Payroll Module > Getting Started

After having installed the Belina PayrollHR software to get the system running the following steps need to be followed:

Having installed the payroll it is now necessary to create the various payrolls needed in your organization e.g. payrolls for Executive Staff, General Staff and Casuals. If the payroll has already been setup and has been used in prior periods go to Step 5.

Step 2 - Setup Global Parameters

First setup the way in which the payroll will work before entering employee and other details into the system.

Security	For those working in a network environment, or where the computer is being accessible by others setup security. Setup up the Users, User Levels and the access level required for Menu Options, Transaction Codes and Employee Master Fields.
Periods	Accounting and Pay Periods. Setup the accounting periods so that Belina PayrollHR can allocate pay periods to the relevant accounting period. Each Pay Period should be set up with the number of hours and days for the period. Also set up bonus periods, if applicable.
Tax	Tax table, credits including medical percentage, pension and bonus tax free
Coinage	Coinage denominations to be used
Global Defaults	Default settings for Employee Master, Printing, Tax, Processing, Leave and Security

Step 3 - Setup the Edit Menu

We now set up each of the sections of the 'Edit' menu starting at the bottom of the menu working upwards, as follows:

Discharge Reasons	Reasons why an employee left employment
Industries	Industries with different conditions of employment, represented in the 'Group' eg Clothing, Engineering, Food, Security
Positions	Positions within the hierarchal structure of the organization or company
Occupations	Occupations describe the nature of work carried out by an employee for internal use and P6
Banks	Bank Codes - to process Bank Transfers
General Ledger	General ledger codes for inclusion on journal reports and exports
N E C Grades	If employees pay NEC contributions
Internal Grades	If employees are graded (other than NEC)
Pay Points	Physical locations where employees receive their pay
Cost Centres	Areas of expense within your organization, or jobs, for cost accumulation and reporting
Departments	Areas of expense within your organization, for cost accumulation and reporting
Transaction Codes	List of earnings and deductions that will be used to process the payroll
Employee Master	List of employees with their relevant details
P6 Fields	Check that Transaction Codes are assigned the correct P6 Field

Step 4 - Employee Master & Transaction History Capture

Now capture any history data that there may be and any leave and loan balances that apply at the time of take-on.

History data	Enter history data for the current tax year. Payroll data from the periods prior to commissioning of Belina PayrollHR is required for the FDS tax system to work.
Leave Balances	Enter the opening leave balances
Loan Balances	Enter the opening loan balances

Step 5 - Process Transactions

It is now time to process transactions for the current period, print reports and do a backup.Move into the current period for processing. Process transactions against each employee for the current period.

Some Transaction Codes e.g. Basic, Pension, NSSA, Trade Union, NEC apply across the entire payroll or group of employees . When loading these standard transactions it may be useful to use 'Bulk Input'. This will enable you to process a Transaction Code once and have it apply to the whole payroll, or group of employees. Having processed in bulk go from employee to employee using 'Payslip Input' making sure that each employee has the transactions that are required.

You can also choose from a variety of other methods of input including 'Payslip Input' where you process transactions against one employee before proceeding to the next employee. 'Spreadsheet Input' and 'Batch Input' are also useful methods of inputting data.

Step 6 - Calculation Routine, Checking and Paying

Calculation Routine

The Calculation Routine is an essential part of processing in the payroll. It must be run at least once in a period after the the last data entry.

Data Checks

Once the Calculation Routine has been run it is now possible to print reports and view the employee's Payslip Input with up-to-date computations. Do the checks that you feel necessary to gain the satisfaction that all data has been correctly captured into the system.

Tax Checks

Whilst Belina PayrollHR has been designed to calculate Zimbabwean tax accurately this can only be done if the tax parameters have been correctly setup. Do random checks from time to time to gain the assurance that the tax parameters have been correctly setup. If necessary call Belina, your accountant or tax advisor to perform the checks.

Print Reports

It is important to print reports, and keep them on file. It is a statutory obligation that payroll data (especially the payslips) be kept for seven (7) years.

Exports

Once satisfied with the checks done on the payroll it is time to do bank transfer of the Net Pay amounts to employees, export the journal to accounting, do any other 3rd party exports that may be required.

Step 7 - Reports and Exports

For more information see:

Payments can be made by:

•Cash

•Bank Transfer

•EcoCash

•Cheque (obsolete method in current economic environment)

Step 9 - Backup and Period End

Once all the processes for the period have been completed it is time to do a backup and prepare for the next period's processing.

Backup

Make a good backup of your data, preferably on a reliable storage media e.g. On Cloud Storage such as Google Drive or OneDrive, Flash Drive (which should be stored off-site).

Period End

Once everything has been printed and a backup has been taken a period end procedure can be done to ready the payroll for the next period's processing.

Getting Started - Overview

Getting Started - Overview