Setting up and processing Payroll in IPA Books+.

Legacy KB ID: 5717

Question

I'm new to IPA Books+, how do I set up the Payroll and start using it?

Answer

We have prepared the following step by step guide on how to set up the payroll and start using it.

Step 1: Purchase Payroll modules

If you have not purchased the payroll modules yet, you can add this module easily by adding it from Customer Portal.

Step 2: Setup Payroll Settings

Payroll settings hold the configuration such as the payroll contact details, bank accounts or other expenses and liabilities accounts to be used for the payroll.

You can also set up your leave details, pay items to be used for payroll, and other settings such as Superstream, creating pay schedules, or entering YTD amount for your employees.

Payroll settings can be accessed via 2 ways,

  1. The Administration menu (cogwheel icon on the top right corner), Settings and Payroll settings. Or
  2. Via the Payroll menu and Payroll setup in the left menu bar.

2.1 General Settings (or Advanced menu when selected by second option above):

  1. Go to Payroll settings and select General settings.
  2. Enter the Legal Contact details. The fields that are marked with red asterisk are the required fields.
  3. Scroll to ‘Account Defaults’ section. Fill out the default accounts as your preferences.
  4. Scroll to Payment defaults section. Select the ‘Round to nearest’ value. ‘No Rounding’ is selected by default.
  5. Leave the Automatic payments as ticked.
  6. Scroll to Bank accounts. It is the required fields and must be selected.

2.2 Setup Leave items

Leave settings allows you to create and configure the leave payroll items.

By default, there are five leave items created for your use. You can, however, create your own from here.

  1. Select a Leave item to open it.
  2. Scroll to Account section and select the account as your preference.
  3. Go to the annual entitlement and edit or remove the hours as per your preference.
  4. Select or unselect the preferences for ‘Reset balance to nil each year’, ‘Pay on termination, ‘Include in time worked leave accruals’, ‘Show leave balance on payslip’.
  5. Leave Loading is selected by default to 17.5%. Edit or remove it as per your preference.
  6. Repeat the process for all the leave items you have.

2.3: Setting up Pay Items:

IPA Books+ comes with few different pay items however they must be configured with the correct accounts prior to use, as they are not allocated to any accounts.

Pay items are used to process the payroll for the employees.

You can add or remove any new pay items as per your need. There are 6 different types of pay items and depending on its type there are further sub-types.

The different types of pay items that can be created are as below:

  1. Earnings
  2. Allowance
  3. Deduction
  4. Reimbursement
  5. Super
  6. Company Contribution

Step 3: Setup Superfunds.

Next, you will need to set up a super fund that you will be using on your employee’s record. A different employee may have different super fund therefore, you will need to create them so you can use it on the employee's record.

  1. Go to the Payroll menu and select Super funds.
  2. Select Add to create the new record.
  3. Enter the Name, ABN and other details for the fund and select Save.
  4. This will enable other tabs to enter more details that are specific to the super funds. Such as bank details and superfund details.
  5. Enter the bank details for the super fund and the fund details.
  6. Save and close.
  7. Repeat the process for other super funds.

Step 4: Setup employees record.

  1. Go to Payroll menu from the left menu bar and select Employees.
  2. Select the Add button to add a new employee.
  3. Enter first name, last name, phone numbers, address details etc and Save to create the record.
  4. Once the record is created, you will get further tabs to enter more details, such as Personal, Employment, Tax, leave, Pay set up the tab.
  5. Navigate through all the tabs and complete the details.

Note: when in employment tab check the Hire date and make sure it is adjusted correctly. As by default the hire date picks the date the record is created. You will not be able to process the payment prior to this date.

Step 5: Create a schedule

Pay schedules are used to group employees in a pay run. You can create a schedule to run on weekly fortnightly or on monthly basis.

  1. To add a new schedule, go to Administration menu on the top right corner.
  2. Go to Settings. Scroll to Payroll settings and select Pay Schedules.
  3. Enter all the required fields and save
  4. Once the schedule is created, you can go to the employees > employment tab and add the schedule to the employee's record under Pay Schedule tab.

Step 6: Process a pay run and send payslips

To start a pay run:

  1. Go to the Payroll menu and select Pay runs.
  2. Select Add button to add the new payrun
  3. Select Schedule from the Schedule list or Unscheduled.
  4. If you have selected schedule, the pay period will automatically be filled and cannot be changed.

    If it is Unscheduled, you will have to select the pay periods.
  5. Select Create pay run.
  6. Now select the pay run you have just created to open it. You will need to review the pays and may need to edit it.

    If it is unscheduled pay run, you will need to add employees into it.
  7. Should you need to make any changes, select the employees to open the record. Make your changes and save it.
  8. Once satisfied, select the payrun from the breadcrumbs bar to go back to the payrun.
  9. Go to Actions button on top right and select Finish Payrun to complete the process.

Step 7: Sending Payslips.

  1. You can email the payslips out for all employees once pay run is complete.
  2. Go to the Payroll menu and select the pay run, you wish to email for.
  3. Select Email payslips on the top right corner.
  4. Select or unselect any employee you do not wish to email for.
  5. Select Next. Make any changes to the email body, if you wish to.
  6. Select Send emails.

Step 8: Create a bank payment file ABA file.

Once the payroll is complete, you can also create an ABA file for bank payments.

Ensure that you had selected the direct credit as a payment method in the employee’s record (under Employment tab > Payments)

  1. Go to the Banking and Bank Payments.
  2. Select Add Button.
  3. Select the correct bank account, from where the payment is coming out.
  4. Enter reference and Create.
  5. You will now see the Bank payment window. Select Add Payment item to include all the payroll items that you wish to create the ABA file for.

    You will see all the payments items here that you have paid earlier. Carefully select all the payroll. Click on Select.
  6. You will now see the list of all the payroll selected.
  7. Select Generate File to create the ABA file.
  8. Save the ABA file to your PC and follow through your bank login to upload it for processing.

Step 9: Process Superstream

Search for Processing SuperStream in the search box at the top of the page for instructions.

Step 10: Process single touch Payroll

Search for Setting up and processing Payroll in the search box at the top of the page for instructions.

How did we do?

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