Introduction

The Vanilla Payroll module will help companies outside Singapore, Hongkong, Malaysia and Myanmar to compute the salary of your staff. In this document, we will run through processing your payrun to generate the salary of your staff.

Part 1. Administration

1.1. Administration - Employee Pay Details

1.1.1. Employee Pay Details - Manual Editing

Step 1: Click on .

Step 2: Click on .

Step 3: You will see your staff’s employee pay details.

Step 4: You can configure your staff’s pay details by clicking the small pencil  icon under the Actions tab.

Step 5: You will be taken to this page where you can update your staff’s pay information. This is also where you can add/remove/enable/disable pay elements from the staff's pay information.

Step 6: You can enter information or small notes under the Remarks Box if you wish to.

Note: Remarks on Payslip was previously limited to 100 characters only but has been enhanced to 300 characters.

Step 7: Click on the  button for any changes made.

1.1.2. To assign a Different Work Week for the staff

Step 1: Click on .

Step 2: Scroll down and look for Work Week field. Click on the dropdown arrow and choose the appropriate work week for the staff.

Step 3: Click on  when done. 

1.1.3. To add Pay Elements under the Additions or Deductions columns

Click on the highlighted areas in the image above, choose the pay element you want to add, then please do not forget to click on the “Add” button.

1.1.4. Employee Pay Details - Mass Edit Pay Elements

You can also use the Mass Edit Pay Elements Option. Which can be found on the Employees Pay Detail page.

Step 1: Click on .

Step 2: Click on it one more time to show all the pay elements available in your system. This will bring you a page similar to the image below: 

Step 3: Input the values that you need to add under the appropriate pay elements for each user. The system will automatically save the data for you. 

1.1.5. Employee Pay Details - Import Pay Elements

Another option is to import pay elements, which can also be found on the Employees Pay Details page.

Step 1: From the Employees Pay Details page, scroll down and click on .

Step 2: Click on .

Step 3: You will be getting an Excel file with the list of users in your system, all the pay elements available and remarks column wherein you can put the individual payslip remarks.

Step 4: Complete the template with the necessary information, then save.

Step 5: Drop the file into this field: .

Step 6: Click on the  button.

Step 7: Once you click on the Import button, your page will change to the “mapping” function. Please double check the mapping of your data to avoid any errors in the import process.

Step 8: Once you have verified the mapping of data, click on .

Step 9: Confirm the import process by clicking on Confirm button.

Step 10: After importing, you can check on the details of your staff. All information included on the template will appear on each staff’s pay information.

1.2. Administration - Process Leave Items

1.2.1. Process No Pay Leave

Step 1: Click on .

Step 2: Click on .

Step 3: Click on "Process Leave Items" then go to "Process No Pay Leave" tab.

Step 4: Search the appropriate month for the No Pay Leave.

You should see this screen with a small write out of the key elements you would want to focus on.

1. You can see the formula used
2. Status is shown: Pending or Processed
3. Shows if No Pay Leave is Cancelled or not
4. Pay element to be added to the pay information of Staff

Step 5: To include the No Pay Leave as a deduction in the staffs' pay, click on the .

You should see this message appearing.

Step 6: Click on 

tab at the top and look for the staff that you have added the No Pay Leave Pay Element. Click on .

You should see the No Pay Leave at the side of Deduction.

1.2.2. Process Leave Encashment

Step 1: Click on .

Step 2: Click on .

Step 3: Click on "Process Leave Items" then go to "Process Leave Encashment" tab.

Step 4: Select the year. .

Step 5: Click on the  icon to proceed. You should see the below message. Click on .

Step 6: To check whether the Leave Encashment has been successfully transferred, click on  tab at the top. Look for the staff that you added the leave encashment. Click on the  icon.  You should see Leave Encashment Added in the Additions portion.

1.3. Administration - Process OT

After you had done the Pending OT, you can make the required amendment (if you wish) in the Process OT tab.

Step 1: Click on .

Step 2: Click on .

Step 3: Click on .

Step 4: Click on . The following page would appear.

Step 5: Update the OT time accordingly, then click on  or .

Step 6: To check that the OT data is transferred correctly to the employee, click on .

Step 7: Select the staff that you had done the OT transfer and click on the . Scroll down and you should see the Working hours and OT.

Step 8: Click on  and the system will show you this message.

Step 9: You should see that the OT will be added to the Additions column.

1.4. Administration - Process Claims

If your company subscribed to JustLogin eClaim (eForm), you can pull the claim information from eForm to Payroll and place those claims as part of the staff pay once the claims are reimbursed by the claim administrator.

To process claim, do the following:

Step 1: Click on .

Step 2: Click on .

Step 3: Click on .

Step 4: Click on .

You should see a list of claims the claim administrator had proceeded.

Step 5: You can refine the list based on months or based on status. 

Step 6: Select those claims you wish to approve  or click  to approve all pending claims without selecting.

1.4.1. Check Processed Claim

You can check the system had successfully transferred the process claims to the staff by doing the following:

Step 1: Click on .

Step 2: Click on .

Step 3: Click on .

Step 4: Find the staff that you did the claim transfer on and then click on the  icon. Check whether the transferred claim appears in the Additions column.

1.5. Administration - Process Benefits

If your company subscribe to JustBenefit, you can import all the benefits claims from that to Payroll. To do that, we need to assume that the JustBenefit administrator had done the required transfer of the benefit claims to Payroll. 

Step 1: Click on .

Step 2: Click on .

Step 3: Click on . You should see a list like the below.

Step 4: Select the record you wish to approve and click on  button. You should see this message when the system has successfully approved the transfer.

1.5.1. Check Processed Benefit

You can do the following to verify that the Benefit claim had been successfully transferred.

Step 1: Click on .

Step 2: Click on .

Step 3: Click on .

Step 4: Search for the staff and then click on  icon. The claim should appear in the Additions column.

1.6. Administration - Salary Progression

The Salary Progression is useful when you need to change the staff salary. This is also the page which you can see the salary progression history.

Note: It is important effective date is correct to have correct pro-rated amount. You can also review his portion to see why the amount was pro-rated too.

1.6.1. Adding/Changing Salary

To change the salary of the staff, do the following:

Step 1: Click on .

Step 2: Click on .

Step 3: Click on .

Step 4: The system will show you the staff list.

Step 5: Look for the staff you wish to update the pay and click on the .

Step 6: The following pop-up window will appear. Make the required changes.

Step 7: Click on .

Part 2. Process Pay

2.1. Process Pay - New Payrun

The New Payrun page is where the payrun will be initiated in the system. You will need to complete the fields on this page before any payruns can be approved.

Step 1: Click on .

Step 2: Click on . The system will automatically bring you to the  page.

Step 3: Select the month you wish to do the payrun for.

NOTE: For clients who are doing a back payrun, please ensure that you process the payrun from the beginning of the year, approve, and then move on to the next month. 

Step 4: Select the Pay Period.

· Monthly - you can only do one monthly payrun, per month, per staff.

· Adhoc - this can be used multiple times in a month. 

Step 5: Select whether you wish to do the payrun for all or for specific employees through this option.

· All current employees plus any resigned/terminated employees from the listing box below - this option will allow you to choose from a list of active and deactivated employees whom you would like to be included in the payrun.

· All current employees excluding selected employees from the listing box below - this will allow you to choose from a list of active employees whom you would like to be excluded from the payrun.

· Include only the selected employees from the listing box below - allows you to choose from a list of active employees who will be included in the payrun.

Once you have chosen one of the options above, click on the  icon beside the box, and then choose the users accordingly.

NOTE: If you would like to do the payrun for a specific department, you can choose the 3rd option, click on the  icon, and then from the pop-up box, type in the name of the department in the search field, so that all employees tagged to that department will appear and you can put a tick at the top-most box to choose all names.

Step 6: Select the option of how you wish to release the payslip.

· Manual Release - requires you to manually release the payslip before the employees can receive their payslips.

· Immediately after approval - once you approve the payrun, the system will automatically send out the payslip. Users will receive a push notification on their mobile apps that the payslip is available.

· Selected date after approval - you can pre-approve the pay but will not release the payslip until your specified release date.

Step 7: (Optional) The remark field allows you to enter a remark to which would appear in the payslip.

Step 8: By default, this field will display the whole month if you choose the monthly pay period.

Step 9:  Indicate whether the OT follows the Payroll Period. If not, uncheck the tick box and the system will ask you to define the date range for the OT period.

Step 10: Specify the payment date.

Step 11: To proceed with the payrun, click on .

2.1.1. Approving Payrun in Payrun Progress

After you can start a payrun, the system will automatically bring you to the Payrun Progress. Alternatively, you may perform the following steps to access the Payrun Progress as well:

Step 1: Click on .

Step 2: Click on .

Step 3: Click on the Pie Chart.

Step 4: The system will automatically bring you to the Payrun Progress page.

Step 5: Click the number at the Pending Approval column.

Step 6: You can click on the    icon to see each individual staff payrun or you may click on the   button to approve without going through the staff payrun.

Step 7: If you select the  the system will show you the payrun of the staff you have selected. You can choose to delete the payrun, to approve, reject or to approve and go to the next staff.

Step 8: Once the payrun has been approved, you will notice that the status will change from Blue (Pending) to Green (Approved).

2.1.2. Deleting Payrun

Even after you have approved you will still be able to delete it. This is to ensure that you can modify if you make any mistake. See guide below:

Step 1: Click on .

Step 2: Click on .

Step 3: Click on .

Step 4: Click on the number at the Approved column. 

Step 5: You will see this page.

Step 6: Look for the staff whose pay you want to delete the payrun and then click on the   to delete the payrun. 

Step 7: The system will prompt you are you sure of the deletion. Click on . The system will show you the number of records you deleted at the Rejected column.

2.1.3. Payrun Summary - Release Payslip

If you have set the release of payslip to be manual, you can follow the next steps in this section on how to release the payslip.

*NOTE: Skip this step if you have selected the option to release the payslip immediately upon approval of the payrun or on a selected date after approval.

Step 1: Click on .

Step 2: Click on .

Step 3: Click on the 3rd tab .

Step 4: (Optional) If you are paying someone by cheque, you can enter the Cheque No. on the column provided. Click on the  to save the cheque number.

Step 5: To release the payslip to all the staff in the list, click on .

Alternatively, select the name/s you need the payslip to be released to, and click on the  button. The staff should receive the payslip almost instantly. 

2.1.4. Resending the Payslip

Resending the payslips to all or some of your staff can be done on the Payrun Summary page, as well. If you wish to do so, please follow the steps below:

Step 1: On the Payrun Summary page, please put a tick beside the name/names of the staff you wish to resend the payslips to:

Step 2: Click on either  or  button.

Part 3. Reports

Reports allow you to generate the reports in Payroll.

3.1. Generating Reports

The steps in using Reports are:

Step 1: Login as the payroll administrator.

Step 2: Click on .

Step 3: Click on .

Step 4: Click on the name of the report that you want to run.

Step 5: Click on  report and the system will start to generate the report.

Step 6: Click on  to print to PDF or click on the  to export the report to another format such as CSV or Excel.

3.2. Bookmark Reports

You can bookmark the reports that you need to use frequently. To do that, do the following: 

Step 1: Login as the payroll administrator.

Step 2: Click on .

Step 3: Click on .

Step 4: At the report that you wish to bookmark, click on the . You will notice that that report will move all the way to the top and the  will change to .

Step 5: If you click on  , you will see that the report will be placed in the Payroll Reports Section.