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PayflexPayroll Management System

TABLE OF CONTENT

1 Introduction.....................................................41.1 What is Payflex?..................................................................................41.2 Powerful yet Useful Features available in Payflex Premium 2.5.........5

2 Login...............................................................62.1 How To Login......................................................................................6FYI: 9

2.2 How To Change Login Password......................................................10FYI: 12

3 Navigation Buttons in Payflex System..............13

3.1 Command Buttons in Payflex Toolbar...............................................133.2 Function Keys in Payflex System......................................................14

4 Menu Overview (Main Menu)...........................154.1 Setup Module....................................................................................154.2 Data Module......................................................................................154.3 Process Module.................................................................................164.4 Inquiry Module...................................................................................174.5 Report Module...................................................................................184.6 Utility Module.....................................................................................19

5 Basic Setup....................................................205.1 How To Setup New Company Profile................................................20FYI: 23

5.2 How To Setup Company Reference Data.........................................24Ref. column............................................................................................25HQ number.............................................................................................25Branch code...........................................................................................25

5.3 How To Setup Basic Codes..............................................................275.4 How To Setup Government Reference Data.....................................365.5 How To Create Group Schedule.......................................................37

6 Employee Master Update................................426.1 How To Update New Hire..................................................................426.2 How To Update Confirmation............................................................56

FYI:..................................................................586.3 How To Update Resignation.............................................................59

FYI:..................................................................61

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6.4 How To Update Increment................................................................62

FYI:..................................................................646.5 How To Update Transfer...................................................................65

FYI:..................................................................67

7 Transaction Update.........................................687.1 How To Update Fixed Allowances/Deductions..................................687.2 How To Update Unfixed Allowances/Deductions..............................727.3 How To Update Advance Payment...................................................777.4 How to Update ASB Deduction.........................................................787.5 How to Update Tabung Haji Deduction.............................................797.6 How To Pay Out Retrenchment Benefit............................................79FYI: 82

7.7 How to Update Overtime...................................................................827.8 How to Update Leave........................................................................887.9 How to Update Shift Work.................................................................937.10 How To Pay In Lieu Of Leave.........................................................99FYI: 102

7.11 How To Stop Salary......................................................................102

FYI:................................................................1067.12 How To Hold Salary......................................................................107

FYI :...............................................................1117.13 How To Stop Tax Deduction.........................................................112

FYI:................................................................1137.14 How to Update CP38.....................................................................1147.15 How To Update Zakat Deduction..................................................114FYI: 115

7.16 How To Update Bonus..................................................................115124

7.17 How To Update YTD Payroll Data Prior To Using Payflex............125FYI: 131

7.18 How to Update Working Days Manually........................................1317.19 How to Update Working Hours Manually......................................135

7.20 How To Import Transaction from TMS..........................................138FYI:................................................................1407.21 How To Import Transaction from Manflex.....................................141

FYI:................................................................1428 PAYROLL COMPUTATION................................143

8.1 How To Compute Payroll................................................................143

Visual Solutions (M) Sdn Bhd 2

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8.2 How To Compute Bonus.................................................................146FYI: 149How to Override Payflex Payroll Calculations......................................150

FYI: ...............................................................153

How To Compute Backpay...................................................................154FYI: 157How To Distribute Wage Cost..............................................................157FYI: 158

8.3 How To Generate CP22A Data.......................................................159FYI: 160

8.4 How To Generate CP159................................................................160FYI: 162

8.5 How To Generate EA Data..............................................................162FYI: 164

9 PAYROLL REPORT..........................................1659.1 How To Print Report In Payflex.......................................................165How To Print Payslip............................................................................166FYI: 168How To Print Monthly Payroll Report...................................................169

9.2 How To Print Payroll Variance Report.............................................172FYI: 173How To Print OT Report.......................................................................174FYI: 176

How To Print Allowances Report..........................................................176How To Print Deductions Report..........................................................180How To Print Cash Denomination Report............................................184How To Print PaySheet........................................................................187How To Print Bank /Cheque List..........................................................189FYI: 191

10 STATUTORY REPORTS..................................19210.1 How To Print EPF Borang A..........................................................19210.2 How to Print Socso Borang 8A......................................................19410.3 How to Print Socso Borang 2........................................................19710.4 How To Print SOCSO Borang 3....................................................19910.5 How To Print CP39 Report............................................................20110.6 How To Print CP22 Report............................................................20410.7 How To Print CP22A Report.........................................................20710.8 How To Print EA Report................................................................21010.9 How To Print CP8D Report...........................................................213


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10.10 How To Print CP159 Report........................................................21610.11 How To Print PCB II Report........................................................218

11 Utility.........................................................22211.1 How To Backup Data....................................................................222

11.2 How To Restore Data....................................................................22511.3 How To Rebuild Index Files and Pack Databases........................22711.4 How To Change Employee No......................................................23011.5 How To Purge Unwanted Data Activity and Audit Trails............23211.6 How To Purge Unwanted Data Employee Master......................23311.7 How To Purge Unwanted Data Payroll Explaination...............23411.8 How To Purge Unwanted Data Payroll Data..............................235

12 Generate Data File For Disk Submission.......23612.1 How to Generate Bank AutoPay File.............................................23612.2 How To Generate EPF Data File...................................................23812.3 How To Generate SOCSO Data File.............................................24012.4 How To Generate TAX Data File...................................................24212.5 How To Generate Tabung Haji Data File......................................24412.6 How To Generate ASB Data File..................................................24612.7 How To Generate Angkasa Data File............................................248

1 Introduction

1.1 What is Payflex?

Payflex is a Windows-based payroll system that performs payroll calculation

automatically. Payflex allows user to print management reports, standard payroll reports,

government reports and many other ad-hoc reports required by the board of management. It also


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allows user to export data by diskette and create custom reports using the powerful report writer

that comes with Payflex.

Payflex supports multi-user and multi-company. Thus makes it an efficient piece of

software. Payflex can be deployed in a client-server environment, where user can take advantage

of the enormous computing power of high end server.

1.2 Powerful yet Useful Features available in PayflexPremium 2.5

Payflex has a user-friendly graphical interface that provides easy navigation and less

error-prone data entry. Even if users made a mistake during data entry, they can still recover

from their mistake by using the undo feature built into Payflex. Improved accuracy is guaranteed

since all payroll calculation is performed automatically by the system; all the user needs to do is

just setup the proper codes, parameters and formula once during installation, human errors are

virtually eliminated. Thus, faster payroll processing can be achieved without compromising the


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integrity and accuracy of important payroll data, with Payflex, all tedious manual calculation and

reconciliation job will be things of the past. Most of the payroll reports required by the board of

management are provided in Payflex. Preparing reports in Payflex is like 1-2-3 in mathematics.

First of all, user will key-in the transaction data. After that, user will process the transaction and

lastly, select or create (if the report doesnt exist) the report that they want to print. The same

goes to government reports and employee reports; it is a foolproof and hassle-free process. User

can also generate exception report to find out employee with missing or incorrect I/C number,

bank account number, and EPF, SOCSO and Income Tax number.

User can create customized report or ad-hoc report easily with the powerful yet flexible

report writer that comes with the system. And that is not all; user can also export their payroll

data to other electronic spreadsheet format like Microsoft Excel, Lotus 1-2-3, and text format

like ASCII. With the power of OLE (Object Linking & Embedding), user can edit the payroll

data or plot all sorts graph and chart on the fly using Excel, without the need to save the data into

diskette prior to launch Excel, eliminating the risk of exposing confidential data. User can

unleash the power of Payflex by using mail merge facility with Microsoft Word. The seamless

integration with Microsoft Office application like Work and Excel makes Payflex a highly

productive tool. User can even export government reports and autobank data by diskette.

Furthermore, Payflex can be linked with the powerful Manflex and Timeflex to fully unleash the

flexibility of Flex system.

2 Login

2.1 How To Login

Introduction

Payflex system authenticates you as an authorized user through a system login process.

How You Do It In Steps

1. Start Payflexby double clicking on the Payflex icon on your Windows desktop.

2. The Select Data Path form will appear as show below.


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3. Select by clicking on the name of the database you would like to work in this session inthe Select Data Path screen. The selected database will be displayed in the SelectedDirectory text box.

4. Next, click on the OK button. Payflex Welcome screen will appear as shown below:


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5. Payflex is installed with the following default login UserID and Password:UserID : MASTERPassword : VISUALUserID and password are case-sensitive in Payflex system.

In the Welcome screen, login by typing the default UserID and Password. The system willdisplay * symbol for each alphanumeric character typed in the Password text box.

6. The System Date & Time will be shown according to your set PC date & time.

7. To see the list of companies, click on button in the Company list box. Select byclicking on the company you wish to work with.

8. To include employees of subsidiaries, click the blank box below the Company with thelabel, Include Subsidiaries?. A check mark will appear.You can click on the box again if you now wish to exclude subsidiaries. The check markwill be removed.

9. Click OK to login.


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FYI:

The current date and time of your Payflex session is displayed in the System Date& Time text box.

If the system date and time displayed in the Welcome screen is incorrect, the userwill need to change it from the Settings->Control Panel option, or from the timeindicator at the right edge of the Windows taskbar. Consult your Windows manualfor the procedure.

Payflex allows 3 attempts by the user to specify a valid user name and passwordbefore terminating the current login session.

For security purposes, please change the password of this default login or removethis login before using Payflex with your live data. See How to Change LoginPassword for the procedure.

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2.2 How To Change Login Password

Introduction

To prevent unauthorized entry into the companys payroll database, login passwordsmust be changed accordingly.How You Do It In Steps

The following steps show you how to change the default password, VISUAL to a newpassword.

1. In the Payflex Welcome screen, type in MASTER in the UserID text box.

2. Now type VISUAL? in the Password text box.

3. Click the to reveal existing company database(s). Click to select the companydatabase, and choose to click to include subsidiaries. Then click OK.

4. The system will prompt you with the New Password pop-up screen as shownbelow:

In Payflex system,

passwords are case-sensitive,

special symbols such as $,

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1.1.1.1.1.1.1 Option 1.1.1.1.1.1.2 Purpose

Company fprofile To setup company name, address,ASB#, Tabung Haji# and etc

Company Refs. To define the company EPF#,SOCSO # and Income Tax #

Government Refs. Define the governmentdepartmental address, telephone#, fax # and etc

General Setup To setup general parameters,label for each types of overtime,leave allowances, deductions andshift.

Basic Codes To define all the basic codes suchas department, section, job, grade,race, nationality and etc

Bank Codes Define bank address, person incharge and export program

Cost Centers Specify the cost center codesCharge Codes Specify the charge codes

Leave Codes Define all the leave applicable inyour company

OT Codes Define all the OT rate

Shift Codes Define all the working schedule

Shift Group Codes Define the entire work group. Eg.STAFF, and etc

Allowance Codes To setup the allowances and itsconditions

Deduction Codes To setup all the deduction and itsconditions

Advance Codes To setup the advance paymentand its repayment schedule

EPF table To keep the EPF contribution asper table from EPF department

SOCSO Table To keep the SOCSO contributionas per table form SOCSOdepartment

TAX Table To keep the PCB deduction as per table given

OT Rounding Table To define the OT hours roundingif applicable

Fix ORP Table To specify define for OT paid byfix amount per hour

Bonus Table To define bonus payment base onscore

Computation Method To setup different calculation of

OT, Shift, Leave or bonusData Template To setup the common information

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6. Click the OK button to confirm the change, and the system will prompt you withthe Main Menu for the Payflex system.


FYI:

To change UserID, please refer to Advanced Topics on How to ChangeUserId.

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3 Navigation Buttons in PayflexSystem

You can direct the system to move within a screen report or form by selecting theappropriate buttons listed in this table:

Buttons Description ShortCut Keys

Close Preview To close the current window -

Magnify or Zoom Enlarge the size of the report -

First Page Return back to the first page Ctrl + Home

Last Page Go to the last page Ctrl + End

Next Page Go to the next page Ctrl + PgDn

Prior Page Return to previous page Ctrl + PgUp

3.1 Command Buttons in PayflexToolbar

Command buttons refer to standard buttons seen in the toolbar area of windowsapplication. They are preferred over clicking options in the pull-down menus. The table

below lists these buttons and their functions in Payflex:

Buttons Description Shortcut Keys

PrintTo print report -

SaveTo save data Ctrl + S

CopyTo copy the data Ctrl + K

QueryTo enquire using help topic

Filter

To filter data -

Sort

Sort in ascending -


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Locate

To locate the data -

NewTo enter a new data Ctrl + N

ListList out all the data Ctrl + L

More

Backup purpose Ctrl + M

DeleteDelete the current record Ctrl + D

Group DeleteDelete record by group -

Calculator To do calculation -

Calendar/Diary To view/set calendar anddiary -

Undo To Undo the previous task -

Find To find a data -

3.2 Function Keys in PayflexSystem

There are several functions keys that are very useful in Payflex system:

FunctionKeys Description Mouse Options

F2 Pickup list (lookup table)Right click in textbox

F3 Explanatory notes -


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4 Menu Overview (Main Menu)

4.1 Setup Module

4.2 Data Module

4.2.1.1.1.1.1 Options Purpose

Employee Master To keep employee personal,


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service, spouse & kin, payroll,family, fix allowance/deductioninformation and etc

Txn by Period Data entry for unfix

allowance/deduction, OT, leave orpiece rate

Txns by Employee Same as Txn by Period

Bonus by Period Data entry for bonus factor, score,rating or fix amount

Bonus by Employee Same as Bonus by Period

Hold/Stop Salary To hold or stop salary payment

Stop Tax Deduction To stop the PCB deduction

Edit Payroll Result To amend the computed salary

Edit R. Benefit To amend the computed

retirement benefitYTD Data Entry Allows user to enter previous

month information that is notcomputed by FLEX system

Tax Receipt To enter the receipt # and receiptdate for PCB submission

EA Form Allows user to view or amend theEA form data after generated

CP22A Form Allows user to view or amend the

computed figureCP159 Form Allows user to view or amend the

generated figure

Leave Entitlement Allows user to keep track theleave balance if you do not

purchased Manflex system

4.3 Process Module


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Options Purpose

4.3.1.1.1.1.1.1 Compute Payroll To process advance, salary and

bonus payment

Analyse Pay Data To analyze payroll data in order to prepare payroll historysummary

Distn Wage Cost To distribute wage to different

cost centersCompute Backpay To compute backpay due to late

basic pay adjustment

Close pay period To close current pay period

Generate EA To prepare EA form

Generate CP22A To prepare CP22A

Generate CP159 To prepare CP159

Exception To generate exception records

4.4 Inquiry Module


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Options Purpose

4.4.1.1.1.1.1.1 Payroll ResultsAllow user to view the payrollinformation and explanation

YTD Payroll To view the previous monthpayroll payment for eachemployee in a year

Payroll Summary Analyze payroll summaryinformation in figure

Reconciliation To view the payroll reconciliationbetween any 2 months

Wage Analysis To view the wage trend in graphformat

Exceptions To view the exception records

4.5 Report Module


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Purpose Options

Employee To print the report relevant with

employee master file

Transaction To print the report for data entry

Payroll To print the payroll monthly

report, payslip, bank list and etcGovernment To print all the statutory reports

Systems To print the user activity and user

field audit report

Customized payslip To print the customized payslip.

Report Writer To generate and print user

defined format.

4.6 Utility Module


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Purpose Options

Reindex/Pack To purge the deleted data fromdatabase

Backup Database To do the monthly backup for thesystem

Restore database To restore back the previous

months backup.

5 Basic Setup

5.1 How To Setup New Company Profile

Introduction


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Payflex allows you to store information about multiple companies within onedatabase. The system then applies the company codes set by you to control access byother users to view, and to make changes to company profiles. In addition, companydata such as address and statutory reference members in the profile are used in thegeneration of government reports or forms.

How To Do It in Steps

1. Click Setup button in the Main Menu screen, and click on the Company Profilebutton.

2. The Company Profile screen will appear as shown below:

3. To check the existing company profile that are already in the system, user may

click on the List toolbar button.

Then a list box will appear with a list of company names.


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4. Click on the New toolbar button if necessary, to add a new company profile.


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5. Type in the information for all text boxes in the screen with the followingguidelines for fields:a. Company

Input any code to represent the company name.b. Name

Enter company name.c. Company #

Enter company registration number.d. Parent Company

Enter parent company code if the company entered is a subsidiary company.

e. Address3 lines of address allowed. You are advise to enter the postal code at nextfield, postal code.

f. Postal Codeg. Phone#h. Fax#i. ASB#

Enter company Amanah Saham Bumiputera number if any.j. EPF, Socso, Tax

Key in the name of person in-charge, IC#, and Position for EPF, Socso andTax.


FYI:

If the company you are profiling is a holding company, then the ParentCompany text box is blank.

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5.2 How To Setup Company Reference Data

Introduction

Payflex system supportsEPF, Socso and Tax deductions for a companys subsidiariesand branches. In setting up the company reference data, you are prompted with ascreen to input company codes in Ref., Company Reference# and HQ# columns.


1. Click on Setupbutton in Main Menu screen, and click on the Company Ref.button.

2. The Company References dialog box will appear as shown below.

Payflex allows you to setup three types of References:

EPF - for Employee Provision Fund

SOC - for Social Security Organization

TAX - for Income Tax

3. In the Reference text box, select a type by clicking on the List toolbar

button. Double click to select the Reference type.

4. Click on the New toolbar button to add new record.


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5. Provide input in the text boxes in Company References dialog box.a. Ref.

Key in any 2 digit number. Ex. 01,02.b. Company Reference#

Enter the company reference number forEPF, Socso or Income Tax.

c. CompanyPress F2. A Companypop-up lookup table will appear. Click to select thecompany code.

d. Branch

Press F2. A Branch pop-up lookup table will appear. Click to select thebranchcode if any.


Ref. column Company code

HQ number

Com an Ref Number Branch code

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e. HQ#Enter the headquarter number (company reference # of the parent company),

if only the corresponding specified company reference number is for asubsidiary company. Leave the text box blank if the company reference#refers to parent company. It is applied to Income Tax CP39 report purposes.

6. Click to save your records.

FYI:

The delete option button is used for deleting a record which you had created,

by simply choosing the which record you want to delete. Click once on thedelete option, and it will display a pop-up message to reconfirm deletion, if youpress OK, then it will delete the record.

The new button in the Company References screen is for adding a newform for entering additional records when the existing form is full.


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5.3 How To Setup Basic Codes

Introduction

Codes are used to speed up data entry and to validate data entry. You need to set upseveral basic codes such as1. Basic Codes such as department, category and etc.2. Bank Codes for salary auto payment purpose.3. Cost Centre Codes for costing purpose.4. Charge Codes (Available for Premium version)5. Shift Group for differentiate the working pattern of employee6. Computation Method for determines the salary policy applied to employee. Seetopic How to Setup Computation Method for more information.


5.3.1 Basic Code Setup

1. Click on the Setup button in Main Menu screen and clickBasic Codes button.

2. The Basic Codes screen will appear as shown below:


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There are 52 codes in the Basic Codes dialog box, but some of the codes are apply to

Manflex system such as accident cause, accident, achievement, action, award, benefit,course, criteria(appraisal), doctor(medical), loan, leave reason, manpower group,

medical entm, medical benefit, offence, school, sickness and training type. The restof the codes should be setting up before your data entry on employee master ortransaction data.

Here is the summary of codes explanation.

Item Description Available

1 Base Employee->Service

2 Branch Employee->Service

3 Category Employee->Service

4 Class Job Class Employee->Service

5 Career Career path Employee->Others

6 Department Employee->Service

7 Division Employee->Service

8 Experience Working experience Employee->Job History

9 Grade Employee->Service

10 Hostel Hostel unit number Employee->Others

11 InsuranceScheme

Employee->Others

12 Job Job title Employee->Service

13 Line Production line Employee->Service

14 Locker Employee locker number

Employee->Others

15 Major Qualification

Major subject studyduring qualificationobtained

Employee->Qualification

16 Membership Membership such asclub.

Employee->Membership

17 Nationality Employee->Personal


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18 Qualification Qualification such asbachelor, certificateand etc

Employee->Qualification

19 Race Employee->Personal

20 Recruitment Recruitment method Employee->Others

21 Relationship Employee->Spouse&Kin

22 Religion Employee->Personal

23 Route Transportation route Employee->Others

24 Cease Reason Reason of resigned/absconded

Employee->Job History

Employee->Service(H)

25 Salary Scale To determine thesalary grade theemployee belong.

Employee->Service

26 Section Employee->Service

27 Skill Skill obtained other than job skillrequired.

Employee->Skill

27 State(Origin) Home state Employee->Others

28 Superior Immediate supervisor Employee->Service

29 Supervisor Employee->Service

30 Tax Branch Income taxregistration branch

Employee->Payroll


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31 Transfer Reason of transfer Employee->Service(H)

32 Hold SalaryReason

Reason to hold salary Data->Hold/Stop Salary

3. Click on the appropriate type of code and then click OK to display the code setupform. For example, Basic Codes for department.

4. To add a code, click on the New toolbar button and provide input to the textboxes to the form.a. Code

Input any code to describe the department.

b. DescriptionEnter the description for the code above. It will be displayed in report whenyou select department description.

c. LabelYou may enter the short label here. It is not use in any option yet.

d. Sort CodeYou may enter the sort order here, but it is not function in any option yet.

e. ClassThis class column only appears for the codes category, nationality, race andtax branch code setup. You may press F2 to list the lookup values allowed.The purpose of class is summarizing as below.


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Code setup Purpose of class

Category To differentiate the code created belongs to director indirect worker. It is use for Timeflex daily andindividual attendance report printing.

Nationality To specify the code created belongs to whichcountry. It is use for Income Tax CP39 report ordisk submission.

Race To specify the code created belongs to either Bumiputera, Chinese, Indian or others. It is use forWork Force Analysis Report.

Tax Branch To specify the code created belongs to either stateof Semananjung, Sarawak or Sabah. It is use forIncome Tax CP39 report or disk submission. You

need to submit separate Income Tax CP39 todifferent branch of Income Tax as specified inclass column.

5. Click button Save to save your record.


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5.3.2 Bank Code Setup

1. Click on the Setup button in Main Menu screen, and click on the Bank Codesbutton.

2. The Bank Codes form will appear as shown below.

3. Provide input to text boxes in Bank Codes dialog box.a. Bank Code

Enter any code to represent the bank for autopay purpose.

b. NameEnter the full banks name.

c. AddressEnter the bank address that you use for autopay purpose.

d. Telephone#Enter the bank contact number.

e. Bank Account#Enter the company bank account number.

f. Branch Code

Enter the branch code that was assigned by bank.

g. Export Disk ProgramOverride the default program name if you have your own customizedprogram. It uses to export autopay data to disk. Consult your vendor for thecorrect program name.

4. Click on the Save toolbar button to save the record.


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5.3.3 Cost Centre Code Setup

1. Click on the Setup button in Main Menu screen, and click on the Cost Centrebutton.

2. The Cost Centre Codes form will appear as below.

3. To add a code, click on the New toolbar button and provide input to the textboxes to the form.a. Cost Centre

Enter any codes that can up to 15 alphanumeric.

b. DescriptionEnter the meaning of the cost center code created above.


5.3.4 Charge Code

1. Click on the Setup button in Main Menu screen, and click on the Charge Codesbutton.

2. The Charge Codes form will appear as below.


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3. To add a code, click on the New button (upper toolbar) and provide input tothe text boxes to the form.a. Charge Code

Enter any 5 character for the charge code.

b. DescriptionKey in the meaning for the code created above.


5. Click on New button (right hand side) to input the percentage for each costcentre under the charge code.a. Cost Centre

Press F2. The Cost Centre pop-up table will appear as below. Click toselect the cost centre for the charge.


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b. Charge %Enter the percentage distributed to the cost centre in format 999.99.

5.3.5 Shift Group

If you are purchase Timeflex, then you are advise to create the shift group in Timflexsystem because there are more information needs in Timeflex system.

1. Click on the Setup button in Main Menu screen, and click on the Shift GroupCodesbutton.

2. The Shift Group Codes form will appear as below.

3. Click on New button to add a new record.

4. Provide input to text boxes in the Shift Group Codes dialog box.

a. Shift GroupEnter any 5 characters for the shift grouping.

b. DescriptionInput the meaning for the shift group created in a.

c. Short Desc.Enter any short description for shift group code created, but it is not functionyet in any option.


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5.4 How To Setup Government Reference Data

Introduction

It is crucial to fill in all the precise government reference details in the government

setup, so that all the governments report or diskette, which need to summit to thegovernment office monthly or yearly, will reflect accordingly. The most commonGovernment Reference Data that need to be set in the system are KWSP, Perkeso,and Income Tax Department.

How You Do It

1. Click on the Setup button in Main Menu screen, and click on the GovernmentRefs. button.

2. The Government References form appears as shown below.

3. Click on the New button to add a new government reference record.

4. Provide input to the Government References dialog box.a. Government Ref#


FYI:

You must create the codes described in this topic before proceeding to other settings,such as create employees details in Employee Master (Refer How to Update NewHire

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Enter a maximum 5 characters code for the government department. Ex.INCTA Ketua Pengarah Hasil Dalam Negeri

b. NameEnter the description for the government ref#.

c. Address, Post Code, Phone #, Fax#Enter the government department address, postal code, contact phone numberand fax number.

d. ContactEnter the contact persons name.

5. Click on Save command button to save the record.

FYI:

Once user have saved the government reference record, the government referencecode will not be editable, however if the user wish to change the other details, justmodified the information accordingly and save the record accordingly. All thegovernment report and export diskette information will be change once the usermakes any modification the government reference screen.

All the information set in Government Reference will appear in the Governmentreports, like EPF Borang A, Socso Borang 8A, Income Tax CP39, and etc.

5.5 How To Create Group Schedule

Introduction

Group schedule is a working calendar that applies to every employee in a company.User needs to schedule working days, off days, rest days and public holidays everymonth based on employees working schedule. Thus user needs to create the scheduleaccording shift group. There are 3 major activities in creating group schedule:

I. Define shift codeII. Define shift group code

III. Create group schedule

There are 2 methods to create the group schedule such asa. Create group schedules day by day.b. Create group schedules by quick data entry


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Method 1: Create group schedule day by day

1. Select Setup in Main Menu and select the option Group Schedule.

2. The Group Schedules form will appear as shown below.

3. Click on the New toolbar button to add new Group Schedule.

4. Provide input to the text boxes in Group Schedules dialog box.a. Shift Group

Press F2. A Shift Group pop-up lookup table appears as below. Click toselect the shift group.

b. Description


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Enter the description for the group schedule.c. Year-Month

Enter the year and month you wish to create the working schedule for the shiftgroup.

The format is in yyyy-mm. Ex. 2002-04.

d. DayPress F2. A Day 01 pop-up lookup table will appear. Select one of the shiftcode as day 1 schedule for the particular year and month.

Note: The pop-up lookup table will be changed base on the day of the month.Ex. If day 1, the pop-up lookup table is named as Day 01, the lookup tablewill be Day 02 for second day and so on.


Method 2: Create group schedule by quick data entry

1. Select Quick Data Entry from PROCESS pull down menu, and select the optionShift Group Schedule.

2. The Shift Group Schedule Quick Data Entry form will appear as shownbelow.


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3. Provide input to the text boxes in Shift Group Schedule Quick Data Entrydialog box.a. Shift Group

Press F2. A Shift Group pop-up lookup table appears as below. Click toselect the shift group.

b. Period From .. To..Enter the range of period you wish to create the group schedule in formatyyyy-mm. Ex. Period from 2002-04 to 2002-12. You are not allows tocreate the group schedule across different years at once. But you can rerun theprocess for different years.

c. Shift Code for MondaySundayPress F2. A Mon Shift pop-up lookup table will appear. Select one of theshift codes as every Monday schedule for the particular range of period.


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FYI:

See How to setup shift codes for information found in Day 01 orMon Shiftpop-up lookup table.

See How to setup shift group for information found in Shift Grouppop-uplookup table .


Note: The pop-up lookup table will be changed base on the day of the week.Ex. If Monday, the pop-up lookup table is named as Mon Shift, the lookup table willbe TUE Shift for Tuesday, WED Shift for Wednesday and so on.

4. Click OK to generate the group schedule.


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6 Employee Master Update

6.1 How To Update New Hire

Introduction

Any new recruited employees information should update to Payflex system in order

to perform their salary calculation. Thus, it is advisable to update the information in

daily or weekly basis.


1. Click the Data button in the Main Menu, and then click Employee Masterbutton.

2. Click on the Newbutton in the toolbar, to enter a new employee record. TheEmployee Master form will appear as below.

3. Input employees information. Each employee record is input through thefollowing pages:

Personal Data

Service or Employment Data Spouse & Next of Kin Data

Payroll Data

Qualification

Skill

Job History

Fixed Allowances/Deductions


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Family

Benefit

Membership

Others

Multimedia

For each employee record, it is compulsory that you filled in the following:

Personal Data

a. Employee#b. Namec. Access

Press F2 for pick list. The Access will appear as below. Select theappropriate level for the employee.


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d. NationalityPress F2 for pick list. The Nationality will appear as below. Select the

appropriate nationality for the employee.

e. NRICInput 12 digits newidentification number.It is applicable forMalaysian only. It willbe used for bankautopay and statutory

reports submission.f. Old IC no.

Leave it blank for Malaysian or foreign employee who does not has the oldidentification number.

g. Passport #Input the foreign employees passport number for bank autopay and statutoryreports submission purpose.

h. Passport expiry date

i. Gender

Press F2 for pick list. The Gender will appear as below. Select the correctgender for the employee.


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j. RacePress F2 for pick list. The Race will appear as below. Select the correct racecode for the employee.

k. Marital Status

Press F2 for pick list. The Marital Status will appear as below. Select theappropriate marital status for the employee.


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Service or Employment Data

Click Service button and the Service form will appear as below.

a. Hire Date

b. ProbationInput the month and day if the confirm date is not enter. Use may generateConfirmation Due Listing for the employee when he is due for confirm.

c. Employee TypePress F2 for pick list. The Employee Type will appear as below. Select theappropriate employee type for the employee.


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d. Pay RatePress F2 for pick list. The Pay Rate will appear as below. Select theappropriate marital status for the employee.

e. Basic PayIf basic pay is ZERO here, then no salary will be computed.

f. Computation MethodPress F2 for pick list. The Computation Metd. will appear as below. Selectthe appropriate computation method for the employee.

g. Shift GroupPress F2 for pick list. The Shift Group will appear as below. Select theappropriate shift group for the employee.


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h. CompanyPress F2 for pick list. The Company will appear as below. Select theappropriate company code for the employee.

i. Leave Entitlement

Leave it blank if you do not purchase Manflex system.j. Medical EntitlementLeave it blank if you do not purchase Manflex system.

Spouse & Next of Kin Data

Click Spouse & Kin button and the Spouse & Kin form will appear as below.


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If the marital status in Personal page is S, system will disable the Spouse data entry.Otherwise, you have to define at least the spouses employer name, in order to alertthe system that the spouse of this employee is still working. The purpose is used forprogram internally checking for thePCB table used.

Payroll Data

Click Payroll button and the Payroll form will appear as below.

a. Payment ModePress F2 for pick list. The Pay Mode will appear as below. Select theappropriate salary payment method for the employee.


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If the pay mode is either Bank or Cheque, then you may retrieve the salarylisting from Bank/Cheque List. Otherwise, you may obtain the listing fromDenomination List for those pay by Cash.

b. Last Pay Period & Last Pay Cycle

It will be activated when the employee is ceased. The purpose is to indicatethe last payment made for the employee. If there are blank, then the salary ispayable until the period of ceased date. Otherwise, it will base on the period &cycle you entered here. Normally, it is used for those outstanding paymentneeds to be paid after the employee resigned. For instance short pay orovertime claim.

c. Bank Press F2 for pick list. The Bankdialog boxwill appear as below. Select theappropriate payable bank for the employee.

It is important if the employees payment mode is B (bank). System willgenerate the bank list to the bank according to the bank code defined here forthe employee.

d. Bank Acc#e. Bank IC

Press F2 for pick list. The Bank IC dialog box will appear as below. Selectthe appropriate IC number or passport number for the employee.


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The selection will instruct system to print the old IC, new IC or passportnumber in the Bank Listing.

f. EPF #g. EPF table

Press F2 for pick list. The EPF Table dialog box will appear as below.

Select the appropriateEPFtable # for the employee.

Leave it blank if there is noEPFcontribution for the employee.h. EPF IC

Press F2 for pick list. The EPF IC dialog box will appear as below. Selectthe appropriate IC number or passport number for the employee. The selectionwill instruct system to print the old IC, new IC or passport number in the EPFBorang A.

i. EPF Ref Press F2 for pick list. The Refdialog box will appear as below. Select one of

the company EPF reference for the employee.


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j. Socso #k. Socso table

Press F2 for pick list. The SOCSO Table dialog boxwill appear as below.Select the appropriate SOCSO table # for the employee. The table 01 normally

is for normal active employee but table 02 is for those who are above 55 yearsold or handicap employees.

Leave it blank if there is no SOCSO contribution for the employee.

l. Socso ICPress F2 for pick list. The Socso IC dialog box will appear as below. Selectthe appropriate IC number or passport number for the employee. The selectionwill instruct system to print the old IC, new IC or passport number in theSOCSO Borang 8A.


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m. Socso RefPress F2 for pick list. The Refdialog box will appear as below. Select one ofthe company SOCSO reference for the employee.

n. Tax #o. Tax tablePress F2 for pick list. The Tax Table dialog box will appear as below.Select one of the company income tax table for the employee.

There are 3 categories for the income tax table such as


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i. 01 for category 1, male single or female.ii. 20.. 2A for category 2, married male whose wife is not working. The

second digit from 0 A stands for number of children under 18 yearsold. For example, if the guy who has 3 children that under 18 years

old, then you should choose table 23.

p. Tax refPress F2 for pick list. The Refdialog box will appear as below. Select one ofthe company income tax references for the employee.

q. Tax By Emper?Tick the check box if the income tax deduction is NOT deducts fromemployee salary, but the deduction will remit to IRD. The amount of income

tax deduction is borne by company.

4. Save the employees detail by clicking on Save button in the toolbar or user

can click on Save Morebutton in the toolbar to proceed to another newrecord.


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FYI :

Make sure the employees details are correct, once the record is saved, certaininformation cannot be changed directly from the page, especially information in

Service page.Eg. If user key in the hire date wrongly, then user has to activate the Service (H) tochange the hire date.

See topic How to Update Fixed Allowances/Deductions to update the fixedallowances or deductions.

See topic How to Update Qualification to update the qualifications obtain by theemployee.

See topic How to Update Skill to update the skill obtain by the employee.

See topic How to Update Family to update the employees family detail.

See topic How to Update Job History to update the employees previous jobinformation.

See topic How to Update Benefit to update the employees benefits provided othersthan in modentory one.

See topic How to Update Membership to update employees club membership thatprovided by company.

See topic How to Update Others to update employees other information such as2ND mailing address, vehicle #, locker number and etc.

See topic How to Use the Multimedia to insert the employees photo or record theemployees voice messages.



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6.2 How To Update Confirmation

Introduction

When an employee is confirmed, you need to update the date of confirmation.


1. Click Data button in the Main Menu, and then clickEmployee Master button.

2. The Employee Master form will be shown as below:

3. Click Find button to find the employee you wish to update the confirmationinformation. The Find dialog box will appear as below.

4. Provide input to the text boxes ofFind dialog box.a. Employee #

Enter the employee number here.


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b. Match CaseTick if you wish to the find the employees that match the employee numberentered exactly.

5. Click on the Service(H) button on the upper right hand of the screen. This willdisplay the service history form for the employee.

6. Click the Newbutton in the toolbar toadd a confirmation record and inputat least the following data:

a. Record TypePress F2 for the pick list. The Record Type dialog box will appear as below.Select type C for confirmation.

b. DateKey in the date of transfer in format dd/mm/yyyy.


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FYI:

If you wish to cancel the confirm record, you can delete the record to retrieve backthe original employment information of the employee.


c. Sequence #Change the value if there is another record existing at the same date.Otherwise, take the default value 1. Change the information in theService(H) that was related to the process of increment if any. For example,category, job, department, basic pay and etc.

7. Click the Save button in the toolbar to save the new service history record.

8. The Update Service Record For Employee#.. will appear as below.

9. Provide input to the text box in Update Service Record For Employee#. Dialogbox.a. Update Service Records Upt o

Enter the date that the record will update until in format dd/mm/yyyy. If youare purchase Payflex only, then the date will be defaulted as 31/12/9999,means every advance records will be updated once you have entered.

b. Diagnose Updating?Ignore this at this moment.

10. Click Run button to update the Confirm Date to Employee Master->Servicepage. Click Close to undo the updating.


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6.3 How To Update Resignation

Introduction

When an employee resigned, you need to update the date of resigned in the employee

master. Once updated, the employee will not get any further salary for the following

months.




3. Click Find button to find the employee you wish to update the ceased date.The Find dialog box will appear as below.

4. Provide input to the text boxes ofFind dialog box.


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a. Employee #Enter the employee number here.

b. Match CaseTick if you wish to the find the employees that match the employee numberentered exactly.

5. Click on the Service (H) button on the upper right hand of the screen. This willdisplay the service history form for the employee.

6. Click the Newbutton in the toolbar toadd a resignation service record andinput at least the following data:a. Record Type

Press F2 for the pick list. The Record Type dialog box will appear as below.Select type X for cease.

b. DateKey in the date resigned in format dd/mm/yyyy.


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FYI:

If you wish to cancel the resignation record, you can delete the cease recordto resume the employment of the employee.




9. Provide input to the text box in Update Service Record For Employee#.. dialogbox.

a. Update Service Records UptoEnter the date that the record will update until in format dd/mm/yyyy. If youare purchase Payflex only, then the date will be defaulted as 31/12/9999,means every advance records will be updated once you have entered.


10. Click Run button to update the record to Employee Master->Service page. ClickClose to undo the updating.


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6.4 How To Update Increment

Introduction

When an employee receives increment, you need to update the increment date and the

new basic pay for the employee.




3. Click Find button to find the employee you wish to update the incrementinformation. The Find dialog box will appear as below.

4. Provide input to the text boxes ofFind dialog box.


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a. Employee #Enter the employee number here.

b. Match CaseTick if you wish to the find the employee that match the employee numberentered exactly.

5. Click on the Service(H) button on the upper right hand of the screen. This willdisplay the service history form for the employee.

6. Click the Newbutton in the toolbar toadd a transfer record and input at leastthe following data:

a. Record TypePress F2 for the pick list. The Record Type dialog box will appear as below.Select type I for increment.

b. Date


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FYI:

If you wish to cancel the increment record, you can delete the record to retrieveback the original employment information of the employee.


Key in the date of transfer in format dd/mm/yyyy.c. Sequence #

Change the value if there is another record existing at the same date.Otherwise, take the default value 1.

d. Basic Pay

Input the new basic pay here. The increment amount will be calculatedautomatically.Change the information in the Service(H) that was related tothe process of increment if any. For example, category, job, department andetc.



9. Provide input to the text box in Update Service Record For Employee#.. dialogbox.a. Update Service Records Upto





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6.5 How To Update Transfer

Introduction

When an employee is transfer to another department or section or etc (see other

employment detail in Service page), you need to update the date of transfer and therelated transferring information as well.




3. Click Find button to find the employee you wish to update the transferinformation. The Find dialog box will appear as below.


Enter the employee number here.


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b. Match CaseTick if you wish to the find the employee that match the employee numberentered exactly.

5. Click on the Service(H) button on the upper right hand of the screen. This will

display the service history form for the employee.

6. Click the Newbutton in the toolbar toadd a transfer record and input atleast the following data:a. Record Type

Press F2 for the pick list. The Record Type dialog box will appear as below.Select type T for transfer.

b. DateKey in the date of transfer in format dd/mm/yyyy.

c. Sequence #


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FYI:

If you wish to cancel the transfer record, you can delete the record to retrieve backthe original employment information of the employee.


Change the value if there is another record existing at the same date.Otherwise, take the default value 1.Change the information in the Service(H)that was related to the process of transfer. For example, category, job,department and etc.



9. Provide input to the text box in Update Service Record For Employee#.. dialogbox.a. Update Service Records Up to





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7 Transaction Update

7.1 How To Update Fixed Allowances/Deductions

Introduction

Fixed allowances or deductions for an employee meant the amount for the allowances

or deductions is fixed throughout a period. For the ease of user, they only need to

enter once for a range of period instead of key-in every month.


1. Click the Data button in the Main Menu, and the clickEmployee Master button.

2. Find button to find the employee you wish to enter the fixed allowances anddeductions information. The Find dialog box will appear as below.


Enter the employee number here.b. Match Case

Tick if you wish to the find the employees that match the employee numberentered exactly.

4. Click on the Fixed Allw./Ded. button on the upper right hand of the screen. TheFixed Allowances/Deductions form will be displayed.


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5. Click New button in the toolbar to add a new record for the particularemployee for the information below: -a. Allw/Ded Code

Press F2. The Allw./Ded.Code lookup list will appear as below. Click anallowance or deduction code for the employee.

b. Pay cyclePress F2. The Pay Cycle lookup list will appear as below. Click a pay cyclefor the allowance or deduction payment made for the employee.


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c. ReferenceInput any reference note for the allowance or deduction. The default value isN/A stands for Not Applicable.

d. AmountEnter the fixed amount given or deduct.

e. Last Amount

Enter the last amount pay out if the amount is different from the amountabove.f. Rate

Enter the rate here if the allowance or deduction is as daily basis.g. From..To..

Enter the effective and end period for the allowance or deduction in formatyyyy-mm. The end period is defaulted to 9999-99 meant it will be stoppedgiven once the employee is ceased.

h. ChargePress F2. The Charge lookup list will appear as below. Click a charge codefor analysis purpose according charge code. Leave it blank if the charge code

is not practice in your organization.


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6. Click Save button in the toolbar to save the new fixed allowance ordeduction record.


FYI:

See the topic on How to Set Up Allowance or Deduction Code for information onhow to create new allowance or deduction code.

See the topic on How to Setup Charge Code for information on how to create anew charge code.

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7.2 How To Update Unfixed Allowances/Deductions

Introduction

All the allowances or deductions that are occur occasional is considered as unfix.

Hence for these types of unfix amount, you have to enter manually every month.


There are 2 ways to update the unfix allowance or deduction. We will discuss one byone in this topic.

Txns By Period

1. Click the Data button in the Main Menu, and then click Txns. By Period button.

2. The Payroll Period and Cycle form will appear as below.

3. Provide input to the text boxes in Payroll Period and Cycle dialog box.

a. Payroll PeriodInput the payroll period that you wish to enter the unfix allowance ordeduction in format yyyy-mm.

b. CyclePress F2. The Cycle lookup list will appear as below. Select one of thecorrect cycle for the employee.

Click OK to proceed to enter the allowance or deduction.


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TheTransactions By Period form will appear as below.

4. Click Newbutton in the toolbar to add a new record for the employeeand provide the input for the information below: -

a. Employee #Press F2. The Employee# lookup list will appear as below. Select thecorrect employee for this ADD action.

b. CodePress F2. The Allw./Ded.Code lookup list will appear as below. Select the


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allowance or deduction for the employee.

c. AmountEnter the amount that you wish to pay or deduct for the employee.

d. RateEnter the rate if the allowance or deduction is paid as daily basis.e. Count

Enter the total count days that you wish to pay or deduct. Normally it worktogether with the rate amount, such as the amount will be generated as Countx Rate.

f. ChargePress F2. The Charge lookup list will appear as below. Select the correctcharge code for this employee for charge analysis purpose.

g. ReferenceEnter any reference notes if any, otherwise, system will default as N/A standsfor Not Applicable.

h. SourceSystem will displayed the source as Empty meant manual entry, S forsystem calculated, T for import from Timeflex., Q for data entry by quickdata entry and M for import from Manflex.


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5. Click Save button in the toolbar to save the new unfixed allowance ordeduction record.

Txns By Employee

1. Click the Data button in the Main Menu, and then click Txns. By Emp button.

2. TheTransactions By Employee form will appear as below.

3. Click New button in the toolbar (right hand side) to add a new recordfor the employee and provide the input for the information below: -

a. Employee #Press F2. The Employee# lookup list will appear as below. Select the

correct employee for this ADD action.


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b. CodePress F2. The Allw./Ded.Code lookup list will appear as below. Select theallowance or deduction for the employee.

c. AmountEnter the amount that you wish to pay or deduct for the employee.

d. RateEnter the rate if the allowance or deduction is paid as daily basis.

e. CountEnter the total count days that you wish to pay or deduct. Normally it worktogether with the rate amount, such as the amount will be generated as Countx Rate.

f. ChargePress F2. The Charge lookup list will appear as below. Select the correct

charge code for this employee for charge analysis purpose.


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h. Source

System will displayed the source as Empty meant manual entry, S forsystem calculated, T for import from Timeflex., Q for data entry by quickdata entry and M for import from Manflex.

4. Click Save button in the toolbar to save the new unfixed allowance ordeduction record.

7.3 How To Update Advance Payment

Introduction

Advance is an amount that is going to pay to the employees before month end

payment. Advance is normally paid when there is festive season, eg. Chinese NewYear, Hari Raya Puasa, and etc., and we call this as festive advance; or we may havemid month advance, which is paid out middle of the month.


Special Note:


FYI:

See the topic on How to Set Up Allowance or Deduction Code for information

on how to create new allowance or deduction code.

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If the advance is fixed for every month, then see topic How to Update FixedAllowance/Deductions. Otherwise, see topic How to Update UnfixedAllowances/Deductions.

FYI:

The deduction for the advance is automatically generated by the system when usercomputes the month end payment. The deduction follows the Deduction Schedulethat is set in the Advance Code. See topic How to Setup Advance Code forinformation to create an advance payment and deduction schedule.

See topic How to Compute Salary for information of advance payment computation.

7.4 How to Update ASB Deduction

Introduction

ASB is known as Amanah Saham Bumiputera. It is a type of special share for Muslimonly. Payflex allows user to make the deduction through salary and the deduction willbe submitted to ASB Department every month.


Special Note:

If the ASB deduction is fixed for every month, then see topic How to Update FixedAllowance/Deductions. Otherwise, see topic How to Update UnfixedAllowances/Deductions.


FYI:

See topic How to setup Deduction Code for setting up ASB code.

See topic How to setup General Setup for ASB deduction report printing and exportdisk purpose.

You have to define the ASB # for individual employee in Employee->Payroll page.

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7.5 How to Update Tabung Haji Deduction

Introduction

Tabung Haji is one type of special saving fund for Muslim. Payflex allows user tomake the deduction through salary and the deduction will be submitted to TabungHaji Department every month.


Special Note:

If the Tabung Haji deduction is fixed for every month, then see topic How to UpdateFixed Allowance/Deductions. Otherwise, see topic How to Update UnfixedAllowances/Deductions.

7.6 How To Pay Out Retrenchment Benefit

Introduction

The following is the process on how to out the retrenchment benefits to the retrenchedemployees.


1. Click to select the DATA pull down menu and click the option, PayrollTransactions to select the sub option, Transactions By Period.

2. Click to select the sub option Transactions By Period from the drop window list.The Payroll Period and Cycle dialog box will appear as shown below:


FYI:

See topic How to setup Deduction Code for setting up Tabung Haji code.

See topic How to setup General Setup for Tabung Haji deduction reportprinting and export disk purpose.

You have to define the Tabung Haji # for individual employee in Employee-

>Payroll page.

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3. Provide input in the text boxes in Payroll Period and Cycle dialog box:a. Payroll Period

Input the payroll period in yyyy-mm that you wish to input theAllowancerecord to back pay for the retrenchment benefit.

b. CycleInput the Payroll Cycle that you wish to input the Allowance record to backpay for the retrenchment benefit. (Press F2 for pick list).

4. Click OK button and the Transactions By Period form will appear as shownbelow:

5. Click the New button in the toolbar to add the allowance record.

6. Provide input to text boxes in the Txns By Period ->Allow./Ded. form:a. Employee #


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Press F2. The Employee# lookup list will appear as below. Select thecorrect employee for this ADD action

b. Code

Press F2. The Allw./Ded.Code lookup list will appear as below. Select theretrenchment benefit code for the employee.

c. AmountEnter the amount that you wish to pay for the retrenchment benefit for theemployee.

d. RateLeave it as 0.00.

e. CountLeave it as 0.00.

f. ChargePress F2. The Charge lookup list will appear as below. Select the correctcharge code for this employee for charge analysis purpose.


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h. Source

System will displayed the source as Empty meant manual entry, S forsystem calculated, T for import from Timeflex., Q for data entry by quickdata entry and M for import from Manflex.

7. Click the Save button in the toolbarto save the allowance record.

7.7 How to Update Overtime

Introduction

You need to input overtime records before you run the payroll computation. Theovertime amount earned is computed base on the hours entered in this option.


There are 2 ways of data entry in Payflex system, such as Transaction by Employee orTransaction by Period.


FYI:

See topic How to Setup Allowance Code for information of theretrenchment benefit setup.

See topic How to Update Unfix Allowances/Deductions for data entrythrough option Txns. By Employee.

See topic How to Compute Payroll for calculation of retrenchmentbenefit.

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Transaction By Employee

1. Click Data button in the Main Menu screen and click on Txns. By Emp. as ourfirst example.

2. Click on the Overtime in the Transaction By Employee form, the Overtimedialog box will appear as shown below.

3. Click on the Find button to locate for the employee. The Find dialog boxwill appear as shown below.

4. Provide input to the text boxes in Find dialog box.


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a. Employee#Enter the employee number that you wish to find.

b. Payroll PeriodEnter the payroll period that you wish to enter the overtime transaction.

c. Cycle

Enter the payroll cycle that you wish to enter the overtime transaction.d. Match CaseTick if the case sensitive is necessary.

5. If you cant find the employee, you have to click New button to add inemployee, payroll period and cycle first before you can add the overtime record.

6. Otherwise click the New button (at right hand side) to add the record.

7. Provide input to the columns in the Transaction By Employee-Overtime dialog

box.a. Date

Enter the leave taken date in format dd/mm/yyyy.b. Code

Press F2. The Overtime Code dialog box will appear as shown below.Click to select the overtime code.

c. HoursEnter the total hours worked.

d. Period(O)

Enter the original period for backdated overtime. System will base on theORPat the period entered here instead of base on the current month ORP.

e. ChargePress F2. The Charge dialog box will appear as shown below. Click toselect the charge code.


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8. Click Save button to save your entry.

Transaction By Period

1. Click on Databutton and then click the option Txns By Period.

2. The Payroll Period and Cycle form appears as below.

3. Provide input to the text boxes in Payroll Period and Cycle dialog box.a. Payroll Period

Enter the payroll period that you wish to input your overtime data in formatyyyy-mm

b. CyclePress F2. The Cycle dialog box will appear. Click the cycle you wish toinput your overtime data.


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4. Click OK button. Click on the Overtime page in Transactions By Period andthe leave form will appear as shown below.

5. Click the New button to add the record.

6. Provide input to the text boxes in Transactions By Period dialog box.a. Employee#Press F2. The Employee# dialog box will appear as below. Click to selectthe employee you wish to enter the overtime record.

b. DateEnter the overtime date worked in format dd/mm/yyyy.


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c. CodePress F2. The Overtime Code dialog box will appear as shown below. Clickto select the overtime code.

d. Hours

Enter the total hours worked.e. Period(O)

Enter the original period for backdated overtime worked. System will base onthe ORPat the period entered here instead of base on the current month ORP.

f. ChargePress F2. The Charge dialog box will appear as shown below. Click toselect the charge code.



FYI:

See topic How to setup overtime code for the overtime code lookup table.

See topic How to setup charge code for the charge code lookup table.

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7.8 How to Update Leave

Introduction

You need to input unpaid leave and paid leave records before you run the payroll forthe following reasons:

to appropriately deduct from employees pay in the case of unpaid leave

to allow management to keep track of an employees paid leave taken.

If you are purchased Timeflex system, you may obtain the leave record from Timeflex(See topic How to import from TMS). If you are purchased Manflex withoutTimeflex system, then you also can import the leave records from Manflex (See topicHow to import from MAN)


There are 2 ways of data entry in Payflex system, such as Transaction by Employee or

Transaction by Period.



2. Click on the Leave in the Transaction By Employee form, the Leave dialogbox will appear as shown below.


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4. Provide input to the text boxes in Find dialog box.

a. Employee#Enter the employee number that you wish to find.

b. Payroll PeriodEnter the payroll period that you wish to enter the leave transaction.

c. CycleEnter the payroll cycle that you wish to enter the leave transaction.

d. Match CaseTick if the case sensitive is necessary.

5. If you cant find the employee, you have to click New button to add inemployee, payroll period and cycle first before you can add the leave record.

6. Click the New button (at right hand side) to add the record.

7. Provide input to the columns in the Transaction By Employee-Leave dialog box.a. Date


Press F2. The Leave Code dialog box will appear as shown below. Click toselect the leave code.


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c. DaysKey in the total days taken.

d. HoursEnter the total hours taken.

e. Period(O)Enter the original period for backdated leave.f. Charge

Press F2. The Charge dialog box will appear as shown below. Click toselect the charge code.

The charge code at this moment is used for reporting purpose only.


Transaction By Period

1. Click on Databutton and then click the option Txns By Period.

2. The Payroll Period and Cycle form appear as below.


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3. Provide input to the text boxes in Payroll Period and Cycle dialog box.a. Payroll Period

Enter the payroll period that you wish to input your leave data in formatyyyy- mm

b. CyclePress F2. The Cycle dialog box will appear. Click the cycle you wish toinput your leave data.

4. Click OK button. Click on the Leave page in Transactions By Period and theleave form will appear as shown below.


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5. Click the New button to add the record.

6. Provide input to the text boxes in Transactions By Period dialog box.

a. Employee#

Press F2. The Employee# dialog box will appear as below. Click to selectthe employee you wish to enter the leave record.

b. DateEnter the leave taken date in format dd/mm/yyyy.

c. Code


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Press F2. The Leave Code dialog box will appear as shown below. Click toselect the leave code.

d. Days

Key in the total days taken.e. HoursEnter the total hours taken.

f. Period(O)Enter the original period for backdated leave taken. Otherwise, leave it blank.System will calculate the leave deduction base on the basic pay at the originalperiod.

g. ChargePress F2. The Charge dialog box will appear as shown below. Click toselect the charge code.


7.9 How to Update Shift Work


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Introduction

You need to input shift records before you run the payroll computation. The shiftallowance earned is computed base on the days entered in this option. Theinformation can be posted from Timeflex if you are purchased the system (Refer totopic How to import data from TMS). In that case, you dont need to do the data

entry at this option.


There are 2 ways of data entry in Payflex system, such as Transaction by Employee orTransaction by Period.



2. Click on the Shift in the Transaction By Employee form, the Shift dialogbox will appear shown below.



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4. Provide input to the text boxes in Find dialog box.a. Employee#

Enter the employee number that you wish to find.b. Payroll Period

Enter the payroll period that you wish to enter the shift transaction.c. Cycle

Enter the payroll cycle that you wish to enter the shift transaction.d. Match Case

Tick if the case sensitive is necessary.

5. If you cant find the employee, you have to click New button to add inemployee, payroll period and cycle first before you can add the shift record.

6. Otherwise click the New button (at right hand side) to add the record.

7. Provide input to the columns in the Transaction By Employee-Shift dialog box.a. Date


Press

payflex v2.5

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