a tick to the User Adj column of each period affected                see how to do it.

by the changes you made on the Summary screen.

                                                                            You are first asked to choose the employee whose details you want to
                                                                            change.


                                                                            Then you see the employee‟s details window where you should select
                                                                            the To-date tab card. Notice that the figures are not greyed out: you are
                                                                            able to change any of them you wish.
                                 Note

        You cannot use the NI adjustment facility until you have
        run a payroll with the program. The first payroll run


                                                                                                                                              18.9
Mamut Payroll                                          Tools & Utilities                                               Chapter 18

                      Sundry Things                                                                         Warning


The Matrix Printer Driver                                                           Windows NT Workstations, Windows XP, 2000 and
                                                                                    ME.
There is quite a chance that you will be printing some of your reports on           The Matrix printer driver cannot be used to print from
a dot matrix printer and if you do not use the Matrix printer driver you            these systems. If you need to print from one of these
                                                                                    systems, you should load the Epson FX1050 printer
will probably have trouble.
                                                                                    driver that comes as standard with Windows™.
                                                                                    Note that your dot matrix printer should be Epson com-
A printer driver? That is a bit of software that tells your printer what            patible and that alignment checks do not work with the
and how to print and format your reports.                                           Epson driver.
                                                                                    Make sure that Alignment Check has not been selected -
Because we have no idea what make of printer you use (and even if we                see page 9.7.

did know it wouldn‟t make any difference because our program has to
work with all printers), we have to run the program with a simple, the
simplest printer driver that ever was.
                                                                            Rebuild Data File
                                                                            On occasions the data files for a company may become corrupted.
Everyone who has a computer gets one free with Windows™. The
trouble is that there are problems if you try to use it. So we decided to   This can happen if the computer is turned off during a payroll run or
write our own.                                                              when there is a power failure. When this happens it may be possible to
                                                                            recover the data files without having to restore them from a backup.

Installing The Matrix Printer Driver
                                                                            Click Tools/Rebuild Data File from the Menu bar and you are asked
Select Add Matrix Printer Driver from the Tools drop-down menu              to confirm that you really want to rebuild the data file. Once complete
and the driver is installed automatically.                                  you are asked if you wish to compact the data files. This tidies up the
                                                                            files so that they work as efficiently as possible.



                                                                                                                Tip

                                                                                    Run the Rebuild Data File routine as a first option
                                                                                    whenever you get trouble with employee records. It of-
The driver is not properly installed until you have turned off and re-
                                                                                    ten sorts the problem without you having to look any
started your computer.                                                              further.

Then, all you have to do is to remember to choose it as the program‟s
default printer or make sure it is engaged whenever you are using a dot     Customize the Toolbar
matrix printer.
                                                                            Clicking an icon on the Toolbar is the easiest way to start one of the
                                                                            program‟s routines. We have tried to select the things that you are
Engaging the Matrix Printer Driver                                          likely to use the most and organize them in the best order possible. We
Select Printer Set-Up from File on the Toolbar.                             realize, however, that it may not be to everyone‟s taste and so there is
                                                                            the facility to re-design the bar to your own requirements.




18.10
Mamut Payroll                                            Tools & Utilities                                               Chapter 18
Right click anywhere on the Toolbar and you will see:                          Toolbars Tab Card
                                                                               When you first see this, there will be just one, the Toolbar, displayed. It
                                                                               need not stay that way, however. You can add toolbars of your own
                                                                               design.

If you do not want a Toolbar at all, get rid of the tick and the bar will
disappear. To get it back, select File/Operator Preferences and choose         Adding a new Toolbar
either Small Icons or Large Icons.


To change the appearance of the Toolbar click Customize and click the
Commands Tab Card.



Commands Tab Card




                                                                               To add a toolbar click the New button:




In this window you see all the buttons associated with the various
aspects of the program. They are divided into Categories.                      The program automatically suggests a name for your new bar, but you
                                                                               can probably think of a better one so type it in and click OK.
Select a Category to see what new icons you would like to add to the
Toolbar.                                                                       Now, if you look closely you will see, somewhere on your screen. a
                                                                               tiny box with a single letter and a „get rid of me‟ button. This is the
Add a new icon to the toolbar by clicking it in the commands window            beginning of your new toolbar - all you have to do now is to add some
and dragging it onto the toolbar itself.                                       buttons.


If the icon you want is not added, try again - it is not always certain that   It is probably best to drag it into a blank area near the top of your
your click-and-drag will be successful.                                        screen. As you add buttons the box is going to get longer, not wider.


When you have collected all the icons you want on your new bar you             Click the Commands tab card and click and drag your chosen icons
can change the order by dragging an icon to a new position. Or if you          onto it.
decide you do not want one you can drag it off the bar. As you release
the mouse button with the cursor over the desktop the icon is deleted.         When you have finished collecting your toolbar icons you can drag the
                                                                               bar as a whole, using its Title bar, to any place you want. If you choose
                                                                               the top or bottom of the window the menu will lose its Title bar and
                                                                               blend itself into its surroundings.




                                                                                                                                                18.11
Mamut Payroll                                           Tools & Utilities                                             Chapter 18
In that form you can move the bar about by clicking and dragging on         Configure button
the double line that you see to the left of the bar.
                                                                            You can re-select and re-arrange the fields in this window to suit your-
                                                                            self by clicking this button:
Rename and Delete buttons
You can rename or delete any toolbar you have created. You cannot
rename or delete the system Toolbar.



Reset button
If you have changed the bar and you do not like what you have done
you can put it back to what it was originally by clicking the Reset
button. You cannot use the Reset button on a toolbar of your own
making.


                                                                            This window has two tab cards: Employee Selection and Fields to
Configure Employee Selection
                                                                            Display.
When you go to select an employee in any part of the program you see
this window:
                                                                            Fields to Display Tab Card
                                                                            The Employee Selection window displays the five fields of information
                                                                            about the employee that are to be shown on the selection grid. You can
                                                                            re-order or change those fields here.



                                                                            Remove button
                                                                            Removes a selected field from the list so that you can replace it with
                                                                            one of your choice. The remaining fields are automatically re-arranged
                                                                            so that your new choice will go in column 5.



                                                                            Clear button

You can sort the information in any of the columns by clicking on the       Removes all five fields so that you can choose new ones.
title. Clicking the title toggles between reverse and alphabetical order.

                                                                            Move  button
Or you can click in the Search in field and choose what to sort by.
                                                                            Moves a selected field one place up, that is one column to the left in the
Then either scroll through the list of employees or type in the For field
                                                                            selection window.
the first few letters of what you are trying to find.



Reset button                                                                Move  button
                                                                            Moves a selected field one place down, that is one column to the right
Clicking this will reset the grid to its original view of Employee Code,
                                                                            in the selection window.
Surname, Forename 1, Dept Name and NI Number.


It is sorted on Employee Code and only current employees are dis-
played.


18.12
Mamut Payroll                                         Tools & Utilities                                                 Chapter 18
Employee Fields and Rates/Pay/Deds Fields                                  Sort Order
You will only be able to get into these windows if you have at least one   Ascending means 0 - 9 - A - a - Z - z.
vacant space in the Fields to Display.
                                                                           Descending means z - Z - a - A - 9 - 0.
With a vacant space you can scroll through these windows to choose a
field you would like to have displayed in the selection window.            Remember you can also alter the sort order by clicking on a column
                                                                           title in the selection grid itself.
When you find one double-click it and it will be placed in the Fields to
Display.
                                                                           Employee Code Search - Disable Smart Search

                                 Note                                      With Smart Search enabled, as you type a character the window scrolls
                                                                           to highlight the first matching place in the list.

        You can choose only one              field   from    the
        Rates/Pay/Deds Fields window.                                      This is fine so long as you have a fast computer and not too many
                                                                           employees but with a large payroll it can take (too much) time to find
                                                                           that first match.


                                                                           Trying to select employee number 4321, for example, could take an age
Employee Selection Tab Card                                                as the program looks for a match after every digit.


                                                                           All is not lost, however, because you can un-tick the box and type in the
                                                                           required employee number without having to wait for the program to
                                                                           catch up.



                                                                                                                 Note

                                                                                    Even when the box is ticked, Smart Search is only dis-
                                                                                    abled when the Search in field reads Employee Code
                                                                                    (ie the grid is sorted by employee code).
                                                                                    Once disabled, typing the characters and clicking OK
Here you can choose which employees to display and in what order.                   will not select the employee you intended.
                                                                                    You must enter your selection and press the Enter key.

Who to appear
You can choose to display:


Current Employees Only - those on the payroll at the moment.


Current plus Leavers - Current Month - includes those who have
been P45‟d in the current tax month.


Current plus Leavers - Current Year - includes those who have been
P45‟d in the current tax year.


All Employees’ Records - everyone who is on record as ever having
worked for the company.


                                                                                                                                         18.13
Mamut Payroll                                             Tools & Utilities                                         Chapter 18
                                                                                   2           Ex-employee P45 in current month
Employee De-bug
                                                                                   3           Ex-employee P45 in a previous month this year
This is an option that has been designed, primarily, for use by support
staff and not by the user. It is not normally visible and has to be acti-          4           Ex-employee P45 in a previous year

vated through Company Options (page 3.4). Then you get into it
through Tools/Employee Debug at the Menu bar.
                                                                             Period Last Paid & Period Paid Up To Fields
                                                                             The number in these fields is in the format: yyyywpp


                                                                             where:

                                                                                  yyyy first year of tax year (eg 2001 for 2001/2002)

                                                                                  w      weekly = 0 monthly = 1

                                                                                  pp     tax period


                                                                             Clear Row button
                                                                             Clears the entry in the New Value column.


                                Warning

          Apart from being able to change to-date figures you can            end
          also set items to invalid values - so beware and use with
          caution and only then if you know exactly what the con-
          sequences of your actions will be.



The reason for its existence is that there has to be a part of the program
that is flexible enough to deal with every eventuality and this is it.



                                   Note

          You may think it odd to see information that can easily
          be changed in the conventional way through the em-
          ployee‟s main file but we show everything here because
          it is often helpful to see all the data together before
          changing it.



You change a value by entering a new one in the New Value field and
clicking OK. The old value is then overwritten.



Active Status Field
The numbers in the Current Value column have the following meanings:


      1              Current employee



18.14
19 Import & Export




2

3

4

5

6

7

8


                     Chapter 19

                     In this Chapter:

                            Import (Getting Information In)

                                    Job Card Import


                                    Job Card File Structure


                                    Time & Attendance


                                    CLOCKIN File Layout


                            Export (Getting Information Out)

                            How to start the Import or Export Process




                                Import & Export
end
Mamut Payroll                                            Import & Export                                      Chapter 19
Overview                                                                   Import (Getting Information In)
This Chapter deals firstly with bringing payroll and employee in-
formation into the program (import) other than typing it at the key-   Introduction
board.
                                                                       Information can be brought into the program in two ways:

Secondly we look at the ways in which information can be presented
to other programs, such as spreadsheets, word processors or a per-     a   Data for the payroll run (eg hours and payment/deductions
sonnel system (export).                                                    details) can be brought in via a special Clockin import (see
                                                                           page 19.7).


                                 Tip                                   b   Data for an employee‟s record (eg tax code, address etc) can be
                                                                           brought in through a pre-defined import structure.

         If you want to set up your system so that you can get
         information into or out of the program but you do not         Below we describe how to define an import structure for data from a
         know your ASCII from your elbow we suggest you                file. This file can be generated by a database, a spreadsheet or any
         ask someone who understands CSVs and XLSs to                  device capable of putting the information into a format that the
         come and do it for you.
                                                                       program can read.
         It‟s not that it‟s difficult but it does require some
         knowledge of file structures and a computer buff
         should be able to set it up in no time at all.                But, before we start, you should bear in mind this warning:
         Once it is configured, doing it is easy.

                                                                                                    Warning

                                                                               There is something you have to be very careful of
Importing and exporting information is all about building a file               when importing employees into the program for the
structure that both the program and the other application (say a               first time. Before you go ahead, look at the Warning
personnel system) will understand.                                             on page 6.20.


The file is the go-between container of all information so that each
program can extract data from it or add to it at will.
                                                                       Telling the program what the format is, is all-important if the system
                                                                       is to understand what is being fed into it and not to crash out of sheer
                                                                       confusion.




                                                                                                                                      19.1
Mamut Payroll                                          Import & Export                                           Chapter 19
Defining an Import Structure                                             Details Tab Card
Select File followed by Import Data at the Menu bar.



Selection Tab Card




                                                                         Somewhere there is a file of data that you want to import into the
                                                                         program. This is where you say what file and what type it is.



                                                                         Import File
This window is where you see what structures are already in place
                                                                         Enter the name and location of the file containing the information
and where you can change them or add new ones of your own mak-
                                                                         for the program here. Remember to include the full path.
ing.

                                                                         Or you can use the Browse button to search the system. Double-
It is also where you start the import process. You do this by clicking
                                                                         click on the file name when you find it.
the relevant entry in the Description window and then clicking OK.


Structures whose descriptions start with * are dedicated to the sys-     File Type
tem and you can look at them but not change them.
                                                                         In order for the program to understand what is being fed into it, the
                                                                         file needs to be of a known format, that is:
To start to design one of your own click the Add button.


If you had previously highlighted another import structure you are       Fixed Length Format
asked if you want to copy its configuration.                             It needs to be an ASCII text file, although the extension need not be
                                                                         .TXT.


                                                                         A given field must be of the same length in each record, but fields
                                                                         need not be the same length as each other. This means that you will
                                                                         have to specify the length of each field.


You should change the description New Structure n that appears
                                                                         Comma Separated (CSV)
automatically to one of your own: one that means something.
                                                                         Fields can be of varying length but must be separated from each
                                                                         other by a comma.


                                                                         Microsoft Excel (.XLS)

                                                                         Must be a Microsoft Excel file.




19.2
Mamut Payroll                                          Import & Export                                           Chapter 19
Fields Tab Card                                                          Line
The fields here define a single record in the file.                      An entry is needed here only for a Fixed Length Format file.


The program goes through the file, inserting fields into a record.       If the information you are importing is all on one line, it will be 1 all
                                                                         the way through the record.
When it comes to the end of the fields, it starts again, with a new
record, and continues like that until there is no more data to be        An employee‟s home address may be stored on separate lines of the
transferred.                                                             same record. In this case Line would have to reflect this.


                                                                         In a .CSV file the employee code, being the first element will be on
                                                                         line 1.


                                                                         In a Fixed Length Format import file, CODE need not be the first
                                                                         element but its true Line position needs to be recorded here.



                                                                         Start Position
                                                                         An entry is needed here only for a Fixed Length Format file.


                                                                         In a Fixed Length Format import file, CODE need not be the first
                                                                         element but its true Start Position needs to be recorded here.
Field
                                                                         The start position of a field on a line is equal to the length of all
You will notice that the first Field field contains the word CODE.
                                                                         preceding fields plus one.

The import structure MUST contain the employee CODE, other-
wise the program will not recognize the file as having a valid format.   Length
For a Fixed Length Format file you should specify a Line, a Start
                                                                         An entry is needed here only for a Fixed Length Format file.
Position and a Length for the Code.

                                                                         In the program the CODE is 10 characters long. If your code is
If the import file is in .CSV format the CODE has to be the first
                                                                         longer, only the first 10 characters will be imported.
field in each record. With this type of file you need not specify
anything; CODE is the first field.
                                                                         You have to make sure that the program has enough room to store all
                                                                         of the succeeding fields. If your field is too long, the program will
Other Field fields can be any of the things listed in the drop-down
                                                                         truncate it.
list box that appears when you highlight the field and click on the
arrowhead.
                                                                                                          Note

ID                                                                                 The default lengths of all importable fields can be
                                                                                   found in an Excel file called fields32.xls situated in
For items such as payments/deductions, hourly rates and other
                                                                                   your program folder.
multiple-choice fields this defines which one you want.


For example, for the 13th payment/deduction you put Pay/Ded
Standard in the Field column and 13 in the ID column.




                                                                                                                                         19.3
Mamut Payroll                                          Import & Export                                          Chapter 19
Default Value                                                                                        Example
If you set a field in the import structure to have a Default Value
every employee being imported will be given that value for that
item, as standard.


If you use Default Value there should be NO field for it in the
import file. This comes in as an extra.


                                 Tip

        You can usually see the structure of a text file by us-
        ing the Edit function in DOS.
        There you can see what position the data elements
        occupy and how long the fields are.
                                                                        Set button

Check button                                                            This is only active for certain fields. It works the same as putting in
                                                                        a Default Value but this time there should be a field for it in the
Click this to check if there are any obvious errors in the import
                                                                        import file.
structure.



Save button
                                                                        Options Tab Card
                                                                        This card helps you say what must happen at certain stages in the
Saves the import structure.
                                                                        import process.


Insert button
Inserts a new line into the import structure above the one that is
highlighted.



Delete button
Deletes the highlighted line.



Format button
This allows you to equate what is coming in from the file to what the
program really needs. For example: 4-weekly paid people need „4‟
as their payment period whereas the file data may be „4w‟. Here
                                                                        On Import
you tell the program to change all „4w‟s into „4‟s.                     If you import data that is telling the program to create a New em-
                                                                        ployee because the CODE in the file does not exist, what do you
                                                                        want it to do?


                                                                        Without Warning just go ahead and do it or


                                                                        With Warning pause the import and give you the chance to say Yes
                                                                        or No?


19.4
Mamut Payroll                                            Import & Export                                        Chapter 19
The same thing applies for New Departments and New Account                Selection Tab Card
Groups.



After Import
You can Rename the File so there is no chance of the same data
being imported again by mistake or


You can Delete the File so there is never any chance of the data
being imported again, full stop or


You can Do Nothing.


                                 Note                                     To start to design a format, click the Add button.


                                                                          You may change the description New Structure n that appears
        If you chose to Rename the file, after a successful
                                                                          automatically to one of your own: one that means something.
        import a message appears telling you what the file is
        now called.

                                                                          Details Tab Card
Import Automatically on Log-in
Tick this box if you wish the program to pick up the data automati-
cally, say from a personnel system, whenever you log in.



Job Card Import
This is a facility to allow you to import timesheet details into Ac-
count Groups and with optional analysis strings. You define the
structure of a job card file in the same way as you do for any other
file to be imported.


The difference this time is that the format is already decided for you:   This is where you specify the location of the job card data file you
you must follow the simple steps below. Then, of course, you have         want to import.
to define the structure of the file that you are importing.
                                                                          The file MUST be of Comma Separated Value (CSV) type.

                                 Note

        This option is only available to users who have the
        additional Costing module.



Select File followed by Import Data at the Menu bar.




                                                                                                                                     19.5
Mamut Payroll                                       Import & Export                                          Chapter 19
Fields Tab Card                                                      After Import
                                                                     You can Rename the File so there is no chance of the same data
                                                                     being imported again by mistake or


                                                                     You can Delete the File so there is never any chance of the data
                                                                     being imported again, full stop or


                                                                     You can Do Nothing.



                                                                     Import Automatically on Log-in
                                                                     Tick this box if you wish the program to pick up the data automati-
                                                                     cally, say from a personnel system, whenever you log in.
The first field, CODE, is chosen for you.


On the next Field line, select Job Card Import.
                                                                     Job Card File Structure
                                                                     The layout of the file to be imported is as follows:
Options Tab Card
                                                                     Fields marked (*) are mandatory fields; the others are optional.


                                                                              Item            Length              Description
                                                                                              (Char)

                                                                         Account Grp *          25        Name of Account Group to
                                                                                                          which entry belongs

                                                                         Analysis String        100       Analysis Level names sepa-
                                                                                                          rated by \ (backslash)

                                                                         Period*                 2        Week or Month number of
                                                                                                          entry

This card helps you say what must happen at certain stages in the        Type*                   1        Category of entry
import process.                                                                                           (H=Hours, A=Pay/Ded,
                                                                                                          S=Salary, P=SSP, M=SMP,
                                                                                                          R=Manual Rate)
On Import
                                                                         Value 1                10        Currency value, its meaning
If you import data that is telling the program to create a New em-                                        depends on Type
ployee because the CODE in the file does not exist, what do you
                                                                         Value 2                10        Currency value, its meaning
want it to do?
                                                                                                          depends on Type

Without Warning just go ahead and do it or                               Value 3                10        Currency value, its meaning
                                                                                                          depends on Type

With Warning pause the import and give you the chance to say Yes
or No?


The same thing applies for New Departments and New Account
Groups.


19.6
Mamut Payroll                                          Import & Export                                          Chapter 19
Import Rules                                                             CLOCKIN Files
           If an Account Group does not already exist a new entry       CLOCKIN files are ones that enable you to import payroll data
            for that employee will be created on request                 either from a time & attendance or clocking system, or from a data-
                                                                         base.
           Entries for Values 1-3 should be right justified
                                                                         This information of does not come in through the Import Data op-
           Value 1 should be 100 times its actual value
                                                                         tion: its presence is detected automatically by the system at payroll-
                                                                         run time.
                           Examples
                                                                         CLOCKIN files generated by a clocking system have to be imported
                                                                         period by period.
  Hours & Manual Rate
            Value 1 is Hours Worked        (1.5 hours is en-            Database CLOCKIN files can, on the other hand, can be for a spe-
             tered as 150)                                               cific payroll period. They can also be accessed by multiple compa-
            Value 2 is an existing Rate Number                          nies and can accept data from insecure sources.
            Value 3 is an existing Factor Number or, when
             Manual Rates are being used, Hourly Rate                    Time & Attendance
             multiplied by 10000
                                                                         Time & Attendance or clocking details must be stored in a Clocking
  Payment/Deduction                                                      File (CLOCKIN) that should be put in the same folder as the pro-
            Value 1 is Payment/Deduction number. (Pay-
                                                                         gram files.
             ment/Deduction 2 is entered as 200)
            Value 2 is the amount to pay against this Pay-
             ment/Deduction. (25.99 = 25.99)                             At Payroll run-time, if the CLOCKIN File exists the program will
            Value 3 is not used                                         read the information for each employee and, if, the Company Option
                                                                         is set, warn you if any is missing.
  Salary, SSP & SMP
            Value 1 is amount of Salary, SSP or SMP to be
                                                                         The name of the file must be either:
             paid. (25.99=25.99)
            Values 2 and 3 are not used
                                                                                                       CLOCKIN


                                                                         with no extension or with an extension of the company number such
Other Information
                                                                         as:
           When a payroll is undone, job card data for the given
            period is destroyed and data will need to be re-
            imported.                                                                               CLOCKIN.001

           If the „Revert‟ button is pressed in payroll run, job card
            data is lost (because they are not employee standards)




                                                                                                                                      19.7
Mamut Payroll                                                  Import & Export                                   Chapter 19
CLOCKIN File Layout                                                       CSV Files
The format must be:                                                       You can also create the clocking file in comma-separated format. It
                                                                          requires the same field sequence as above, except a comma separates
                    NNNNNNNNNNXX99999999                                  the field and there is no requirement for fixed lengths or zero/space
                                                                          padding. The values are as above (pence for amounts and hours
where:                                                                    times 100 for hours.)

             NNNNNNNNNN                    is the Employee Code           If the amount / hours field has a decimal point there must be two
             XX                            is the Identifier              digits after it as the point is ignored when converting the field to a
                                                                          number.
             99999999                      is the Amount

The identifier and amount can be repeated up to 20 times on the           The employee code can be enclosed in quotes if required.
same record and an employee can have any number of records. The
file should be in employee code order.                                    The program will only accept values for payment and deduction
                                                                          numbers 0001 to 0040 using the normal file layout. However if the
                                                                          CSV version is used, identifiers 10001 to 10099 can be used for
Identifier
                                                                          payment / deductions 1 to 99.
             01 to 12           Hours at factors 1 to 12

             21 to 32           Hourly rate identifier for above hours,   After import, the clocking file must either be overwritten or deleted
                                if         not         issued        it   by the recording system.
                                defaults to rate 1

             41 to 80           Payment/Deductions 1 to 40

             91                 Salary

             92                 SSP

             93                 SMP

             94                 Not Used

             95                 Holiday Taken

             96                 Advance Number of Holiday Periods

             97                 SAP

             98                 SPP


Amount
For identifiers from 1 to 12 the amount is in hundredths of hours.


For identifiers from 21 to 32, the amounts are 100,200,300,400 or
500 for the first 5 hourly rates of pay.


All remaining amounts are in pence.


If a negative value is required, the first character of the amount
should be a - (minus sign).




19.8
Mamut Payroll                                    Import & Export                                  Chapter 19

                      Example                                                              Note

  Clockin File Format                                              In Fixed Length format you cannot access pay-
  This is a simple example of the format for a file that           ment/deductions beyond No 40.
  imports the following data:                                      This limitation is overcome in CSV by having the
  Employee No 1 has worked 40 hours at pay rate No 1               format as:
  and Overtime factor No 1.                                        10000+the payment/deduction number.
  Employee No 1 has worked 8 hours at pay rate No 2
  and Overtime factor No 2.
  Employee No 1 has received £50.00 for pay-
  ment/deduction No 4.
                                                           Manual Rates in the CLOCKIN File
  Employee No 2 has worked 40 hours at pay rate No 1       You can incorporate a manual rate of pay in the CLOCKIN file
  and Overtime factor No 1.
                                                           structure.
  Employee No 2 has worked 6 hours at pay rate No 3
  and Overtime factor No 5.
  Employee No 2 has received £80.00 for pay-               To do it, you need to add a second entry for an identifier in the
  ment/deduction No 6.                                     range of 21 to 32 and precede the rate value with @.


  Fixed Length Format                                                                   Example
  00000000010100004000
  00000000012100000100
                                                                   To pay 40 hours at rate 2 against company factor 1,
  00000000010200000800
                                                                   the clock file would contain:
  00000000012200000200
  00000000014400005000                                                                   1,1,40.00
  00000000020100004000                                                                   1,21,2.00
  00000000022100000100
  00000000020500000600                                             If we wanted the rate of pay to be 4.75, the clock file
  00000000022500000300                                             would need to contain:
  00000000024600008000
                                                                                         1,1,40.00
  CSV format                                                                             1,21,2.00
  1,01,4000                                                                              1,21,@4.75
  1,21,100
  1,02,800
  1,22,200
  1,10004,5000
  2,01,4000
  2,21,100
  2,05,600
  2,25,300
  2,10006,8000




                                                                                                                         19.9
Mamut Payroll                                          Import & Export                                          Chapter 19
CLOCKIN.mdb                                                            Export (Getting Information Out)
To import data from a database, there must be a file called            Information can be transferred from the program in the form of a
CLOCKIN.mdb present in the program folder.                             data file so that it can be used by other applications like a database,
                                                                       or a spreadsheet.
At payroll-run time, the program, before looking for a text-based
time & attendance file, checks first for the presence of               Most applications are able to read a simple ASCII text file like the
CLOCKIN.mdb and that there are entries for the company.                program produces but it is helpful if the information is put into a
                                                                       format that will be easily understood.

Layout of CLOCKIN.mdb                                                  Select File followed by Export Data at the Menu bar.
The ID and Value fields of the database are the same as the text
based fields, except:                                                  This window is where you see what export structures are already in
                                                                       place and where you can change them or add new ones of your own
         The Value should be in pounds and pence                      making.

         Rates should not be multiplied by 100
                                                                       It is also where you start the export process. You do this by double-
The payroll works in exactly the same way as the existing              clicking the relevant entry in the Description window and clicking
CLOCKIN, except the source data is now period specific.                OK.

The period has to be in the program's standard form:                   Structures whose descriptions start with * are dedicated to the sys-
                                                                       tem and you can look at them but not change them.
                             yyyyMnn

where:                                                                 To start to design one of your own click the Add button.


         yyyy is the year                                             If you had previously highlighted another export structure you are
                                                                       asked if you want to copy its configuration.
         M=1 for Monthly or =0 for (multi) Weekly

         nn is the Period number                                      You may change the description New Structure n that appears
                                                                       automatically to one of your own: one that means something.
CLOCKIN.mdb Maintenance
Entries in the database can be repaired or cleared using the Clockin
Utility in the Admin section of the program (see page 2.4).




19.10
Mamut Payroll                                         Import & Export                                           Chapter 19
Selection Tab Card                                                      Export File
                                                                        Enter a name for the file that is to contain information from the
                                                                        program here. Remember to include the full path.


                                                                        If a file of that name already exists you can use the Browse button to
                                                                        search the system. Double-click it when you find it.



                                                                        File Type
                                                                        The program can put the information together in either of two for-
                                                                        mats:


If any export structures are already configured, their descriptions
                                                                        Fixed Length Format
appear here.
                                                                        A given field must be of the same length in each record, but fields

To start to design one of your own click the Add button.                need not be the same length as each other. This means that you will
                                                                        have to specify the length of each field.

You may change the description New Structure n that appears
automatically to one of your own: one that means something.             Comma Separated Values (CSV)

                                                                        Output fields can be of varying length but are separated from each

SQL button                                                              other by a comma.

If you do not use SQL selection, the file that is generated will have
details of everyone on the payroll.                                     Fields Tab Card
                                                                        The fields here define a single record in the file.
If you want your export to refer only to some section (for example
the Marketing Department) of your payroll you must enter your
selection here.


If you are not familiar with SQL selection read Chapter 20 where
you will find full details.


Each structure you define can have a different SQL statement.



Details Tab Card


                                                                        The program you are exporting to will go through the file, inserting
                                                                        fields into a single record in the application.


                                                                        When it comes to the end of the fields you have defined, it will start
                                                                        again, with a new record, and continue like that until there is no
                                                                        more data to be transferred.




                                                                                                                                   19.11
Mamut Payroll                                            Import & Export                                         Chapter 19
Field                                                                   In a Fixed Length Format import file, CODE need not be the first
                                                                        element but its true Start Position needs to be recorded here.
You will notice that the first Field field contains the word CODE.

                                                                        The start position of a field on a line is equal to the length of all
Strictly speaking, your export file need not necessarily contain a
                                                                        preceding fields plus one.
CODE field at all but we have made it so to maintain compatibility
with the program.
                                                                        Length
If there is to be a two-way interchange of data between the program
                                                                        No entry is needed here for a .CSV file.
and another application the CODE field will certainly be needed. So
we have made sure that it is there by insisting on its inclusion.
                                                                                                         Note
CODE must be the first field in a .CSV file but it can be placed
anywhere in a Fixed Length format file.                                         The default lengths of all importable fields can be
                                                                                found in an Excel file called fields32.xls situated in
                                                                                your payroll program folder.
Other Field fields can be any of the things listed in the drop-down
list box that appears when you highlight the field and click on the
                                                                        You have to make sure that your application has enough room to
arrowhead.
                                                                        store each of the fields you select. If a field is too long your applica-
                                                                        tion will truncate it.
Id
For items such as payment/deductions, hourly rates and other multi-     Default Value
ple-choice fields this defines which one you want. For example, for
                                                                        If you set a field in the export structure to have a Default Value
the 13th payment/deduction you put Pay/Ded Standard in the Field
                                                                        every employee being exported will be given that value for that
column and 13 in the Id column.
                                                                        item, as standard.


Line
                                                                        Check button
No entry is needed here for a .CSV file.
                                                                        Click this to check if there are any obvious errors in the export
If you want the information you are exporting to be all on one line ,   structure.
it will be 1 all the way through the record.

                                                                        Save button
An employee‟s home address may be stored on separate lines of the
same record. In this case Line would have to reflect this.              Saves the export structure.


In a .CSV file the employee code must be the first element, so will
                                                                        Insert button
be on line 1.
                                                                        Inserts a new line into the export structure above the one that is
In a Fixed Length Format import file, CODE need not be the first        highlighted.
element but its true Line position needs to be recorded here.

                                                                        Delete button
Start Position
                                                                        Deletes the highlighted line.
No entry is needed here for a .CSV file.




19.12
Mamut Payroll                                        Import & Export                                          Chapter 19
Format button                                                           How to start the Import or Export
This allows you to equate what the program holds for a field to what                Process
is needed. For example: 4-weekly paid people have „4‟ as their
                                                                                                      Warning
payment period whereas the file data may require „4w‟. Here you
tell the program to change all „4‟s into „4w‟s.
                                                                               If you are using the program for the first time, every
                                                                               employee you have entered or imported will be
                                                                               treated as a NEW employee.
                                                                               This means that if you have already set up a Part
                                                                               Payment Method all employees will be paid (again!)
                                                                               from the start dates you entered or imported, even
                                                                               going back years!.
                                                                               THE ANSWER IS TO BE SURE TO RUN ONE
                                                                               PAYROLL BEFORE YOU ACTIVATE PART
                                                                               PAYMENTS.



                                                                       At the Data Import or Data Export window, double-click the De-
                                                                       scription of the relevant structure.


                                                                       The import or export proceeds automatically.


                                                                       If you are importing you may be asked to confirm the creation of
                                                                       new employees, departments or cost centres. It depends on how you
                                                                       set up the Options Tab Card.



                                                                       Need more Help?
                                                                       Look at the Excel spreadsheet file called fields32.xls. You will find
                                                                       it in the program directory.


                                                                       It contains details of all the fields that can be imported and exported.




                                                                       end




                                                                                                                                    19.13
20 SQL Selection




2

3

4

5

6

7

8


                   Chapter 20

                   In this Chapter:

                          SQL Selection

                          The use of AND and OR




                                  SQL Selection
end
Mamut Payroll                                            SQL Selection                                            Chapter 20
Overview                                                                 Condition
This Chapter deals with the more precise and detailed selection of       Then choose a Condition. This is what the Conditions mean:
employees in performing such tasks as running the payroll or print-
ing a report.                                                                    =         is equal to.


                                                                                 >         is greater than.
                    SQL Selection
                                                                                >=         is greater than or equal to.


                                                                                 <         is less than.


                                                                                <=         is less than or equal to.


                                                                                <>         is not equal to.


                                                                             Between       includes the first, the second and everything in
                                                                                           between.


                                                                               Like        matches a sequence of characters.

This screen appears whenever you select a SQL button on the                    AND         is used to combine two or more Field-
screen. You would choose this when you want a particular group of                          Condition-Detail formulas. The selection will
employees not covered by the normal selection; for example when                            only apply if both or all of the criteria of the
running the payroll or printing a report.                                                  formulas are met.

The three fields at the top of the screen: Field, Condition and Detail                     It is also used to select things BETWEEN two
are the same as for a normal selection except that the choice of Field                     extremes.
has been considerably widened and two more Conditions, AND and
OR have been added.                                                             OR         is used to combine two or more Field-
                                                                                           Condition-Detail formulas. The selection will
The Field window includes any user-defined fields that have been
                                                                                           apply if at least one of the criteria of the formu-
configured as text, numeric or integer.
                                                                                           las is met.


Field                                                                                                      Note
When making a SQL selection you must choose an element from the
Field field by double-clicking it. When you do that the chosen field,            You cannot use Between when printing reports. It
enclosed in square brackets, appears in the Formula Text field                   can only be used when running or undoing a payroll.

below.
                                                                         Most of these are easy to understand for numbers but did you know,
Choose the Field on which you wish your selection to be based.           for example, that Hepburn is greater than Gable and that Monroe
                                                                         is greater than either of them?


                                                                         No, we are not rating their acting skills, just demonstrating that, in
                                                                         computer terms, just as 9 is greater than 6, H is greater than G and


                                                                                                                                         20.1
Mamut Payroll                                            SQL Selection                                          Chapter 20
M is greater than both H and G because it comes later in the alpha-      You would think that with an OR you would get fewer things se-
bet.                                                                     lected than with an AND. Not so.


Similarly Anderton is greater than Anderson.                             Why not? If I go to buy six oranges OR six apples I will come back
                                                                         with fewer things than if I had chosen to buy six oranges AND six
If you use Between as a Condition, put AND between the two               apples.
elements in the Detail Field.
                                                                         OK but look at it this way: Send twenty people shopping and tell
                                                                         them they can buy six apples, six oranges or both.
                                Example

                                                                         When they come back, count those who have bought six oranges
                 [Item] Between 1004 AND 1050
       You could also say:                                               AND six apples. The chances are that some of them will have
                [Item]>=1004 AND [Item]<= 1050                           chosen either one or the other, especially if they had to pay.
       with the same result.
                                                                         Now count those who have either six oranges OR six apples in their
                                                                         shopping bags.. How many? Why, all of them of course.


Like searches the first few characters of the chosen field and if they   This illustrates that, in computer terms, AND can never select more
match what has been typed, the field is selected.                        than OR.


If you first type * followed by some characters, the program will
                                                                         Formulas
search for any occurrence of that sequence inside the fields.
                                                                         You can have a formula like:


                                                                                                    Surname > ‘Bz’
                                Example
                                                                         if you want to select everyone having a surname starting with C
       Like ‘* don’ will find Donaldson, O‟Donnell and
                                                                         onwards. The „z‟ is necessary because even „Ba‟ is greater then „B‟.
       Brandon

                                                                         A formula of:


                                                                                                 Department = „Sales‟
                                 Note
                                                                         will select everyone in the Sales department.
       Text things you type in as Detail have to be enclosed
       in quotes. You can use either single or double
                                                                         The formula:
       quotes, but not a mixture of both.
       You will see that sums of money appear in Detail
       with a £ sign in front. If you type a sum of money                             Surname > „Bz‟ AND Department = „Sales‟
       you don‟t need to type the £ sign.
                                                                         will select all those in the Sales Department whose surname begins
                                                                         with C onwards.
The use of ‘AND’ and ‘OR’
The use of AND and OR needs some explaining since they work in
a way curious for people who do not have a mathematical mind.




20.2
Mamut Payroll                                                SQL Selection                                       Chapter 20
The formula:
                                                                                                         Note
               Surname > „Bz‟ OR Department = „Sales‟
                                                                                Fields and Conditions should be selected from the
                                                                                available options. You can put them in by hand but
will find all those people whose surname starts with the letter C
                                                                                they must be typed exactly as they appear when you
onwards, together with all members of the Sales department.                     select them. You are not permitted to invent new
                                                                                ones of your own.
You can combine as many formulas as you like with ANDs and
ORs, but make sure you do not get mental indigestion.


                                                                        Many of the Fields are unable to suggest appropriate Details; any of
Auto Detail
                                                                        the Gross or Free Pay figures for example.
There is a little box in the bottom-left corner of the window called
Auto Detail.     Tick it and, wherever possible, the program will       In these cases you must type the detail, like a numeric amount or a
suggest some Detail options for you as soon as you highlight a          telephone number. Then it is best to click the Check button to see if
Field.                                                                  what you have done is acceptable.


                                                                        You can have as many Field/Condition/Detail selection formulas as
                             Example                                    you like (or until you mind starts to boggle) but each one must be
                                                                        linked to the next by one of the Conditions AND or OR
         Highlight the Surname field and the Detail field will
         list the surnames of all the company‟s employees.
                                                                                                      Example

                                                                                Surname] > „Adams‟ AND [Surname] <= „Peters‟
                                                                                OR [Address Line 5] Like „NG*‟
                                Note
                                                                        The example above will select anyone who comes after Adams but
         Auto Detail is a useful function but if you have a
                                                                        before and including anyone called Peters in the alphabetical list of
         large number of employees it can take quite some
                                                                        employees. And in addition it will select anyone who lives in Not-
         time to auto-fill the Detail column.
                                                                        tingham (post code NG something).


                                                                        Do not try to take short cuts: they probably will not work. For
                                                                        example:
Choosing or typing a detail completes the simplest form of SQL
Selection Formula: the kind that you can get, in a more limited form,
                                                                            [Gross NIable To-date] AND [Gross Taxable To-date] > 1000
without going into SQL (see Selection Criteria on page 7.3).

                                                                        will fail. It should be:
Formula Text
                                                                        [Gross NIable To-date] > 1000 AND [Gross Taxable To-date] > 1000
This is the window where your selection formulas are formed. They
either build up automatically as you make your selections from
                                                                        Linked formulas must be all on one line. If the expression gets too
Field/Condition/Detail or you have to type in the details.
                                                                        long it will scroll of its own accord.




                                                                                                                                    20.3
Mamut Payroll                                              SQL Selection   Chapter 20

                                  Tip

        See how a formula can be written automatically:
        Click on a Field to highlight it and to bring up a list
        of matching Detail.
        Highlight a Condition (equals is already highlighted
        for you).
        Double-click your chosen Detail.
        And Voila! the formula is written for you.



Check button
Clicking this button will tell you if there is an error in your formula.


If the program finds an error it will identify it and try to suggest how
it can be corrected.


If there is no error the program tells you how many employees
match the criteria set by the formula.



                                  Tip

        If you find your formula is OK yet no employees are
        found when you expect some, check carefully that
        the Detail matches exactly what is required. For ex-
        ample:
                                  ‘ 1’
        for a Code may fail to find any employees yet
                                 ‘ 1’
        may succeed. That is why it is best to use Auto De-
        tail whenever you can.




Clear button
This clears the Formula Text window.




end



20.4
20

2

3

4

5

6

7

8




          Index
en  end
Mamut Payroll                                        Index
Absence, 14.5                                                     reporting on analysis levels, 17.7

    adding a category, 14.6                                       reporting on multiple account groups, 17.13

    changing the colours, 14.7                                    split at run time, 17.11

    making a diary entry, 14.9                                    splitting an employee's cost, 17.10

    re-naming a diary entry, 14.7                                 standard split, 17.10

    setting up the diary, 14.6                                    view/print journal, 17.13

    start year for, 3.5                                      Add Template, 6.19

    using the diary for holidays, 14.8                       Adding a New Formula, 5.31

Accounts                                                     Admin, 2.1

    account group, 17.1                                           alter admin password, 2.5

    accounts link, 17.1                                           budget amendments, 2.3

    allocating analysis levels, 17.7                              clear operator locks, 2.9

    allocating different nominal codes, 17.8                      copy company, 2.2

    allocating employees to an account group, 17.3                delete utility, 2.5

    analysis level, 17.1                                          Mamut Payrolllicence, 2.9

    analysis levels, 17.6                                         operators/groups, 2.9

    chart of accounts, 17.2                                       P.I.N., 2.9

    configure account groups, 17.2                                password, 2.1

    configure accounts link, 17.4                                 receivership, 2.2

    configure analysis levels, 17.6                               use Mamut Payroll, 2.8

    costing level, 17.13                                     Alignment Check, 9.7

       0 analysis levels, 17.15                              Alter Admin Password, 2.5

       1 analysis level, 17.14                               Analysis Levels, 17.6

       account group, 17.14                                       allocating, 17.7

       employee, 17.15                                            configure, 17.6

       nominal, 17.15                                             entries, 17.7

       nominal with breakdown, 17.15                              reporting on, 17.7

    costing type, 17.13                                      Apply Template, 6.20

    create journal, 17.16                                    Attachment of Earnings Order, 5.5

    creating a chart of accounts, 17.4                       Auto Import

    journal, 17.2                                                 enable, 3.12

    journals, 17.13                                          Automated Leavers, 7.8

    linking to an accounts package, 17.8                     Automated Payments

    multiple account groups, 17.8                                 to leavers, 6.24

    nominal account, 17.1                                         to starters, 6.20

2
Mamut Payroll                             Index
Automatic Action, 14.10                               restore, 11.2

Automatic Contra, 3.2                             Company Details, 4.1

Automating the Leaving Process, 14.10                 account name, 4.4

Back-up                                               account no, 4.2, 4.3

     company data, 11.1                               account no. buttons, 4.4

BACS, 4.3                                             address, 4.3

BACS Output File, 7.10                                BACS, 4.3

Batch P45, 6.25                                       bank details tab card, 4.3

Batch Printing, 3.12                                  bank reference, 4.4

Budget Amendments, 18.4                               bank/building soc name, 4.3

     for multiple companies, 2.3                      branch, 4.3

Carry Over, 6.13                                      company tab card, 4.1

Cash Analysis, 3.2                                    current tax year, 4.2

Casual Employee, 6.4                                  directory for data, 4.2

Category, 5.20                                        district no, 4.2

Change Payroll Date, 7.1                              ECON no., 4.3

Chart of Accounts                                     Employer Code, 4.3

     factors tab card, 17.4                           floppy drive, 4.3

     headings tab card, 17.4                          name and address, 4.1

     other tab card, 17.5                             overtime tab card, 4.5

     payments/deductions tab card, 17.5               pay rates tab card, 4.4

Clear Operator Locks, 2.9                             ref no, 4.2

CLOCKIN File Layout, 19.8                             sort code, 4.3

CLOCKIN Files, 19.7                                   statutory payments button, 4.2

CLOCKIN.mdb, 19.10                                    tax district, 4.2

Combining Reports, 9.3                                tax tab card, 4.2

Community Charge/Council Tax, 5.10                    use tax rates effective from, 4.2

Company                                               year-end returns, 4.3

     copy, 2.2                                    Company Icons, 1.2

     copy for receivership, 2.2                   Company Options, 3.1

     rebuild data file, 2.1                           absence tab card, 3.5

     setting up, 1.6                                  always stop payrun, 3.3

Company Data                                          cash analysis, 3.2

     back-up, 11.1                                    company tab card, 3.1

     errors in, 8.1                                   default periods selection, 3.3
Mamut Payroll                                         Index
     employee code format, 3.1                                Creating and Modifying Templates, 6.19

     employee order, 3.3                                      Crystal Reports, 9.15

     enable negative pay warnings, 3.4                        CSV Files, 19.8

     enable part payment messages, 3.4                        Current Tax Year, 4.2

     enable reminders, 3.3                                    Custom Reports, 9.3

     first day of month that pay period starts, 3.6           Customize the Toolbar, 3.11, 18.10

     if no clock-in details, 3.3                              Data File

     inland revenue validation, 3.2                                  rebuild, 2.1, 18.10

     menus tab card, 3.4                                      Data Protection Act, 4.9

     net pay rounding, 3.1                                    Date

     on automatic payrun, 3.3                                        left, 6.2

     part payment methods, 3.6                                       of birth, 6.2

     payroll tab card, 3.3                                           started, 6.2

     previous or current month, 3.6                           De-bug, 18.14

     prompt to create another new employee, 3.7               Deduction With Compound Interest, 5.23

     prompt to issue another P45, 3.7                         Default Gateway Location, 13.8

     show alter to-date totals, 3.4                           Definitions

     show debug option, 3.4                                          account group, 17.1

     show remove employee, 3.4                                       accounts link, 17.1

     show tax/NI overrides, 3.4                                      analysis level, 17.1

     small employer relief, 3.2                                      chart of accounts, 17.2

     start year for absence displays, 3.5                            gross pay, 3.7, 9.5

     starting & leaving tab card, 3.5                                journal, 17.2

     stop first time only, 3.3                                       nominal account, 17.1

     two digit years, 3.5                                            operators, 5.33

Configure (Online Services), 13.1                                    taxable pay, 3.7, 9.6

Configure Account Groups, 17.2                                       variables, 5.32

Configure Accounts Link, 17.4                                 Delete Template, 6.19

Configure e-mail Payslips, 2.6                                Delete Utility, 2.5

Contact Name, 13.7                                            Deleting a Diary Entry, 14.10

Copying a Template, 6.20                                      Deleting a Report, 9.2

Correcting a Mistake, 8.1, 8.2                                Departments, 4.7

Costing - See Accounts, 17.10                                        adding a new, 4.7

Court Order, 5.10                                                    deleting a, 4.8

Creating a Chart of Accounts, 17.4                                   location, 4.7

4
Mamut Payroll                                    Index
Desktop, 1.1                                             bank account attached to deduction, 6.16

     menu bar, 1.4                                       bank tab card, 6.15

     minimize button, 1.1                                casual, 6.4

     mouse pointer, 1.2                                  changing details, 6.21

     restore button, 1.1                                 code format, 3.1

     side bar, 1.2                                       costing tab card, 6.16

     status bar, 1.2                                     data

     title bar, 1.1                                        errors in, 8.1

     toolbar, 1.2                                        de-bug, 18.14

     window title bar, 1.2                               extra employee information tab cards, 6.18

Diary                                                    extra information, 4.8

     and statutory payments, 14.8                        figures from P45, 6.12

     automatic action, 14.10                             general tab card, 6.1, 6.22

     deleting an entry, 14.10                            holiday pay, 6.6

     making an entry, 14.9                               hourly rates, 6.7

     using for holidays, 14.8                            icons, 1.3

     using the, 14.7                                     level, 6.1

Director                                                 national insurance, 6.9

     director‟s NI, 6.11, 18.8                           next tax pay period, 6.4

     normal NI, 6.12                                     NI & net details, 6.14

Directory for Data, 4.2                                  overtime factor, 6.8

Disable Smart Search, 3.16                               pay method, 6.3

Do Payroll, 7.2                                          pay period, 6.3

Eligibility for                                          pay rounding, 6.3

     statutory adoption pay, 14.15                       pay screen default, 6.8

     statutory maternity pay, 14.13                      pay/deds tab card, 6.13

     statutory paternity pay (adoption), 14.18           period tab card, 6.3, 6.23

     statutory paternity pay (birth), 14.17              rates tab card, 6.7, 6.22

E-mail                                                   salary tab card, 6.5

     address, 13.2, 13.7                                 SCON no, 6.12

     payslip button, 6.2                                 select, 6.21

     payslips, 2.6                                       selection, 3.14

e-mail Payslips, 9.13                                      configure, 18.12

Employee                                                   employee selection tab card, 3.15

     address, 6.2                                          fields to display tab card, 3.15
Mamut Payroll                             Index
         second sort order, 3.12                  Formula Calculation

    SSP tab card, 6.17                                   triggering, 5.33

    status, 6.3                                   Formula Definition

    student loan, 6.9, 6.14, 6.23                        formula tab card, 5.32

    tax credits, 6.9, 6.14                               main details tab card, 5.31

    tax details, 6.14                                    operators, 5.33

    tax/NI tab card, 6.9, 6.23                           special tab card, 5.33

    templates, 3.12                                      variables, 5.32

    to-date tab card, 6.14, 6.24                  Formula Text, 9.11

    user-defined button, 6.18                     Formulas, 20.2

    wk1/mth1, 6.9                                        statements, 5.32

    working with templates, 6.19                         triggering a calculation, 5.33

Employee selection                                Free-form Text Format

    Tree View Selection, 3.16                            employee codes in, 3.1

Employee Selection                                Global Changes, 18.5

    Normal selection, 3.14                               action, 18.5

Employment Status, 6.3                                   field description, 18.5

Enable Negative Pay Warnings, 3.4                        from, 18.6

Enable Part Payment Messages, 3.4                        generate rates/pay/deds where not configured, 18.6

Enable Reminders, 3.3                                    value, 18.6

Errors in Company Data, 8.1                       Help

Errors in Employee Data, 8.1                             Mamut Payroll help, 1.4

Examples of Payment/Deductions, 5.29                     services, 1.5

Export (Getting Information Out), 19.10                  tech tips, 1.5

    comma separated values (CSV), 19.11           History

    fixed length format, 19.11                           open period, 16.2

    how to start the process, 19.13                      pay/deds tab card, 16.2

Extra Employee Information, 4.8                          rates tab card, 16.2

    field types, 4.9                                     select historic period, 16.3

    tab card content, 4.9                                tax/ni tab card, 16.2

Factor                                                   to-date tab card, 16.1

    overtime, 4.5                                        turning off, 16.3

Fines (Fixed Deduction AEO), 5.10                        using the menu bar, 16.3

Format                                                   view history table, 16.3

    employee code, 3.1                                   with employee tab cards, 16.1

6
Mamut Payroll                                      Index
Holiday, 7.8                                                    microsoft excel (.xls), 19.2

     accrual, 14.3                                              time & attendance, 19.7

     allocation, 14.3                                      Inland Revenue Validation, 3.2

     entitlement, 14.3                                     Inserting a Payment/Deduction, 5.27

     giving an employee some, 14.3                         Interest Rate Calculation, 18.2

     holidays at payroll run time, 14.4                    In-year Movements - Leavers, 13.4

     paying holiday pay, 14.4                              In-Year Movements - Starters, 13.2

     using the absence diary, 14.4                         IROS

Holiday Pay, 6.6                                                checklist/declarations tab card, 13.7

     accrual, 6.6                                               inland revenue details tab card, 13.8

     allocation, 6.6                                            sender details tab card, 13.7

Holiday Set-up                                             Job Card File Structure, 19.6

     accrual rate tab card, 14.1                           Job Card Import, 19.5

     default allowance tab card, 14.1                      Journal

     reset holidays button, 14.2                                create, 17.16

Hours Rates & Factors, 7.5                                 Journals, 17.13

How to Adjust NI, 18.8                                     Leavers

How to start the Import or Export Process, 19.13                automated, 7.8

Icons, 3.11                                                     automated payments, 6.24

     company, 1.2                                               P45, 6.25

     employee, 1.3                                         Licence Details, 1.6, 2.9

     other, 1.3                                            Loans, 18.2

     payroll, 1.3                                               repayment, 5.4

     printing and reports, 1.3                             Log In, 2.1

ID, 13.2, 13.7                                             Logging in, 1.6

ID Number, 5.20                                                 licence details, 1.6

Import (Getting Information In), 19.1                           password, 1.6

     CLOCKIN file layout, 19.8                                  PIN number, 1.6

     comma separated values(CSV), 19.2                     Making Changes to a Payment or Deduction, 5.20

     defining an import structure, 19.2                    Mamut Payroll Help, 1.4

     fixed length format, 19.2                             Mamut Payroll Licence, 2.9

     how to start the process, 19.13                       Matrix Printer Driver, 18.10

     import file, 19.2                                     Maximize Payrun & Employee Forms, 3.12

     job card, 19.5                                        Menu bar, 1.4

     job card file structure, 19.6                              help, 1.4
Mamut Payroll                               Index
     tools, 1.4                                          & net details, 6.14

Minimize Button, 1.1                                     adjustment, 18.7

Mistake                                                  director‟s, 18.8

     after a month-end summary, 8.2                      earnings, 6.15

     after a payroll run, 8.2                            how to adjust, 18.8

     after a period closedown, 8.2                       normal (for directors), 6.12

     as soon as it happens, 8.1                          number unknown, 6.10

     correcting, 8.1, 8.2                                quick calculators, 18.1

     during a payroll run, 8.1                           rates, 6.10

Modify Template, 6.19                               Numeric Sequence, 3.1

Month-end Processing, 10.4                          Operation Options, 3.12

Month-end Summary                                   Operator Preferences, 3.11

     based on tax calendar, 10.2                    Operators/Groups, 2.9

     differences, 10.5                              Options & Preferences, 3.1

     print, 10.1                                         company options, 3.1

     reconciliations, 10.5                          Other Icons, 1.3

     report options, 3.10                           Output to, 4.3

     since last month-end (process), 10.1           Override Tax & NI, 15.2

     submission to the revenue, 10.5                Overtime

     what if I forget?, 10.4                             factor, 4.5, 6.8

Mouse Pointer, 1.2                                       value, 4.5

Multiple Account Groups, 17.8                       P.I.N., 2.9

Multiple Copies, 3.10                               P45, 6.25

Name, 5.20                                               prompt to issue another, 3.7

National Insurance, 6.9                                  restore P45‟d employee, 6.26

     director, 6.11                                 P45 Figures, 6.12

Negative Pay Warnings                               P45 Leaver, 13.4

     enable, 3.4                                    P45 Starter, 13.2

Net Pay                                             P46 Starter, 13.3

     rounding, 3.1, 6.3                             Part Payment Messages, 3.4

Net to Gross, 5.2, 5.22                             Password, 13.2, 13.7

New Employee                                             admin, 2.1

     prompt to create another, 3.7                  Pay Advance, 5.22

Next Tax Pay Period, 6.4                            Pay Method, 6.3

NI                                                  Pay Period, 6.3

8
Mamut Payroll                                 Index
Pay Rates                                             Fines (Fixed Deduction AEO), 5.10

    add new button, 4.4                               for reference only, 5.2, 5.4

    amount, 4.5                                       formula, 5.23

    fixed, 4.5                                        hi setting, 5.16

    narrative, 4.4                                    how is the payment to be made…?, 5.5, 5.7

Paying Employees by BACS, 7.9                         how is the payment/deduction to be calculated…?, 5.12, 5.14

Payment/Deduction                                     how often to be cleared?, 5.18

    clear to-date totals, 5.26                        how the range should be applied, 5.17

    hierarchical, 5.15                                ID number, 5.20

    listed items only, 5.15                           inserting, 5.27

    making changes to a, 5.20                         is the attachment of earnings...?, 5.10

    pay advance, 5.22                                 is the deduction...?, 5.4

Payment-in-Kind, 5.3                                  is the payment, 5.2

Payments & Deductions, 7.6                            is the pension...?, 5.8

    % settings, 5.24                                  linked to another, 5.21

    a fixed value, 5.14                               lo setting, 5.16

    adding a new formula, 5.31                        loan repayment, 5.4

    alarm, 5.17, 5.24                                 loan repayment (example), 5.29

    attachment of earnings order, 5.5, 5.10           lower limit, 5.25

    AVC (example), 5.30                               net to gross, 5.2, 5.22

    bonus(example), 5.29                              net to gross (example), 5.30

    clear running totals, 5.18                        normal deduction, 5.4

    community charge, 5.21                            normal payment, 5.2

    community charge (example), 5.31                  notional, 5.22

    community charge (Scotland), 5.21                 part of a report group?, 5.19

    community charge/council tax, 5.10                payment, 5.2

    court order, 5.10                                 payment-in-kind, 5.3

    deduction, 5.2                                    pension, 5.4

    display item only, 5.21                           percentage, 5.14, 5.23

    display only – rate-per-unit, 5.23                priority court order (example), 5.30

    employee's pension (example), 5.29                priority order, 5.10, 5.25

    employer's pension (example), 5.29                programmable, 5.31

    enter a name, 5.2                                 programmable payment/deduction, 5.2

    examples, 5.29                                    protected earnings, 5.17, 5.25

    exempt from community charge, 5.23                protected earnings order (example), 5.30
Mamut Payroll                                                      Index
     range, 5.17, 5.25                                                          undo, 8.2

     range check, 5.16, 5.24                                                    warnings at run time, 7.4

     range settings, 5.26                                                       who to pay, 7.2

     report group, 5.26                                                         why undo?, 15.1

     saving, 5.26                                                          Payroll Amendments

     settings... button, 5.25                                                   director's NI, 18.8

     SSP, SMP, SAP & SPP Contra, 5.5, 5.23                                      NI adjustment, 18.7

     unit based on previous rate, 5.23                                          redo a payroll, 15.2

     upper limit, 5.17, 5.25                                                    tax & NI override, 15.2

     using, 5.28                                                           Payroll Button bar

     value, 5.24                                                                advance, 7.8

     value multiplied by periods paid, 5.12, 5.14, 5.24                         auto/pause, 7.7

     value mutiplied by specified rate, 5.15, 5.24                              automated leavers, 7.8

     what is percentage calculation based on?, 5.8, 5.12, 5.14, 5.15            cancel, 7.7

     which formula do you want to apply...?, 5.14                               costing, 7.8

     without the wizard, 5.20                                                   holiday, 7.8

Payroll                                                                         OK, 7.7

     automated starters, 7.5                                                    preview, 7.6

     button bar explained, 7.6                                                  previous, 7.7

     date                                                                       revert, 7.7

          change, 7.1                                                           skip, 7.7

     do payroll, 7.2                                                       Payroll Details Button, 7.2

     employee type and period, 7.2                                         Payslip

     enter or alter details, 7.5                                                message, 3.9

     hours rates & factors, 7.5                                                 to-dates on, 3.8

     how to process, 7.4                                                   Pension, 5.4

     icons, 1.3                                                                 COMP, 5.8

     payments & deductions, 7.6                                                 employee contribution, 5.8

     redo, 15.2                                                                 employer COMP, 5.8

     run-time warnings, 7.11                                                    employer contribution, 5.8

     select employee, 7.4                                                       stakeholder, 5.9

     selection criteria, 7.3                                               Period Close-Down, 3.2

     SQL, 7.4                                                              Period Lower and Period Upper, 6.13

     summary, 9.8                                                          PIN number, 1.6

          include leavers, 3.9                                             Ping, 2.8

10
Mamut Payroll                                            Index
Populate, 9.9                                                         tax, 18.1

     hours & rates table, 3.10                                   Quick Report Writer, 9.9

     payment and deduction table, 3.10                                add button, 9.9

Preferences, 3.1                                                      advanced tab card, 9.10

     backup reminder, 3.12                                            details tab card, 9.10

     batch printing, 3.12                                             filename, 9.10

     customize toolbar, 3.11                                          formulas, 9.10

     enable auto import, 3.12                                         other tab cards, 9.10

     grid auto edit, 3.12                                             print as summary, 9.10

     icons, 3.11                                                      QQ, 9.10

     maximize payrun & employee forms, 3.12                           selection button, 9.11

     operation options, 3.12                                          which employees, 9.10

     operator, 3.11                                              Quick-Start

     show side bar, 3.11                                              adding employees, 1.7

     show status bar, 3.11                                            bank details tab card, 1.7

     show wallpaper, 3.11                                             bank tab card, 1.8

     use employee templates, 3.12                                     company tab card, 1.6

     warn to process accounts, 3.12                                   costing tab card, 1.8

Print                                                                 general tab card, 1.7

     batch P45s, 6.25                                                 guide, 1.6

     month-end summary, 10.1                                          overtime tab card, 1.7

     P45, 7.9                                                         pay rates tab card, 1.7

Printer Driver, 9.4, 18.10                                            pay/deds tab card, 1.8

     with Windows NT Workstations, Windows XP, 2000 and ME,           payments and deductions, 1.7
          18.10
                                                                      period tab card, 1.7
Printing and Reports Icons, 1.3
                                                                      rates tab card, 1.7
Priority Order, 5.10, 5.25
                                                                      salary tab card, 1.7
Processing e-mail Payslips, 9.14
                                                                      setting up a company, 1.6
Programmable Payments and Deductions, 5.31
                                                                      SSP tab card, 1.8
Protected Earnings, 5.17, 5.25
                                                                      tax tab card, 1.7
Qualifying Days, 6.17
                                                                      tax/NI tab card, 1.8
Quick Calculators, 18.1
                                                                      to-date tab card, 1.8
     loans, 18.2
                                                                 Range Check, 5.24
     NI, 18.1
                                                                 Range Settings, 5.26
     SSP, 18.2
                                                                 Rebuild Data File, 2.1, 18.10
Mamut Payroll                                     Index
Received from IR to refund Tax, 4.6, 13.9                 Report Table, 9.2

Receivership, 2.2                                             full description, 9.4

Redo the Payroll, 15.2                                        order, 9.4

Reminders, 14.11                                              page n, 9.5

     enable, 3.3                                              printer, 9.4

     when one appears, 14.12                                  type, 9.3

Remove Employee, 6.26                                     Reports

Repeat Employee Selections, 3.13                              adding to the table, 9.2

Report Group, 5.19, 5.26                                      back-up, 11.2

Report Library, 9.1                                           combining, 9.3

Report Options, 3.7, 9.5                                      crystal report writer, 9.15

     alignment check, 3.9, 9.7                                current printer, 9.12

     define gross pay, 3.7, 9.5                               custom, 9.3

     define taxable pay, 9.6                                  deleting, 9.2

     department/company totals, 3.9, 9.8                      deleting from the table, 9.3

     display holiday remaining, 3.9, 9.7                      deleting individual pages, 9.3

     hourly rate printed, 3.7, 9.6                            detail level, 9.12

     include leavers, 3.9                                     export button, 9.13

     message, 9.7                                             number of copies, 9.12

     miscellaneous tab card, 3.9, 9.8                         preview button, 9.12

     month-end summary, 3.10, 9.8                             print button, 9.13

     multiple copies, 3.10, 9.8                               printing, 9.12

     narratives, 3.7, 9.6                                     quick report writer, 9.9

     number of (pay) rates, 3.8, 9.6                          report library, 9.1

     number of employees on quick reports, 3.10               report table, 9.2

     payment and deduction table, 3.10                        restore, 11.2

     payment/deduction split, 3.8, 9.7                        select period, 9.12

     payroll summary, 3.9, 9.8                                selecting, 9.1

     payslip display items, 3.9, 9.7                          using, 9.2

     payslip layout tab card, 3.7, 9.5                    Restore

     payslip message, 3.9                                     company data, 11.2

     payslip options tab card, 3.8, 9.6                       last year's copy, 2.4

     populate hours & rates table, 3.10                       P45, 6.26

     processing tab card, 3.10, 9.9                           reports, 11.2

     to-dates on payslip, 3.8, 9.7                        Restore Button, 1.1

12
Mamut Payroll                         Index
Role, 13.2, 13.7                                    formulas, 20.2

Rounding, 3.1, 6.3                                  the use of 'AND' and 'OR', 20.2

Running the Payroll, 7.1                      SQL Selection, 20.1

Running your first Payroll, 1.8               SSP

Run-time Warnings, 7.11                             current week, 6.17

SAP                                                 previous employment, 6.17

      payment of, 14.16                             previous gross, 6.17

SCON No., 6.12                                      qualifying days, 6.17

Search Facility, 3.14                               quick calculators, 18.2

Second Sort Order, 3.12                       SSP, SMP, SAP & SPP Contra, 5.5, 5.23

Select Employee, 6.21                         Stakeholder Pension, 5.9

Selecting Reports, 9.1                        Standard Split, 17.11

Send (Online Services), 13.5                  Starter

Sender Status, 13.2, 13.7                           extra employee information tab cards, 6.18

Services, 1.5                                 Starters

Setting up a Company, 1.6, 4.1                      adding to the payroll, 6.1

Settings … button, 5.25                             automated payments, 6.20

Show Password, 13.7                           Starters Leavers & P45s, 6.1

Side bar, 1.2                                 Status bar, 1.2

      show, 3.11                                    show, 3.11

Small Employer Relief, 3.2                    Statutory Adoption Pay, 14.15

Smart Search                                  Statutory Funding, 4.6, 13.9

      disable, 3.16                           Statutory Maternity Pay, 14.13

SMP                                           Statutory Paternity Pay (Adoption), 14.18

      payment of, 14.14                       Statutory Paternity Pay (Birth), 14.17

SMP and Pay Increases, 14.15                  Statutory Payments, 6.14, 14.13

SMTP Server, 2.7                                    button, 4.2

Splitting an Employee's Cost, 17.10           Student Loan, 6.9, 6.14, 6.23

SPP                                           Submission Type, 13.8

      payment of, 14.18, 14.19                Submit Document button, 13.9

SQL, 7.4                                      Summary

      condition, 20.1                               year-to-date, 12.1

      detail, 20.3                            Tax

      field, 20.1                                   quick calculators, 18.1

      formula text, 20.3                      Tax & NI Override, 15.2
Mamut Payroll                                     Index
Tax and NIC already paid, 4.6                             Triggering a Formula Calculation, 5.33

Tax Calendar, 7.1                                         Turning off History, 16.3

Tax Credit funding, 4.6, 13.9                             Two Digit Years, 3.5

Tax Credits, 6.9, 6.14                                    Undo Payroll, 8.2

Tax Details, 6.14                                         Use Employee Templates, 3.12

Tax District, 4.2                                         Use Tax Rates Effective From, 2.4

Taxable Pay                                               Using the Diary, 14.7

     define, 3.7, 9.6                                     Using your Payment/Deduction, 5.28

Tech Tips, 1.5                                            Validation, 3.2

Templates                                                 View Log, 13.5

     copying, 6.20                                        View Payslip Button, 7.2

     creating and modifying, 6.19                         Wallpaper

     working with, 6.19                                        show, 3.11

Time & Attendance, 19.7                                   Warn to Process Accounts, 3.12

Title Bar, 1.1                                            Warnings

To-Dates on Payslip, 3.8                                       date outside normal range, 7.11

Toolbar, 1.2                                                   employee has outstanding loans, 7.11

     adding a new, 18.11                                       outstanding leaver action, 7.11

     commands tab card, 18.11                                  run-time, 7.11

     customize, 3.11, 18.10                               Who To Pay, 7.2

     rename and delete and reset buttons, 18.12           Window Title Bar, 1.2

     toolbars tab card, 18.11                             Without the Wizard, 5.20

Tools                                                     Wk1/Mth 1, 6.9

     global changes, 1.4                                  WNU (Works Number Update), 13.6

     quick calculators, 1.4                               Working with Templates, 6.19

     rebuild data file, 1.4                               Year-end Forms, 12.2

     reset company statistics, 1.4                        Year-end Online Filing, 13.6

Tools and Utilities                                       Year-end Restart, 12.2

     budget amendments, 18.4                                   change tax year, 12.3

     global changes, 18.5                                 Year-to-date Summary, 12.1




14

				
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