Entering YTD Payroll balances in IPA Books+, when migrating from another software.

Legacy KB ID: 5598

Question

How to enter the opening YTD payroll balances to setup employees, in IPA Books+ Payroll?

I have just moved to IPA Books+ from another software, how can I enter the YTD setup for the employees with their Pays, leaves and PAYG tax etc.

Answer

When you choose to migrate IPA Books+ Payroll partway through the year, you will have to choose whether to redo all those pays, you have done so far on another system, again in IPA Books+ or to enter those pays as YTD balances and move on. This is done so you can produce one single payment summary at the end of the year.

Redoing all those pays can become cumbersome if there are lots of employees and lots of pays to do. Hence entering the YTD Payroll balances could be the easy and better option.

YTD Setup will allow users to enter the Year to date amounts for pays to appear in Payslips, Payment Summaries, leave accumulation and PAYG tax withheld etc.

Users may be required to do entry on both Pays and/or Payment summaries tab, depending on their individual needs as explained below

  1. YTD entry done under Pays tab will appear only under Payslips and not in the payment summaries.
  2. YTD setup done under Payment summaries tab will only appear under payment summaries but not in the pay slips. Therefore, if you wish to show the YTD amount in the payslips as well as on the payment summaries, you will have to do the YTD setup on both Pays tab and Payment Summaries tab.
  3. YTD setup done for Tax appears both in Payment summaries and on Payslips.
  4. YTD Setup for Leave will appear under payslips. This will also be included in the 'Leave balances and accrual Value' report.

Consequently, users may be required to do YTD setup under all tabs to correctly reflect the Payslips and Payment summaries.

Entering YTD Setup – Pays:

  1. Go to Cog Wheel icon on top right of the page and Settings.
  2. Navigate to Payroll Settings and YTD Set up
  3. Go to Pays tab and click on Add Pays button.
  4. Click on Add new row.
  5. Enter the Employee, appropriate Pay item, date, amounts etc
  6. Enter the Reference as appropriate.
  7. Add new Row, should you wish to enter the pays under different pay items or for another employee.
  8. Save and close.

Entering YTD Setup TAX:

  1. Go to Cog Wheel icon on top right of the page and Settings.
  2. Navigate to Payroll Settings and YTD Set up
  3. Go to TAX tab and click on Add tax balances button.
  4. Click on Add new row.
  5. Enter the Employee, Pay Period end date, appropriate Tax type, Amount etc.
  6. Enter the references as appropriate.
  7. Add new Row, should you wish to enter the pays under different tax type or for another employee.
  8. Save and close.

Entering YTD Setup Leave balances:

  1. Go to Cog Wheel icon on top right of the page and Settings.
  2. Navigate to Payroll Settings and YTD Set up
  3. Go to Leave balances tab and click on Add leave balances button.
  4. Click on Add new row.
  5. Enter the Employee, leave item, as at date and Quantity.
  6. Enter the references as appropriate.
  7. Add new Row, should you wish to enter the different leave balances or for another employee.
  8. Save and close.

Entering YTD Setup Payment summaries:

  1. Go to Cog Wheel icon on top right of the page and Settings.
  2. Navigate to Payroll Settings and YTD Set up
  3. Go to Payment summaries tab and click on Add Payment summary balances button.
  4. Click on Add new row.
  5. Enter the Employee, Type, Category, Date and Amount.
  6. Enter the references as appropriate.
  7. Add new Row, should you wish to enter the different Payment summary balances or for another employee.
  8. Save and close.

How did we do?

Payable Type field in IPA Books+
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