Pastel payroll user manual

This Agreement shall be governed by and construed in accordance with South African law. The parties hereby submit to the exclusive jurisdiction of the South African courts unless otherwise agreed in writing. We hereby acknowledge the copyrights and trademarks of all terms we use in this manual and its accompanying electronic documentation. This includes, but is not restricted to, the following names and terms. Table of Contents Introduction Contacting Pastel Payroll Pastel Payroll Training Human Resources Overview Starting Pastel Payroll HR Working in Pastel Payroll HR Working with Companies HR Setup HR Maintenance Performance Management Chapter HR Processing HR Reports HR Reporting Custom Reports This user guide introduces you to Pastel Payroll HR.

There is a separate installation guide included in your package that details installation instructions. The installation guide, as well as the context sensitive help, details how to register your package. This user guide is an overview only. It does not cover every feature and every function in the system. The idea is to give you a detailed outline of the system's functionality. The context sensitive help contains detailed information on every feature. The table of contents in this user guide is a subset of the one in the context sensitive help, but in the same sequence.

You can therefore easily find any additional detail you require. Contacting Pastel Payroll Pastel Payroll has a reputation for high-quality products. To ensure your continued satisfaction, we offer the following customer support services:.

Pastel Payrolls Website Access Pastel Payrolls home page on the Internet to stay in touch with product and company developments: www. Telephonic Support Phone to register your product and receive support during office hours: Support:. E-mail Support If you have difficulty obtaining support or finding your distributor, you can liaise with us via email. Select the type of help you require and the system will open your email client with the correct address set up for you.

Alternatively you can send your query to support pastelpayroll. These configurations depend on:. Number of People You can register Pastel Payroll HR to allow 10, 25, 50, , , , , , , , , , or an unlimited number of active people at one time.

You can increase the number of people at any time. If you exceed the limit, you will not be able to create any more people. To check how many active people you have 1.

Choose HelpAbout from the menu options. Click the People Count button. Print or display the report. When you increase your people count, you receive a new serial number. Once you register with the new serial number, you will have the ability to add additional people.

If you reach the limit of people, the system displays a message to this effect whenever you open a company. You can continue to process, but you cannot add new people. Number of Users When you install the standard product, the system is a single-user product. Although you can create multiple users per company, only one user can work in the system at one time. If you wish to include the ability for more than one user to work at the same time, you need to add multi-user capability.

You can increase in one-user increments up to a maximum of 10 simultaneous users. When you increase your user count, you receive a new serial number. Once you register with the new serial number, you will have the additional users available. Installing and Registering Pastel Payroll HR The installation guide that accompanies your product details installation and registration procedures.

You can also get detailed registration information in the context sensitive help function by pressing the F1 key on your keyboard. If the program does not load the installation screen automatically, click on the Start button on the task bar and then choose the Runoption.

For DVDs, the drive name is usually D. Registration You will have to register your package before you can make full use of it. To register, you need to obtain an Authorisation Code either from your distributor or from us directly. You can do this by phone during normal working hours. Alternatively, you are able to register online at any time. Visit www. Please note that your serial number will be required to be able to register online.

You will be provided with your registration code via e-mail, which unlocks the full functionality of your Pastel Payroll HR software. The code is unique to your computer name and registered company name. You will also receive your login and password details that can be used to log into your profile on our Customer Zone situated on www.

Registration is an annual activity. When renewing your software, you only need to enter the authorisation code. You will also need to register if you install the system on another computer, or if you add more features.

When you register, you do not lose any data you entered prior to registration. To register your package, select HelpRegistration from the menu options. Pastel Payroll HR is subject to a compulsory annual licence fee. Your system will eventually stop working if you do not renew this licence. Pastel Payroll HR's Learning Tools Getting to know any software package can be a daunting task and the reality is that it takes more than just browsing through the product user guide to become familiar with the software.

We aim to get you up and running as quickly as possible. To this end, we provide three levels of learning tools:. You should read this overview first. The remainder of the user guide takes you through the Pastel Payroll HR interface and the payroll application, showing you how we implement the features we discussed in the overview. We do this by means of annotated screen shots from the program. We do not cover all fields on the screens and we do not even cover every screen.

This user guide, therefore, is not a detailed how-to user guide. Instead, we show you what Pastel Payroll HR can do. We take you through the process of setting up payroll, maintaining employee and other records, processing payrolls and reporting. Context Sensitive Help F1 The context sensitive help contains your fully detailed reference guide. The contents of this user guide and the context sensitive help match very closely. This makes it easy for you to find more details about concepts you learn about in this user guide.

You access the context sensitive help by pressing the F1 key while you are working in the system. This will take you to help directly related to the screen in which you are working.

You can also go directly to the help file via the HelpContents menu option. Here is a typical help screen: Use the Back button to navigate between topics you visit in this session.

The help content shows in the right hand pane. On the Contents tab, there is a hierarchy of topics. The highest-level topic displays as a book.

Click a book to open and close it, or click the plus and minus signs. The help contents are in the same sequence as this user guide. Enter one or more keywords here. As you type, the system displays the index entries that match your typing. The system displays all topics that have the keyword or phrase you enter. Click the most suitable topic. Click this button to display the topic you select. The topic displays in the right-hand pane. To select a different topic, click the Index tab again.

In the Search tab, you enter a word or phrase: Use the Options menu if you wish to turn off highlighting of the search word or phrase in the topic content. Enter a word or phrase here. To find a topic that has the exact phrase you enter, enclose the keywords in quotes.

Click Display to show the topic in the content pane. Click List Topics, and the system shows topics that contain the text you enter.

Hyperlinks take you to another topic. To return to this topic, click the back button. If there are screens with many fields, we display a list of the fields and you can click each name to navigate to that fields details. You can also scroll down in the same topic to work through all of the fields in sequence.

Pastel Payroll Training We have developed training courses that help you become an effective and knowledgeable user. Pastel Payrolls training material meets the standards and principles of the National Qualification Framework and each lesson contains tasks with objectives, explanations, hands-on activities, independent practice tasks and wrap-ups.

Contact your dealer or Pastel Payroll directly training pastelpayroll. You should ensure that you understand these thoroughly. The Human Resources module is a tool to track important employee information. It automates some of the most time-consuming human resources processes, namely new hire processing, disciplinary processes and performance reviews.

The Human Resources module helps you keep all people data in one place. If the Human Resources module is registered, you access it when opening the program. Synchronise Payroll Data This menu option is only available if the payroll system is also installed and registered. If you are making use of Pastel Payroll and all employees are set up, the first step in the human resources module is to synchronise the payroll data.

This is an easy way to get all your employees in the database. An assistant guides you through the process of selecting the applicable company, the type of employees, the pay frequency and the working days and hours that must be synchronised. Occupations You can optionally create and use occupation codes and link each employee to an occupation code.

Non-Payroll Managers In the person record, you can link the person to the person they report to. This person can either be another person working in the same company, or it can be a person you create in the Non-Payroll Managers function. In the Job Details tab, you specify job related information, employment history and working days. In the User Defined tab, you can enter any user-defined field values.

User-defined fields are additional masterfile fields you can optionally create for your specific purposes. In the Medical tab, you enter information about dependants, a doctor who can be contacted in case of an emergency and medical aid information. In the Training and Education tabs, you enter courses a person attended and qualifications they have achieved. In the Actions, Disciplinary and Reviews tabs, you can see the information that was entered from the Process menu.

In the Notes icon, you can create notes about the person and track performance and any other issues individually. Reporting The system contains many powerful and sophisticated reports that cater for all your needs. You should work through these reports and their various report options. Working in Pastel Payroll HR In this chapter, we see how you navigate through the system and enter data.

Within each company, you create users. You have to login as a user in order to gain access to a company and work in the company. You can specify which areas of the system a user can and cannot process.

This allows you to control access to sensitive information. Getting to work in Pastel Payroll HR therefore involves three activities:. Once you start Pastel Payroll HR, you need to select a company to work in:. Choose a company in the list by double clicking it, or click and then click the OK button.

This button lets you activate and deactivate companies, to allow or prevent them from displaying in the Existing Companies list. Check this check box to bypass this window and open the last used company automatically. This is a sample company, which contains data. You can use this company to experiment with and learn the system.

If more than one user exists in the company, or the only user has a password, the Enter a Password window opens and you must enter a valid password to login to the company:. The menus and the toolbar display at the top of the window: You can resize the desktop. Functions run in the desktop and scrollbars open if necessary. Menus give you access to every function. This deals with companies as a whole.

You create, open and backup companies via this menu. You also set up printing. This window lets you select and arrange windows when you open more than one function at a time. This menu lets you access product documentation, register your product and access the Pastel Payroll website. Each program function has its own window within the Pastel Payroll HR desktop. This can be very useful.

For example, you can leave enquiry and report windows open and rerun them at any stage:. Use the Window menu to select an open function or arrange the windows on the desktop. Here we have three overlapping functions open at the same time. There are, however, some restrictions with regards to multiple window usage.

These restrictions ensure the integrity of your data. Data integrity is an aspect that affects multiple windows you open on a single workstation, as well as multiple workstations accessing the same company at the same time. For example, in the setup functions, you configure how processing works in the company.

You cannot open a setup function window while other windows are open on your computer or on another computer. All setup functions and some edit and processing functions work in Sole Access mode. If you open a window that requires Sole Access Mode, no other user can work in the company at the same time.

You also cannot have other program functions open on your Pastel Payroll HR desktop. When you edit a masterfile record, or the system updates masterfile information while processing, the system enters Update Mode. This locks the particular record you are updating. During this time, no one else can edit that masterfile record.

If another user attempts to open the record, they will receive a message that another user is locking the record. You should therefore not leave masterfile edit screens open on your system. Some operations, mainly reports, prevent any updates from occurring. This ensures that the records the reports use are consistent for the whole company.

Note that the system displays some of these modes in the window header. This reminds you that you may be preventing other users from doing their work or even accessing the company. Besides these modes, the system controls multi-user access automatically. If, for example, you attempt to edit a persons record while another user is editing it, the system issues a message and prevents you from doing so.

Maintaining Data Records Every time you work in a company, you create, modify, or delete a record in the database. The database contains many types of records.

Each transaction is a record and so is each user's profile. You maintain these records using standard techniques in Pastel Payroll HR.

Once you know how to create, edit and delete one type of record, you can do the same for all records. Some master records are relatively small and you maintain them by simply adding entries to a table. Here we look at how you maintain larger masterfiles such as the people masterfile. Maintenance screens usually consist of three areas:. This is the navigation toolbar. This area is for the code and name or description of the record. The tabs contain detailed fields that belong to the record.

Zoom and Add Facility Once you create records, you need to access them in other screens. The Zoom facility is a function that lets you select, enquire on and edit these records. You use it to quickly search for records, edit existing records and create new records. What makes the Zoom facility so useful is that you can access it whenever you can enter a code for that record.

You do not have to close the function in which you are working and you do not have to access a menu option. You invoke the Zoom facility within the data entry field itself:. You can enter the code directly, or you can invoke the Zoom facility.

The Zoom window for that record then displays:. You can change the sort sequence and the starting position on some zoom screens. The records display here. You can use standard navigation keys to scroll through the list.

Click the Add button to create a new record. Click the Find button to perform a text search. A quicker way to add a new record is to use the Add facility from the data entry field.

This invokes the maintenance function for that record and starts the function in new mode. Note that most of these facilities are under password control. You specify per user what access permissions the user has we look at users later. The system issues an appropriate message when the user attempts to use facilities for which they do not have access rights.

Data Entry Data entry is for the most part standard. You can enter fields and copy and paste text, using standard Windows methods. We have just seen how to find and maintain records via database entry fields using the Zoom and Add facilities. These save a lot of time. You can set your own date and numeric formats per company, which you can change at any time. You enter dates as follows: You can enter the date directly.

You do not enter the separator. Click the arrow to the right of the date to open the date navigator. You can scroll months. Click a date to use it. Note Facility The Note facility lets you create multiple note records that you attach to people masterfile records. Notes can be accessed by double clicking on the notes icon:. You can link a note to an external document such as a word processor, spreadsheet, or graphic. When you open the note, the system loads the word processing, spreadsheet, or graphics program and opens the linked file you specified in the note.

You can create miscellaneous notes that you do not attach to any record. You can use these for to do lists, reminders, or scratch pads. You can specify entry and action dates on notes and you can specify whether the note is open or closed.

You can choose different categories of notes. Instead of entering text, you can link a note to an external file such as a spreadsheet or a word processing document.

Assistants The system contains many Assistants that guide you through simple and complex processes. An Assistant is a set of screens in which you can make choices, choose operations and enter data. Assistants display detailed help information on each screen.

At the bottom of the Assistant window, the system displays buttons that help you navigate and process:. You can navigate back and forth between these screens. Once you are satisfied with your choices, you confirm them and the system initiates the process.

Working with Companies In this chapter, we look at how you maintain and work with companies. Creating Companies Pastel Payroll HR allows you to maintain as many separate companies as you require. You use this company to learn how the system works. You cannot work in this company. You can create a new company in two ways:. To create an actual company to work in, use the Setup Assistant. The Setup Assistant takes you through a series of screens and creates a working company.

To create companies, select the FileNew menu option: Each company has an 8character name, which becomes the folder name. You can choose where to install the company data. If you create a company in a multi-user environment, other workstations need to link to the company. The Setup Assistant creates a working company. When you create a company, the system links it to the registration server and activates it on the workstation on which you create the company.

The company data does not have to be on the same computer as the registration server. Other workstations that use the new company need to activate the company on their workstation. This is a very simple one-click process. You accomplish this by clicking the Manage Server button. Until you do this, the new company does not appear in the company list in the Open Company window.

The Setup Assistant takes you through a series of screens in which you choose how you will process. You can change any of these settings later, once the system creates the company. Backing Up Company Data Making security copies of your data is essential.

The database is stored on your hard disk and the hard disk is subject to hardware failure, physical damage from natural events and theft. The information you store in your database is worth thousands of times as much as the physical hardware. Note You must put backups on removable media such as CDs or tape drives.

A backup on the same physical computer as the data is inadequate. You should also keep some of these copies in a separate geographical location to ensure their safety. We provide a backup tool for smaller companies to use. If your data is large, you should look at third party alternatives for reliable backups.

For example, if you backup onto a tape drive, the tape drive manufacturer usually provides you with the appropriate software to make your backups. The software usually contains some form of scheduling, so that the system can perform the backups at night or after normal working hours. You should spend some time ensuring that your backup routines are in place, that they are in fact carried out and that the data you are backing up can be restored should the need arise.

You should check the latter point regularly. We recommend the following backup regime:. Daily backups made onto separate backup devices each day you work.

In other words, do not overwrite yesterdays backup with todays backup. Using the daily strategy, you can go back 5 working days if you need to. Additional backups made at the end of every week, again on separate devices. This lets you go back a few weeks if you need to. Choose where to back up the data. If you store images photos of the people, you can back up the images as well. This takes extra time and space. The backup name will default with the system date but you can change it and it will add an H to the company name.

Company Parameters In this function, you set company parameters, data entry formats and payroll processing rules. To access this function, select the SetupCompany Parameters menu option: On the Company Information tab you enter the company details.

On the Addresses tab you enter the postal and physical address of the company and any additional addresses, e. You can use global numbering for people codes. If you do, set the next number here. The alternative is to allow users to enter their own numbers. Users and Passwords Access security is a vital aspect of your business processing.

You need to ensure that you allow access to your system only by persons you authorise. You should also restrict which areas of the system each user can access. User Defined Fields User defined fields are optional additional fields you can add to the person file. To access this function, select the SetupUser Defined Fields menu option. In this function, you maintain the field names. Users are then linked to security groups to give them access to specific groups of people.

To access this function, select the SetupPeople Security Groups menu option. HR Maintenance In this chapter, we look at the people Masterfile and its supporting files. People Masterfile In the People Masterfile you enter the persons information. To access this function, choose the EditPeople menu option.

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