Company Management - Malaysia PDF

Sage 300 People
Company Management
(Malaysia)
Version 17.2.3.6
July 2017
This material is provided for informational purposes only. Accordingly, Sage does not provide
advice per the information included. The use of this material is not a substitute for the guidance
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that is provided with or included in the Sage product. Nothing in this document supplements,
modifies, or amends those terms and conditions.
2017 The Sage Group plc or its licensors. All rights reserved. Sage, Sage logos, and Sage
product and service names mentioned herein are the trademarks of The Sage Group plc or its
licensors. All other trademarks are the property of their respective owners.
Page 1
Sage 300 People Company Management V2017.07
Notices
This product is copyrighted to:
Sage South Africa, Sage Technology Park, 102 Western Services Road, Gallo Manor Ext 6,
Johannesburg, 2191
Disclaimer: While Sage takes care to ensure the accuracy and quality of these materials, we
cannot guarantee their accuracy, and all materials are provided without warranty whatsoever,
including, but not limited to warranties of merchantability or fitness for a particular purpose. The
name used in the data files for this course is that of fictitious companies. Any resemblance to
current or future companies is purely coincidental. This courseware may contain links to sites on
the Internet that are owned and operated by third parties (the External Sites). Sage is not
responsible for the availability of, or the content located on or through any External Site. Please
contact Sage if you have any concerns regarding such links or External Sites.
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make changes to the content thereof, from time to time, without obligation of Sage to notify any
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Product Version: 17.2.3.6

Manual Version: 2017.07 (July 2017)
Page 2
Table of Contents
1 Company Detail ...................................................................................................................................6
1.1. Basic Information ......................................................................................................................7
1.1.1. Addresses ...................................................................................................................... 8
1.1.2. Contacts ....................................................................................................................... 11
1.1.3. Bank Details ................................................................................................................. 13
1.1.4. Entity Relationships ..................................................................................................... 14
1.2. Company Details .................................................................................................................... 15
1.2.1. Statutory Numbers ....................................................................................................... 17
1.2.2. Monthly Tax Receipt .................................................................................................... 17
1.2.3. Languages ................................................................................................................... 18
1.2.4. Hierarchy Structure ...................................................................................................... 19
1.2.5. Generic Fields .............................................................................................................. 20
2 Hierarchy Setup ................................................................................................................................ 22
2.1. Hierarchy Header ................................................................................................................... 23
2.1.1. Hierarchy Items ............................................................................................................ 24
2.1.2. Local Addresses Screen .............................................................................................. 24
2.2. Hierarchy Relationships ......................................................................................................... 26
2.2.1. Hierarchy Relationship Setup Detail ............................................................................ 26
2.2.2. Level Definition ............................................................................................................ 27
2.2.3. Level Setup .................................................................................................................. 27
2.2.4. Company Rule ............................................................................................................. 31
2.3. Report Hierarchy Setup .......................................................................................................... 31
3 Company Rule .................................................................................................................................. 35
3.1. Create the Tax Year ............................................................................................................... 35
3.2. Create a Company Rule ......................................................................................................... 36
3.3. Company Rule Detail ............................................................................................................. 37
3.4. Pay Cycle Definition ............................................................................................................... 38
3.4.1. Cycle Detail .................................................................................................................. 38
3.4.2. Work Day Detail ........................................................................................................... 39
3.4.3. Shift Definition .............................................................................................................. 40
3.5. Calendar ................................................................................................................................. 41
3.6. Pay Period Management........................................................................................................ 44
3.6.1. Generate History Pay Periods ..................................................................................... 46
3.6.2. Pay Run(s) for selected Pay Period............................................................................. 49
3.6.3. Rollover History Tab .................................................................................................... 50
3.7. Business day Definition .......................................................................................................... 50
3.7.1. Business Days ............................................................................................................. 50
3.7.2. Public Holiday Setup .................................................................................................... 51
3.8. Default Rules .......................................................................................................................... 52
3.9. Pay Run Definition ................................................................................................................. 55
3.9.1. Earnings ....................................................................................................................... 58
3.9.2. Deductions ................................................................................................................... 59
3.9.3. Company Contributions ............................................................................................... 61
3.9.4. Fringe Benefits ............................................................................................................. 61
3.9.5. Alert Types ................................................................................................................... 61
3.9.6. Processing Multiple Pay Runs ..................................................................................... 62
3.9.7. Close Pay Runs ........................................................................................................... 64
4 Payroll Definitions ............................................................................................................................. 65
4.1. Earnings Definition ................................................................................................................. 65
4.1.1. Earning Definition Detail Screen .................................................................................. 66
4.1.2. Pay Run Definitions ..................................................................................................... 70
4.1.3. Link Calculations .......................................................................................................... 70
4.2. Deduction Definitions ............................................................................................................. 71
4.2.1. Deduction Definition Detail Screen .............................................................................. 72
4.3. Company Contribution Definitions ......................................................................................... 73
4.4. Fringe Benefits ....................................................................................................................... 74
4.5. Provision Definitions ............................................................................................................... 75
4.5.1. Bonus Provision (Company) ........................................................................................ 76
4.6. Additional Definitions .............................................................................................................. 76
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4.7. Grouping Payroll Definitions ...................................................................................................77
4.8. Payroll Definitions on the Company Rule ...............................................................................79
4.9. Linking of Payroll Definitions ...................................................................................................82
5 Remuneration Structure ....................................................................................................................84
5.1. Remuneration Definition Detail ...............................................................................................85
5.1.1. Pay Run Definition ....................................................................................................... 85
5.1.2. Payroll Definition Tabs ................................................................................................. 86
5.2. Net Up Remuneration Structure..............................................................................................86
5.2.1. Earning Definition Setup .............................................................................................. 87
5.3. Cost to Company Remuneration Structure .............................................................................88
6 Calculations .......................................................................................................................................89
6.1. Custom calculations ................................................................................................................89
6.1.1. Custom calculation detail ............................................................................................. 90
6.1.2. Expression builder ....................................................................................................... 93
6.2. Calculation tooltip ....................................................................................................................94
6.3. Adding custom calculations ....................................................................................................97
6.3.1. Operators ..................................................................................................................... 98
6.3.2. Functions ................................................................................................................... 100
6.3.3. Nested calculations .................................................................................................... 113
6.3.4. Steps when Adding a Calculation .............................................................................. 114
6.4. Pro Rata Calculations ...........................................................................................................135
7 Beneficiaries Setup .........................................................................................................................137
7.1. Beneficiary Detail ..................................................................................................................137
7.2. Basic Information Beneficiary ............................................................................................139
7.3. Payroll Definition Linking .......................................................................................................140
8 Payments ........................................................................................................................................141
8.1. Payment Run Definition Detail ..............................................................................................141
8.1.1. ACB Layout ................................................................................................................ 143
8.1.2. Process Filter ............................................................................................................. 145
8.1.3. Amounts that will be exported ................................................................................... 146
8.1.4. Stop Further Entry ..................................................................................................... 146
8.1.5. Process History.......................................................................................................... 146
9 General Ledger ...............................................................................................................................147
9.1. Accounting Principles within a payroll environment ..............................................................147
9.2. General Ledger Setup ...........................................................................................................149
9.2.1. General Leger Parameters ........................................................................................ 150
9.2.2. GL Setup .................................................................................................................... 157
9.3. General Ledger (GL) Export .................................................................................................166
9.3.1. How to Export the GL ................................................................................................ 167
9.3.2. Fields on the GL Export Detail Screen ...................................................................... 167
9.4. Sage Evolution ......................................................................................................................168
9.4.1. Locate Database ........................................................................................................ 168
9.4.2. GLDB Link ................................................................................................................. 169
9.4.3. GL Export ................................................................................................................... 170
9.4.4. Post Batch ................................................................................................................. 172
9.5. Sage ERP300 .......................................................................................................................172
9.5.1. Locate Database ........................................................................................................ 173
9.5.2. GLDB Link ................................................................................................................. 174
9.5.3. GL Export ................................................................................................................... 175
9.6. General Ledger Export Report ..............................................................................................176
10 Employee Smart Path .....................................................................................................................177
10.1. Add New Employee ..............................................................................................................178
11 Content Manager .............................................................................................................................180
11.1. Content Filter Options ...........................................................................................................180
11.2. Content Detail .......................................................................................................................181
11.2.1. Content Summary ................................................................................................. 182
11.2.2. Documents ............................................................................................................ 183
11.3. Notes .....................................................................................................................................184
11.4. File Extensions ......................................................................................................................185
12 Employee Transfer ..........................................................................................................................186
12.1. General rules.........................................................................................................................186
12.1.1. Employee Transfer with YTD Totals ..................................................................... 186
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12.1.2. Employee Transfer without YTD Totals ................................................................ 187
12.1.3. Other transfer rules ............................................................................................... 187
12.2. Employee transfer filter ........................................................................................................ 188
12.3. Transfer wizard .................................................................................................................... 188
12.3.1. Transfer option screen .......................................................................................... 189
12.3.2. Transfer selections screen .................................................................................... 190
12.3.3. Move employee (with YTD information) option on the transfer selection screen . 191
12.3.4. Without Year to Date Information Option on the Transfer Selections screen ....... 192
12.3.5. Which Employee(s) to Transfer screen................................................................. 194
12.3.6. Employee selection screen ................................................................................... 194
12.3.7. Employee code screen ......................................................................................... 197
12.3.8. Sub screen questions............................................................................................ 198
12.3.9. Company rule pay run mapping ............................................................................ 198
12.3.10. New employee Payslip Definition screen ............................................................ 199
12.3.11. New hierarchy structure screen .......................................................................... 200
12.3.12. Employee(s) Leave Policy screen....................................................................... 200
12.3.13. Employee(s) Transfer Confirmation Settings screen .......................................... 201
12.3.14. Processing transfer screen ................................................................................. 203
12.4. Company transfer ................................................................................................................. 203
12.4.1. With YTD totals ..................................................................................................... 203
12.4.2. Without YTD totals ................................................................................................ 204
12.5. Company rule transfer.......................................................................................................... 204
12.5.1. With YTD totals ..................................................................................................... 204
12.5.2. Without YTD totals ................................................................................................ 205
12.6. Remuneration structure transfer .......................................................................................... 206
12.7. Leave policy transfer ............................................................................................................ 207
12.8. Position transfer ................................................................................................................... 208
12.8.1. Position linking options screen .............................................................................. 208
12.8.2. Position validations screen ................................................................................... 209
12.8.3. Position items issued screen ................................................................................ 210
12.8.4. New hierarchy structure screen ............................................................................ 210
12.8.5. Position movement confirmation ........................................................................... 210
12.8.6. Terminated employees transfer ............................................................................ 211
12.9. Employee transfer report ...................................................................................................... 211
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1 Company Detail
The system has been designed around an entity concept.
A company has a company record and an entity record. The company record contains company
information, but no pay cycle information. The pay cycle information is defined on the Company
Rule Screen.
Company
Company Rule Company Rule Payroll

Monthly Weekly Definitions
Normal Pay Bonus Pay Normal Pay Leave Pay Earning Deduction Company
Run Run Run Run Definitions Definitions Definitions
On the Navigation pane:

Expand Company Management
Double-click on Company
To view the detail of a company, double-click

on the applicable company record.
Click on the New button to add a new Company, or double-click on an existing Company to open
the Company Details screen.
Entity information may be defined while adding a Company. However, entity information may
also be defined before adding a new Company, and the entity record can then be located and
linked to the Company record.
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1.1. Basic Information
Each company must have an entity record. The entity record contains the fixed information of the
company.
Basic Information tab.
Fields on the Basic Information tab of the Company Detail Screen:

Basic Information section
Field Description
Image An image may be added to the companys record, for example the
company logo.
There are two options to load the companys logo:
1. Click on the Load button and browse to find the image.
2. Right-click in the image box and browse to find the image.

Display Name This field displays the company name entered in the Company
Name field. This is a read-only field.
Entity Code This is a unique code per entity. Where an employee might move
within the company or companies, this code will remain the same
and you can keep track of the entity database wide. This is a
mandatory field and must be unique.
Entity Type This field displays the entity type. This is a read-only field.
Entity Sub Type This field displays the entity sub type. This is a read-only field.
VIP User Should this entity also be a user in the system, this field allows you
to select the user name.
Tax Office Enter the company tax registration office.
Tax No Enter the company tax number.
Note: The company rule tax number may be different from the
company tax number.
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Basic Information section
Tax Registration Enter the company tax registration date.
Date
Company section
Field Description
Company Name Enter the registered company name.
VAT/GST Number Enter the company VAT/GST number.
Company Registration Enter the company registration number.
Number
Do Not Re Employ Tick the box if the entity may not be employed in future.
This field is relative on the Basic Information Screen of an
employee.
Company Registration Date Enter the company registration date.
Basic Detail tab.
1.1.1. Addresses
Button Description
Click on the New button to add a new address for the company.
Click on the Link Address button to link the address of another entity.
When you click on this button, the system automatically creates a new
address record. This means that when you want to link an existing
address, use the Link Address button instead of the New button.
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This field displays the priority of the address. To change the priority of the
address, click on the up and down arrows. This will be important where
more than one address of the same type is loaded, e.g. postal addresses.
Reports such as tax certificates will use the postal address that carries
the highest priority.
If the address to which this entity is linked changes, the system will prompt you to select
whether the linked entities must be updated as well. If Yes is selected, the address on the
entity record will be updated. If No is selected, the link will be removed and the entities will not
be updated. The same rules will apply when deleting a linked address.
Fields on the Addresses Screen:

Field Description
Use Work/Use Tick the applicable box(es) to indicate the type of address
Physical/ being added. For example, should this be the employers work
Use Postal and physical address, tick both the Use Work and Use Physical
boxes. The address type selected here determines the
mandatory fields required for the applicable address.
Address Service Type If the address type Use Postal is ticked, select the address
service type from the drop-down list. More options may be
added. If the Use Postal box is not ticked this field will be
inactive.
Correspondence Tick this box if this address should be used as the
Address correspondence address of the employer.
Unit/Postal Number If the address uses a postal address, enter the unit or postal
number of the PO Box or Suite. If the address being added is a
street address and is in a complex, enter the unit number.
Complex If the address being added is in a complex, enter the name of
the complex.
Street Number If the address being added is a street address, enter the street
number.
Street/Farm Name If the address being added is a street address or a farm, enter
the street name or the farm name. This is a mandatory field for
a physical address.
Suburb/District For all address type fields, enter the suburb or district of the
address. This is a mandatory field.
City/Town For all address type fields, enter the city or town of the address.
This is an optional field.
Postal Code Enter the postal code for the address. This is a mandatory field.
Province For all address type fields, enter the province of the address.
This is an optional field.
District For all address type fields, enter the district of the address. This
is an optional field.
Country Code Click on the drop-down arrow and select the country of the
address. This is an optional field.
Linked Entity If the address is linked to that of another entity, the linked
entitys display name will be displayed in this column.
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Field Description
Status The status will always default to Active. This may be changed
when a new address replaces another address. By changing
the status to Inactive, instead of deleting the record, the old
address can be kept on record.
Note: Branch addresses may be linked to hierarchy items, such as the different branches.
The addresses linked to branches may then be used as the employee work addresses. To
use this option, there must be a physical address for each branch, as SARS requires a
physical work address for each employee.
Mandatory Addresses
Addresses may be selected to be mandatory on the entity record of employees to ensure that
the tax certificates are completed according to Tax Authority requirements.

Expand Parameters
Expand Entity
Double-click on Mandatory Addresses
Click on New
Click on New.
Add the record and click on Save All.
Before selecting the work address to be mandatory, the following needs to be

considered:
Work address applicable for Tax certificates Mandatory?
The work address is added manually or linked to an existing entitys
Yes
address on the entity record.
The work address is linked to a hierarchy header, such as branch, and
defaults automatically according to hierarchy linking on the Employee Yes
Detail Screen.
The work address is not added on the entity record or linked to a
hierarchy header, therefore the company address on the Company Detail No
Screen prints on the Tax certificate.
The postal address and physical address may always be selected to be mandatory.
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Note: When Tax certificates are printed, the system will first look for a work address on the
entity record, and then in the hierarchy linking on the Employee Detail Screen. If no work
address is found on either of these screens, the company address on the Company Detail
Screen with the first priority will print on the Tax certificates as the work address.
1.1.2. Contacts
The contact information of the company is entered on the Company Detail Screen.

Double-click on Company
Double-click on the applicable company record
Click on Basic Information
Click on Detail
Click on Contacts
Contacts section
This section allows you to enter the default contact details for the company.
Fields on the Contacts pane of the Contacts Screen:

Field Description
Cell Number Enter the cell phone number for the company.
E-mail Address Enter the e-mail address for the company.
Fax Number Enter the fax number for the company.
Home/Work Number Enter the home and/or work number for the company.
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New contact types may also be added. For example, extension numbers can be added should
the company like to keep the extension number for each employee on record.

Expand Parameters
Expand Entity
Double-click on Contact Type
Click on New
Click on New.
Note: Contact types may be selected to be mandatory on the entity records of employees, for
example, Business Number.
Expand Parameters
Expand Entity
Double-click on Mandatory Contacts
Click on New
Additional Contacts section

Additional contact details per Contact Type may also be entered. The Additional Contacts
section displays the additional contact details of the contact type selected.
Contact details must be entered on the default pane before additional contact details may be
added. To add additional information for a specific Contact Type, select the applicable Contact
Type description and enter the additional information.
Should any of the additional contact detail become the new default contact detail, select the
contact type and click on the Set Default Contact button.
The system will move the new default contact details from the Additional Contacts section to the
Contacts section. The previous default contact detail will move to the Additional Contacts
section.
Fields on the Additional Contacts pane of the Contacts section:

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Field Description
Contact Type This column displays the contact types for which detail can be
added, e.g., additional e-mail address, extension numbers, etc.
Contact Detail Click in the Contact Detail field next to the applicable contact type
that you want to add and enter the contact details.
1.1.3. Bank Details

The bank details of the company are entered on the Company Detail Screen.
Fields on the Bank Details Screen:

Field Description
Account Enter the bank account number of the company.
Number
Account This field defaults from the company details. You can change this field if
Holder Name necessary.
Account Select the account holder relationship. The options are:
Holder Own,
Relationship Joint, and
Third Party.
Account Type Select the account type. The options are:
Current Account,
Loan Account,
Transmission Account, and
Savings Account.
Bank Select the company bank from the pre-defined list. You can add
additional banks.
Bank Branch Select the employer bank branch. This is a user-defined list. When a new
bank branch, is added the branch is linked to a bank. Because the branch
is linked to a bank, the list will be filtered according to the bank selected.
Therefore, only the branches linked to the selected bank will display on
the list.
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Field Description
Credit Line This field must only be completed when the company makes use of the
Number Ned-Inform Pre-format option for ACB exports. If the company makes use
of this ACB option, enter the employer credit line number as created in
the Ned-Inform system.
Currency Select the currency applicable.
Default Select whether this is the company default bank account.
1.1.4. Entity Relationships

This screen enables you to define the relationships of this entity to other entities for emergency
contact or record purposes.
Example: Sage is the holding company of four other subsidiary companies/divisions:
VIP Accpacc Child
Pastel Alchemex
SAGE
Parent
When adding a relationship to another entity, you must select whether this relationship is a
Parent or a Child Type relationship.
Parent relationship
Create a parent relationship if this relationship is related above the entity in a hierarchy. This
means that the current entity you have selected is the parent of the entity you want to link.
Child relationship
Create a child relationship if this relationship is related below the entity in a hierarchy. This
means that the current entity you have selected is the child of the entity that you want to link.
Entity Relationship Types
New Entity Relationship Types may be added if required, for example, Friend.

Expand Parameters
Expand Entity
Double-click on Entity Relationship Type
Click on New
Page 14
Tick this box to indicate if a parent or
child relationship will be applicable to
the Entity Relationship Type.
1.2. Company Details
The Company Detail Screen contains company detail such as the company registration number,
entity code, tax country, address, contacts, etc. When necessary, you must update the
information, e.g., when the official interest rate changes or when the contact information
changes. The Company Detail Screen consists of two tabs namely Company Details and Basic
Information.
Page 15
Fields on the Company Details Screen:
Entity Details section
Field Description
Entity This field indicates the entity to which the company is linked. If the
entity does not exist, complete the Basic Information screen first.
Company Code Enter a unique code for the company. The code may be up to a
maximum of 15 characters.
Company Select the currency for the company.
Currency
Tax Country This field indicates which countrys legislation will be applied. The tax
country determines which fields become mandatory for legislative
purposes as well as certain system defaults.
Default Tick the box if this is the default company in the system.
The result of this will be that, whenever a company rule or payroll
definition is added and you press the space bar in the specific field, this
will be the company to which the company rule or definition will default.
Company Details section
Field Description
Company Type Select the type of organisation or to which sector the company
belongs. The options are:
Public Sector
Private Sector
Non-Profit Organisation
Statutory Board
Official Interest Enter the official interest rate. This rate will be used to determine the
Rate taxable fringe benefit for low or interest free loans.
Delete Employee This field indicates the number of years after which employee history
Years may be deleted from the system. This field will default to 5 years, but
may be changed.
Cost on Select the cost type that must be available for the company. The
options are:
Hierarchy Header: this option allows you to define the employees
cost split on the Cost Screen. This option allows you to cost on one
hierarchy header.
Cost Centre: this option allows you to define the employees cost
split on the Cost Centre Screen. This option allows you to apply
costing on more than one hierarchy header. Cost Centre definitions
must be created before the cost allocations may be defined.
Cost All: this option allows you to use both cost options for the
company.
Default Cost This option allows you to select the default cost centre that must
Centre default for all employees on the Cost Centre Screen.
Note: You do not have to add the hierarchy headers used

specifically for cost centre purposes on the Hierarchy Structure
Screen.
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Cost Clear Select whether or not the costing allocations and any exceptions
Rollover Options should clear when a Rollover is done. The options are:
Do not clear: this option will not clear any allocations and/or exceptions
made. This will be the default option when no selections have been made.
Clear all costing exceptions: this option will clear both the Cost Allocation
and Cost Centre Allocation exceptions.
Clear only cost centre exceptions: this option will only clear the Cost
Centre Allocation exceptions.
Clear only hierarchy cost exceptions: this option will only clear the Cost
Allocation exceptions.
Clear all cost centre allocations and exceptions: this option will only
clear the Cost Centre Allocations as well as the Cost Centre Allocation
exceptions.
Clear all hierarchy cost allocations and exceptions: this option will only
clear the Cost Allocations as well as the Cost Allocation exceptions.
Clear all cost allocations and exceptions: this option will clear all Cost
Allocations all Cost Centre Allocations and the exceptions for both.
HR Manager & Select the company HR & Financial personnels entities.
Financial
Manager Entity
1.2.1. Statutory Numbers

This screen stores the company statutory numbers.
1.2.2. Monthly Tax Receipt

The user has to enter the Tax Receipt information after receiving the receipt from the Authority
upon completion of tax submission and payment. These information will reflect on Employee
PCB 2 report.
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Fields on the Monthly Tax Receipt Screen:
Field Description
Tax Year The year the tax is paid.
Tax Month The month the tax is paid.
Tax Receipt No. A Tax Receipt to acknowledge the current month tax has been paid by
the company and received by the Authority. This is the reference
number shown on the Tax Receipt.
Receipt Date The date of the Tax Receipt.
CP38 Receipt A Tax Receipt to acknowledge the short payment of tax has been paid
No. by the company and received by the Authority. This is the reference
number shown on the Tax Receipt for short payment.
CP38 Receipt The date of the CP 38 Receipt.
Date
1.2.3. Languages
Note: Do not use this method to translate definitions.

To print reports in different Languages refer to System Tools > Localisation Setup.
Languages refer to additional/alternate languages (to English) that will be used when printing
payslips. This means you can print an employees payslip in another language, for example the
employees home language.
To add a new language for the Company, click the New button. Select the applicable language
from the drop-down list.
Once additional languages have been defined, languages for payroll definitions become
mandatory.
If payroll definitions have already been defined you must enter the short and long description for
the definitions at this stage in the language selected.
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1.2.4. Hierarchy Structure
Hierarchies are defined database wide for all companies. Select the hierarchies that are
applicable for this company.
To link a hierarchy header to the Company,

click the Action button.
Page 19
Check the checkboxes of the hierarchy headers that must be
available for the Company.
All codes linked to the header will be

available to which employees can be
linked.
Click on Select.
Fields on the Hierarchy Structure Screen:

Field Description
Cost Centre Check this checkbox if this hierarchy structure is to be used for costing
purposes. The cost split percentages for the selected hierarchy header will
be captured on the employees Payslip Definition screen in order to view
the costing on the employees Cost screen.
Mandatory If employees must be linked to a hierarchy header, tick the Mandatory box.
The Hierarchy Header field on the employee record becomes mandatory.
Work If you have linked the company addresses to a hierarchy header that must
Address be used as the work address of the employees, tick the box.
Note: A hierarchy header must be defined to be a Geographic Location

on the Hierarchy Setup Screen, and addresses have to be linked to the
items of the hierarchy header for the tick box to be available
Note: When Tax Certificates are printed, the system will firstly look for a work address on the
entity record, then in the hierarchy linking on the Employee Detail screen, and if no work
address is found on either of these screens, the Companys address on the Company Detail
screen with the first priority will print on the certificates as the work address.
1.2.5. Generic Fields

Enter the company HRDF percentage at this screen.
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2 Hierarchy Setup
The hierarchy setup enables you to define the structure within the company.
All hierarchy structures are defined in one central place database wide. This means:
Where two companies use the same structure only one structure will be defined.
The hierarchy structures created are available for all companies in the database.
It is advisable that you define the hierarchy structure before adding new companies.
If companies have different hierarchy structures, different hierarchy headers must be
created.
The hierarchy structure can be set up to indicate on which level the employee must be
linked.
When a new hierarchy item is added you must select whether the item is a root or a child item.
A root item is a main item and a child item is a sub item of a root, or another child item. The
hierarchy structure can be defined for unlimited levels.
Example of a hierarchy setup for a database:
Country Department Site Header
Singapore Finance Site A

Root
Malaysia Consulting Site B
National
Child of Root
Projects
Consulta Child of Child

nt
TS
Support
In this example all headers with items are globally defined in the Hierarchy Structure for all the
companies on the database where the companies will not necessarily make use of all headers,
for example:
Company 1 might use: Company 2 might use:
Branch, and Site, and
Department. Department.
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Steps to follow when setting up a Hierarchy Structure:
Step Action
1. Define the required headers, for example department, branch, etc
2. For each header, define the required items, for example admin, finance with debtor
and creditor, etc. for the department header.
3. For each item, select whether the code is a Root or a Child. For example finance will
be a Root, and debtor will be a Child.
4. Select on which level the employee can be linked, for example the Child level.
2.1. Hierarchy Header

Expand Hierarchy Setup
Double-click on Hierarchy
Columns on the Hierarchy Screen:

Column Description
Code Enter a code for the Hierarchy Header. The code must be unique
because it will be available for all companies throughout the
system.
Short Description Enter a short and a long description for the Hierarchy Header.
and Long
Description
Geographic Tick the box to indicate that the hierarchy header is also a
Location geographic location. The hierarchy items can then be linked to the
addresses of an entity.
Comment You may enter a comment that provides other users with more
information about the hierarchy created.
Status The status will default to Active but van be changed to Inactive
should it only be kept for record purposes.
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Example:
The addresses added on the company entity record can also be used as the employees work
addresses. You can flag the branch hierarchy address as a geographic location and link the
hierarchy items to the company work addresses.
2.1.1. Hierarchy Items
To add a new hierarchy item, click on the New button. On the drop-down menu, select
whether the hierarchy item should be a Root or a Child item.
Root: Select this option to indicate that the hierarchy item is the first item of the hierarchy
level.
Child: Select this option to indicate that the hierarchy item is a child of the above selected
item.
Buttons Description
Right, Left, Up or Click on the Right, Left, Up or Down arrows to change the
Down hierarchy item relationship to another hierarchy item.
Fields on the Hierarchy Items Screen:

Field Description
Hierarchy Code Enter a code for the hierarchy item - maximum of 15 characters.
Note: the only special character allowed in the code is _

(underscore)
Hierarchy Name Enter a name for the hierarchy item maximum of 35 characters.
Cost Centre Tick the box if the item will be used to cost an employees
remuneration on the Payslip Detail Screen.
Can Link Tick the box if the employee can be linked on this level. If you tick
the box on a child level the parent item box will automatically be
un-ticked. You can tick the parent item box to enable you to link
employees to the parent item as well.
Example: the hierarchy header has root and child hierarchy

items. If the employees may only be linked to the child items,
only flag the child items.
Address If the hierarchy header was flagged as a geographic location you

can link the hierarchy item to the address of the applicable entity.
2.1.2. Local Addresses Screen

Click in the address field on the Hierarchy Items Screen and then click on the Ellipsis button
to locate the address of another entity. The Local Address Screen will be displayed:
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Fields on the Local Addresses Screen:
Field Description
Type Select the entity type to which the filter must be applied. The options are:
Company,
Trust and
Individual.
Sub Type Select the entity sub type to which the filter must be applied. The options will
be filtered based on the selection made in the Type field. The options are:
If the Type field is equal to:
Company, the following options will be available:
o PSP Company,
o Employer, and
o Trust.
Trust, the following options will be available:
o PSP Trust, and
o Information Only.
Individual, the following options will be available:
o Employee,
o Family Member,
o Labour Broker, and
o Information Only.
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Field Description
Search by This option allows you to select the field on which to sort the entity list. The
options will be filter based on the selection made in the Type field. The
options are:
If the Type field is equal to:
Company, the following options will be available:
o Company Name,
o Company Registration No,
o Company VAT No, and
o Company Date.
Trust, the following options will be available:
o Company Name,
o Company Registration No,
o Company VAT No, and
o Company Date.
Individual, the following options will be available:
o ID Number,
o First Name,
o Surname, and
o Passport No.
Entities The entities filtered will be displayed. Select the entity which address must
be used.
The addresses of the selected entity will be displayed. Select the address that must be used
and click on the Select button.
Note: The Import button may be used to import an existing structure from an application
like Excel.
2.2. Hierarchy Relationships
Relationships between Hierarchy items can be defined. For example, this will allow you to
define a hierarchy relationship where you will only be able to select the Pretoria and
Johannesburg branches if you have selected Gauteng as the province. Hierarchy items will be
filtered on the Employee Detail screen according to the relationship defined.
2.2.1. Hierarchy Relationship Setup Detail

Define the hierarchy relationships.

Double-click on Hierarchy Relationships Setup
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Click on New.
Company
Select the company for which the hierarchy relationship must be created. The hierarchies
linked on the Company Detail > Hierarchy Structure screen will default on the Level Definition
screen.
Code
Enter a code for the hierarchy relationship. The code may contain a maximum of 15 characters.
Short and Long Description
Enter a short and a long description for the hierarchy relationship. The short description may
contain a maximum of 35 characters and the long description may contain a maximum of 100
characters.
2.2.2. Level Definition
Select the applicable hierarchy header and click on the button to select the root hierarchy,
i.e. the first hierarchy level. When you add the second hierarchy level, select the correct
hierarchy header and click on the button. Continue until you have linked all the necessary
hierarchy levels.
Note: You can only link one root level hierarchy.

The level order cannot be changed once it has been defined, you will have to delete the level
linking to change the level order.
2.2.3. Level Setup

Once you have selected the hierarchy headers for each level you must select which hierarchy
items must be linked to each of the hierarchy levels.
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Example Link the hierarchy items
Level 1 = Country
Singapore
Level 2 = Department
Finance
Level 3 = Group
Group A
Group B
Link Level 1 (You can view the steps on print screen below)
Select the Country hierarchy header
Select the Country hierarchy item
Click on Add
The added hierarchy item will be displayed in the Level Tree on the right hand side of the
screen.
Link Level 2 (You can view the steps on print screen below)
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Select the Country hierarchy level item in the level tree
Select the Department hierarchy header
Select the Department hierarchy items (Click and hold Shift to select multiple hierarchies)
Click on Add
2
1
Example
Link Level 3
Select the Department hierarchy level item in the level tree
Select the Group hierarchy header
Select the Group hierarchy items
Click on Add
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2
1
The selected items will be added to the level tree.
Additional information regarding the selection of level tree hierarchy items:

To add one item select the hierarchy item and click on the Add button
To add all hierarchy items of the selected header click on the Add All button.
You can select multiple items by holding down the <Shift> or <Ctrl> key on the keyboard
and selecting the applicable items and then clicking on the Add button.
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2.2.4. Company Rule
A company rule can be linked to only one hierarchy relationship but a hierarchy relationship can
be linked to multiple company rules of the selected Company.
2.3. Report Hierarchy Setup
You can define an unlimited number of hierarchy levels but for filtering and sorting purposes,
although when reports are printed using hierarchy headers, you will only be able to print using
up to 10 hierarchy levels. Therefore, the Report Hierarchy Setup function allows you to define
up to ten hierarchy headers that you can select for filtering and sorting reports when printed.
Defining the Report Hierarchy Setup will also enable you to select the different hierarchy
headers as columns on, for example, the Employee List Screen and also to use the Hierarchy
option for filtering on the basic filters.

Double-click on Report Hierarchy Setup
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Note:
When the Hierarchy option from the Basic Filters section is used and you click on Search, no
employees will display on the list if the Report Hierarchy Setup is not defined for the
applicable hierarchy header or item selected for filtering.
The order in which the hierarchy headers have been defined will not influence the sort options
for reporting purposes.
Only the hierarchy header(s) defined on the Report Hierarchy Setup Screen will display on the
drop-down list for filtering and sorting purposes when printing reports from the All Reports
Screen.
Before the Report Hierarchy Setup is done, the hierarchy headers will not be labelled when you
open Column Chooser to select columns on, for example, the Employee List Screen.
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The hierarchy headers are not labelled.
On the Report Hierarchy Setup Screen
you can link the hierarchy headers to the
applicable Hierarchy Name labels.
Note: Once you have completed the Report Hierarchy Setup you have to exit the system and
access the system again for the change in the Column Chooser to take effect. The change
will automatically take effect on the filtering and sorting options for report printing.
Linking of hierarchy headers is done on the Report Hierarchy Setup Screen.

Double-click on Report Hierarchy Setup
3. Click on Save.
1. Click on the drop-down arrow for each field.
2. Select the applicable header from the drop-down list.
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The following message will display, reminding you to exit the People system and access it again
for the changes to apply to Column Chooser:
Click on .
After the Report Hierarchy Setup was defined, the hierarchy headers will be available for filtering
and sorting when a report is printed.
After the Report Hierarchy Setup was defined and the system was accessed again, the
customised hierarchy header names will display in the Column Chooser.
The linked hierarchy headers on the

Report Hierarchy SetupScreen will
be displayed instead of the
Hierarchy Name labels.
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3 Company Rule
Company Rules are created to manage different pay cycles in a Company. A Company Rule is
linked to a Company and employees are linked to a Company and a Company Rule. The
payroll definitions are linked on the Company Rule in order to specify which should be available
for employees linked to the specific Company Rule.
3.1. Create the Tax Year
Before the company rule can be created the tax year should be defined.

Expand Company
Double-click on Tax Year
Select the applicable country

code from the drop-down list.
Click on the New button and complete the details of the tax year.
Field Description
Country Code Select the tax country this tax year will be relevant to.
Description Create a unique description for the selected tax year.
Start Date Enter the date on which the tax year will start.
End Date Enter the date on which the tax year will end
Statutory Tax Complete the year for which this tax year is valid.
Year
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3.2. Create a Company Rule
Note: Close all other screens before opening the Company Rule screen.
Click on the New button to add a new Company Rule, or double-click on an existing Company
Rule to open the Company Rule Detail screen.
The following screens are defined for each company rule:

Screens Description
Pay Period This section determines the pay periods for the tax year as well as
Management the status of the selected pay runs.
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This screen only becomes available after the Pay Cycle has been
defined.
Pay Cycle Definition This section defines the frequency of the pay periods for the
applicable company rule, for example, monthly, weekly, fortnightly,
daily and custom.
Tax This screen contains the PAYE and UIF reference and registration
numbers for the company rule. This may be different from the
companys registration number.
Business Day The public holidays and non-business days are defined here. The
Definition public holidays and non-business days defined will be used to
determine the employee working days.
Default Rules On this screen, the default hours per day and hours per period are
defined.
Leave Pay On this screen you can define the default settings for when leave
pay is activated for employees.
Pay Run Definition The pay runs for the company rule are defined here.
3.3. Company Rule Detail

Double-click on Company Rule
Double-click on the applicable company rule / select New to create a new rule
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Fields on the Company Rule Detail Screen:
Field Description
Company This field indicates the company for which the company rule has
been created. The tax country selected will default to the company
rule.
Rule Default Indicator When loading a new employee this will be the default rule all new
employees will be linked to
Company Rule This field displays the currency that will be used in this company
Currency rule. This field defaults from the company it is linked to.
Company Rule Code Enter a code that will suffice as the code for the company rule.
Short Description This field may be used for certain reports, up to 35 characters may
be used
Long Description Company Rule name.
Note: These fields need to be completed in order to select the Tax Year created under
parameters.
3.4. Pay Cycle Definition

3.4.1. Cycle Detail
This tab displays detail regarding the current tax year and pay periods for the company rule.
Fields on the Cycle Detail tab:
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Field Description
Tax Year This field displays the current tax year details.
Select the Tax year created under the drop-down. All the
information will default according to the information entered
under parameters.
Note: Should a history take-on be done for previous tax

years, you will have to select the oldest Tax Year first and do
rollovers from there until you reach the current Tax Year, or
you can use the Generate button to generate history pay
periods only.
Statutory Tax Year Start These fields display the tax year start date and tax year end
/ Statutory Tax Year End date in which the tax year of the company rule falls.
Note: This is not necessarily the tax year start and tax year
end date of the company.
Company Tax Year Start Select the Tax Year Start date for the Company Rule from the
/ Company Tax Year End calendar. After the Company Tax Year Start date has been
selected from the calendar, the Company Tax Year End date
will automatically be calculated.
Payment Cycle Select the payment cycle for the company rule. The options
are:
Monthly: the system will generate 12 pay periods in the
tax year.
Fortnightly: the system will generate 26 or 27 periods in
the tax year. You will be able to determine whether there
should be 26 or 27 pay periods in the tax year.
Weekly: the system will generate 52 or 53 periods in the
tax year. You will be able to determine whether there
should be 52 or 53 pay periods in the tax year.
Daily: the system will generate 365 or 366 pay periods in
the tax year.
Custom: the system will generate the number of pay
periods specified, for example, if you need 13 pay
periods in the tax year.
3.4.2. Work Day Detail

The work days defined on this tab will be used as the default work days for the employees.
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Fields in the Work Day section of the Work Day Detail tab:
Field Description
Included and Day Tick the box next to the days that should be used as default work days for
the company rule.
Note: If the employees work days differ from the default, the workdays
can be changed on the Employee Rule Screen.
3.4.3. Shift Definition

The Shift Definition section on the Pay Cycle Definition Screen allows you to define shift
patterns and will determine an employees working days.
For the purpose of calculating the correct number of leave days taken when an employee works
on/off shifts, e.g. two days on and three days of, defining shift patterns is important. The People
system will determine whether a leave day taken or public holiday falls on an on-shift or an off-
shift day. Off-shift days will have no influence on leave days taken or public holidays.
When you check the Include Public Holidays checkbox, all public holidays will be included
when leave days are taken. This means that the public holidays will be subtracted from the
units available.
Once a shift pattern has been defined, the applicable employees need to be linked to the shift
pattern on their Employee Detail Rule Workdays screen.
Once a shift pattern has been defined, the applicable employees need to be linked to the shift
pattern on the Workdays tab on the Rule Screen of each employees Employee Detail Screen.
Example:
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Note: Before the Pay Periods can be generated the Pay Cycle Definitions and Default Rules
should be completed.
3.5. Calendar
To setup a calendar pattern that determines the employees work week go to:
Step 1

Expand Parameters
Expand Company
Double-click on Calendar Week
Set up the different types of week that the employee can work.
In the example above the employee can work a Monday Friday (each day Full) and Monday
Friday (each Day Full) and Saturday Half Day
The options are:
Off
Half
Full
Quarter
Three Quarter
Step 2
After this have been completed the week and months should be set up. Go to:

Expand Calendar
Double-click on Week Pattern Setup
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Click on New
Multiple patterns may be setup, in the example above the employee will work 2 week Monday to
Friday and then two weeks Monday to Saturday.
Step 3
Setup all Public Holidays:

Expand Calendar
Double-click on Public Holiday Setup
Click on New
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Step 4
Create the Calendar

Expand Calendar
Double-click on Calendar Setup
Click on New
Calendar Setup:
Code Enter a unique code
Short Description Enter a short description
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Long Description Enter a long description.
Calendar Week Pattern Select the Week Pattern that should be used for
this calendar.
Public Holiday Setup List Select the Public Holiday Rule created in the
previous step that is applicable to this calendar.
Public Holiday Rule Indicate what will happen if a public holiday falls
on a non-working day.
Calendar Start Date Select the start date of this calendar
Comment This is a read only field and any comments may
be added.
Status Should this calendar no longer be used change
the status to inactive.
Note: Ensure that the calendar is not used by

any company rule or any employee
3.6. Pay Period Management
The Pay Period Management screen determines the pay periods of the Tax Year as well as the
status of the selected Pay Runs. Pay Periods can only be generated after the Company Rule
has been saved. The record can only be saved once all the mandatory fields have been
completed on all the screens linked to the Company Rule screen.
Once the information for the Company Rule has been entered, the pay periods for the Company
Rule must be generated. To generate the pay periods, click Generate on the ribbon. The
People system generates the pay periods for two years in advance. Pay periods can be
adjusted at this stage. Pay periods cannot be re-generated once a rollover has been done.
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Before:
Click on Generate to generate the pay

periods.
After:
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Click on the Generate button on the ribbon to generate the pay periods of the selected Pay Run.
The following screen will be displayed:
When generating pay periods the People application will prompt you to define from when pay
periods must be generated.
Company Rule Start Date
This field will default to the Tax Year start date, 1 March with the selected Tax Year. This field
cannot be changed.
Use Statutory Tax Year Start Date
Select this option when the pay periods must be generated from the Company Rule Start Date,
i.e. the first of March of the selected Tax Year.
Use Custom Start Date
Select this option when you want to specify a different Tax Year start date. This option will be
used for Weekly, Bi-weekly and Custom period Company Rules where the start date differs.
Custom Start Date
This field will be available once the Use Custom Start Date has been selected. Specify the Tax
Year start date should it not be 1 March for non-monthly Company Rules. You can also specify
the date from which you would like to create history pay periods should you need to do a history
take-on prior to the Live period.
3.6.1. Generate History Pay Periods

Check the checkbox should you only want to generate history pay periods for the purpose of
doing a history take-on. This will typically be done after you have generated your live Tax Years
pay periods.
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Fields in the Generated Pay periods section of the Pay Period Management Screen:
Field Description
Period Status This is a read only field. This field indicates the status of the pay
period. The options are:
Live: indicates that all processing will be done in the current
period.
Future: indicates future pay periods.
History: indicates closed pay periods.
Processing Status This field indicates the processing status of the applicable pay
period. This field also determines which option is applicable, as
well as which user-defined calculations will be applied. The
options are:
Normal: this indicates that all calculations will be active and
processing will be done normally.
Processing Status Financial take-on: all calculations except for the tax calculation
(Continued) will be disabled. This enables you to enter the take-on values
manually or to use a batch. Because no calculations will be
active, you do not have to determine the differences and enter
adjustment values. However, because the tax value will be
calculated, you have to enter the difference between the
calculated amount and the actual amount in the Amount column
on the Payslip Detail Screen.
BCEA take-on: this option enables you to enter a BCEA take-
on value on the employees BCEA Screen. When this option is
selected you must enter the number of periods for which the
take-on value will be entered. (The field is available for all
countries, but only applicable to South Africa.)
Parallel: this indicates that you are busy with a parallel run
where you still process the employees salaries on the previous
payroll system as well. All calculations will be active; therefore
all differences must be entered as adjustments in the Amount
column on the Payslip Detail Screen.
Both Financial and BCEA take-on: this option will apply the
conditions for the Financial and the BCEA take-on options.
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Field Description
(The field is available for all countries, but only applicable to
South Africa.)
Capture Status This column indicates whether you are able to capture information
for the current pay period. The options are:
Open: this indicates that the period is open for processing for
all employees linked to this company rule.
Stop All: this indicates that the period is closed for all input for
all employees linked to this pay period. You will not be able to
make any changes on the Employee Detail screen, but you can
still make changes on the Entity screen.
Stop Leave: this indicates that no more leave transactions can
be captured for all employees linked to this company rule.
Calendar Year This field indicates the calendar year of the applicable pay period.
Calendar Month This field indicates the calendar month of the applicable pay
period.
Pay Period Number in This field indicates the period within the month. For example, in a
Month weekly company rule this field displays the week number in the
month, e.g. week 2 of 5.
Note: It is important that you confirm the weeks in the month as

this field determines when the People system must clear the
month-to-date totals when a rollover is done.
Pay Period in Tax This field displays the pay period in the tax year.
Year
Note: It is important that you confirm pay periods in the tax year
as this field determines the number of periods in the tax year,
and should be adjusted if necessary. For example, in a weekly
company rule you must select whether there must be 52 or 53
periods in the tax year.
Start Date This field indicates the start date of the pay period.
End Date This field indicates the end date of the pay period.
Note: It is important that you verify the pay period start date
and end date before input is done for the applicable pay period.
Business Days in Pay This field indicates the number of business days in the pay period.
Period The People system calculates the Business Days field by
subtracting the number of public holidays and non-business days
from the number of work days in the pay period. Public holidays
and non-business days are defined on the Business Day
Definition Screen.
Work Days in Pay This field indicates the number of actual work days in the pay
Period period. This will include all public holidays and non-business days
defined. The company work days are defined on the Work Day
Detail tab of the Pay Cycle Definition Screen.
Calendar Days in This field indicates the number of calendar days in the pay period.
Period
Force Average YTD Tick this box if the average tax calculation must be applied to all
Calculation employees in the applicable company rule, irrespective of the tax
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Field Description
calculation defined for the employees. (The field is available for all
countries, but only applicable to countries with different tax
calculations.)
Weeks in Month This field indicates the number of weeks in the months for a
monthly Company Rule.
Pay Period Index & These fields indicate the pay period reference in the database.
Pay Period Id
Pay Periods In Month This field indicates the number of weeks in the month.
Pay Periods in Tax This field indicates the number of pay periods in the tax year.
Year
Previous Pay Period These fields indicate the Pay Period ID as in the database before
& Next Pay Period and after the current pay period.
3.6.2. Pay Run(s) for selected Pay Period

This section displays the Pay Runs that were generated for the selected pay period. If new Pay
Runs were defined at a later stage you have to re-generate the pay periods for the additional
runs. Make sure the select the applicable Pay Run definition.
Pay periods may be re-generated if a mistake was made with the Tax Year start and end dates.
This can only be done when no Pay Runs have been closed or processed.
Pay Run Status

This field displays the status of the Pay Run. The options are:
Open: this indicates that processing will still be done for the selected Pay Run. Should
you still need to make changes after the Pay Run has been selected as Processed,
click on the Open selected Pay Run to allow further payslip entry button to allow
further input on the pay run.
Processed: when you have paid employees for the selected Pay Run, you must close the
Pay Run to ensure that no changes can be made. If changes are made after the Pay Run
has been processed, the net salaries of the processed Pay Run will be different from the
net salaries transferred to the employees. Click on the Process selected Pay Run to
complete processing button to stop further processing for the Pay Run. This will
change the Live periods Capture Status to Stop All so that no changes are allowed on
the employee screens.
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You will not be able to make any changes on the Employee Detail screen, but you can
still make changes on the Entity screen.
Inactive: this indicates that the Pay Run has a recurrence for a certain period only, for
example the Annual Bonus Pay Run which is only active in December. The status will
change to Open when you have rolled over into the recurrence period.
If you make changes to the employees bank details on the Basic Information screen, the
bank details will be updated on the employees Payslip Definition screen. However, the bank
details will not be changed on the ABC Report of the Payment Run, as this export will use the
previous bank details before the Processed status was activated.
When an ACB export is done an exception message will be displayed stating that the bank
details on the Payslip Definition screen and ACB Report are different. If the banking details
must be the same you must change the Pay Runs status to Open and do a recalculation on
the Company Rule.
3.6.3. Rollover History Tab

This screen displays the history of rollovers that have already been done. This is a read-only
screen, i.e. no changes can be made here.
Use this screen to determine when clients have done an update in the System Version field.
3.7. Business day Definition
3.7.1. Business Days

The calendar on this tab displays the public holidays and non-business days as defined on the
Public Holiday Setup Screen.
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Fields on the Business Days tab:
Field or Button Description
Public Holiday Rule If the public holiday falls on a Sunday, you will be allowed to specify
whether the public holiday will fall on another day, for example, the
Monday. The options are:
Next Business Day,
Previous Business Day,
Monday after Sunday, or
None.
Mark as Business Depending on the option selected in the Public Holiday Rule field,
Day the People system will generate non-business day records
automatically when a public holiday falls on a Sunday. If you want
to remove the system generated non-business day, you can click
on the non-business day and click on the Mark as Business Day
button. The People system will then delete the transaction on the
Non-Business Day pane.
Recount Workdays If you have made changes to the existing public holidays and non-
business days, you must recount the workdays for the company
rule.
3.7.2. Public Holiday Setup

The first time you set it up, it will pull through to all the other Company Rules within the same
Company. If the company does not make use of any weekly patterns then all Public Holidays
should be setup here. If the company will make use of the calendar setup functionality all public
holidays should be setup on a different screen. This will be discussed later.
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Non-Business Days section
Non-business days are days other than public holidays on which the company will not be
operational. Non-business days will apply the selected company rule only. These rules will be
valid for the current calendar year and cannot be set to recur for future purposes. Therefore it has
to be defined at each start of a new calendar year.
Public Holidays section

Public holidays defined here will default for all company rules in the database. If a public holiday
falls on a Sunday, depending on the Public Holiday Rule selection made on the Business Days
tab, for e.g. Monday after Sunday, the People system will automatically create a public holiday
record on the Non-business Day pane. If the public holiday recurs every year on the same date,
tick the Recur Every Year box, e.g. 1 January, 25 & 26 December, etc. These public holidays will
then automatically be generated when the calendar is generated for the next year.
For public holidays that occur every year but not on the same date, e.g. Easter, create a public
holiday record on the Public Holidays pane but do not tick the Recurrence box.
Do not create public holidays that fall on a different date every year in the Non Business Day
section, otherwise they will only be available for the current company rule.
Recurs Every Year column

Tick this box if the public holidays fall on the same day every year. These public holidays will
automatically be generated when a start new pay period is done.
If the box is not ticked you have to manually add the public holiday every year.
Do not create public holidays that fall on a different date every year on the Business Day screen,
otherwise they will only be available for the current Company Rule.
3.8. Default Rules
The Default Rules Screen allows you to define the rules that must default on the Rates and Hours
tab on the Rule Screen of the Employee Details Screen when adding an employee.
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Fields on the Default Rules > Standard Rules Screen:
Default Hours section
Field Description
Default Hours Per This field displays the hours that will default on the Rates and Hours
Period and Default tab of the Employee Details Screen when adding a new employee.
Hours Per Day
Note: When adjustments are made in any of these fields, the
default BCEA rate factor field will be calculated (recalculated)
automatically.
Council Affiliated This field allows you to select the applicable council the company is
To affiliated to.
Future Term Tax Select the option that must default when you enter a future
Calculation termination date for an employee.
Current Period: Final tax calculation must be done in the current
period.
Termination Period: Final tax calculation must be done in the pay
period in which the termination date falls.
Payslip Layout section
In a Company Rule, employees may have different Remuneration Structures, i.e. Cost to
Company, Basic Salary or Net Up. You can select the default payslip layout that must be
used for the applicable Remuneration Structure. This means that when the payslips are
printed for the employees, you do not have to select the payslip layout that must be printed.
Cost Rules section
Default Cost If the Company uses one hierarchy header for Cost Allocation
Allocation purposes, you can check the Default Cost Allocation checkbox. The
first time you link an employee to a hierarchy item which has been
selected for costing purposes, the hierarchy item will default to the
employees Cost Allocation screen with a 100% allocation to the
selected hierarchy item.
Note: In future should you change the Hierarchy Header used for
costing purposes, the Cost Allocation screen will not be updated.
You will need to change this manually per employee or with a batch.
Cost Clear The options are:

Rollover Options
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Default Hours section
Rounding section
Field Description
Rounding When you check this checkbox, you will have to link a rounding
earning and deduction definition which was created beforehand.
Round Net Salary Enter the applicable amount for rounding, for example 1.
To
Note: This section is currently only applicable to South Africa.
Roll Over Batch Option

Field Description
Delete Batch On This option allows you to select whether processed batches must be
Rollover cleared. This option was used for the previous batches and will not be
used anymore as new functionality batches should be cleared by
means of the Scheduler.
Recurrence Type When you select that processed batches must be cleared at rollover,
you must select the recurrence type when the processed batches
must be cleared.
The available options are:
Always: this option will clear the processed batches each time a
roll over is done.
On-Off Pattern: when you select this option the occurrence(s) will
start calculating the number of on periods. The batches will be
cleared in the on period(s).
Off-On Pattern: when you select this option the occurrence(s) will
start calculating the number of off periods. The batches will be
cleared in the off periods.
Exact period of the tax year: this option will clear the batches in
a selected pay period of the tax year.
Note: This option allows you to clear all batches except where the
batch status is equal to un processed.
Shift Clear Pattern

Field Description
Shift Clear This option allows you to select when the employee shifts must be
cleared.
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Shift Recurrence If you have selected that the employee shifts must be cleared, you
Type must select the recurrence type when the shifts must be cleared. The
options are:
Always: this option will clear the shifts at every rollover.
On-Off Pattern: when you select this option the occurrence(s)
will start calculating the number of on periods. The shifts will be
cleared in the on period(s).
Off-On Pattern: when you select this option the occurrence(s)
will start calculating the number of off periods. The shifts will be
cleared in the off periods.
Exact period of the tax year: this option will clear the shifts in
a selected pay period of the tax year.
Employee Management Per Contract

Field Description
Allow Future This is a control for future reinstatement entered on the Contracts and
Reinstatements Benefits Fund screen. If this option is checked, system would reinstate
the employee in the correct period upon roll over.
Probation Period
Field Description
Probation Period This option is to indicate if a probation end date is to be auto
generated by the system when creating a new employee.
Probation Period This is to indicate the number of probation months.
Months
Probation Period This is to indicate if the probation end date should be calculated based
Start Date on Date Engaged or Date Joined Group.
3.9. Pay Run Definition
A pay run determines the payroll definitions that will be available on the Payslip Detail Screens of
the employees. Earnings, deductions and company contributions are linked to a pay run.
Unlimited pay runs can be created per company rule and, by default, a main pay run will be
displayed on this screen.
Payroll definitions are linked to a pay run. Statutory payroll definitions, e.g. Tax, UIF and SDL
cannot be removed from any pay run created.
New button. Edit button.
Click on the New button to add a new pay run.

Click on the Edit button to edit or view the details of an existing pay run. Alternatively, you
can double-click on the applicable pay run to view or edit it.
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Click on the Generate Pay Runs button when a new Pay Run is added in order to add the
applicable payslip to the employees linked to the specific Company Rule. This is especially
used during the take-on period.
Fields on the Pay Run Definition Screen:

Field Description
Recurrence You may specify a recurrence for when the pay run must be active on
Type the employees Payslip Definition Screen. This option is inactive for the
default pay run.
Transaction This field will be applicable in a future release to set a reminder date for
Day and processing payments.
Default To
Should Tick the box if this pay run must be processed last. This means that the
Process Last pay run will be the only open pay run before a roll over is done. This tick
will move to the last open pay run.
One of the pay runs must be set to be the last pay run that should be
open as the final statutory deductions will be allocated to the last
active pay run.
Main Pay Run Tick the box if this is the main pay run. Once the pay run has been
Definition processed, the pay run may not be changed. A basic salary must be
linked to this pay run. The basic salary on the employee Payslip
Definition Screen is used for cost to company purposes, net up, and
basic salary setup calculations.
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Allow Leave Tick the box to indicate that leave pay must be calculated for the payslip
Pay of this pay run.
Separate If you tick this box, the leave pay amount will be calculated on a
Payslip On separate Leave Pay pay run.
Leave Pay If you do not tick this box, the leave pay will be calculated on this pay
run. The amount will be displayed in the Amount column of the Leave
Pay earning line.
Ignore Basic If you tick this box, you can select to suppress the Basic Alerts for the
Alerts specific pay run.
Priority Define the priority of the pay run in relation to the other pay runs
defined, for example, which pay run should be processed first.
Buttons on the Pay Run Definition Screen:

Button Description
Click on the New record button to add a payroll definition for the pay run of
the applicable company rule.
Click on the Add All button to add all the payroll definitions defined for this
company.
Note: You will only be able to add definitions where the frequency of the
definitions matches that of the company rule.
Click on the Remove All Non Mandatory button, to remove all non-
mandatory definitions form the company rule.
Click on the Move Display Priority buttons to move the priority of the payroll
definitions up or down.
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3.9.1. Earnings
Important fields on the Earnings tab:

Field Description
Mandatory Tick the box if the definition is applicable to all of the employees
linked to this pay run.
Display Priority Define the priority order in which the definitions must display on the
Payslip Detail Screen. You can change the display priority by using
the display priority arrows to move the priority number up or down.
Calculation Specify when the calculation must recur, if applicable.
Recurrence Type
Special Total These fields can be used to either save accumulated amounts or
Balance or Special units for future calculations or reports. Select whether it should have
Unit Balance an increasing or decreasing balance.
Special Total
Clearing Option or
Special Unit
Clearing Option
When you select to clear the balance at a certain amount you can
decide whether or not to accumulate or clear the excess. Otherwise
you can set up a specific future date for the balance to clear.
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Field Description
Special Total If any of the following options have been chosen:
Clearing Amount or
Special Unit
Clearing Amount
You need to complete the clearing amount in this field.
Special Total If you select this option:
Recurrence Type or
Special Unit
Recurrence Type You need to set the recurrence selection here.
Apply Calculation Select the pay run for which the custom calculation must apply.
When greyed-out it means that the calculation must take place
because it is statutory or because it was linked to a Remuneration
Structure as the effected earning line.
3.9.2. Deductions
The Deductions screen has a couple of additional fields only applicable to deductions.
The People system allows for a Minimum Net Pay option. This option can be used when an
employees net salary should never be less than a specified amount. The specified amount must
be entered on the Payslip Definition Screen. When this rule must apply, deduction priorities have
to be defined instructing the People system what to deduct in the correct sequence until the
minimum amount for the net salary is reached, as well as how to deduct all deductions that could
not have been deducted in the current period.
Example of applying deduction priorities:
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Minimum Net Pay is set as RM 1 400.00
Net salary before deductions is RM 1 800.00
Deduction Priorities are defined as follows:
Priority Description Deduction
Amount
1 Carry Over Partial RM 250.00
2 Carry Over Full RM 80.00
Amount
3 No Carry Over RM 30.00
4 Always RM 60.00
5 Always RM 100.00
Calculation: Deductions with a priority type Always will be deducted first, and then the People
system will follow the priority sequence.
Net Salary Priority Current Amount Amount Carried to Next
Deducted Deducted Period
RM 1 800.00 4 RM 60.00 RM 0.00
RM 1 740.00 5 RM 100.00 RM 0.00
RM 1 640.00 1 RM 240.00 RM 10.00
RM 1 400.00 2 RM 0.00 RM 80.00
RM 1 400.00 3 RM 0.00 RM 0.00
Important fields on the Deductions tab:

Field Description
Deduction Define the priority order in which the deductions must be deducted.
Priority
Priority Rule This field works in conjunction with minimum net pay when it has been
defined. The options are:
Always: the deduction will always be deducted. It will ignore the
minimum net pay.
No Carry over: if the full amount cannot be deducted, no amount
will be deducted and no amount will be carried over to the next pay
period.
Carry over Full Amount: if the full amount cannot be deducted, the
full amount will be carried over to the next pay period.
Carry over Partial Amount: if the full amount cannot be deducted,
the maximum available amount will be deducted and the remaining
amount in the next pay period.
For loans, savings and external payments the priority rule will be
Always. The priority for these definition types will be defined on the
applicable sub screens.
Note: The same principles apply to linking company contributions,

fringe benefits and provisions.
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3.9.3. Company Contributions
3.9.4. Fringe Benefits
3.9.5. Alert Types

Expand Parameters
Expand Payroll
Double-click on Alert Type
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The Alert Type Screen will display a list of pre-defined alert types.
All the Alert Types will display a specific message on the employees Payslip Screens. Alerts can
be supressed by flagging Suppress Alert. This will not show the message on the Payslip Screens
at all.
To supress an alert per Pay Run Definition, first tick the alert as a Basic Alert and then activate
Ignore Basic Alerts on the specific Pay Run Definition.
Important fields on the Alert Type Screen:

Field Description
Basic Alert Tick this box to be able to ignore the alerts ticked as basic alerts per
specific pay run.
Suppress Alert Tick this box to be able to suppress the alerts ticked as suppressed for
the entire database. This will override settings made on the Pay Run
Definition.
The following alerts cannot be flagged as a Basic Alert and cannot be suppressed:
Employee under observation leave,
RFI is Negative,
Non-RFI is negative,
Tax Deductible Amount Adjusted, and
Leave Definition has a balance.
Once basic alerts have been defined on the Alert Type Screen, tick the Ignore Basic Alerts box
on the Pay Run Definition Screen of the Company Rule Detail Screen to suppress the specific
alerts selected.
3.9.6. Processing Multiple Pay Runs

The People system allows you to add multiple pay runs per pay period. This means that you can
add more than one payslip per employee per pay period. For example, in a bonus month you can
create a normal payslip as well as a bonus payslip. Each payslip will have its own net pay amount
and can be paid separately.
Or when payments are made bi-weekly, not according to periods in the month but subject to dates
(pay on the 15th and 29th) then it is advisable to create multiple pay runs.
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When creating multiple pay runs you can specify the pay period in which these pay runs should
be active.
At the end of the pay period, or once you have paid the employees the net pay for a specific pay
period, you have to close the pay run. The People system will not allow you to roll over with more
than one open pay run.
One of the pay runs must be set to be the last pay run that should be open as the final statutory
deductions will be allocated to the last active pay run.
Pay runs are defined on the Company Rule Detail Screen.

Double-click on the applicable company rule
The Company Rule Detail Screen will display.

Before roll over:
In the above example the Mid Month pay run is set to be active every period and the Annual
Bonus pay run is active and will become inactive once you have rolled over. Pay runs may,
however, be open every pay period.
In the active period an additional payslip on the employees Payslip Detail screens will become
available. Input can now be done for the employees for the additional pay run.
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After roll over:
3.9.7. Close Pay Runs

Once processing for the applicable pay run has been completed, it is advisable to close the pay
run to ensure that no more changes are allowed on the pay run.
All statutory changes, e.g. tax, UIF and SDL adjustments will be made on the remaining open
run(s).
Click on the Close Pay Run button to

close the pay run for further input. If you
did not close the pay run at rollover, the
system will prompt you to select whether
or not you want to close the pay run.
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4 Payroll Definitions
Payroll definitions are defined per company and are available for all, or selected company rules.
Payroll definitions are not set up database wide. This means that the definitions can only be used
for the company rules of the specific company.
If a definition is specific to a company rule within the company, it is advisable to name the payroll
definition accordingly. For example, if two company rules both have a basic salary but the
calculations are different, create two definitions and name it differently to be clearly
distinguishable.
Calculations can be defined for payroll definitions. On the applicable Definition Detail Screen you
can define either a default calculation and/or one or more custom calculations for the payroll
definition. An employee can then be linked to the applicable calculation, should the default
calculation not be applicable. Default calculations will default for employees for which the
applicable definition displays on the Payslip Definition Screen unless a custom calculation is
selected. Employees must specifically be linked to a custom calculation on the Payslip Definition
Screen before the calculation will be active.

Double-click on Payroll Definitions
Double-click on the applicable definition type
Double-click on Earnings
Click on the New button to add a new earning definition, or double-click on an existing earning
definition to open the Earning Definition Detail screen.
4.1. Earnings Definition
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4.1.1. Earning Definition Detail Screen
Fields on the Earning Definition Detail Screen:

Field Description
Company Select the company for which to add the definition. The definition will be
available for all company rules in the selected company.
Code Enter a code for the earning. The definition code may be up to 15
characters long.
Short and Long Enter a short and long description for the earning. The short description
Description is printed on the payslip. The short description allows up to 35
characters and the long description up to 100 characters.
Frequency If the definition is specific to a pay cycle type, select a frequency for
which the definition should be available, e.g. monthly.
Example:
If you have a definition that may only be available for monthly company
rules and not for weekly company rules, select the applicable frequency.
The result will be that weekly company rules will not be able to make
use of the definition when creating pay runs. The options are: All
Frequencies, Monthly, Weekly, Fortnightly, Daily, and Custom.
Note: For the purposes of cloning and synchronizing companies, it is

advisable to always select All Frequencies
Earning Group You can create a group that will group definitions together. On the
Payslip Detail Screen you can select to expand or collapse the group.
When printing payslips, the People system will allow you to print a
detailed payslip or a payslip with grouped totals, for example, overtime
1.5 and overtime 2.0 can be grouped as overtime with a total amount.
Grouped values can also be used in calculations.
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Field Description
Earning Type Select the earning type for tax purposes.
Tax Type This field is filtered according to the applicable earning type selected.
The selection made here determines how the People system will refer to
the definition in the tax calculation. The options are:
Normal: this option will default for all taxable and allowance type
earnings.
Periodic: this option is only available for periodic type earnings such
as annual bonus, leave paid upon termination, other lump sums, etc.
Tax Code This field displays the IRP5 code for the definition. (Not for Indonesia)
Balance Select the correct option from the drop-down list and specify whether
the earning will have an increasing or decreasing balance, or if the
earning will not make use of a balance at all. The options are:
Increase,
Decrease, and
Not Used.
Input Type Select the type of input that will be done on the Payslip Detail Screen.
Integer: this option allows you to enter units without decimals.
Decimal: this option allows you to enter units with decimals.
Hours and minutes: this option allows you to enter hours and
minutes.
Hours and decimals: this option allows you to enter hours in a
decimal format.
Calculation/Input: this option allows you to define a calculation that
will calculate the payslip amount. Also select this option when you
must manually enter the amount on the payslip. This option does not
allow you to enter any unit or hourly input to calculate the amount.
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Field Description
Calculation Type If you have selected Calculation/Input as the input type, you can enter
a fixed amount or create a custom calculation. If this field is equal to
None, you must enter amounts manually on the Payslip Detail Screen.
If you have selected any of the other options, the People system will
allow you to create a custom calculation or select one of the pre-defined
smart calculations.
The following calculations are available:
Custom: available for all input types. This option allows you to create
a custom calculation using the Expression Builder.
Fixed Amount: this option is only available for the Calculation/Input
type. This option allows you to enter a fixed amount.
Unit * Amount: available for Decimal and Integer Input Types.
Unit * Amount * RPH: available for Hours/Minutes and
Hours/Decimal Input types.
Units * Amount * RPH (where the units default to the employee
hours per period): available for Hours/Minutes and Hours/Decimal
Input types.
Unit * Amount * RPD: available for Integer and Decimal input types.
Units * Amount * RPD (where the units default to the employee
days per period): available for Integer and Decimal Input types.
Units * Amount On Unit Line (Default Value on Definition):
available for Integer and Decimal Input types.
Units * Calculated Amount based on Unit Line: available for
Integer and Decimal Input types.
Input Amount on Unit Line: available for Integer, Decimal,
Hours/Minutes and Hours/Decimal. Uses unit input to post an
amount in the Total column. This option is used for Unit Line Amount
and Job Costing batches and ESS.
Note:
Unit refers to the unit entered on the Payslip Detail Screen.
Amount refers to the amount entered in the Calculation Amount field
of the Payroll Definition Detail Screen.
RPH refers to the Rate per Hour of the employee on the employees
Rates and Hours Screen.
RPD refers to the Rate per Day of the employee on the employees
Amount On Unit Line refers to the amount entered in the Rate
Capture column on the employees Payslip Detail Screen. You can
enter a default rate or you can enter the rate when you do the input
on the Payslip Detail Screen.
Calculated Amount based on Unit Line refers to the amount.
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Field Description
Tax Percentage This field displays the percentage of the payslip amount that will be
included in the tax calculation. If the earning type is selected as Travel
Allowance, the People system will allow you to select the percentage to
use in the calculation of the taxable amount. You can select 20%, 80%
or 100%.
If you use all 3 different tax percentages (20%, 80% and 100%) for
Travel Allowance in your Company, you need to load 3 different Travel
Allowance earning lines accommodating the different percentages.
The following options are available for Earnings, Company Contributions and Fringe
Benefits.
Exclude From Tick this box if the definition must be excluded from the salary cost
Salary Cost calculation.
Transaction Select the Transaction Code should the client make use of Job Costing
Code Linked or Transaction Code batches.
Default to This field is only available when the earning type was selected as Basic
Employee Rule Salary. This field will default to the Employee Rule Screen. Click on the
drop-down list and change the default if required. The options are:
Default to Employee Rule: select this option if the basic salary or
wage must default from the period salary defined on the employees
Clear after Roll Over: select this option if the basic salary or wage
amount must default to zero, for example, if the wage amount on the
payslip will be zero until the hours the employee has worked have
been entered.
Can Pro Rata Tick the box if the definition can be prorated.
Pro Rata Once the Can Pro Rata box has been ticked this field will display. Click
Definition on the drop-down arrow and select the applicable pro rata definition.
Note: Only Calculation/Input type earnings can be prorated.
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4.1.2. Pay Run Definitions
Select the applicable Pay Runs for which this payroll definition will be used. The Pay Run
definition(s) will default on this screen should it be linked on the Company Rule already.
4.1.3. Link Calculations

The Linked Calculations screen allows you to specify more than one Fixed Amount or to link more
than one custom calculation for the applicable payroll definition.
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When you link only one calculation to a payroll definition you link the calculation in the Calculation
Type field. This means that this calculation will default for all employees that have the definition
on their Payslip Definition screen.
If you do not want to have a default calculation the Calculation Type must be equal to None.
To link more than one calculation to a definition, click on the Linked Calculations tab.
Click on the New button to link a new calculation.

Fields Explanation
Description Enter a description for the calculation.
Calculation Type Choose whether you would like to specify a fixed amount or link a smart
calculation or custom calculation.
Note: The smart calculations available here will be dependent on the

Input Type selected.
Calculation Amount Enter the fixed amount should you have specified Fixed Amount in the
Calculation Type field.
Calculation Entry Link the custom calculation should you have specified Custom in the
Calculation Type field.
Transaction Code This will be used when calculations should be split according to Job
Costing Transactions.
4.2. Deduction Definitions
The statutory deduction definitions for EPF, SOCSO and MTD are created automatically.
If a deduction also has a company contribution, for example, provident fund, then the company
contribution can be added from the Deduction Definition Detail Screen.
When adding a deduction definition, a company contribution definition will not be created
automatically.
Should the company contribution already exist, it can be linked to a deduction on the Deduction
Definition Detail Screen.
Company contributions cannot be linked to deductions from the Company Contribution Definition
Screen.

Expand Payroll Definitions
Double-click on Deductions
To view the detail of a definition line, double-click on the applicable definition or select the
applicable definition and click on .
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4.2.1. Deduction Definition Detail Screen
Important fields on the Deduction Definition Detail Screen:

Field Description
Deduction Select the applicable deduction type.
Type
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Field Description
Tax Type Select the applicable tax type for the deduction. The options are:
Never: this option is used for all deduction types for which there are
no statutory tax deductible limits.
Criteria: select this option for deductions where the statutory tax
deductible limit must apply.
Tax Deductible: this option is used for all deduction types where a
tax relieve occurs.
Linked To link an existing company contribution to a deduction definition, click on
Company the drop-down arrow and select the applicable company contribution from
Contribution the list.
To add a company contribution from the Deduction Definition Detail
Screen, click on the Add button. The Company Contributions Detail
Screen will be displayed. Complete all the fields on the screen.
When you select to add a company contribution from the deduction
definition, the deduction information will be duplicated on the company
contribution definition. It is advisable to complete the deduction definition
with as much detail as possible, before linking the company contribution
definition.
Beneficiary Link the beneficiary to which the deduction amounts will be paid. These
Rule amounts can be paid over to beneficiaries, using a payment run.
4.3. Company Contribution Definitions

If a deduction also has a company contribution, for example, pension fund, the company
contribution can be added directly from the Deduction Definition Detail Screen.
The statutory deduction definitions for CPF Ordinary Wage, CPF Additional Wage, Skills
Development Levy and Foreign Worker Levy are created automatically.
If the company contribution already exists, it can be linked on the Deduction Definition Detail
Screen.
Company contributions cannot be linked to deductions from the Company Contribution Definition
Detail Screen. You can create a company contribution on the Company Contribution Definition
Screen. You can add a company contribution which is not linked to any deduction on this screen.

Double-click on Company Contributions
To view the detail of a definition line, double-click on the applicable definition or select the
applicable definition and click on .
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The fields on this screen are the same as the fields on the Earning Definition Detail Screen and
Deduction Definition Detail Screen.
4.4. Fringe Benefits

Fringe benefits are not automatically defined on the system. The applicable fringe benefits have
to be defined manually for each company.

Double-click on Fringe Benefits
Double-click on the applicable fringe benefit
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The fields on this screen are the same as the Earning and Deduction Definition Detail screens.
No calculations should be set up as it will be calculated automatically based on the Fringe

Benefit Type selected.
4.5. Provision Definitions

Provisions are made to enable the employer to determine a value on a monthly basis, for example
Annual Bonuses to be paid out. The company should be able to pay out Leave, Annual, Bonus
or OID at any given time and they have to provide for these expenses.
Any provision that needs to be made must be defined on the Provisions Screen. This includes
bonus provision, leave provision, MTU provision, etc.

Double-click on Provisions
Double-click on the applicable provision
Important fields on the Provision Definition Detail Screen:

Field Description
Provision Type Click on the drop-down list and select if the provision amount must be
included in the tax calculation. The options are:
Taxable: select this option when the provision must be included in
the employees tax calculation. (Not Singapore)
Non-taxable: select this option if the provision amount must not be
included in the employees tax calculation.
Earning Provision: select this option if the provision is made for a
specific earning. If an amount is entered on the linked earning line
the amount will not be included in the current period tax calculation.
(Not Singapore)
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Field Description
Earning This field will be available for taxable provision amounts where the
Definition People system must confirm whether the correct provision was made.
The provision definition must be linked to the applicable earning
definition, for example, ta on annual bonus provision. At the end of the tax
year or upon termination, except where the Calculation Earn Over Tax
Alloc box is ticked, the People system will verify whether the provision
made and the actual amount paid is the same. If not, a tax adjustment will
be made. (Not Singapore)
Tax Code If you have selected that the provision is taxable but not linked to an
earning, select the applicable IRP5 code. Otherwise, the earnings tax
code will be used. (Not for Singapore)
Calculation Select whether the provision will be a custom calculation or a fixed
Type amount.
Calculation This field will be available for a taxable provision definition. If you tick this
Earn Tax Over box, the People system will verify the year-to-date plus provision, plus the
Alloc provision still to be made until the end of the tax year, against the year-to-
date amount entered on the Payslip Detail Screen of the linked earning
definition. If the amounts differ, the People system will correct the tax in
the period the amount is paid to the employee and continue with the
provision as per the calculation specified for the remaining periods.
For example, if a bonus amount is greater than the year-to-date plus
provision made, plus the provision still to be made, the People system will
tax the amount not provided for in the period the bonus is paid. The
provision for the remaining periods will be as per the calculation on the
provision definition. (Not for Singapore)
4.5.1. Bonus Provision (Company)

In the event of paying out Annual Bonuses during the year, the employer may require that
provision amounts are recorded on the payroll to update the General Ledger accounts. The
purpose of the Bonus provision amounts is to ensure that the employer provides for sufficient
funds in the companys bank account, should bonuses need to be paid out immediately.
Bonus Provision: Bonus Pay periods in the Year (which is usually based on their financial
year or according to the bonus month).
The date can be captured on an additional date field in order to do the calculation.
4.6. Additional Definitions

The Additional Definition Screen allows you to define any other definition that could not be defined
on any of the other definition screens.

Double-click on Additional
Double-click on the applicable additional definition
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Additional definitions will typically be used in order to cater for amounts used in calculations for
other payroll definitions, for example to enter a sales amount which will then be used to
calculate the Commission earning amount.
4.7. Grouping Payroll Definitions
Payroll definitions may be grouped to print one amount on the payslip with a group name as a
total of more than one definition. For example, Overtime 1.5 and Overtime 2.0 can be
processed on separate lines, but print as one amount on the payslip with the description
Overtime.
The option for grouped definitions is to print it as one total amount, or print it as two or more
amounts on the payslip. For example: Overtime $1 200.00, or Overtime 1.5 = $500.00 and
Overtime 2.0 = $700.00.
Grouping payroll definitions can be beneficial as fewer definition lines will display on the
Summary Screen of the Payslip Detail Screen. The grouped definition lines can still be
expanded when required.
Example:
Overtime grouped on one line:
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Example:
The grouped overtime line expanded, displaying the individual definition lines:
A new group for definitions can be added on the applicable Definition Detail Screen.
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4.8. Payroll Definitions on the Company Rule
To ensure that payroll definitions are available on employees payslips, it has to be linked to a
pay run of a company rule.

Click on Pay Run Definition
Main pay run:
Double-click on a pay run to view the detail.
Earnings tab:
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Deductions tab:
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Company Contributions tab:
Additional tab:
Fringe Benefit tab:
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Provisions tab:
4.9. Linking of Payroll Definitions

Payroll definitions are defined for a specific company, and must be linked to be available for
specific or all company rules.
The following four options are available for linking payroll definitions:
Option 1: On the Definition Screen

Link the definition to the pay run on the applicable Definition Screen. The definition will
automatically default to the selected company rule and pay run. It will be necessary to do a
recalculation for all employees on the Company Rule Screen for the new definition to default to
the payslips. Once a recalculation was done, the definition will only display on the payslip if it was
defined to be mandatory.
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Double-click on Payroll Definitions
Double-click on applicable type of Definitions, e.g. Earnings
Click on applicable Definition item
Click on Payrun Definitions sub tab
Click on New
Option 2: On the Company Rule Detail Screen

When the pay run is not linked on the Definition Screen of the applicable definition, the definition
can be linked to the applicable pay run on the Company Rule Detail Screen. It will be necessary
to do a recalculation for all employees on the Company Rule Detail Screen for the new definition
to default to the payslips. Once a recalculation was done, the definition will only display on the
payslip if it was defined to be mandatory.

Click on Pay Run Definition
Double-click on the applicable tab, e.g. Earnings
Click on New
Option 3: On the Remuneration Structure Screen

When a payroll definition is already linked to a pay run of a company rule, it will be available for
linking to a remuneration structure. If it is not a mandatory definition for all employees of the
company rule, the definition can be linked to a specific remuneration structure to display on the
payslips of employees linked to that remuneration structure. It will be necessary to do a
recalculation for all employees on the Company Rule Screen for the new definition to default to
the payslips of the specific employees linked to the applicable remuneration structure. Once a
recalculation was done, the definition will only display on the payslip if it was defined to be
mandatory on the remuneration structure.

Double-click on Remuneration Structures
Double-click on the applicable remuneration structure
Click on the applicable pay run
Click on the applicable tab, e.g. Earnings
Click on New
Option 4: On the Payslip Definition Screen

Payroll definitions may be added to, or removed from the individual employees Payslip Definition
Screen. The definition has to be linked to the applicable pay run of the company rule before it will
be available for linking on the individual employees Payslip Definition Screens.

Expand Employee Management
Double-click on Employees
Click on the applicable employee
Click on Payslip Definition
Click on the applicable pay run
Click on the applicable tab, e.g. Earnings
Click on New
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5 Remuneration Structure
A remuneration structure allows you to create a pay structure where a group of employees will
have the same payroll definitions and remuneration type.
The remuneration structure defines the pay runs, remuneration type, payment runs and the payroll
definitions that must default for the employees linked to the applicable remuneration structure.

Double-click on Remuneration Structures
Click on the New button to add a new Remuneration Structure, or double-click on an existing
Remuneration Structure to open the Remuneration Definition screen.
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5.1. Remuneration Definition Detail
Field Description
Company and Select the Company and Company Rule to which the Remuneration
Company Rule Structure will be added. All the Pay Runs linked to the Company Rule
will default under the Pay Run definition section and all mandatory
payroll definitions will default at the bottom under each tab.
Code Enter a code for the Remuneration Structure. The code may be up to
15 characters.
Short and Long Enter a short and a long description for the remuneration structure. The
Description short description may be up to 35 characters. The long description may
be up to 100 characters.
Comment You may enter comments to further explain the remuneration structure.
5.1.1. Pay Run Definition
To add a new pay run definition record, click on the New button in the Pay Run Definition
section.
Column Description
Pay Run All the Pay Runs linked to the selected Company Rule will default under
Definition the Pay Run definition section. Select the Pay Run definition(s) that
should default for employees linked to the Remuneration Structure. You
can add other Pay Runs by clicking on the New button and you may
delete unnecessary Pay Runs, but you will not be able to delete the
Main Pay Run.
Main Pay Run The box will be ticked if the pay run added is the Main pay run. The
Definition Main pay run must be linked to the remuneration structure. Once you
have linked the remuneration structure to a company rule, all the pay
runs for the company rule will default. You can delete the pay runs that
must not be available for the remuneration structure. To delete a pay run
definition, click on the Delete button.
Note: If two pay runs were defined for the company rule, for example
a main pay run and a commission pay run, and the employee must
only have a commission pay run, you must add both the main pay run
and the commission pay run. The main pay run must have a basic
salary earning type pay run definition, as well as the statutory payroll
definitions.
Remuneration Select the remuneration type that must be used for the remuneration
Type structure. The options are:
Basic Salary: this option allows you to set up a basic salary
structure.
Cost To Company: this option allows you to define a cost to
company setup, where the affected earning line is basic salary
(cash).
Net Up: this option allows you to enter the net pay the employee
must receive. The affected earning line will be adjusted accordingly
to ensure that the employee receives the specified net pay.
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Column Description
Affected Select the definition that will absorb the difference between the total and
Earning Line the specified lines.
If the Remuneration Type was selected as Cost to Company: the
affected earning line will calculate and display the difference between
die total package and the specified lines, for example, cash.
If the Remuneration Type was selected as Net Up: the affected
earning line will calculate and display the difference between the
specified lines and the calculated gross amount.
If the Remuneration Type was selected as Basic Salary: the affected
earning line will display the employees period basic salary.
Note: Note: You will only be able to link earning definitions as an

Affected Earning Line should the Earning Type = Basic Income
(PAYE), and not normal Income (PAYE).
Payment Run Select the payment run to which the pay run must be linked. You will not
Definition be able to change the payment run on the employees Payslip Definition
Screen should you make a selection, therefore you may leave this field
blank.
5.1.2. Payroll Definition Tabs

Column Description
Display Priority Select the payroll definitions applicable to the
remuneration structure.
Earnings/Deductions/Company
Click on the New button to add the payroll
Contributions/Provisions/Fringe
definitions that must default for the employees linked to
Benefits/Additional Definitions
the remuneration structure. All mandatory payroll
definitions on the company rule will default to the
remuneration structure. These payroll definitions cannot
be deleted.
Include in Package If the remuneration type was selected as cost to
company, tick the box for the payroll definitions that
form part of the employees package structures. Note
that you will not be able to check the Cash earning line
as this will be the Affected Earning Line on which the
cash portion will be calculated.
5.2. Net Up Remuneration Structure
The Net Up option allows you to define a structure were the employee must receive a specific net
pay. This is not to be confused with the minimum net pay options where deduction priorities
apply.
When an employee is linked to the Net Up option the system will keep on adjusting the affected
earning line until the specific Net Pay amount is reached. As soon as any changes are made
(including deductions) the system will recalculate the affected earning line to ensure that the
specific Net Pay amount is reached.
Therefore it is advisable that no other variable items are paid to the employee, if additional
earnings should be paid, it is advisable to create another pay run.
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5.2.1. Earning Definition Setup
Earning Earning Type Calculation Affected Earning Line
Net Up Basic Income N/A Enter Remuneration amount
on Payslip Definition Screen.
Net Up Basic Earning:
Employee Payslip Definition Screen:
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5.3. Cost to Company Remuneration Structure
The Cost to Company option allows you to define a package for a group of employees. The
system will reduce the package amount with the selected package components.
Note: The Basic Salary Definition must not be checked as this is the line on which the salary
component will be calculated.
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6 Calculations
Calculations may be defined to be linked to payroll definitions in the Sage 300 People system.
Calculations may be defined for all companies in the database and may be used for more than
one payroll definition. A payroll definition may only have one linked default calculation, but can be
linked to more than one custom calculation.
Three types of calculations in the Sage 300 People system:

Calculation Description
This type of calculation provides the opportunity to create your own
Custom
formulas and may be defined as company specific or general
Calculations
calculations.
This function is mostly used where tables form part of medical aid
Table Lookup
calculations which are defined database wide.
Pro Rata Any pro rata calculation will be defined as this type of calculation, and
Definitions it is defined database wide.
6.1. Custom calculations
Custom calculations may be added for a specific company or as a general calculation which can
then be linked to more than one payroll definition. All calculations work on the same principle as
MS Excel formulas, and most functions available in the function library of MS Excel are also
available in the Sage 300 People system.

Expand Utilities
Expand Calculation Management
Double-click Custom Calculations
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Fields on the Custom Calculations screen
Field Description
This column displays the company name for which the specific calculation
Company is defined for. When the calculation is added as a general calculation, in
other words, not linked to a specific company, this column will be blank.
The information in this column defaults from the fields on the Properties
Calculation
pane of the Expression Builder screen. This is discussed in detail later in
Entry Type
the training.
Code The unique code for the specific calculation displays here.
Description The unique description for the specific calculation displays here.
As a calculation may have more than one version. A new version number
Active
is generated when changes to the calculation are applied. This column will
Version
display the current active version.
This column displays the selected type of answer that will be returned by
Return Type
the calculation.
6.1.1. Custom calculation detail

Expand Utilities
Double-click the applicable calculation
OR
Click the applicable calculation record
Click Detail
The Calculation Detail screen displays:
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Fields and columns on the Calculation Detail screen
Field Description
Calculation Details section
Code Enter a unique code for the calculation.
Description Enter a description for the calculation.
From the drop-down list select a company that the calculation must be
Company available for. If the calculation must be available for all companies, leave
this field blank to add the calculation as a general calculation.
The calculation must be linked to a group, for example, an earning group
can be created to group all the calculations applicable to earnings
together. Select the applicable group from the drop-down list. If there is
no appropriate group available for the calculation, you will need to add a
Calculation new group.
Group
To add a new calculation group, click the drop-down list in the
Calculation Group field. Right-click in the blank space on the drop-down
list and click Edit.
Select the type of answer that should be returned by the calculation.

The follow options are available:
Integer: The calculation will return a whole value, no fraction or
decimal will be returned.
Return Type Decimal: The calculation will return a decimal value, unless the
answer is a whole number.
Date: the calculation will return a date value.
Boolean: This calculation will return the number 1 or the number 0.
This option is not often used in a payroll environment.
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String: The calculation will return a string (text) value. This is mostly
used for Flexi GL purposes.
When you add a calculation, the Sage 300 People system will generate a
version number. The first time you add the calculation, the version
number will be 1. When you apply and save changes to the calculation,
Active Version the version number will be 2, etc. Each version will be kept on record and
you will be able to determine which version of the calculation was used in
a specific time frame. You can select a previous version to be the current
active version.
Calculation Definition section
The calculation, as entered on the Expression pane of the Expression
Calculation
Builder screen, displays here. There might be more than one version of
String
the calculation listed under Calculation Definition.
Calculation
This column displays the version number of the applicable calculation.
Version
This column displays the rounding option selected on the Properties
Round To
pane of the Expression Builder screen.
This column displays the operator selected on the Properties section of
Calculation
the Expression Builder screen for a specific logic or condition which has
Check Operand
to apply to the result of the calculation.
Calculation This column displays the value applicable to the logic or condition
Check Value specified on the Properties section of the Expression Builder screen.
This column displays the required result, as specified on the Properties
Calculation
section of the Expression Builder screen when the logic or condition
Check Return
defined is true.
Buttons in the Calculation Definition section on the Calculation Detail screen

Button Description
Click the New button to add an expression (calculation). The Expression Builder
screen will display.
Click the Activate Version button to change a previous inactive version to be the current active
version.
It is crucial to do a recalculation after a new version of a calculation was activated

or defined. Click Re Calc All on the Company Rule Dtail screen.
A calculation cannot be deleted while the ID of the calculation is linked to a payroll definition.
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6.1.2. Expression builder
The Expression Builder enables you to build complex formulas or statements by means of a
graphical interface.

Expand Utilities
Double-click the applicable calculation
OR
Click New
The Calculation Detail screen will display. Click the New button in the Calculation Definition
section.
The Expression Builder screen displays.
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Sections on the Expression Builder screen
Section Description
On the Variables tab the groups (containers) containing different fields or
values applicable to employees, companies or the setup of the Sage 300
Variables tab
People system are listed. The items in these groups may be used in
calculations, such as, the employees date engaged or fixed salary.
On the Calculations tab the groups containing existing calculations are
Calculation
listed. The existing calculations in these groups may be used in other
tab
calculations.
The Operators section lists operators used for statements or comparisons.
The operators are grouped under the following three categories:
Operators Math,
Logical, and
Relational.
The Functions section lists built-in functions used to manipulate or compare
information, for example, the IF statement. The functions are grouped under
the following categories:
Logical,
Functions
String,
Math,
Date, and
Lookup.
New calculations are entered in this section and existing calculations can be
Expression
viewed here.
You may define certain behavioural properties that change the way the
expression presents the result. For example, if the answer is less than 10,
display 1 instead.
The following property fields are available:

Round To: You can specify whether the result must be rounded up or
Properties down, as normal, or not rounded.
If Calculation Value: In this field you can select the applicable
condition, for example, = or > or <, etc.
Check Value: Enter the value the condition must apply to.
Return: Enter the value that must display as the result when the logic is
true.
The properties defined here default to the Custom Calculation Detail screen.
6.2. Calculation tooltip
A calculation tooltip is a pop-up message which states where a specific field or value is located
in the Sage 300 People system. When you refer to a specific field in a calculation, you have to
specify the schema, table and field name in the database where the field is located. The
calculation tooltip will assist you in this matter.
The calculation tooltip must be activated on the Own User Management screen.
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Expand System Tools
Double-click on Own User Management
After the Calculation Tooltip was activated, the pop up message will display when you hover
over the field.
In the example on the previous page, the tooltip displays the schema (Employee), the table
(EmployeeRule), and the field name (PeriodSalary), to indicate where the specific field is
located in the Sage 300 People system.
To use an employees fixed salary in a calculation, you will have to refer to the applicable field
as shown in the tooltip above, for example: [Employee.EmployeeRule.PeriodSalary] x 15%.
The field can also be selected in the Variables section of the Expression Builder screen.
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To find and select the applicable variable for the period salary of an employee:
Expand the Employee group on the Variables pane.
Expand the Employee Rule group on the Variables pane.
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Double-click the PeriodSalary field.
The variable will be added to the calculation in the Expression section.
Variables refer to information available throughout the Sage 300 People system. The variable
reference, for example, Employee.EmployeeRule.PeriodSalary, is global and represents each
employees unique information.
6.3. Adding custom calculations

Custom calculations are added in the Expression section of the Expression Builder screen.
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There are two options for adding calculations:
1. Enter the schema, table and field name in square brackets, for example:
[EE.ER.PeriodSalary],
OR
2. Expand the applicable schema group, then the table group and double-click on the field
name record selector.
The schema, table and field names are case sensitive.
6.3.1. Operators
Operators are symbols used to either perform a comparison of two values, or to calculate a
mathematical statement. To use the available operators in a calculation you can either enter the
symbol or operator manually, or double-click the applicable record selector in the Operators
section.
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Operations in the Expression Builder screen:
Operator Group Available Operators and Descriptions
The following operators are available:
+ Plus: Adds the value left of the operator to the value right of the
operator and returns the sum.
Minus: Deducts the value left of the operator from the value right of
the operator and returns the difference.
Math Multiply: Multiplies the value left of the operator with the value right of the
operator and returns the product.
/ Divide: Divides the value left of the operator by the value right of the
operator and returns the quotient.
% Mod: Divides the value left of the operator by the value to the right
and returns the modulus, for example 5 % 3 = 2. In this example
the value 2 is the modulus, in other word the remaining value.
The following operators are available:
And: Combines two statements and only if both statements are true, the
result will be returned as True, otherwise it will return a result as
False.
Logical Example: (3=3) And (4=4) Result = True
(3=3) And (4=7) Result = False
Or: Combines two statements and when one or both statements are true,
it will return a result as True. If both statements are false, the result
will be returned as False.
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Example: (1=1) Or (2=3) Result = True
(1=1) Or (2=2) Result = True
(1=5) Or (2=4) Result = False
Not: Returns a negative result of a comparison. For example, when the
statement is false, the result will be returned as True.
Example: Not (8=6) Result = True
Not (8=8) Result = False
= Equals: Compares the value left of the operator to the value right of
the operator. If the values are the same, the result will be
returned as True, otherwise the result will be False.
< Less Than: Compares the value left of the operator to the value right of
the operator. If the value on the left is smaller than the value
on the right, the result will be returned as True, otherwise the
result will be False.
> Greater Than: Compares the value left of the operator to the value right
of the operator. If the value on the left is greater than the
value on the right, the result will be returned as True,
otherwise the result will be False.
Relational
<= Less Than or Equal To: Compares the value left of the operator to the
value right of the operator. If the value on the left is either
smaller or equal to the value on the right, the result will be
>= Greater Than or Equal To: Compares the value left of the operator to
the value right of the operator. If the value on the left is either
greater or equal to the value on the right, the result will be
<> Not Equal To: Compares the value left of the operator to the value right
of the operator. If the two values are not the same, the result
will be returned as True, otherwise the result will be False.
The order of operation will always proceed in the order of appearance, in other words, from
left to right. Parentheses must be used if the order of operation is to be changed.
Example: 15 3 x 5 = 60 and 15 (3 x 5) = 0
6.3.2. Functions
When you expand the groups in the Functions section, a list of built-in functions will display, which
can be used to set up complex calculations. Most functions require some parameters to provide
information necessary to calculate the correct result.
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Fields in the Functions section of the Expression Builder screen:
Function Group Description
A logical function is one that can return a true or false value. These
functions are most commonly used when doing comparisons to
Logical
determine if certain fields are, for example, equal to, greater than, or
lesser than each other.
Most text functions are used to manipulate text or to retrieve information
String about the text string. Some text functions can change the look of the text,
and the most common used strings are; ToUpper, ToLower and Proper.
Most math functions are used to analyse values for statistical purposes.
Math Some of the math functions available are Average, Countif, Max, and
Min.
Date functions are used to return a date according to specifications
Date defined in the calculation. Some of the date functions can be used to get
a day, week, month, year or periods from a specified date and time.
A lookup is used to return a value from a custom sliding scale. In order to
use a lookup in a calculation, you first have to define the sliding scale or
table. A lookup (sliding scale) is defined on the Table Lookup Manager
screen.
Lookup
Lookup calculations are mostly defined by your Sage 300 People
consultant.
Most functions will require at least one parameter in order to process the request. You must
ensure that all mandatory parameters are entered. Functions are case sensitive.
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Example
Commission is calculated as 10% of the total sales amount. Ensure the system calculates all
commission amounts accurately.
Access Employee 002 Payslip Detail screen to view the calculation tooltip of the Sales
amount field.

Double-click Employees
Click Employee 002 record
Page 102
Close the screens.
Create a Commission 10% calculation.

Expand Utilities
Double-click Calculation Management
Click Custom Calculations
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2. Click New.
2. Click Save.
1. Type in the Code, Description. Select the Company

and Calculation Group, Return Type.
Page 104
Click New.
The Expression Builder screen displays.
1. Expand Payslip.
2. Expand Additional.
3. Expand Payslip Line Code.
4. Expand SALES.
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Double-click
Amount.
The variable is inserted in the Expression

section.
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2. Click Verify.
1. Click next to the variable and type the following:

* 0.10.
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Click Ok.
The following message displays:
Click Yes.
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Click Save.
Close the screens.

Link the calculation to the commission earning definition.

Double-click Earnings
Double-click Commission.
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Click the drop-down arrow in the Calculation
Type field and select Custom from the list.
1. Click the drop-down arrow in the Calculation Entry

field.
2. Expand the Calculation Group

and select COMMISSION.
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Click Save.
Close the screens.

To ensure that the calculation is correct, access Employee 002 Payslip Detail screen.

Double-click Employees
Double-click Employee 002 record
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3. Click Calculate.
2. Enter 30 000.00 in the Amount column if it is 0.00,

press <Enter> and click Save. If there is already figure
in the Amount column, click Calculate button located at
the top.
1. Click Additional.
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Click Summary.
Commission is calculated as 10% of

the sales amount ($30 000).
Close the screens.
6.3.3. Nested calculations

Existing calculations on the Calculations pane of the Expression Builder screen may be used
within each other or in new calculations. When an existing calculation is used in another
calculation, it is referred to as a nested calculation.
The list of calculations in the Calculations section allows you to simply double-click the required
calculation record selector to be inserted in a new calculation.
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Double-click the record selector to insert an
existing calculation into another calculation.
A copy of the selected calculation is inserted into another calculation. This implies that no link
exists between these two calculations. If one calculation is changed it will not affect the other.
Nested calculations should be contained with parenthesis to keep the original integrity of the
calculation.
6.3.4. Steps when Adding a Calculation

The Expression section on the Expression Builder screen displays the calculation as it is
entered. This section is populated by either manually typing the calculation, or by using a
combination of typing and double-click field selecting.
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Example
To have a value calculated only on a specific day of the week, the following formula should be
used. It will verify if today is a Monday (day 1 of the week). If it is a Monday, the number 1 is
returned, otherwise the number 0 is returned.
iif(GetDayOfWeek(GetDate()) = 1, 1, 0)
Steps to enter a simple calculation like the formula above:
Step 1: Place the cursor in the Expression pane.
Step 2: Enter the function, e.g., iif() statement, or expand the Logical group in the
Functions section and double-click on the record selector of the iif( , , ) function.
1. Expand the applicable group and double-click the

record selector of the required function.
2. The function is populated in

the Expression section.
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Step 3: Place the cursor inside the parenthesis of the function. Enter the statement or
another function, or expand the Date group and double-click on the record
selector of GetDayOfWeek() function.
2. The selected function is inserted in

the parenthesis of the original function.
1. Expand the Date group in the Functions

sections and double-click on the record selector
of the GetDayOfWeek() function.
Setp 4: Place the cursor inside the parenthesis of the GetDayOfWeek() function. Enter
the GetDate() function, or expand the Date group in the Functions section and
double-click on the GetDate() function.
2. The selected function is inserted in the

parenthesis of the specific function.
1. Expand the Date group in the Functions section and

double-click the record selector of the GetDate() function.
Step 5: Move the cursor to the place just before the last or closing parenthesis of the
original function. Enter the following statement: = 1, 1, 0.
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Enter the statement just before the closing
parenthesis of the original function.
Step 6: In order to apply the statement, the calculation must be verified. Click on Verify to
verify the calculation. The status will indicate if the calculation is correct.
Click Verify to verify the calculation. The status will

indicate whether the calculation is correct.
Step 7: If the Status indicates that the calculation contains an error, an error message
will display.
Example:
Click OK.
Step 8: To correct the error in the calculation, click Correct. Make the corrections and
verify the calculation again.
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Click Correct. Apply the necessary changes
and verify the calculation again.
Step 9: Once the calculation is verified, click Ok.
Click Ok.
Example
The company will pay incentives to the sales employees based on 5% of the commission
amount, when commission is S$1 000.00 or more. Create a custom calculation to automatically
calculate the sales incentive amount accurately. Create a new Calculation Group for all
incentive earning calculations.

Expand Utilities
Click New
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1. Enter a code and a description.
2. Click the drop-down arrow

in the Calculation Group field.
3. Right-click the drop-down

list and click Edit.
Click New.
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2. Click Save All.
1. Complete the record with the necessary information.
Close the screen.
Click the drop-down arrow in the Calculation Group field and

select INCENTIVE from the list.
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Click Save.
Add the calculation.
Click New.
The Expression Builder screen will display.
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Expand Logical and double-click if(THEN ELSE).
The function will be inserted in the Expression section.
Place the cursor after the first parenthesis, before

THEN.
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1.Click the Calculation tab.
2.Double-click COMMISSION.
The calculation will be nested inside the IF function.
Place the cursor after the right

parenthesis, before THEN.
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Expand the Relational group in the Operators
section and double-click >=.
The operator will be inserted in the IF function.
1. Place the cursor after the operator,

before THEN and type 1000.00 and press a
spacing behind.
2. Place the cursor after THEN and press a
spacing.
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1. Double-click COMMISSION.
2. Place the cursor after the right parenthesis, before ELSE and type * 0.05 and press
a spacing behind.
3. Place the cursor after ELSE and press a spacing and type 0.00.
2. Click Ok.
1. Click Verify.
The following message will display:
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Click Yes.
Click Save.
Close the screens.
Example
Add a Sales Incentive earning definition to the main pay run of the Monthly company rule. Link
the incentive custom calculation created in the previous example to this earning definition. Add
the Sales Incentive earning definition to Employee 002 Payslip Definition screen and view the
amount calculated on the Payslip Detail screen.

Double-click Earnings
Click New
Complete the necessary fields on the Earning Definition Detail screen.
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1. Complete these fields.
2. Select the Custom option from the drop-

down list in the Calculation Type field.
3. Click the drop-down arrow in the

Calculation Entry field.
4. Expand the Incentives group.
5. Select the Sales Incentive
calculation.
Link the earning definition to the Monthly Main pay run.
Click New.
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Select the Monthly Main Pay
run from the Pay Run Definition
fields drop-down list.
Click Save.
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Click OK.
Close the screens.

Recalculate the company rule.

Double-click Company Rule
Double-click Monthly
Click Re Calc All.
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Click No.
Click Ok.
Confirm that the Sales Incentive earning definition was added on the main pay run of the
Monthly company rule.
1. Click Pay Run Definition. 2. Double-click Main Payrun.
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The Sales Incentive earning definition is available on
the Main Pay run.
Close the screens.

Add the Sales Incentive earning definition to the Payslip Definition screen of Employee
002.
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1. Click Earnings.
2. Click New.
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Click the drop-down arrow in the Earning Definition field and
select the Sales Incentive definition from the list.
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Click Save.
View Employee 002s Payslip Detail screen.
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The sales incentive amount is calculated
correctly: 3000.00 x 5% = 150.00
Close the screens.
Always carefully consider which column of the payroll definition on the payslip screens should
be used in a calculation. For example, to include the all the amounts entered in different
columns, ( eg. Amount, Adjustment, Recurrence etc.) the Total column should be used to
include the total amount paid or deducted for the specific payroll definition.
6.4. Pro Rata Calculations

Expand Utilities
Double click on Pro-rata Calculations
Pro Rata Calculations are database wide. This means that the prorata calculations may be used
in any Company.
Accessing Pro Rata Calculations under the Calculation Manager:
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Click on New to add a new Pro Rata
Calculation.
Code, Short and Long Description

Enter a unique code, short and long description for the prorata calculation.
Pro Rata Type
Select the prorata type. The options are:
Custom Standard: this option allows you to create a custom calculation to calculate the
prorata amount. Note that this option does not allow the user to capture units on the
employees Payslip Detail screen.
Custom Units: this option allows you to create a custom prorata calculation using the
units the user entered on the Payslip Detail screen.
Calendar Days: Calculation = Period Salary / Calendar Days.
Average Calendar Days: Calculation = Period Salary / Average Calendar Days (30)
Work Days: Calculation = Period Salary / Work Days
Simple Divide: Calculation = Period Salary / Amount (value entered in the Amount
column)
Calculation Entry
If the Pro Rata Type is set to Custom Standard, select the custom calculation applicable.
Amount
If the Pro Rata Type is set to Simple Divide, enter the value the employees Period Salary
must be divided by to calculate the employees rate per day.
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7 Beneficiaries Setup
This screen displays all beneficiaries defined database wide. Each beneficiary has an entity
record.

Double-click on Beneficiary Setup
New beneficiaries can be added by clicking on the New button, and detail of existing
beneficiaries can be viewed by double-clicking on the applicable record.
7.1. Beneficiary Detail
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Fields on the Beneficiary Detail Screen:
Beneficiary Detail section
Field Description
Entity
The entity record must be selected either by using the Locate
button to select an existing entity record, or by using the Add
button to add a new entity record.
Entity Type and These fields default from the Basic Information screen and are
Entity Sub Type read-only fields.
Code A code for the beneficiary must be defined in this field.
Beneficiary Type Select the applicable type of beneficiary. The options are:
Garnishee,
Benefit Fund,
Third Party,
Medical Aid,
Insurance,
Bonds,
Finance House, and
Revenue Service.
Note: When the type Medical Aid is selected, the available

options or plans, as well as ancillary options must be defined on
the Medical Aid Setup Screen.
Reference Number A reference number for the beneficiary may be entered for record
keeping purposes.
Bank Detail The bank detail will default from the Basic Information Screen.
When multiple accounts were added for the beneficiary, another
account may be selected from the drop-down list.
Ignore Negative Tick the box to include negative amounts in the payment run. This
Payments will mean that, where an employees deduction is a negative
amount, the total amount payable to the beneficiary will be
reduced by the negative amount of the employee.
Company Payment section
Click on the New button to link the beneficiary to a payment run
for ACB export purposes.
Company Link the specific beneficiary to a Company and within the
Company to a Payment Run. The beneficiary may be linked to
more than one Company.
Payment Run Link the applicable Payment Run which will be used to pay the
Definition beneficiary. The beneficiary may be linked to more than one
Payment Run.
Note: For non-monthly Company Rules the month-to-date

external payment deduction, for example Garnishees, may be
paid at the end of the month, i.e. the last week of the month. To
enable you to do this, the beneficiary should be linked to a
Payment Run with a Monthly Cycle.
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Reference Number A reference number for the payment of the beneficiary may be
entered for record keeping purposes.
7.2. Basic Information Beneficiary
Fields on the Basic Information Screen of the Beneficiary Details Screen:

Basic Information header section
Field Description
Image An image for the beneficiary may be loaded, for example, a company
logo.
Display Name This field defaults from the Company Name field on the entity record
of the beneficiary and is a read-only field.
Entity Code This field displays the unique code of the entity.
Entity Type and These fields default to Company and Information Only.
Entity Sub Type
VIP User This field is not applicable to beneficiaries.
Tax Office, Tax These fields may be completed when/if this information for the
Registration Date beneficiary is available.
and Tax No
Company Name This field will default according to the entity record selected, or must
be completed when a new entity record is created.
Vat No, Company These fields may be completed when/if this information for the
Registration No beneficiary is available.
and Company
Registration Date
Description Links (sub screens)
Addresses Add the beneficiarys address detail.
Contacts Complete the beneficiarys contact detail.
Bank Details Add the beneficiarys bank detail.
Note: Bank detail must be added to be able to link a payment run

to the beneficiary for the purpose of doing an ACB export which
includes the beneficiary.
Entity Link any applicable entities related to the beneficiary.

Relationships
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7.3. Payroll Definition Linking
After the beneficiaries have been created, it is important to remember to link each beneficiary to
the applicable payroll definition(s). Only once the beneficiaries have been linked, will the system
know where to find the amounts from in order to pay over the beneficiary amounts.
In the below example, the Company has one Medical Aid only which is with Discovery. The
Discovery beneficiary should be linked to the deduction definition and Company contribution
definition for Medical Aid.
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8 Payments
Payments on the People system refer to how and when the employees and/or beneficiaries
should be paid. For a payment run the following can be specified:
Who must be paid? Employees and/or beneficiaries may be included in a payment run,
and may be specified here;
When must they be paid? The interval of payment may be specified, for example,
monthly, weekly, daily, etc.; and
How are they paid? The payment method may be specified, for example, cash payment,
cheque payment, electronic transfer and automated bank payment.
Employees and beneficiaries linked to the same payment run can be added to the relevant
payment run at process time and will be included in one export transaction, or you can create
different payment runs.
Note: All employees must be linked to a payment run. This means that different payment
runs must be created for different payment types, for example, cash or ACB.

Double-click on Payments
Click on the New button to add a new Payment Run, or double-click on an existing Payment Run
to open the Payment Run Definition Detail screen.
8.1. Payment Run Definition Detail
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Important fields on the Payment Run Definition Detail Screen:
Field Description
Company A payment run must be defined for a specific company. Click on the drop-
down arrow to select the applicable company.
Payment Select the payment method for the payment run. The options are:
Type Cash: select this option when employees are paid in cash.
Cheque: select this option when employees are paid with a cheque.
Electronic Fund Transfer: select this option when employees are paid
by entering the payments online, e.g. internet banking (EFT).
Automatic Bank Payment (ACB): select this option when employees
are paid electronically via banking software, by creating an ACB export
file.
Payment Select the frequency in which this payment run will be used. The options
Cycle are:
Monthly,
Fortnightly,
Weekly,
Daily, and
Custom.
Currently this is not required for Singapore Companies.

Run Day This field refers to the day in the cycle that this payment should be
processed. The People system will generate a notification on the day
specified in this field. No auto processing will be done. For example, if this
value is 5, the notification will be scheduled for the fifth day of the cycle,
regardless of the cycle type selected.
Note: A calendar interface is needed for a pop-up alert to remind you of

the payment date as defined on the Payment Run Definition Detail
Screen. This will only be available in a future release.
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Field Description
Run Setting This field is used to select what must happen with notifications that fall on a
non-business day. The options are:
Next Business Day,
Previous Business Day,
Monday after Sunday, and
None.
Tax Payment Tick this box if the payment run is done for any SARS related payment, for
example, AA88 payments or monthly tax payments. A specific payment run
must be defined for any payments to SARS.
Tax Select the beneficiary record, previously added for SARS, to link a payment
Beneficiary run to SARS.
Rule
Calendar Select the Calendar Year and Calendar Month for which the payment will
Year and be processed.
Calendar
Month
Classification Check the Classification checkbox and select the applicable Payment
Definition Classification.
Note: This will be used to pay a specific deduction definition e.g.

Advance.
8.1.1. ACB Layout

When you are making use of banking software and the ACB payment method on the People
system, you must specify which banking software are used to enable the People system to
generate the payments file in the correct layout.
If the Payment Type was selected as ACB, the Define ACB Layout button on the ribbon
becomes active. Click on the button to select the applicable layout and complete the necessary
fields.
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Define ACB Layout:
Fields on the ACB Header Definition Screen:

Field Description
ACB Layout Singapore Bank Layouts will be imported and this will be
discussed later.
Default Export Click on the ellipsis button to browse to and select the default
Location location for where the ACB export file must be saved. Once the
location, e.g. C:\, was selected, a directory name can be entered
here as well. If not, the directory name may be entered when the
export is done. This may be changed at any time. It is vital to
enter an applicable file extension, for example, .txt. The system
will inform you of the correct file extension to be used when you
have entered the incorrect file extension. You will have to enter a
filename at the time a payment run is processed.
Default Sort Sequence Select the order in which the data in the export file and report
must be sorted. The options are:
Employee: will sort the ACB export file by employee code,
and
Hierarchy: will sort the ACB export file according to the
hierarchy header selected, for example, by Department.
ACB Layout Definition This section displays the columns that must be completed for the
selected ACB Layout. Complete the required information. The
required fields differ depending on the ACB layout selected.
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Field Description
Unmatched
Beneficiaries Note: This column is only visible for the ABSA Business
Integrator interface.
This ACB export can accommodate both Matched Beneficiaries

and Unmatched Beneficiaries in the ABSA Business Integrator
Online (BIO) product.
The Matched beneficiaries requires that all beneficiaries are
preloaded in the ABSA system. When the ACB file is uploaded,
the beneficiaries in the file are matched with the preloaded
beneficiaries in BIO.
If this option in not used, check the Unmatched Beneficiary
checkbox on the ACB Header Definition setup screen.
8.1.2. Process Filter
Important fields on the Process Filter tab of the Payment Run Definition Detail Screen:
Field Description
Last Run Details This tab will display the date, time and amount of the previous
payment run and will automatically be updated when a payment run is
done.
Amount Included The amount included in the payment run will automatically update
in Payment Run once the company rule(s) included in the payment run has been
selected.
Include Select the company rules that must be included in this payment run.
Employees Tick the box to indicate if employees, or beneficiaries, or both must be
/Include included in the export.
Beneficiaries All employees linked to the payment run and company rule will
be included in the export.
Beneficiaries linked to the payment run will be included in the
export.
Include Tax Select the company rules that must be included in this tax payment
Payment run. Tick the box to include the Tax Amount.
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Salaries Amount The amount calculated here will be the total net pay amount calculated
for the selected pay run and company rule based on the employees
linked to the payment run.
Payslip Payment The amount calculated here will be the total for all the beneficiaries
Amount linked to the payment run, per selected pay run and company rule.
Tax Amount If the payment run is flagged as a tax payment in the Tax Payment
checkbox, the Total Amount Payable on the EMP 201 will default to
this field, per company rule selected. This amount will be calculated
as (PAYE ETI) + UIF +SDL.
8.1.3. Amounts that will be exported

The following rules apply if the employee has multiple pay run definitions that are linked to the
same payment run on the Payslip Definition Screen:
If the bank account numbers are the same for the different pay runs, then one net pay
amount will be exported. For example one transaction in the export file.
If the bank account numbers are different for the different pay runs, separate net pay
amounts (transactions) will be exported to the different account numbers. For example a
transaction for each bank account.
If each pay run is linked to a different payment run, the net pay amounts will be exported
separately in each payment run.
8.1.4. Stop Further Entry

The Processed status can be activated when a Payment Run was created. When you click on
the Process button the following will be displayed:
Set Capture Status to Stop All

Select this option to set the Capture status of the current pay period to Stop All. This means
that no more input will be allowed for the current pay period.
Set Pay Run Status to Processed
Select this option to set the Pay Run status of the selected pay run to Processed. This means
that the other pay runs will still be open.
Proceed without setting a Capture status
Select this option if no changes must be made to the Capture Status of the current payperiod or
the Process Status of the selected pay run.
8.1.5. Process History

The history of the processed payment runs will be displayed on this screen. This is a read-only
screen and for information purposes only.
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9 General Ledger
9.1. Accounting Principles within a payroll environment
Owners
Assets = + Liability
Equity
Current Assets = Bank Income Expenses To whom do you owe

(Earnings & CCs) money
Creditors
Deductions PAYE, UIF,
Medical Aid, Provident Fund
etc.
DT Assets CT DT OE + L CT
+ - - +
GL Accounts Influenced by Payroll
Earnings Expense Debit
Deductions Liability Credit
Company
Contributions
Expense Debit
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Payroll Terminology Entry (Debit / Credit) Accounting Terminology
Earning Debit Expense Account
Earning Contra Credit Balance Sheet Account (Salary Control)
Company Contribution Debit Expense Account
Company Contribution Contra Credit Liability
Deduction Credit Liability
Deduction Contra Debit Balance Sheet Account (Salary Control)
Salary
DT Expense CT DT CT
Control
+ - - +
Liability
DT CT
Control
- +
Leave Provision and the General Ledger

Payroll Item Debit Account Number Credit Account Number
Leave Paid Out (earning) Expense Salary Control
Leave Provision Amount Expense, Income Statement Liability, Balance Sheet
In most of the General Ledger software packages (e.g. Accpac, Pastel, Quick Books), the
accounts do not clear with the start of each period. Always discuss with the customer the
clearing of the accounts, especially in the case of provision amounts.
Salary
DT LPO CT DT CT
Control
+ +
Lve Prov
Lve Prov
DT CT DT Control CT
Expense
Liability
+ +
Bonus Provision and the General Ledger

Annual Bonus (earning) Expense Salary Control
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Bonus Provision Amount Expense, Income Statement Liability, Balance Sheet
OID Provision and the General Ledger

OID Provision Expense Liability, Balance Sheet
9.2. General Ledger Setup

The following diagram illustrates the general ledger set up process.
Account Items
Account (Building
Blocks to the
Segments structure)
This setup can be done per
Company or per Company Rule
Account Account
All of the following will happen under
Composition
Structure
The account linking and export is done

Account You can group accounts for
reporting purposes (optional)
Groups
per Company Rule

Chart of
Account Accounts
Parameters.
Do a
Hierarchy
Hierarchy setup if there
is different GL
Setup Groups i.e.
Costed and
non Costed
Setup of
The following setups will be done General
under Company Management.
GL Setup Ledger
Interface
Note: The GL Setup can be done per Company or per Company Rule.
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9.2.1. General Leger Parameters
Account Segment
Define the different segments (parts) that the account numbers will consist of.
To setup Account Segments:

Expand Parameters
Expand General Ledger
Double-click on Account Segment
Example of an account number:

Account Number + Cost Centre
801802-1234
In this example you must create 2 segments.
Account number
Cost centre
The delimiter will be specified in the account structure setup if 2 segments are created,
otherwise you can create an additional segment for the -.
If your account number has different delimiters within the account number, create a segment
for each delimiter with a character length of 1. A segment can only be used once, therefore
you will have to create more than one delimiter of the same type if used more than once
within the same account number or more than one account number.
Special Solutions will have to write an export to group all the Company Rules together, as the
GL export is done per Company Rule. Refrain from renaming segments otherwise it makes it
difficult for Special Solutions to group the tables again.
Company Rule
Select the Company Rule for which the account segments should be available should the
structures differ per Company Rule. If no Company Rule is selected the account segment will
be available for all Company Rules, therefore Company wide.
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Segment Name
Enter a name for the segment.
Length
Enter the number of characters of the segment within the account number. The length will be
capped to the specified amount but you may enter less characters.
Is Account Number
Select the radio button if this segment is an account number. At least one account number
segment must be defined. This will be unique for each earning, deduction, company
contribution, provision and fringe benefit.
Applies To
If the segment is not an account number but based on an employee specific field, select the
field the segment must refer to. The options are:
Not Applicable: this option defaults when you select that this section is an account
number. There will not be any lookup in the database as you want to specify the value.
Hierarchy Header: this option allows you to create an account segment using the
hierarchy items. The Hierarchy Header column will become active.
Employee: this option allows you to select employee information that must be used in the
segment. The Field column will become available.
Beneficiary: if you select this option a list of all the beneficiaries will populate the lookup
value column. This will export per beneficiary based on beneficiaries linked to each
employee.
Calculation: if you select this option the Calculation field becomes active. This allows
you to create a calculation that calculates the account segment.
Cost Allocation: if you select this option the Hierarchy Header field becomes active and
all Hierarchies will be available. You will have to give translation codes for each hierarchy
item.
Cost Centre Allocation: this option will ask you which cost centre to use. The hierarchy
field is also mandatory and the specific hierarchy in the cost centre that has to be included
in the account will have to be chosen. If both parts of the cost centre have to be included,
two segments will have to be created. You will have to load segments for each hierarchy
part of the cost centre and give translation codes.
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Cost Centre Cost Code: this field will pull the cost code field through from the Cost
Centre Allocation screen.
Do not use the Cost Centre Cost Code should there be lots of External Payments, as the
totals are posted per line. Rather use hierarchies.
Job Costing: selecting this option will enable the Job Costing Profile and Level Definition
field. These fields pull through from your Job Costing Setup.
Job Grade: the existing Job Grades pull through to be used as part of the GL account.
Job Title: the existing Job Titles pull through to be used as part of the GL account.
Cost Centre
This field becomes available when selecting Cost Centre Allocation reflecting all Cost Centres
that have been set up under Hierarchies - Cost Centre.
Hierarchy Header
This field becomes active when you select the Hierarchy Header, Cost Allocation and Cost
Centre Allocation options in the Applies To field. Click on the down-arrow and select the
hierarchy header or cost centre that will be used in the account segment.
When adding a new hierarchy, you will have to refresh the Account Segment screen in order
to pull through the new hierarchy. Right-click and Refresh.
Job Costing Profile and Level Definition

These fields will be available when Job Costing is selected under Applies To. The fields from
the Job Costing setup will pull through.
Field
This field is active when you have selected the Employee option in the Applies To field. Select
the applicable employee field for which to create the account segment. The options are:
Employee Code
Last Name
First Name
ID Number
Calculation
This option is active when you have selected Calculation in the Applies To field. You can define
a custom calculation that must determine the account segment value. The custom calculation
will have to be linked in the Calculation field.
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Lookup Value
If you have selected Hierarchy Header or Beneficiary in the Applies To field the following
happens:
Hierarchy Header: the items (including both root and child items) of the selected hierarchy
header for which the Can Link checkbox have been checked will display.
Beneficiary: all the beneficiaries will display.
GL Code
If the general ledger code is different from the lookup value, enter the applicable general ledger
code. This will be the code for the section in the account number.
Example Account Segment Department
Account Structure
On the Account Structure screen, you define the type of account numbers in the general
ledger. Once you have defined the type of accounts you can then define the account structure
for the selected account type.
To setup Account Structures:

Expand Parameters
Double-click on Account Structure
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Best Practice: Set up an account structure for Expense, Liability, Salary Control, Suspense.
You can add more, but these are the logical structures to set up for future maintenance.
In the Account Segment pane, you define the format of the account number by selecting the
segments the account number consists of and the sequence of the segments in the account
number.
If you use different delimiters in the account number from the delimiter defined for the applicable
account type, insert the delimiters by making use of a segment.
Company Rule
Select the Company Rule for which the account structures must be available. If no Company
Rule is selected the account structure will be available to all Company Rules.
Code, Short & Long Description

Define a unique code and a short and long description for all the account types you have in the
general ledger.
Delimiter
If the account number has a standard delimiter in the account number, enter the delimiter here.
This delimiter will be inserted between all the segments selected.
Available Segments
All the segments for the Company will be listed. If a Company Rule was selected for the
segments, only the applicable segments will pull through based on the Company Rule selected.
Add the applicable segments to compile the account number. Select the segment and click on
the Plus icon to move the segment to the account segments pane.
Account segments
All the account segments added will display in this pane. You can change the sequence of the
segment within the account number to compile the account number structure for the applicable
account type.
Click on the Up and Downarrow buttons to change the sequence of the segment within the
account structure.
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Account Group
The Chart of Accounts can be grouped in different groups for sorting purposes on the Account
screen. This has no influence on the GL. You can define the different groups under the
Account Group Tab.
The Account Groups can also be used for grouping on the GL Export Report.
To setup Account Groups:

Expand Parameters
Double-click on Account Group
Account
On the Account screen define the chart of accounts for the applicable Company Rule. The
chart of account items will be linked to the individual payroll definitions to which the payslip
value must be exported. This means that on the Account screen you define all the account
numbers in the general ledger. In the general ledger setup the payroll definitions will then be
linked to these account numbers.
If more than one definition has the same account number you only have to create one account
per account number. For instance if Overtime 1.5 and Overtime 2 has the same account
number you will only create one account for Overtime.
To setup Accounts:
Expand Parameters
Double-click on Account
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Company Rule
Select the Company Rule for which the account should be available for. If no Company Rule is
selected this account will be available for all Company Rules, therefore Company wide.
Account Structure
Select the account structure type for the applicable account number. The selection made
defines how the account number will be complied.
Account Group
You can link the different account types to groups for reporting purposes. The groups pull
through from the Account Group screen and is user-defined. You can drag the column header
to the top in order to sort the account numbers per group defined.
Account Code
The account code defaults from the account segments entered. The account segments will
display for the selected account type.
For segments where the Is Account number option on the Account Segment screen was
selected, enter the account number in the Value field.
If the segment applies to an employee item, the item defined in the segment, will display in {}
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Type the Account Number here.
Non Costed Account

The Non Costed Account column is for Job Costing purposes so that a non costed account
number can be allocated to definitions which might be costed and non costed. This field will
only become available if there is an account structure containing a job costing segment. Once
youve flagged it here you dont have to create two groups on the GL Setup for Costed and Non
Costed accounts. The non costed amounts will be automatically exported, depending on the
job costing costed account number linked to the payroll definition. They default on the drop
down once theyve been created as an account. So create your non job costing accounts first.
Evaluate
The Evaluate button will refresh the account number if any changes have been made to the
segments or structure of the account. Should this button be used, you will have to select each
individual account affected and click on the Evaluate button to refresh each account.
You can also right click in the Account Code column and choose Refresh Account Structure.
This will refresh all accounts affected by any changes made.
When adding a new hierarchy, you will have to refresh the Account screen in order to pull
through the new hierarchy. Right-click and Refresh.
9.2.2. GL Setup
Once the chart of accounts has been defined the general ledger interface can be defined per
Company Rule.
Decide the following:

Select the layout GL Groups Account Linking
Split Pay Runs
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GL Setup Detail
To define the General Ledger Setup:
Double-click on GL Setup
Layouts are defined per Company Rule. Select the layout to use and define the layouts field
requirements.
Company Rule
Select the Company Rule for which the general ledger is setup.
Export Layout Type

Select the applicable export layout to use. The following layouts can currently be exported:
People GL Export (Use this export to test whether debits and credits export correctly)
VIP Standard Layout
Sage/Chameleon
Pastel Evolution
Pastel 6/Partner/Express
Accpac 5+
Quickbooks
Microsoft Great Plans
Syspro
Flexi
Source Code & SC Calculation

Enter the source code for the applicable export layout selected. You may also create a custom
calculation to calculate the source code. To create a custom calculation, check the checkbox
next to the SC Calculation field. The field will then become active. This field will be provided by
the client, as it depends on the type of accounting package the client has.
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Reference No & Reference Calculation
Enter the reference number for the applicable export layout selected. You may also create a
custom calculation to calculate the reference number. To create a custom calculation, check the
checkbox next to the Reference Calculation field. The field will then become active.
Description & Description Calculation

Enter a description for the general ledger. You may also create a custom calculation to calculate
the description. To create a custom calculation, check the checkbox next to the description
Calculation field. The field will then become active. Descriptions pull through as linked on the
Debit/Credit Definition on the Account Linking screen. If no descriptions exist on Definition
Account Linking screen, use the Description value on GL Setup Screen for all transactions. It
can be a maximum of 36 characters long.
Period Option & Period Offset

To align the periods of the People system to that of the companys general ledger, select
whether to align the system using months or the periods in the tax year. This will be done when
you want to align the general ledger period to that of the customers financial year.
Once you have selected the Period Option enter the value to add to or subtract from the Period
Option to align the periods. The options are:
Period Number: this option will use the number of the current period in the tax year.
Calendar Month: the option will use the number of the current calendar month.
Export Frequency
For a weekly/fort nightly Company Rule, select which totals must be exported. The options are:
Period: this option will export the current periods totals.
Monthly: this option will export the MTD+ totals.
Export Currency
This field will become applicable in future versions.
Group By & Hierarchy Header & Apply GL Group

If for instance a GL export needs to happen as costed and non-costed, a hierarchy header can
be set up to split the export as costed and non-costed. You will have to do the debit and credit
linking per hierarchy item.
Include Provision
Check the checkbox if the amounts on the Provision screen must be exported.
Include Additional
Check the checkbox if the amount on the Additional screen must be exported.
Summary Export
Check the checkbox to export the general ledger in a summary format, therefore one transaction
and amount per payroll definition. If you leave the checkbox unchecked the general ledger will
be exported per employee per payroll definition.
File Name Structure

Select the structure that must be used to create the export file name. The options are:
Default (Filename.ext)
Export Header ID Prefix ({ID}Filename.ext)
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Export Header ID Suffix (Filename{ID}.ext)
Export Date Prefix ({YYYYMMDD}Filename.ext)
Export Date Suffix (Filename{YYYYMMDD}.ext)
Period End Date Prefix ({YYYYMMDD}Filename.ext)
Period End Date Suffix (Filename{YYYYMMDD}.ext)
GL Groups
If employees in a Company Rule have different account structures, you can use the Group Value
function in the General Ledger setup. This allows you to link different account structures per
group to the payroll definition lines. The groups can be defined using either a hierarchy header
or employee codes.
When to use GL Groups

When groups of employees in the company have different accounting structures or the GL should
be split based on certain criteria.
Apply GL Group
To make use of GL Groups check the Apply GL Group checkbox first.
Group By
Select how the GL must be grouped. The options are:
Hierarchy Header: this option allows you to select the Hierarchy Header by which to
group the GL.
Employee: this option allows you to group the GL by employee.
Hierarchy Header
This field is enabled when you select to group by Hierarchy Header. Select the hierarchy
header to group the GL by.
To apply Groups
1. Check the Apply GL Group checkbox.
2. In the Group By field, select the option to group by.
a. If you select to group by a hierarchy header, select the applicable hierarchy header in the
Hierarchy Header field. The GL Group Value tab will be populated by the hierarchy items
of the hierarchy selected. The Hierarchy Header option will export a GL transaction per
hierarchy item.
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b. If you select to group by employee the GL Group Value tab will be populated per
employee linked to the Company Rule. The Employee option will export a GL transaction
per employee.
3. Define the Group Value should the descriptions need to be changed to something else,
otherwise the default descriptions can be used.
Should you have applied GL Groups on the GL Group Value screen, the payroll definitions will
be populated and grouped per GL Group on the Account Linking tab. In other words if youve
got two groups called Costed and Non-costed you will have to link all payroll definitions twice.
Example GL Group Employee
Example GL Group Hierarchy Header Department

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Hierarchy & Employee
A list of either the hierarchy items or employees will display depending on the selection made in
the Group By field.
Value
The value as defined in the system will display.
Group Value
In the Group Value field enter the applicable Group Value, e.g. Direct and Indirect. Accounts
will have to be linked for each of the group values defined.
It is important to note that this is a user defined field and not a lookup value. It is therefore
important that the spelling is exactly the same where for example two hierarchy headers
belong to the same GL Group.
If the code of a hierarchy item changes, you must ensure that the Group Value of that hierarchy
item in the General Ledger setup is still correct.
Once you have changed the hierarchy items code, go to the General Ledger setup Group
Values tab to confirm the details and to change if necessary.
If you type in a new description in the Group Value column, the account linking will be cleared
and you will have to re-link the accounts to the payroll definitions.
If you want to change the Group Value description but keep the account linking, click on the
Rename Group Value button.
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The following screen will be displayed once you click on the Rename Group Value button:
Old Description
Enter a New Description
The following message will be displayed:
Click on OK.
Group Value screen with the new Group Value description:
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Account Linking screen with the new Group Value description:
Account Linking
On the Account Linking tab, click the Refresh Account Linking button. All the payroll
definitions linked to the Company Rule selected at the top, will be displayed. The relevant debit
and credit accounts must be linked to the applicable definitions.
The Debit and Credit descriptions will default from the definition name. This may be edited and
changed if necessary.
Refresh Account Linking

Click on the Refresh Account Linking button to import any new payroll definitions and when the
Group By option has changed. You will also have to click this button when changes were
made after the initial setup i.e. new payslip lines or hierarchies were added.
Split Pay Run Definition

If you have multiple pay runs, determine whether the definitions that are used on more than one
pay run have the same GL account codes or different account codes for different runs. For
example, if basic salary is used on 2 pay runs, determine whether the account number is the
same for both accounts or different for each pay run.
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If the account numbers are different then you must check the Split Pay Run Definition
checkbox. When you select this option the system will import and group the payroll definitions
for each pay run separately. If unchecked, all the payroll definition will be imported once for all
the pay runs.
If this is left unchecked, you will only have one set of linking for all pay runs linked to the
Company Rule.
Definition Description
A description of the payroll definition will be displayed. This field cannot be changed. You can
right-click and add the Auto Filter Row to search for a specific payroll definition.
Debit Account & Credit Account

Select the applicable debit/credit account number for the payroll definition.
Debit Description & Credit Description

The description will default from the payroll definitions description. The description may be
changed if necessary. Should you change the description to e.g. Salary Control for all
applicable lines and the Summary Export checkbox is checked, you will only have one
transaction in the export with one total, therefore not per line.
Do not change the Debit and Credit descriptions if the customer needs a Special Solution!
Debit Calculation Type & Credit Calculation Type

If you want the Debit or Credit description to be calculated in a specific way and not be the
default, one of the following options can be selected:
Debit Calculation Value & Credit Calculation Value

Depending on what youve selected in the Calculation Type column certain options will default.
Hierarchy Header will give you the option to select one of the Hierarchy Headers as a
description:
If you select Employee you can select one of the following options to pull through as a
description:
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Beneficiary will print the selected beneficiary on that definition as description.
Calculation will open your Calculation Manager and give you the option to link a calculation
to determine the description.
9.3. General Ledger (GL) Export
The General Ledger Setup is usually done by a consultant upon implementation of the People
application.
Maintaining the GL is of importance for users of the People application, e.g. when new
earnings, deductions, etc. are added, the GL Setup must be updated before the GL Export may
be performed.
The GL export is done per Company Rule.
The GL export is performed from the GL Export Detail screen.
A GL export (.csv) file is generated when the export is done.
The GL export report may be printed from the GL Export Detail screen.
To run the GL Export:

Expand Exports
Double-click GL Export
Double-click on the applicable Company Rule to export
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9.3.1. How to Export the GL
Double-click the Company Rule for which the GL must be exported. The GL Export Detail
screen will be displayed.
If any exports have already been done, the detail of those exports will be listed on this screen,
e.g. pay period, transaction date, export date, export path, etc.
A filter can be added in order to filter only records with errors before the export can be done.
Apply the filter in the first empty column.
Click on the New button.

Click in the Path column and locate the path where the export file must be created.
Click on the Select button. The data to be exported will be displayed at the bottom
of the screen.
Click on the Export button. The export file will be created in the specified file location.
The GL Export Report will open once the Export was done and you can print this report.
9.3.2. Fields on the GL Export Detail Screen
Note: These fields default from the GL Setup screen.
Pay Period - The current pay period of the selected Company Rule will automatically be
displayed in this field.
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You can export for history periods as well, but it will look at the current linking for hierarchies
and not the linking based on the history period.
Transaction Date - The period end date of the selected Company Rule (i.e. transaction
date in the GL system) will automatically be displayed in this field. This date can be
changed before the export should the setup allow this in the case where a Flexi GL is
used. If a Flexi GL is used, Transaction date should be chosen in the setup and not Period
End Date for you to change the date.
Export Date - The date on which the export has been performed will automatically be
displayed in this field based on your computer date.
Period Offset - This field will default according to the settings for Period Offset on the GL
Setup screen. This value can be changed before exporting.
Path - You will have to specify the location where the export file must be created. Click
in this field and locate the path.
Filename - This will be the default name as specified on the GL Setup screen. The
filename will automatically be generated according to the export layout type. The default
filename can be changed before the export is done.
Comment - Additional comments may be specified, if required.
9.4. Sage Evolution
If the customer uses Sage Evolution they can integrate to the general ledger on the People
system.
In Sage Evolution you can create a new database containing the general ledger information for
each entity based on your organisations requirement. In People you can link each company
rule to a specific Sage Evolution database.
9.4.1. Locate Database

Locate the applicable database(es) for which you want to create the integration.
On the Navigation Pane:

Expand Parameters
Double-click Custom
Double-click on External SQL Database Connection
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Click on the New button. The Locate database screen will be displayed:
Server Name
Enter the server name where the database is located.
Authentication
Select the authentication option to access the SQL server.
UserName
Enter the user name to access the SQL server.
Password
Enter the password for the selected user.
Database
Select the database to locate.
Alias
You can enter an alias for the database location so that the server path does not display.
Before you can continue you need to test the connection. Click on the Test button. If the
connection is successful, click on OK.
9.4.2. GLDB Link

All located databases can be linked. Click on the New button to link the required located
database.
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Expand Parameters
Double-click General Ledger
Double-click on GLDB Link
GL Setup
New fields have been added on the General Ledger Setup for the Pastel Evolution layout.

Double-click on the applicable GL
Use Real Time Interface

Check the checkbox when you want to use the integration functionality.
GLDB Link
Select the database to which you want to integrate.
9.4.3. GL Export
Sage Evolution Account numbers can now be validated on the General Ledger Screen before
you submit.

Expand Exports
Double-click on the applicable export
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Validate Account
Once you have generated the accounts. You can validate the accounts generated in the People
application with the account numbers in Pastel Evolution. Click on the Validate Account
button.
Submit
Click on the Submit button to export the journal to Pastel Evolution. The following screen
will be displayed:
Clear Journal Entries

Check the checkbox if the existing journal entries must be cleared when you import the new
journal.
Select Journal Header

Click on the down-arrow and select the journal batch you want to update.
Sage Evolution Journal Batch

You will need to post the imported batch in Pastel Evolution.
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Select the journal batch to process.
9.4.4. Post Batch
Changes may be made at this time. Once you have made the necessary changes you can post
the batch.
9.5. Sage ERP300
If the customer uses Sage ERP300 they can integrate to the general ledger on the People
system.
In Sage ERP300 you can create a new database containing the general ledger information for
each entity based on your organisations requirement. In People you can link each company
rule to a specific Sage ERP300 database.
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9.5.1. Locate Database
Locate the applicable database(es) for which you want to create the integration.

Expand Parameters
Double-click Custom
Double-click on External SQL Database Connection
Click on the New button. The Locate database screen will be displayed:
Server Name
Enter the server name where the database is located.
Authentication
Select the authentication option to access the SQL server.
UserName
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Enter the user name to access the SQL server.
Password
Enter the password for the selected user.
Database
Select the database to locate.
Alias
You can enter an alias for the database location so that the server path does not display.
Before you can continue you need to test the connection. Click on the Test button. If the
connection is successful, click on OK.
9.5.2. GLDB Link

All located databases can be linked. Click on the New button to link the required located
database.

Expand Parameters
Double-click on GLDB Link
GL Setup
New fields have been added on the General Ledger Setup for the Pastel Evolution layout.

Double-click on the applicable GL
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Use Real Time Interface
Check the checkbox when you want to use the integration functionality.
GLDB Link
Select the database to which you want to integrate.
9.5.3. GL Export
Sage Evolution Account numbers can now be validated on the General Ledger Screen before
you submit.

Expand Exports
Double-click on the applicable export
Validate Account
Once you have generated the accounts. You can validate the accounts generated in the People
application with the account numbers in Pastel Evolution. Click on the Validate Account
button.
Submit
Click on the Submit button to export the journal to Pastel Evolution. The following screen
will be displayed:
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Clear Journal Entries
Check the checkbox if the existing journal entries must be cleared when you import the new
journal.
Select Journal Header

Click on the down-arrow and select the journal batch you want to update.
9.6. General Ledger Export Report

The GL Export Report will open once the Export was done and you can print this report.
A Preview screen will be displayed from where the information may be printed or exported.
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10 Employee Smart Path
You can select the screens that must be completed when adding a new employee. The smart
path will allow you to navigate between the pre-defined screens.
The navigation process is user-defined.

Expand Utilities
Expand Smart Path
Double-click on Add Employee
Double-click on the Employee record.
The Smart Path Detail Screen will display.
Fields on the Smart Path Detail Screen:

Navigation Process Items
Column Description
Navigation This field will automatically default. This field indicates the process to
Process which the screen is linked.
Header
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Sequence You can define the sequence in which the screens must be displayed
when adding a new employee. This field can be edited.
Description Click on the drop-down arrow and select the screen that must be
displayed. The Employee Rule Screen must be the first screen in the add
employee smart path. This cannot be changed.
Included Tick the box if the screen must be included in the add employee smart
path. If the box is not ticked, the screen will be excluded from the add
employee smart path. However, the screen description will be displayed
on the employee screens.
10.1. Add New Employee
To add a new employee, click on the New button.
Click on New to add a new employee.
When adding a new employee, the add employee smart path will open the Employee Detail
Screen.
The employee navigation will be displayed at the bottom of the screen.
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The Employee Smart Path will display at the bottom of the screen.
The screens will be displayed in the sequence you have defined in the smart path. The
description, Current Step, will be displayed before the screen name.
Buttons applicable to the Smart Path:

Button Description
The Next button allows you to navigate to the next screen.
The Previous button allows you to navigate to the previous screen.
Click on this button to hide the employee navigation section.
Click on this button to display the employee navigation section.
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11 Content Manager
The Content Manager utility enables you to attach notes and documents to any entity or employee
record in the People system. Content can be viewed and attached on the Employees Screen or
the Entities Screen.

Click on the Content tab
Click on the Content tab.
Content Filter options.
11.1. Content Filter Options
Fields in the Content section:

Column Description
Category In the Category field, click on the drop-down arrow and select the
applicable category to filter.
Zone Select the zone code of the users that are allowed to view the content.
Sensitivity A sensitivity level can be defined for each document.
Options You can select to view the document according to the following
options:
Only what I added,
Include Inactive Items, or
Ignore global documents.
Start Date and Enter the start date and end date between which the People system
End Date must filter the content header records, according to when they have
been created.
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Column Description
Auto Refresh Tick this box to have the content list updated as you select filter
options.
All Related Tick this box to display all the documents related to the selected filter
Content options for all employees.
Note: Content Categories may be added on the Content Category Type Screen.
To access the Content Category Type Screen, from the Navigation pane:
Expand Parameters
Expand Content
Double-click on Content Category Type
Click on
Buttons on the Content pane:

Button Description
Click on the applicable employee record for which you want to attach a
document and then click on the New button to browse for the file.
Click on the applicable document record on the filter list and click on the Edit
button to edit the details of the attached document.
Click on the applicable employee record for which you would like to view
documents and click on the Content button to display all documentation for
the selected record and according to the filter options defined.
Click on the applicable document record on the filter list and click on the View
button to view the details of the selected document.
11.2. Content Detail
To attach a new document, click on the New button. To view the detail of an existing
document, click on the Edit button.
2. Click on the applicable

document and click on the Edit 1. Select an employee
button. record.
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The Content Details Screen will display which has three tabs, namely:
Content Summary,
Documents, and
Notes.
11.2.1. Content Summary

Fields on the Content Summary tab:
Field Description
Date Created This field indicates the date on which the content header was created.
Employee Code If you are adding content on a specific employees record, the employee
code will display in this field.
Expiry Date You can enter a date when the content header will expire. The content
will not display after the expiry date has been reached.
Entity If you are adding the content for a specific entity, the entity details will
display here.
User Name This column displays the user name of the user who added the content.
Related Table This field defaults automatically. The People system refers to the record
you have selected to determine the table to which the document will be
linked.
Subject Enter a subject heading for the content you are attaching.
Fields in the Content Classification section of the Content Summary tab:

Field Description
Zone Code Select the zone code of the users that are allowed to view the content.
Sensitivity You can set a sensitivity level for each document.
Content This field defaults from the location where you are in the People system.
Category Type This option is used for filtering purposes.
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11.2.2. Documents
Once you have completed the content header information, click on either the Notes or
Document tab, depending on what you want to add. You can add both notes and documents to
a record. There is no limit to the number of notes or documents you are allowed to add.
To attach a document, click on the New button. From Windows Explorer, browse and select
the document to attach.
Document Details
Once you have selected a document, the Document Details Screen will display. The Document
Details Screen contains the properties of the document you have attached.
Fields on the Document Details tab:

Field Description
File Name The file name will default from the documents saved file name. You can
change the file name here.
File This column displays the file extension type that has been added. You can
Extension change this field but this will not influence the file.
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Code You can enter a document code that can be used when searching for
documents.
Sensitivity You can define a sensitivity level for the document. Access to documents
can be controlled by setting permissions, using the Security Setup in the
People system.
File Size This field displays the file size of the document that you have attached.
Version You can allocate a version number to the document.
Comment You can enter a comment that further explains the document you have
attached.
Additional You can add additional authors in the Additional Authors pane, or type
Authors them in the column.
11.3. Notes
Fields on the Notes tab:

Column Description
Date Created The date created will default to the system date. However, you can
change this date.
Subject Enter a subject description for the note.
Note Expiry Date If applicable, enter the date the note will expire. The note will not be
deleted.
Priority Start Date If you have multiple notes, you can set the date when the note
and Priority Expiry takes priority.
Date
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Sensitivity You can define a sensitivity level for the document. Access to
documents can be controlled by setting permissions, using the
Security Setup in the People system.
11.4. File Extensions
Documents in different file formats may be attached to the People system. The selection on the
File Extension Screen will determine which formats will be allowed. The All Files option will allow
all the types of files listed on the File Extension Screen.

Expand Parameters
Expand Content
Double-click on File Extension
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12 Employee Transfer
An employee may be transferred between:

different companies,
different company rules within the same company and within different companies,
different remuneration structures, and
different of leave policies.
When the hierarchy linking for an employee must be changed, it is not regarded as a transfer.
The same applies to a change of job title.
When an employee was terminated and has broken periods in service, the employee needs to
be added as a new employee in another company or company rule. When adding a new
employee the entity record can be located and does not have to be loaded a again.
If an employee was reinstated in the incorrect company, the employee must be transferred to
the correct company as you cannot undo a reinstatement.
12.1. General rules

12.1.1. Employee Transfer with YTD Totals
Transferring employees with YTD totals is a function that will be used to remove an employee
from one company rule and move the employee to another company rule within the same
company. General rules regarding transfers with YTD totals:
1. The following must be the same in both the company rule you are transferring the
employee from and the company rule you are transferring the employee to:
Payment cycles, for example, transferring from a monthly paid company rule to a
monthly paid company rule.
Tax numbers, UIF registration numbers (not reference numbers) and SDL
registration numbers (not reference numbers).
Period in the tax year, for example, if the current company rule is in period 4 of 12,
the other company rule must also be in period 4 of 12.
Period end dates do not have to be the same.
2. No transfers may be done in the following situations:
Where the capture status is set as Stop All in either one or both the company rules,
Where the employees UIF status is set as Maternity Leave in the company rule you
are transferring the employee from.
Where leave pay is activated for the employee.
3. Terminated employees:
Terminated employees can only be transferred with YTD totals and they will remain
terminated in the company rule which you transfer the employee to. Remember the
rules applicable to transfers with YTD information.
4. Active employees:
If early pay is activated in the company rule you are transferring the employee from,
it will be deactivated in the company rule you are transferring the employee to.
If forced pay is activated in the company rule you are transferring the employee
from, it will be deactivated in the company rule you are transferring the employee to.
Should any of the employees payslips be frozen in the company rule you are
transferring the employee from, it will be deactivated in the company rule you are
transferring the employee to.
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12.1.2. Employee Transfer without YTD Totals
Transferring an employee without YTD totals is a function that will be used when the employee
is terminated in the company rule you are transferring the employee from, and the employee will
be added as a new employee in the company rule you transferring the employee to. General
rules regarding transfers without YTD totals:
1. Terminated employees:
Employees terminated in the current company rule may not be transferred.
Terminated employees can only be transferred with their YTD totals.
2. Active employees:
The following fields will clear and needs to be recaptured or reselected manually in the
company the employee is transferred to, if applicable:
future increases,
shift patterns,
shift YTD values,
fringe benefits with sub-screens,
provision for tax on annual bonus,
deductions with balances,
external payments paid in full,
external payments with a positive balance (the system will prompt you to select the
payroll definitions to which the external payments must be linked in the company
rule the employee is transferred to, and the current balance on the Payslip Detail
screen will become the new balance),
loans and savings (the system will prompt you to select the payroll definitions to
which the savings/loans payments must be linked in the company rule the employee
is transferred to, and the current balance on the Payslip Detail screen will become
the new balance),
earnings and/or deductions that have increasing and/or decreasing balances,
the BCEA screen,
leave balances brought forward,
garnishee order balances, and
minimum net pay (ensure that the deduction priorities are defined in the company
rule the employee is transferred to).
12.1.3. Other transfer rules

Take note of the following general rules for employee transfers:
If you are transferring multiple employees without their YTD totals, remember that you
have to access each employee by clicking on the record for the following screens:
o New Hierarchy Structure: Select the new hierarchy items for each employee.
o Employee(s) Leave Policy: Select the new leave policy for each employee.
When transferring employees between companies with different payment cycles, the Sage
300 People system will prevent you from transferring employees with YTD totals.
When transferring employees between companies, you will need to cancel all pending
leave transactions before you will be able to transfer the employees.
If the transfer is going to take place over the February/March processing periods, contact
Sage 300 People Support to discuss all implications before continuing with the transfer.
Both the from and the to companies pay runs (ALL of them, inactive runs as well) must
be open in order to recalculate the employees.
When employees are transferred from a weekly to a monthly company rule, the transfer
should be done in the last week of the month. Should you transfer the employee in the
first week of the month, the system will create two payslips, which will be incorrect. This
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means that the payslip in the from company rule will still be active and still calculate the
period salary for the employee(s).
When you transfer the employee in the last week of the month, the employee will be terminated at
the end of the month in the from company rule and have a new IRP5 start date in the to company
rule.
12.2. Employee transfer filter
This screen will allow you to apply filters so that you will transfer the correct employees.

Double-click Employee Transfer
The Basic Filter section on the Employee Transfer screen is exactly the same as on the
Employees screen. Make the necessary filter selections and click the Refresh & Search button to
list the required employees in the Employees section on the screen.
One or more of the employee records on the filtered list may be transferred. The employee
records to be transferred will be specified in the Transfer Wizard, and not on the Employee
Transfer screen.
Once the required employee records display in the screen, click the Transfer button and select
the Transfer Employees option to access the Transfer Wizard, which will guide you through the
transfer process.
12.3. Transfer wizard
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To access the Transfer Wizard:
Click the Transfer button and then click

Transfer Employees.
The Welcome screen of the Transfer Wizard displays. Click Next.
12.3.1. Transfer option screen

Tick the box(es) relevant to the type of transfer you are performing.
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Options on the Transfer Option screen
Option Description
Tick this box to transfer employees between companies. When you
select this option, the company rule and leave policy options will
automatically be selected.
Company
You can only transfer employees without their YTD totals when
transferring employees between companies.
Tick this box if the employee(s) must be transferred to another

company rule within the same company. Should an employee be
Company Rule
transferred to another company rule that is part of another
company, the Company box should also be ticked.
Tick this box if you want to transfer/link the employee(s) to a new
remuneration structure. This option can be used to:
Remuneration globally link employees to a new remuneration structure, or
Structure link the employee(s) to a new remuneration structure when
transferring the employee(s) to a new company rule and/or
company.
leave policy. This option can be used to:
Leave Policy globally link employees to a new leave policy, or
link the employee(s) to a new leave policy when transferring
the employee(s) to a new company rule and/or company.
leave policy. This option can be used to:
Position globally link employees to a new positions or
link the employee(s) to a new position when transferring the
employee(s) to a new company rule and/or company.
12.3.2. Transfer selections screen

The fields on the Transfer Selections screen of the wizard are determined by the transfer
options selected on the Transfer Option screen (previous screen). When transferring employees
between companies and/or company rules, the Transfer Selection Option field will display. Click
the drop-down arrow and select one of the following options:
Move Employee, or
Without Year to Date Information.
Options in the Transfer Selection Option field on the Transfer Selection screen
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Option Description
This option will remove the employee in the from company rule and move
Move the employee with YTD totals to the to company rule. This means that the
Employee employee will not be included in any of the reports in the from company
rule.
Without Year
This option will terminate the employee in the from company rule and add
to Date
the employee as a new employee in the to company rule.
Information
12.3.3. Move employee (with YTD information) option on the transfer selection screen
If an employee needs to be transferred with their YTD information, choose this option.
Fields on the Transfer Option screen when the Move Employee option was selected
Field Description
These fields will default to the company to which the filtered
From Company and employee(s) was linked. You will not be able to change these fields,
To Company as employees can only be transferred with YTD totals within the same
company.
This field will default to the company rule to which the filtered
From Company Rule
employee(s) was linked.
Click the drop-down list to select the company rule which the
employee(s) must be transferred to. The drop-down list will only
display company rules linked to the same From Company and To
Company, and with the same payment cycle as the From Company
Rule linked to the filtered employee(s).
To Company Rule If you require to transfer an employee to a company rule with a

different payment cycle or linked to a different company, you must
select to transfer the employee(s) without YTD totals.
When you transfer an employee with YTD totals, the employee will
be removed from the filtered employee transfer list.
Click the drop-down list and select the transfer reason. You can add
Transfer Reason new transfer reasons from the drop-down list by right-clicking on the
list and then selecting Edit.
Field Description
This field will display if the Leave Policy box on the Transfer Option
New Leave Policy screen was ticked. Click the drop-down list and select the new leave
policy to which the employee(s) must be linked.
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Field Description
This field will display if the Remuneration Structure box on the
Transfer Option screen was ticked. Click the drop-down list and select
New Rem Structure
the new remuneration structure to which the employee(s) must be
linked.
If you selected to do a company transfer, selected the Move Employee option and then selected
a different company, an error message will display stating the following: YTD is only allowed
within the same company.
12.3.4. Without Year to Date Information Option on the Transfer Selections screen
If an employee needs to be transferred without their YTD information, choose this option.
Fields on the Transfer Option screen when the Without Year to Date Information option
was selected
Field Description
This field defaults to the company currently linked to the filtered
From Company
employee(s).
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Field Description
Click the drop-down list and select the company to which the
To Company employee(s) must be transferred to. This option may only be used when
transferring employees without YTD totals.
From Company This field defaults to the company rule currently linked to the filtered
Rule employee(s).
Click the drop-down list to select the company rule to which the
To Company Rule employee(s) must be transferred to. The drop-down list will only display
company rules linked to the company selected in the To Company field.
Click the drop-down arrow and select the transfer reason. You can add
Transfer Reason new transfer reasons from the drop-down list by right-clicking on the list
and then selecting Edit.
Current Company
This field defaults to the period end date of the company rule linked to
Rule Termination
the filtered employee(s). You may change the termination date.
Date
This field allows you to select whether the employee(s) should keep the
original leave start date, or whether the leave start date must default to
Set Leave Start the new date engaged. The options are:
Date Option Keep Original Leave Start Date, or
Change Leave Start Date to new Date Engaged.
Retain Date Joined Tick this box if the current date joined group must default to the
Group company rule you are transferring the employee(s) to.
Date Engaged In
This field defaults to the period start date of the company rule you are
New Company
transferring the employee(s) to. You may change the date.
Rule
This field will display if the Leave Policy box on the Transfer Option
New Leave Policy screen was ticked. Click the drop-down arrow and select the new leave
policy to which the employee(s) must be linked.
This field will display if the Remuneration Structure box on the Transfer
New Rem Structure Option screen was ticked. Click the drop-down arrow and select the
new remuneration structure to which the employee(s) must be linked.
This field will be disabled if the termination date entered is before or the
same as the period end date of the company rule you are transferring
the employees from. If you have selected a future termination date, this
field will be enabled. The options are:
Current Period: This option will perform the final tax calculation in
Termination Final the current period. The employees status will become Terminated
Calculation in the next pay period once a rollover was performed.
Termination Period: This option will perform the final tax
calculation in the period in which the termination date entered
occurs. The employees status will remain Active until the
termination period has been reached and a rollover was
performed, then it will change to Terminated.
Field Description
Set the Employee Tick this box if the Employee Rule screen information must default from
the new company rule the employee is transferred to. This will have an
Rule Defaults From
effect on the Hours per Period and Hours per Day fields on the
Company Rule Employee Rule screen and therefore have an effect on an employees
Values period salary, should the payment cycles be different.
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Field Description
It is important to tick this box, should the payment cycles be different

for the two company rules involved. Otherwise the employees Hours
per Period and Hours per Day fields will stay the same, as well as the
Period Salary field. This will mean that you will have to manually
adjust these fields after the transfer. The employees current annual
salary will be divided by the new periods in the tax year, based on the
defaults of the company rule you are transferring to in order to
calculate the new period salary.
This section allows you to select what should be applied to the

employee(s) existing transactions. One of the following options must be
selected for each transaction:
None: Transactions remain in the old company rule and none will
be transferred to the new company rule,
Move: Transactions will be removed from the old company rule and
moved to new company rule, or
Employee Copy: Transactions will remain in the old company rule and copied
to new company rule. It will thus exist in both company rules.
Transaction
Action(s)
One of the above mentioned options must be selected for each of the
following transactions:
Leave Transaction History,
Employee Document Attachments,
Disciplinary Transaction History,
Discussion Transaction History, and
Performance History.
12.3.5. Which Employee(s) to Transfer screen

This screen allows you to select whether you want to transfer the selected employee or multiple
employees based on the filtered employees.
12.3.6. Employee selection screen

When Transfer only this employee was selected on the previous screen:
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When Transfer multiple employees was selected on the previous screen:
Columns on the Employee selection screen

Column Description
Tick the box for each employee to be included in the transfer.
Include Employee You can also use the Select / deselect All tick box at the bottom of the
screen, instead of flagging the employees one by one.
Column Description
Tick the box in order to transfer all pending leave transactions for the
selected employees.
Transfer Pending
Leave You can also use the Select / deselect all pending leave transactions
Transactions tick box at the bottom of the screen, instead of flagging the employees
one by one.
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This field displays the employee code of the filtered employee(s) to be
Employee Code
transferred.
This field displays the employee name of the filtered employee(s) on the
Employee Name
list.
Select whether the employee(s) should be linked to a council in the
Council
company rule you are transferring the employee(s) to.
If leave pay was activated, an error message will display stating that the
Leave Pay employee cannot be transferred. Leave pay must manually be
deactivated before an employee can be transferred.
If an employees UIF status is Maternity Leave, an error message will
display stating that the employee cannot be transferred. The employees
Maternity Pay
UIF status must manually be changed before the employee can be
transferred.
This field indicates whether early pay was activated in the company rule
you are transferring the employee(s) from. The following options are
available:
None: Early pay was not activated in the company rule you are
Early Pay
transferring the employee(s) from and no action is required.
Deactivated: Early pay was activated in the company rule you are
transferring the employee(s) from and will be deactivated, should
this employee be included in the transfer.
This field indicates whether the payslips of the employees you are
Freeze Payslip
transferring has been frozen.
This field indicates whether forced pay was activated in the company rule
you are transferring the employee(s) from. The following options are
available:
None: Forced pay was not activated in the company rule you are
Forced Pay
transferring the employee(s) from and no action is required.
Deactivated: Forced pay was activated in the company rule you are
transferring the employee(s) from and will be deactivated, should
this employee be included in the transfer.
If Stop Further Entry was activated in the company rule you are
Stop Further transferring the employee(s) from, an error message will display stating
Entry that the employee(s) cannot be transferred. Stop Further Entry must
manually be deactivated before the employee(s) can be transferred.
If an employee has an increase with a future date, the increase will be
Pending Increase
removed automatically.
If an employee has a future leave transaction, a warning message will
Pending Leave
display stating that the employee has a pending leave transaction. See
Transactions the relevant error messages below the table on the next page.
If an employee has any pending workflow claims, an error message will
Pending
display stating that all pending workflow claims must be deleted before
Workflow Claims the employee can be transferred.
If an employee is linked to a medical aid plan/option, the Sage 300
People system validates whether the medical aid plan/option exists in the
Medical Aid
company rule you are transferring the employee(s) to. Should the
Linking medical aid plan/option not exist in the applicable company rule, an error
message will display. See the relevant error messages below this table.
Error messages referred to in table on the previous page:
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Pending Leave Transactions
The error message states the following: There are pending leave transactions. Unable to
continue with the transfer when you are doing a leave policy transfer.
You will not be able to proceed with the transfer should the transfer be performed for different
companies. The pending leave transactions must be deleted before the employee(s) can be
transferred. An error message will display in this case. See the message below.
The error message states the following: Medical Aid: Classic Comprehensive is linked in the
FROM Company Rule but is not linked in the TO Company Rule.
Medical Aid Linking
12.3.7. Employee code screen

The Employee Code screen is only relevant when employees are transferred without YTD totals, in order
to select the new employee code which will be applicable in the company rule you are transferring the
employee(s) to.
The new employee code for each employee will default to the old employee code, starting with
an underscore. You may change the new employee code.
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Should the employee(s) be transferred with YTD totals, it can only happen within the same
company. Therefore, the employee code will remain the same and the following screen will
display as confirmation:
12.3.8. Sub screen questions

The Sub screen Questions screen is only relevant when employees are transferred without YTD
totals, in order to select whether you want to carry over any savings, loans or external payment
values to the company rule the employees are transferred to. You will need to select the
applicable payroll definitions that the deductions must be applied to on the Employee Payslip
Definition screen in the company rule the employee(s) is transferred to.
12.3.9. Company rule pay run mapping

You must link the pay run(s) of the company rule the employee(s) is transferred from to a pay
run in the company rule the employee(s) is transferred to. You cannot link the same pay run
more than once.
Take note of the following when completing the Company Rule Pay Run Mapping screen:
The Main pay run will always be mandatory for selection in the company rule the
employee(s) is transferred to, whether you transfer employees with or without their YTD
totals.
When transferring employees with YTD totals, any other pay run will always be mandatory
for selection.
When transferring employees without YTD totals, any other pay run will be optional for
selection.
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12.3.10. New employee Payslip Definition screen
This screen indicates the new Payslip Definition screen of each selected employee. If you have
selected to transfer the employee(s) sub screen information, you must select the new payroll
definitions to which the information must be transferred. Make sure to select each employee
when transferring multiple employees, in order to select the relevant fields before you will be
able to continue.
Take note of the following when completing the New Employee Payslip Definition screen:
If the employees are not linked to a new remuneration structure as part of the transfer
options, you must complete the following fields:
o Payment Run Definition, and
o Affected Earning Line.
The Emp Deduction Definition field must be completed on the External Payments screen.
You need to select the payroll definition on which the deduction must be displayed. The
Initial Balance field will be adjusted to the current outstanding balance in the company rule
the employee(s) is transferred from. Should you want to keep the original balance, you will
have to amend the balance manually on the Payslip Definition screen after the transfer is
completed.
The following fields must be completed on the Savings and Loans screen:
o Emp Deduction Definition: Select the payroll definition on which the deduction
must be displayed.
o Interest Accumulate Ded Definition: Select the payroll definition on which the
interest must be calculated. You cannot change the interest type while transferring
the employee. This must be adjusted manually after the transfer.
o Interest Fringe Benefit: Select the payroll definition on which the fringe benefit
must be calculated. You cannot untick the Interest FB Calculate box while
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transferring an employee. This must be adjusted manually once the transfer is
completed.
o Initial Value: This field will be adjusted to the current outstanding balance of the
company rule the employee(s) is transferred to. Should you want to keep the original
balance, you will have to amend the balance manually on the Payslip Definition
screen after the transfer.
12.3.11. New hierarchy structure screen

The New Hierarchy Structure screen is only applicable when employees are transferred without
YTD totals to another company. The hierarchy structure will therefore stay the same, should an
employee be transferred to another company rule within the same company.
The hierarchy structure setup is done per company, therefore youll need to select the
employees new hierarchy structure by selecting the relevant hierarchy items of the company
the employee(s) is transferred to.
12.3.12. Employee(s) Leave Policy screen

This screen will display if the Leave Policy box on the Transfer Option screen was ticked and
allows you to select what should be applied to the exiting leave balances in the company or
company rule the employee(s) is transferred to.
Columns on the Employee(s) Leave Policy screen

Column Description
From Leave
This field displays the leave definitions of the current leave policy.
Definition
Transfer Balance This field displays the balance carried forward of each leave definition.
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Column Description
This field allows you select what should be applied to the leave
balances in the new leave policy. The options are:
To Line: This option allows you to select the leave definition for
the leave policy of the company rule the employee(s) is transferred
to, to which the leave balances must be transferred.
Create Line for employee: This option allows you to select a
Transfer Option leave definition that does not form part of the new leave policy.
The selected leave definition will therefore be added on the
employees Leave Policy screen as an additional leave definition.
The balance will be carried forward to the new leave definition.
Drop: This option allows you to delete the current leave balance.
This means that the leave balance will be deleted and not carried
forward to any leave definition.
If you have selected to transfer the leave balance to a leave definition
on the new leave policy, select the leave definition to which the leave
balance must be transferred.
To Leave Definition
You must select each employee and make the relevant selections
doe each employee when multiple employees are transferred.
12.3.13. Employee(s) Transfer Confirmation Settings screen

This screen has three tabs which display the transfer selections made before the employee(s) is
transferred. This screen gives you the opportunity to confirm all the selections made. The tabs
are:
Transfer options,
Employee Transaction Action(s), and
Employee(s) to transfer.
Transfer options:
Employee Transaction Action(s):

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Employee(s) to transfer:
Once all the information is confirmed as correct, click the Next button to start the transfer
process.
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12.3.14. Processing transfer screen
Once you clicked the Next button on the Employee(s) Transfer Confirmation Settings screen,
the Sage 300 People system will start the transferring of the applicable employees one by one.
Whilst processing a record, the transfer status will display as Busy, and once a record has
been completed the transfer status will display as OK.
The transfer status will change to OK once the employee has been transferred. The Exception
Error and Validation Errors fields will display any errors that could cause the transfer not to be
successful, if applicable.
Should the transfer process of an employee record generate an error, you can click the Back
button and uncheck the employee to exclude him/her from the transfer in order to continue.
Once all employee records have been processed successfully, click the Next button.
The Completed screen will display. Click the Finish button.
12.4. Company transfer
When transferring employees between companies, the company rule and leave policy boxes will
automatically be ticked.
12.4.1. With YTD totals

You will not be able to transfer employees with their YTD totals between companies. Should you
select to transfer the employees with their YTD totals, you will receive the following error
message:
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The error message states the following: YTD is only allowed within the same company.
12.4.2. Without YTD totals
12.5. Company rule transfer
12.5.1. With YTD totals

You can only transfer employees with their YTD totals when both the company rules are in the
same company, have the same payment cycle and are in the same period of the tax year. This
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means that you will not be able to transfer employees to a company rule with a different
payment cycle, for example, from a weekly to a monthly company rule.
When you transfer an employee with YTD totals, the employee will be removed from the filtered employee
transfer list.
It is important that both company rules are in the same period in the tax year, otherwise you will
get the follow error message:
12.5.2. Without YTD totals

You can transfer employees without their YTD totals between any company rules, regardless of
the companies and payment cycles.
It depends on whether you want to transfer the employee(s) to another company or to another
company rule only. Should you want to transfer the employee to another company, the rules
with regards to company transfers without YTD totals will apply.
The drop-down list in the To Company rule field will display all the company rules linked to the
company in the To Company field. This means that you can transfer employees to a company
rule with a different payment cycle, e.g. Weekly to Monthly. Should an employee be transferred
to a company rule of a different company, the Company box on the Transfer Selection screen
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should also be ticked. The employee(s) will be terminated in the company the employee(s) is
transferred from and added as a new employee in the company the employee(s) is transferred
to.
12.6. Remuneration structure transfer
This option will allow you to transfer employees from one remuneration structure to another
within the same company and company rule.
Fields on the Transfer Selection screen for remuneration structure transfers

Field Description
From Company & To These fields will default from the fields selected in the Basic Filter for
Company the filtered employees.
From Company Rule These fields will default from the fields selected in the Basic Filter for
& To Company Rule the filtered employees.
Transfer Reason Select or create the relevant reason for the transfer.
Select the new remuneration structure for the selected
employee(s).
You can use this option to globally link employees to a new
New Rem Structure remuneration structure.
Select this option to link the employee(s) to a new remuneration
structure when transferring the employee(s) to a new company
rule and/or company.
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12.7. Leave policy transfer
Fields on the Transfer Selection screen for leave policy transfers

Field Description
From Company & To These fields will default from the fields selected in the Basic Filter for
Company the filtered employees.
From Company Rule These fields will default from the fields selected in the Basic Filter for
& To Company Rule the filtered employees.
Transfer Reason Select or create the relevant reason for the transfer.
Select the new leave policy for the selected employee(s).
You can use this option to globally link employees to a new
leave policy.
New Leave Policy
Select this option to link the employee(s) to a new leave policy
when transferring the employee(s) to a new company rule
and/or company.
If an employee has a future leave transaction when transferred within a company, a warning
message will display on the Employees Selection screen stating that the employee has a
pending leave transaction. If an employee has a future leave transaction when transferred to
another company, an error message will display on the employee Selection screen stating
that there are pending leave transactions and you are unable to continue with the leave policy
transfer.
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12.8. Position transfer
If the Sage 300 People system is licenced for the Job Profile Management Module, the Position
option will also be available on the Transfer Option screen.
The following screens will be included in the wizard for a position transfer:
Position Linking Options screen
Position Validations screen
Issued Items to be Returned screen
New Hierarchy Structure screen
Position Movement Confirmation screen
A position transfer is specific to the Job Profile Management module and is explained in detail
in the Sage 300 People Job Profile Management training. Contact your Sage Training
marketer or speak to you Sage Training facilitator for more information.
12.8.1. Position linking options screen

The employees new position and new position start date needs to be added on this screen.
Select the employees you would like to link to new positions by ticking the Include Employee
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box. The employees date engaged can also be used if relevant.
12.8.2. Position validations screen
This screen will show errors with the transfer process, if applicable.
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12.8.3. Position items issued screen
This screen will indicate whether there are any items to be issued to the employee or any items
that need to be returned by the employee to the company as a result of the position transfer.
12.8.4. New hierarchy structure screen

This screen will display the new hierarchy structure that the employee will be linked to as a result
of the position transfer to a new position.
12.8.5. Position movement confirmation

This screen will display both the old position information as well as the new position information
for confirmation.
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12.8.6. Terminated employees transfer
Terminated employees cannot be transferred to a different company. Therefore, the company
option will not be available. Terminated employees can only be transferred to another company
rule with the same payment cycle within the one company.
Terminated employees can only be transferred with YTD totals and will remain terminated in the
company rule they are transferred to. Keep all relevant rules in mind when transferring employees
with YTD totals.
If a terminated employee is selected to be transferred without YTD totals, an error message

will display on the Employee Selection screen stating that you are unable to transfer the
employee with a current or future termination date.
12.9. Employee transfer report
The Employee Transfer Report displays the employees who were transferred across all
companies within the database. The transfer details are displayed per employee.

Expand Reports
Double-click All Reports
Expand Transfers
Expand Employee Transfer
1. Click Employee Transfer.
2. Click Open Print Form.
Define the required filters and sorting levels and click the Preview button.
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The Employee Transfer Report displays the employees who were transferred across all the
companies in the database. The transfer details are displayed per employee.
Employee Transfer Report:
Always clear cache before transferring an employee.
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Sage 300 People

Product Version: 17.2.3.6

Company Rule Company Rule Payroll

On the Navigation pane:

To view the detail of a company, double-click

Basic Information tab.

Fields on the Basic Information tab of the Company Detail Screen:

1. Click on the Load button and browse to find the image.

2. Right-click in the image box and browse to find the image.

Basic Detail tab.

Fields on the Addresses Screen:

On the Navigation pane:

Add the record and click on Save All.

Before selecting the work address to be mandatory, the following needs to be

On the Navigation pane:

Fields on the Contacts pane of the Contacts Screen:

On the Navigation pane:

Additional Contacts section

Fields on the Additional Contacts pane of the Contacts section:

1.1.3. Bank Details

Fields on the Bank Details Screen:

1.1.4. Entity Relationships

VIP Accpacc Child

On the Navigation pane:

1.2. Company Details

Note: You do not have to add the hierarchy headers used

1.2.1. Statutory Numbers

1.2.2. Monthly Tax Receipt

Note: Do not use this method to translate definitions.

To link a hierarchy header to the Company,

All codes linked to the header will be

Fields on the Hierarchy Structure Screen:

Note: A hierarchy header must be defined to be a Geographic Location

1.2.5. Generic Fields

Example of a hierarchy setup for a database:

Country Department Site Header

Singapore Finance Site A

Malaysia Consulting Site B

Consulta Child of Child

2.1. Hierarchy Header

On the Navigation pane:

Columns on the Hierarchy Screen:

2.1.1. Hierarchy Items

Fields on the Hierarchy Items Screen:

Note: the only special character allowed in the code is _

Example: the hierarchy header has root and child hierarchy

Address If the hierarchy header was flagged as a geographic location you

2.1.2. Local Addresses Screen

2.2. Hierarchy Relationships

2.2.1. Hierarchy Relationship Setup Detail

On the Navigation pane:

2.2.2. Level Definition

Note: You can only link one root level hierarchy.

2.2.3. Level Setup

The selected items will be added to the level tree.

Additional information regarding the selection of level tree hierarchy items:

2.3. Report Hierarchy Setup

On the Navigation pane:

Linking of hierarchy headers is done on the Report Hierarchy Setup Screen.

On the Navigation pane:

1. Click on the drop-down arrow for each field.

2. Select the applicable header from the drop-down list.

The linked hierarchy headers on the