Guide

Create Payroll

Maintain Employee's Opening Balance

• Maintain employee’s opening balance is done when the respective employee enter the company in a month later than January.
• The previous PCB amount is needed to key in so that the system can correctly calculate the PCB amount that’s needed to pay every month.

1. Navigate to the Open Payroll

   

2. Double click the year in Open Payroll

   

3. Double click the transaction under ‘Opening’

   

4. Select the employee by double clicking on the name

   

5. Key in all the employee’s opening balance information

   

Mapping of SQL 'opening' to EA form

Special note for additional EPF and additional PCB

• Additional EPF and additional PCB are used when additional remuneration (bonus, commission, paid leave) is given.
• In the EA form, normal EPF and additional EPF is group into one.
• However, SQL recommend users to split the amount for a more detail input.

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Frequency – Where one company will pay salary twice or more times in a Month.

Final Process

Enable to process the Month Pay Salary and Final Pay Salary.

1. Click into Payroll and look for New Payroll.

   tip

   Certain company their payroll cut off date will not in the month end, some of the company will according to the 26th of the month, so you can preset your own company payroll cut off date through the "..." button.

   

2. Click on the Process option.

Frequency Process

To process mid month salary payroll. The salary payout is based on average % of the Fixed Salary.

Not the last Pay of the Month.

Ad Hoc Process

To process Mid Month Ad Hoc Payroll

Default this option

• All(PCB,Socso,EPF) Contribution for Fixed Transaction will be 0
• Value will be 0 (Zero) & user need to self enter a value for All/Selected Employee

In this option allow the user to self control the Contribution (default 100%) for Fixed Transaction.

In other word if (eg Bonus with PCB (A) only just set Contribution to 0%)

Open Payroll

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Once you have created the payroll and you wish to view whatever you have did, then you can make some amendment.

1. Navigate to Payroll > Open Payroll. Alternatively, access it from the home page by clicking Open Payroll

   

2. Select employee, double click your employee name to check on its individual’s amount

   

   info

   You can process 2 month end in the same day also. Initially, you can choose to tick those first batch employees.

   While processing the 2nd batch, you can tick the 2nd batch of users.

   Example:

   BATCH 1

   

   

   BATCH 2

   

   

Open Pending Payroll

tip

Before you process the month end, you can use open pending payroll to key-in all others add hoc info like extra allowance, overtime, claim etc.

• This is for the user to prepare the transaction (eg Overtime, Deduction) before Processing the Payroll...

• Available Pending Type Transactions:

  • Wages, Allowance, Tax Deduction, Overtime
  • Deduction, Advance Paid, Claims, Loan
  • CP38, Advance Deduct, Bonus, Paid Leave
  • Director Fees, Unpaid Leave, Tax Benefit, Commission

• After all the Pending had enter user may go either below step to for next step except Pending Advance Paid

  • New Payroll | Final Process
  • New_Payroll | Ad Hoc Process

• For Pending Advance Paid must use New_Payroll | Ad Hoc Process then only can use New Payroll | Final Process

Steps

1. Go to Payroll > Open Pending Payroll.

   

2. Double Click on the info that you want to input, eg: Overtime.

   

3. Insert the overtime info accordingly

   1. Press on the ➕ button to add new overtime.

      

   2. Insert the info accordingly like employee, overtime code, work unit etc

      

   3. Once update accordingly then save.

      

4. Once finish the update you may process the month end and observe the result.

   

Pending YYYY

• YYYY represents the Year (e.g. if in 2013 will show as Pending 2013).
• To show the pending in Monthly (with & without Transactions).

Pending Navigator

Show which Pending Type had transactions in the day view.

Show all Pending Payroll

To show the pending in Yearly (with Transactions).

Pending Transactions Types

1. Just click the + button on top of the Screen (The Green + and Money icon) to Insert record(s).

2. After done just Click the Blue Diskette icon on top of the Screen to save the record.

Pending Wages

This is useful for employees to be paid by the number of days they work (i.e. users can add the day when the selected employee comes to work).

Field Name	Description	Type / Length / Precision
Trans Date	Wages transaction date	Date
Post Date	Wages posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Wages type	Alphanumerical, length 20
Description	Wages type description	Alphanumerical, length 160
Amount	Wages amount	Decimal, length 18, precision 2

Pending Overtime

Field Name	Description	Type / Length / Precision
Trans Date	Overtime transaction date	Date
Post Date	Overtime posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Overtime type	Alphanumerical, length 20
Description	Overtime type description	Alphanumerical, length 160
Work Unit	It can be in Hours or Day depend what Overtime Type selected and Unit type is set at Maintain Overtime	Decimal, length 18, precision 8
Rate	Overtime rate	Decimal, length 18, precision 8
Day Type	It follow the Post Date to determine the Day Type which is set at Maintain Calender	Alpha, length 1
Work Unit As Time	Overtime entered as time (HH:MM:SS)	Time

Pending Paid Leave

Field Name	Description	Type / Length / Precision
Trans Date	Paid leave transaction date	Date
Post Date	Paid leave posting date	Date
Employee	Employee code	Alphanumerical, length 30
Description	Paid leave description	Alphanumerical, length 160
Amount	Paid leave amount	Decimal, length 18, precision 2

Pending Unpaid Leave

Field Name	Description	Type / Length / Precision
Trans Date	Unpaid leave transaction date	Date
Post Date	Unpaid leave posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Unpaid leave type	Alphanumerical, length 20
Description	Unpaid leave type description	Alphanumerical, length 160
Leave Day	Number of unpaid leave days	Decimal, length 18, precision 8
Amount	Unpaid leave amount (Leave blank if want calculated by system)	Decimal, length 18, precision 2

Pending Claim

Field Name	Description	Type / Length / Precision
Trans Date	Claim transaction date	Date
Post Date	Claim posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Claim type	Alphanumerical, length 20
Description	Claim type description	Alphanumerical, length 160
Ref1	Claim reference 1	Alphanumerical, length 20
Ref2	Claim reference 2	Alphanumerical, length 20
Amount	Claim amount	Decimal, length 18, precision 2

Pending CP38

This is generally towards settlement of outstanding taxes.

Field Name	Description	Type / Length / Precision
Trans Date	CP38 transaction date	Date
Post Date	CP38 posting date	Date
Employee	Employee code	Alphanumerical, length 30
Description	CP38 description	Alphanumerical, length 160
Ref1	Reference 1	Alphanumerical, length 20
Ref2	Reference 2	Alphanumerical, length 20
Amount	CP38 amount	Decimal, length 18, precision 2
Generate Button	For Batch Generate CP38

Pending Allowance

Field Name	Description	Type / Length / Precision
Trans Date	Allowance transaction date	Date
Post Date	Allowance posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Allowance type	Alphanumerical, length 20
Tax Code	Tax exemption code	Alphanumerical, length 20
Description	Allowance type description	Alphanumerical, length 160
Work Unit	Allowance unit	Decimal, length 18, precision 8
Rate	Allowance rate	Decimal, length 18, precision 8
Amount	Allowance total amount	Decimal, length 18, precision 2

Pending Deduction & Pending Commission

Below Example information is applicable for

• Pending Deduction
• Pending Commission

Field Name	Description	Type / Length / Precision
Trans Date	Deduction / Commission transaction date	Date
Post Date	Deduction / Commission posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Deduction / Commission type	Alphanumerical, length 20
Description	Deduction / Commission description	Alphanumerical, length 160
Work Unit	Deduction unit	Decimal, length 18, precision 8
Rate	Deduction rate	Decimal, length 18, precision 8
Amount	Deduction total amount	Decimal, length 18, precision 2

Pending Bonus & Pending Director Fees

Below Example information is applicable for

• Pending Bonus
• Pending Director Fees

Field Name	Description	Type / Length / Precision
Trans Date	Bonus / Director fees transaction date	Date
Post Date	Bonus / Director fees posting date	Date
Pay Year	Bonus year (Default is same year as Post Date)	Integer
Employee	Employee code	Alphanumerical, length 30
Tax Category	Employee tax category	Alphanumerical, length 10
EPF Rate	Bonus EPF rate	Alphanumerical, length 10
Wages	Employee wages amount	Decimal, length 18, precision 2
Amount	Bonus / Director fees amount	Decimal, length 18, precision 2

Pending Advance Paid, Pending Advance Deduct & Pending Loan

Below Example information is applicable for

• Pending Advance Paid
• Pending Advance Deduct (Only View because it derive from Advance Paid after Ad Hoc Process)
• Pending Commission

Field Name	Description	Type / Length / Precision
Trans Date	Advance / Loan transaction date	Date
Post Date	Advance / Loan posting date	Date
Employee	Employee code	Alphanumerical, length 30
Description	Description	Alphanumerical, length 160
Ref1	Reference 1	Alphanumerical, length 20
Ref2	Reference 2	Alphanumerical, length 20
Amount	Advance paid amount	Decimal, length 18, precision 2

Pending Tax Benefit & Pending Tax Deduction

Below Example information is applicable for

• Pending Tax Benefit
• Pending Tax Deduction

Field Name	Description	Type / Length / Precision
Trans Date	Tax deduction / benefit transaction date	Date
Post Date	Tax deduction / benefit posting date	Date
Employee	Employee code	Alphanumerical, length 30
Code	Tax deduction code	Alphanumerical, length 20
Description	Tax deduction description	Alphanumerical, length 160
Ref1	Reference 1	Alphanumerical, length 20
Ref2	Reference 2	Alphanumerical, length 20
Amount	Tax deduction description	Decimal, length 18, precision 2

Example of create open pending payroll

Advance Paid

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Employee request advance salary before month end

1. Navigate to Payroll > Open Pending Payroll

2. Select Advance Paid

   

3. Key in accordingly

   Trans date = date apply advance paid

   Employee = which employee

   Amount = amount advance paid

   

4. Go to Payroll > New Payroll

5. Choose Ad Hoc

6. Set the date when your employee take advance paid

7. Under Process > select Monthly Fixed Allowance / Pending Payroll (will come out the dialog box as pic attached)

8. Tick "Advanced Paid"

   

9. Process

   

10. Process Month end Payroll as usual, you will found there is advance deduct at the month end.

    

Bonus

1. Navigate to Payroll > Open Pending Payroll

   

2. Click on Bonus

   

3. Next, adjust the bonus of your employee

   

   1. Click “Add”
   2. Select your employee
   3. Key in amount
   4. Save

4. Go to Payroll > New Payroll and click on Ad Hoc

   

5. Tick EPF if you want to deduct EPF, Tick PCB if you want to deduct PCB

   

6. Tick Bonus / Allowance (To input your amount)

   

7. Change the Description (Optional) and tick the employee you rewarded with bonus

   

8. Complete and check the payslip

   

CP38

• CP38 is a instruction to Deduct Salary which issued by LHDN. This CP38 instruction requires that the employer make additional deductions in monthly installments from the salary of the taxpayer (other than a Monthly Tax Deduction) towards settlement of taxpayer’s income tax arrears.
• The Salary Deduction Order (CP38) for tax payment in instalments aims to ease the burden of the taxpayer who should be paying the tax arrears in one lump sum under the Income Tax Act 1967.

1. Open Pending Payroll and choose CP38

   

2. Press GENERATE on the top left of the window.

   

3. Key in the Amount you receive from LHDN Letter, for example this employee ( 00001- Lucious ) had to pay CP38 on June ( RM450 ) and July ( RM550 ). Press GENERATE.

   

4. Press SAVE

   

5. This pending task only needs to be completed once. It will impact both the June and July month-end processes. The following pictures below will illustrate the end result :

   

Generate Payment Voucher / Journal Entry

note

This is Additional Module (Payroll Accounting (SQL Payroll))

1. To generate the monthly payroll data converted into double entry and get post into SQL Account.

2. It is available in SQL Payroll version 129 and above.

3. It is available to import payroll data in SQL Account version 745 and above.

   

Overview of the Process Flow

Configure Payroll Accounting (1 time setup)

Go to Menu : Payroll | Generate Payment Voucher / Journal Entry...

1. At Generate Payment Voucher / Journal Entry, click on Configure Payroll Accounting.

   

2. Overview of the Configure Payroll Accounting settings screen.

   

Step 1: Save GL Account to File (SQL Account)

1. Login the SQL Account database.

2. Go to File | Import | (SQL Payroll) Import Payment Voucher / Journal Entry | Save GL Account File

   

   

3. Save SQL Account file to Desktop.

   

Step 2: SQL Account GL Code

1. Click on Load From File.

   

2. Select a SQL Account file (*.txt) and click Open.

   

3. After the SQL Account GL Code has loaded, the company name will be display and last saved date and time.

   

4. Click Remove File button if you wish to load the new chart of account.

Step 3: GL Account Mapping

1. After load the chart of accounts (in step 2), you are able to lookup and map the GL Account code to wages, allowance, overtime, bonus, etc accordingly.

   

2. Example of the account mapping:

   

Step 4: Posting Method

1. Generate posting entry by Payment Voucher or by Journal Entry.

2. Group by Employee (available in payment voucher), Branch, Department, HR group, or Category.

3. Tick to With Project Code to post the entry with project code.

4. OPTIONAL: Generate Journal Entry for Employer EPF, SOCSO Accrual (by default is untick). For some company might charge the Employer EPF and SOCSO accrual in next month.

   

Generate Payment Voucher / Journal Entry (Export)

To generate the Payment Voucher or Journal Entry from SQL Payroll. Click on Generate.

Import Payment Voucher / Journal Entry (Import)

1. Login the SQL Account database.

2. Go to File | Import | (SQL Payroll) Import Payment Voucher / Journal Entry...

3. Click on Select File from the Payment Voucher/Journal Entry (payroll data) generate from SQL Payroll.

   

4. Click on Execute.