MYOB EXO Timesheet User Guide

MYOB EXO Timesheet User Guide
MYOB EXO Timesheet
User Guide
2015.02
Important Notices
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customers. No part of it may be reproduced in any way without the prior permission of MYOB.
MYOB has carefully prepared this material but excludes (to the extent allowed by legislation) any direct or
indirect liability arising from errors or omissions or from its use. Any case studies (including the application of
particular accounting standards or legislation) are representative examples only, and will not directly apply to
the user’s own circumstances. They are not a substitute for professional advice. Users must check that third
party materials, for example from the IRD and the ATO, are current at the time they are used.
Trademark Rights
MYOB is an internationally registered trademark of MYOB Technology Pty Ltd. The use of this trademark and
MYOB’s other trademarks is prohibited without prior consent. Other products mentioned may be service
marks, trademarks or registered trademarks of their respective owners.
Table of Contents
Introduction ____________________________________________________________ 1
Introduction to MYOB EXO Remote .............................................................................................. 1
EXO Remote ____________________________________________________________ 2
The EXO Remote Cycle .................................................................................................................. 2
Adding Remote Sites ..................................................................................................................... 3
Editing Remote Sites ..................................................................................................................... 6
Export Site Files ............................................................................................................................. 6
Import to Payroll ........................................................................................................................... 7
EXO Timesheet__________________________________________________________ 8
Login Screen .................................................................................................................................. 8
The Menus..................................................................................................................................... 9
The Toolbar ................................................................................................................................. 11
Function Keys .............................................................................................................................. 12
About Screen ............................................................................................................................... 13
The Timesheet Setup Cycle ......................................................................................................... 14
The Timesheet Cycle ................................................................................................................... 25
Maintenance ............................................................................................................................... 38
Utilities ........................................................................................................................................ 42
Contact Us ____________________________________________________________ 45
Australia ...................................................................................................................................... 45
New Zealand................................................................................................................................ 45
Index ________________________________________________________________ 47
iii
Introduction
Introduction to MYOB EXO Remote
MYOB’s range of Remote Data products have been designed for those users who have MYOB EXO Payroll
and would like to increase the speed of their data entry for week to week payroll processing by having
remote branches or departments key their own Timesheets. In effect, this decreases the workload of the
payroll clerk.
You can process pays from one central location (the head office) based on pay details sent electronically
from the company’s branches’ Remote TimeSheets. The operator at the Remote branch sends a file either
via modem or disk to the Pay office which can be imported into the Current Pay.
Our total focus in developing this new product was to provide users with a fast data entry screen that
allows them to enter employee hours, allowances and leave transactions at a branch level.
This system is also ideal for any of users who want to capture Job Costing information and can also be used
by accountants who want to run a bureau where the client handles the capturing of the raw data.
MYOB EXO Remote consists of two modules:
•
EXO Remote
•
EXO Timesheet
EXO Remote
EXO Remote is an add-on to MYOB EXO Payroll, and once installed, appears on the Pay menu. EXO Remote
provides a way of separating employees into groups in order to share employee data between one or more
timesheets. This “site file” is matched up with the remote timesheet, for data entry purposes.
EXO Timesheet
After EXO Remote has been set up, the EXO Timesheet module is installed for branches which are intending
to send times to the head payroll office for processing. It provides an interface to enter the wages,
allowances and leave.
Feature Summary
Remote Data Entry products provide a broad set of features:
•
Extremely easy to use.
•
Intuitive interface.
•
Ability to set up pays in advance by means of a wages template.
•
Import files from different sites for the same pay simultaneously.
•
Full-featured reporting.
•
Multiple pay frequencies at each site.
•
Unlimited number of templates.
1
EXO Remote
The EXO Remote Cycle
To start EXO Remote, double-click the MYOB EXO Employer Services icon on the desktop, or select this
from your Windows programs menu. Log in to your company in the usual fashion, then from the Pay menu
choose EXO Remote.
The purpose of EXO Remote is to separate employees into groups or “branches”, in order to generate a list
of employees and employee codes. This list which will be used to enter times against on a batch-by-batch
basis in EXO Timesheet.
Once the times have been entered, the EXO Remote function is used again to import the times for any
given batch into the payroll system, then post them into MYOB EXO Payroll.
In the setup process, you need to tell EXO Remote:
•
•
•
Who will belong to the remote timesheet
The user security rights to enter and view pays at the remote timesheet
Where to export the employee masterfile or “Site File”
Registration
Initially, MYOB EXO Remote is distributed in Unregistered mode. In this case you will be prompted for an
MYOB registration code.
To obtain a code, you will need to use the Print button to generate a Registration form, and then fax it to
MYOB using the number listed on the printout.
MYOB will respond by filling in the registration code, and faxing the report back to you. Simply enter the
renewal year (current year +1) and the new code, to register your MYOB product.
For any registration queries, please contact MYOB.
2
EXO Remote
Once EXO Remote is registered, the EXO Remote option will become accessible. From here you can manage
all the remote timesheets and the data going to and coming from those sites.
Click on each of the steps in turn to perform all of the necessary operations for setting up EXO Remote.
•
•
•
•
Step 1: Add Remote Site (see page 3)
Step 2: Edit Remote Site (see page 6)
Step 3: Export Site Files (see page 6)
Step 4: Import to Payroll (see page 7)
Adding Remote Sites
This is where you create a Site File for your EXO Timesheet based on payroll records. This is so that EXO
Timesheet can recognise who you are paying and who should have security rights. Click on Step One of the
EXO Remote Cycle.
Site Details
3
MYOB EXO Timesheet
Site Code This is the unique number for the site, this number is generated by the system.
Site Name This is the name of the site. It is useful to make the name as descriptive as possible.
Export Path This option allows you to specify a path to place the site files when you have created them.
This option is useful if your company runs on a large network. You can create the files to a specific location
and EXO Timesheet can pick up the files from the same location. If you have not yet installed the EXO
Timesheet component, set this path to your current payroll folder, e.g. C:\Payrollv.
Import Path This is the location from which the finished pay file (containing the time transactions) will be
picked up from.
FTP Setup The computers containing your EXO Timesheet installation(s) may not necessarily be located on
the same network as the computer containing your Remote Head Office Installation. If this is the case, you
will need to find a way to transfer the Site file(s) from one location to another.
A popular option is to request your Network Administrator to set up an Internet FTP (File Transfer Protocol)
server. In basic terms, this consists of computer that has a permanent Internet Connection and is set up to
perform as an FTP file server. With appropriate login codes, another computer, such as the computer
containing EXO Remote, can upload files to a reserved space on the file server. In addition, other
computers, such as the computers containing EXO Timesheet, can download the same files to the EXO
Timesheet program folder (usually C:\Remote).
The EXO Timesheet sites need up-to-date Site files in order to be operational. In other words, the users of
EXO Timesheet must be able to share up to date payroll data, with the users of the EXO Payroll system. In
this way, the EXO Timesheet users are informed of who it is that they are paying, and what those
employees’ leave balances are. This data comes in the form of EXO Timesheet files.
This electronic method of moving data is often faster and more reliable than physical methods of moving
data, such removable storage media – floppy disk, CD-R, Flash drives, etc.
If you elect to use the FTP transfer method, all of the following FTP settings are to be supplied by your
Network Administrator.
FTP Server The URL address of the FTP Server.
FTP Folder The name of the folder on the FTP Server into which the uploaded files will be placed.
User Name The user name that will be used to access the FTP connection.
Password The password that will be used to access the FTP connection.
During the setup process, it is advisable to test that your FTP connection is enabled. Click the Test FTP
Settings button to continue. A window showing the results of the FTP test appears. Click on the Exit button
to return to the FTP Setup window, and then click on the Save button to confirm your changes and return
to the Site Maintenance screen.
4
EXO Remote
Employees
This tab allows you to assign employees to the site. You can only select employees who have the same pay
frequency as the site. The list on the left hand side shows all available employees, the list on the right hand
side shows all employees who have been selected.
To move an employee between the Payroll Employees and Site Employees sections, click on an employee
and then click one of the following functions:
> Select employee
>> Select all employees
< Deselect employee
<< Deselect all employees
Users
This section allows you to maintain who has access to the EXO Timesheet application(s).
User This is the unique user code for the current user.
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MYOB EXO Timesheet
Name This is the name of the user.
Password This is the password for the user. This allows you to define an initial password for a user. The
user can change their password at the Remote TimeSheet.
Add Selecting this option or pressing the F4 function key adds a blank user file for you to fill in.
Remove This option will remove the currently selected user from the list.
Remove All This option will remove all the users (except the administrator) from the list.
Edit This option allows you to edit an existing user.
Employees (to add as users) This lists the employees for the site and allows you to add them as users so
that they can log in to the Site and enter their timesheets. Double-clicking in the list or clicking the < button
will add a single employee. Clicking the << button will add all the employees in the list.
Editing Remote Sites
This is much the same as adding a site (see page 3), except that you are only dealing with the sites that you
have already added. The most common reason to edit a site is to incorporate new payroll employees into
the site, for re-exporting to EXO Timesheet (see page 6).
Export Site Files
This function exports the site file to EXO Timesheet.
Click on Step Three of the EXO Remote Cycle. You are presented with a list of your current sites.
From here, select the site for which you want to export, then click OK.
A message similar to this one will appear:
NOTE: You should export the site files to EXO Timesheet whenever you make a change to a payroll
masterfile. This includes adding/changing Allowances from the payroll Maintenance menu,
adding/changing Pay Rate Types from the payroll Setup screen, and adding/terminating/reinstating
employees from the payroll file.
6
EXO Remote
Import to Payroll
This option is for merging the pay from EXO Timesheet into the current pay. If you do not have EXO
Timesheet up and running yet, see the topic on the Remote Setup Cycle (see page 2).
Click on a check box in the Selected column to mark a pay for Importing. The pay frequency represents the
frequency of the current pay into which this file will be imported. You cannot select a pay frequency if there
is no currently open pay for that frequency in the payroll.
Pay Frequency The valid pay frequencies are Weekly, Fortnightly, Bimonthly, 4-Weekly, Monthly.
Print Import Report Selecting this option will print out an import report when the file is posted and will
show a breakdown of everything that was imported. This will help to pinpoint if something was not paid
correctly.
Import Clicking this button will post all selected files into the current pay for the selected pay frequency. If
there are any discrepancies found during the import you will be warned and a discrepancy report will be
printed. If all is OK, a confirmation message will appear.
Exit Clicking this button or pressing the ESC key exits the import screen without importing any data.
7
EXO Timesheet
Login Screen
To start the TimeSheet Site, simply double click on the TimeSheet icon on the Windows desktop, or select it
from your Windows programs menu.
This screen is encountered when entering the TimeSheet Site system, and allows access only to valid users
who have been setup in the User Security section, at Head Office.
User Code This is a code assigned to the user at head office.
Password This is the password assigned to the user code above. Entry to the system will only be given if
the password is correct. The password is hidden from view at this stage.
Support This area is for use by Support only and has a separate password entry.
Exit Pressing this button or using the ESC function key will exit the TimeSheet system.
To log in to a Company you can either press ENTER on the highlighted company or double-click on it with
your mouse. You will go through the Password Security Screen without needing to do anything as no
password has been set up at this stage.
8
EXO Timesheet
The Menus
The following menus are available in the main EXO Timesheet interface:
File Menu
Menu Item
Description
Employees
This screen holds the names and contact details for your employees.
Change Company
Closes down the Remote TimeSheet and brings up the login screen.
Exit
Closes down the Remote Data Entry system.
Edit Menu
Menu Item
Description
Undo
Cancel the last operation and revert back to the previous status.
Redo
Reapply the last operation at the current cursor position.
Cut
Move the currently selected text into the Windows clipboard.
Copy
Copy the currently selected text into the Windows clipboard.
Paste
Copy the contents of the Windows clipboard to the cursor position.
Clear
Delete the contents of the entire field, at the cursor position.
Select All
Select the contents of the entire field, at the cursor position.
Timesheet Menu
Menu Item
Description
Standard
Timesheet
Set up a template of the employee’s expected times according to their current
roster.
Current
Timesheet
Adjust the times brought through from the standard timesheet where necessary,
adding allowances, deductions and leave.
Get Data from
Head Office
Import the Site File (employee masterfiles and company setup rules) from Head
Office.
Update Current
TimeSheet
Exports the pay file to either Head Office or Time and Attendance, and then
closes the current batch, in preparation for a new batch to be created, at a later
date, for the next pay period. If you are not directly connected to the Head Office
through a network, you can attach the pay file to an e-mail and send it to the pay
clerk via the Internet.
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MYOB EXO Timesheet
Import from
TxTime
Employee hours can be imported into the current timesheet by way of a TxTime
import file. TxTime gathers input from individual SMS text messages and provides
an interface to comparable TimeSheet and Payroll applications.
Maintenance Menu
Menu Item
Description
Allowances
Allowances that can be paid to Payroll employees.
Deductions
Deductions that can be taken out of a Payroll employee’s pay.
Cost Centres
Codes assigned to payment amounts in order to track expenditure.
Pay Rate Types
A multiplier, used to pay overtime etc.
Reports Menu
Menu Item
Description
Print Reports
Generate a report to screen or printer.
Utilities Menu
10
Menu Item
Description
Backup
Allows you to back up your data at any time to either a floppy disk or your hard
drive.
Restore
Used when you need to restore a backup due to hardware failure or corruption.
File Reindex
This is a repair utility.
Setup EXO
Timesheet
Specify where masterfile are imported from, and where pays are exported to,
plus rules ordinary and overtime treatment .
User Security
This screen holds user names and passwords.
Backup Options
Setup options for performing data backups.
EXO Timesheet
Help Menu
Menu Item
Description
Help
Activate the on-line version of this document.
MYOB Education Centre
Opens the MYOB Education Centre website in a web browser.
Timesheet Setup Cycle
Show the sequence for setting up EXO Timesheet.
Timesheet Cycle
Shows the sequence for paying employees via EXO Timesheet.
About
Shows the current version number and contact details.
The Toolbar
Icon
Function
Description
Edit
Employee
Review and amend employee masterfiles.
Get Data
from Head
Office
Import employee masterfiles and company setup rules from MYOB EXO
Payroll.
Standard
Times
This is where you can maintain Standard Times for this site – templates
that are the equivalent of a Standard Pay in MYOB EXO Payroll.
Current
Timesheet
Enter pay transactions into the Current Times – covers wages, allowance
and leave.
Update
Current
Timesheet
Export the pay file to Head Office. If you are not directly connected to the
Head Office through a network, you can attach the pay file to an e-mail
and send it to the pay clerk via the Internet. Exports the pay file to either
Head Office or Time and Attendance, and then closes the current batch, in
preparation for a new batch to be created, at a later date, for the next pay
period.
Timesheet
Setup
Specify where masterfiles are imported from, and where pays are exported
to, plus rules ordinary and overtime treatment .
TimeSheet
Cycle
Shows the sequence for paying employees in a remote site.
Print Reports
Generate a report to screen or printer
Backup
This is a facility to archive a copy of your data files, in the case of needing
to Restore/Rollback to them at some point.
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MYOB EXO Timesheet
Help
Opens the Online Help.
Diary
This is a form of daily planner, giving you a place to enter comments on
any given day, for TimeSheet-related tasks, appointments and reminders.
Show Items
Opens a window showing all available toolbar icons, where you can choose
which icons to display and which to hide.
Exit
Takes you out of EXO Timesheet and returns you to the Windows desktop.
Function Keys
Throughout the EXO Timesheet system there are standard function keys to handle most tasks, these keys
will work on different records depending on where they are used but the same basic functionality is the
same. The function keys are:
F1 Provides detailed help about any object in the system
F4 Adds a new record.
F5 Edit a record.
F6 Delete a record.
F7 Move to the previous record.
F8 Move to the next record.
F9 Find a new record or Print.
F10 Save a record.
ESC Exit
12
EXO Timesheet
About Screen
The About screen displays information about the applications installed, MYOB contacts, and Licence
information.
NOTE: The screenshot above is provided for illustrative purposes only - to verify that the version
number you see on the About screen is the current version, see the most recent Release Notes
document.
If a Support Person or other MYOB representative needs to know the current version number, then check it
in this screen - the quickest way to access it is to press the F11 key on your keyboard (this works from
almost anywhere in the MYOB software).
The Support button can be used if you have had an error and want to send a “Support Report” to MYOB.
(This is can also be accessed from the Login Screen (see page 8)).
13
MYOB EXO Timesheet
The Timesheet Setup Cycle
Adding a Company
Before you can enter any employee information and commence the preparation of your database it is
necessary to setup the system to handle your company’s unique requirements.
Although MYOB may handle some of this preparation in the course of their installation and training, it is
necessary for you, the user, to have an overview so that you may be better equipped to successfully
understand your system.
These procedures will be discussed in the order that they are usually performed.
MYOB EXO Timesheet can have unlimited “live” companies in the same program, in addition to the
Demonstration Company.
After the program has loaded the first screen that appears is the Login Screen.
Click on a line in the left-hand window to select a company. You will then the able to enter the appropriate
login name and password for that company, in the user security section at right.
Add Company
This function creates a blank set of data, as a separate entity from the Demonstration Company. At this
stage it is necessary to create your own Company with its unique information.
14
EXO Timesheet
Press F4 to add, the following screen will appear:
Company Name The directory name will be automatically generated for you, based on the first few
characters of your company name.
Directory The directory name will be automatically generated for you, based on the first few characters of
your company name.
Once the procedure is complete press F10 and you will be taken into your new company.
Once in the new Company, you will be presented with the EXO Timesheet Setup Cycle (see page 15). This
screen will step you through the process of setting the various Control screens.
NOTE: The steps covered in this cycle can also be performed by selecting the appropriate option
from the main menu. You can return to the TimeSheet Setup Cycle at any time from the Help menu.
The Timesheet Setup Cycle
The purpose of EXO Timesheet is to act as a data exchange mechanism for employee data and payroll
company rules between the Head Office and its subsidiary branches. The intent is to reduce the workload
at Head Office.
•
The responsibility of processing the payroll and ensuring its accuracy is taken away from the Head
Office and placed on the clerk at the Timesheet. The pay can be checked and verified at the
Timesheet without the Head Office clerk having to get involved with queries or disputes over the
authenticity of the data.
•
The data entry can be done by a clerk at the Timesheet, which has a natural benefit of the clerk
being in close proximity to the workers and their supervisors.
All of the Timesheet information is collated and imported into the Current Pay in MYOB EXO Payroll – EXO
Payroll’s powerful reporting system is still retained and keeps track of all Timesheet activity.
15
MYOB EXO Timesheet
From the Help menu select Setup Cycle. The following screen appears:
•
•
•
Step One - Setup (see page 16)
Step Two - Get Data from Head Office (see page 19)
Step Three - Standard Timesheet (see page 19)
Step One – Setup
This is where you define how your ordinary pay and overtime is to be split.
Timesheet Tab
You can choose to enter the total times for the week, or you can enter times on a day by day basis, letting
the Timesheet collate the hours and subtract the unpaid breaks automatically.
16
EXO Timesheet
Week Starts On This indicates what day the roster starts on. In EXO Timesheet, the roster does not
necessarily have to start on a Monday, it may start on any day of the week or weekend.
Mode The data entry Mode defines the number and layout of fields on the data entry screen. Select from
the following modes of data entry:
•
One Page per Day - The Timesheet will create seven page tabs, one for each day, plus an eighth
“weekly” tab which holds the sum of the hours on the daily page tabs.
•
One Page per Week - All data is handled on the one screen, with a horizontal line for each day of
the week.
•
Time and Attendance (per Day) - This method is similar to the One Page per Day method, except
that when entering Hours Only, you will need to know the start time and the number of hours
worked for the day, before you begin data entry - the Timesheet will automatically calculate the
finish time for you. The Timesheet will create seven page tabs, one for each day, plus an eighth
“weekly” tab which holds the sum of the hours on the daily page tabs.
Enter Start and Finish Times Use the Start and Finish Times method when you want the Timesheet to
calculate the hours to pay, taking into account the time in each day between the Start and Finish times less
any breaks.
Enter Hours Only In general, use the Hours Only method when you are keying values from manual
Timesheets where the hours to pay are already calculated.
Rates calculated using Select from the following choices:
•
Daily Limits - A method of calculation whereby a maximum number of units is set per Pay Rate
Type, per day. If the maximum number is exceeded, the system will attempt to pay the hours at the
next highest Pay Rate Type (multiplier), until all hours have been paid.
e.g. Rate 1 08:00 Rate 2 02:00 Rate 3 14:00
means that:
the first 8 worked hours in a day will be paid at ordinary time
the 9th and 10th worked hours in a day will be paid at time and a half
the 11th and subsequent worked hours in a day will be paid at double time
•
Weekly Limits - A method of calculation whereby a maximum number of units is set per Pay Rate
Type, per week. If the maximum number is exceeded, the system will attempt to pay the hours at
the next highest Pay Rate Type (multiplier), until all hours have been paid.
e.g. Rate 1 40:00 Rate 2 04:00 Rate 3 124:00
means that:
the first 40 worked hours in a week will be paid at ordinary time
the 41st to 44th worked hours in a week will be paid at time and a half
the 45th and subsequent worked hours in a week will be paid at double time
The advantage of this method is that the employee will not get overtime all at if they have not
worked 40 hours.
Under a daily limit, the employee could in theory get 2 hours T1/2 for working one day, and still
take the following day off.
Assign Breaks to Code
This is an optional field which gives you the ability to exclude times that belong to meal breaks from being
paid in the payroll as a wage line, by attaching a “break code” to these times. Normally times are attached
to cost centre codes.
17
MYOB EXO Timesheet
e.g. from 12:00 to 13:00 you enter the break code as (999) in the cost centre field of the data entry screen,
as opposed to entering a cost centre code, this would mean that you want to redirect 1 hour to the break
code rather than to paid wages.
Note that the break code you specify should not be that of an existing cost centre that is used for wages.
This is to safeguard against any employee inadvertently clocking against this code at any time in the future
and therefore not being paid for those times, as they are classed as unpaid meal breaks.
Weekly Rates
Used in conjunction with the Weekly Limits method described above, enter the maximum possible number
of wage hours you would pay a person in a week, for any given pay rate type. If there are no maximums set,
i.e. 0:00, the system will assume that you do not want to pay on the rate type in question. Recommended
settings are:
Rate 1 40:00 Rate 2 optional Rate 3 optional
Daily Rates
Used in conjunction with the Daily Limits method described above, enter the maximum possible number of
wage hours you would pay a person in a day, for any given pay rate type. If there are no maximums set, i.e.
0:00, the system will assume that you do not want to pay on the rate type in question. Recommended
settings are:
Monday -> Friday
Rate 1 08:00 Rate 2 optional Rate 3 optional
Saturday
Rate 1 optional Rate 2 optional Rate 3 optional
Sunday
Rate 1 0:00 Rate 2 0:00 Rate 3 0:00
Update Paths Tab
Site code The unique code used to identify a site - this needs to be the same as the one set from Head
Office.
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EXO Timesheet
Payroll Export Format There are variety of payroll applications which can interpret the time transaction
data that is posted by Timesheet, and import the entries into a live pay run. Select from the following list:
•
MYOB EXO Payroll - EXO Payroll originates from MYOB’s Employer Services division (Auckland). This
is the default choice and is appropriate for most customers. The Remote Head Office (see page 1) is
an add-on application to PayrollEnterprise, and provides a way of selecting from all of the
employees on payroll, those who will belong to this particular Timesheet. Support for all other
formats will require the advice of the MYOB Support team.
•
Ace Payroll - Made by Ace Payroll Plus Ltd
•
IMS Payroll - Made by Information Management Services Ltd
•
MYOB Payroll - Made by MYOB, this is recommended for users of the NZ Payroll application.
Site name Enter the name for your new Timesheet, typically the branch name.
Location to get files sent from Head Office This is the path that the site files (masterfiles) created at head
office will be retrieved from. Click the Choose […] button to select a folder.
Send wages to this Head Office location For EXO Payroll employees, Timesheet will post the sum of waged
hours and the contents of the Other Payments screen to a wage transaction file, which is subsequently
imported by Remote Head Office. This is the path that the wage file will be posted to. Click the Choose […]
button to select a folder.
Send times to this Time and Attendance location For EXO Time and Attendance employees, Timesheet will
post the start and finish times into a TR2 times file, which is subsequently polled by EXO Time and
Attendance. This is the path that the times file will be posted to. Click the Choose […] button to select a
folder.
Do not validate cost centres The default behaviour of the Timesheet is to display a picklist of cost centres
if either no cost centre has been entered, or a non-existent cost centre has been entered. Enabling this
option means that payments which have no assigned cost centre will automatically be costed to the
employee’s default cost centre, upon import into payroll. However, the downside to enabling this option is
that any transactions which are attached to an inadvertently miskeyed (and invalid) cost centre will fail to
be imported.
Enabling this option may be of special interest to EXO Time and Attendance users, who are using EXO Time
and Attendance’s special option to automatically create cost centres that do not already exist. In bypassing
the cost centre validation, you may then enter any combination of cost centre analysis part codes, and in
turn have Time and Attendance automatically create a new, full-length cost centre made up of this unique
combination of part codes, when the times file is polled.
Step Two - Import Data from Head Office
Select Step Two from the Setup Cycle. You will be prompted to select a file. This file will contain the data
files for your site, as exported from Remote Head Office. The TimeSheet system will automatically look for
the site file in the path specified in Step One.
The file’s naming convention is based on the site code you are registered under - this means you will not be
able to import the wrong files. Once this step is complete, you should see a confirmation message.
Step Three - Standard Timesheet
This is where you set up a standard template of expected times for an employee. Copies of the templates
are used on a week-to-week basis, with only minimal changes needing to be made, if there is a variance on
the employee’s normal times.
Select Step Three from the Setup Cycle. You will then see the Select Employee window. Select the
employee you wish to set Standard Times for, then click on the Select button or press ENTER.
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MYOB EXO Timesheet
The Standard Timesheet appears. This is where you can maintain standard times for this employee – the
equivalent of EXO Payroll’s Standard Pay.
The layout of this window depends on the options chosen on the Timesheet Setup window (see page 16).
If “One Page per Day” or “Time and Attendance (per Day)” is chosen for the Mode property, the window
contains a separate tab for each day’s times, plus an eighth tab that sums the hours on the other seven:
If “One Page per Week” is chosen for the Mode property, the window contains a single tab, with a line for
each day’s times:
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EXO Timesheet
Transaction Entry
Start Time Enter the time that the employee is expected to clock in on this day.
Finish Time Enter the time that the employee is expected to clock out on this day.
Cost Centre Enter the cost centre that the employee is expected to clock out on this day.
Hours Data entry differs depending on what you want to achieve.
Notes Here you can enter a standard note for this employee. The note will be incorporated into the
Current Timesheet, and in turn, the Employee Notes screen in Payroll.
Example 1
When Enter Start and Finish Times is selected, clocking meal breaks:
Example 2
When Enter Hours Only is selected:
If you’re keying from source documents such as time cards you may already know the hours to pay. Note
that the break line is not needed in this case because the hours to pay are a known quantity.
Example 3
No Costing:
Note that in both of the above cases the cost centre field is optional – in other words, only for costing
fragments of time to specific jobs. If no cost centre is entered, the payroll will assume the appropriate cost
centres, when the wages reach Head Office. Note that the break code is still needed.
Example 4
Time and Attendance mode, entering hours only:
This method requires you to know the start time and the finish time for the day, in order to process times
for a day. Key in the start time, and the job cost centre if applicable, then key in the hours worked…
Note that the Finish Time will be automatically calculated by the system.
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MYOB EXO Timesheet
Example 5
Entering decimal times:
In all of the above cases you are entering values for the day in terms of time (base 60). If you want to enter
times in decimal form (base 10) use the Other Payments button (transaction type = W).
NOTE: The daily rules (in Timesheet Setup) do not apply to the Other Payments screen. Therefore
overtime has to be clearly stated on a separate line.
Daily Rules
A Daily Rules section appears on the Standard Timesheet window if “Daily Limits” was selected for the
Rates calculated using property on the Timesheet Setup window.
The premise of a daily rule is that an employee must work at least X hours per day, before getting overtime.
How much of that extra time is liable for time ½ or double time is also specified in the daily rule.
Total Hours Worked for Day
This will display the split of ordinary pay vs. overtime vs. breaks, as governed by the daily maximums in the
Setup screen, in units of time (base 60).
Total (Decimal) Worked for Day
This will display the split of ordinary pay vs. overtime vs. breaks, as governed by the daily maximums in the
Setup screen, in decimal units (base 10).
Weekly Rules
A Weekly Rules section appears on the Standard Timesheet window if “Weekly Limits” was selected for the
Rates calculated using property on the Timesheet Setup window.
The premise of a weekly rule is that, regardless of how many hours an employee has worked on any given
day(s), they must physically have worked at least X hours per week, before payment overtime is payable.
How much of those hours are liable for time and a half or double time is also specified in the weekly rule.
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EXO Timesheet
Other Payments
Click the Other Payments button to enter non-wage transactions that this employee would normally
receive every pay period.
NOTE: The Other Payments screen is not available for Time and Attendance employees. This is
because the Time and Attendance system only accepts data in the form of a times file, and times files
only consist of start and finish times.
Click the Add button to add a transaction. In the transaction type field, click or press the spacebar on the
list box to see your choices.
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•
•
•
•
•
•
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•
•
•
•
•
•
W - Wages (Hours )
A - Allowances
S - Sick Pay
H - Holiday Pay
D - Days Paid
E - Deductions
F - Shift Leave
T - Other Leave
O - Long Service Leave
B - Bereavement
P - Public Holiday
Y - Alternative Leave Accrued
Z - Alternative Leave Paid
R - Relevant Days Paid
U - Unpaid Leave
Click the Edit button to edit a saved transaction.
Click the Delete button to remove the selected record from the system.
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MYOB EXO Timesheet
Leave Entitlements
Click the Leave Entitlements button to view the current balance for all leave types relating to the current
employee. It is primarily used during the processing of the Current Times for checking that the employee
has enough leave entitlement to cover their upcoming absence.
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EXO Timesheet
The Timesheet Cycle
There are several simple ways to create a timesheet. For new users we recommend you use the easiest
method - our unique EXO Timesheet Cycle, which steps you through the pay process.
Click on the TimeSheet Cycle button on the Toolbar. This will launch the TimeSheet Cycle screen as shown
below.
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•
•
•
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Step One - Get Data from Head Office (see page 25)
Step Two - Standard TimeSheet (see page 25)
Step Three - Current TimeSheet (see page 26)
Step Four - Print Reports (see page 33)
Step Five - Update Current TimeSheet (see page 35)
Step One - Get Data from Head Office
Before beginning your pay run, you must ensure that you have received the Site File from the Remote Head
Office. The updated file will contain any new employees that have started with the company since the last
pay.
Click on Step One. You will be prompted to select a site file. The Remote system will automatically look for
the site file in the path specified in the Setup Cycle Step One.
The file’s naming convention is based on the site code you are registered under, this means you will not be
able to import the wrong files. Once this step is complete you should see a confirmation message.
Step Two - Standard TimeSheet
From the TimeSheet Cycle, select Step Two. If you are aware of a change in an employee’s standard
working hours or standard allowances, make the change here before applying the template to a live pay
period.
See the topic on the Setup Cycle Step 3 (see page 19) for a breakdown of the Standard Times screen and its
functions.
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MYOB EXO Timesheet
Step Three - Current Timesheet
This is where you edit In and Out times for an employee, wherever the actual times vary from the defaults
set in the Standard Times screen.
The intent being that a copy of the Standard Times templates is used on a week-to-week basis, with only
minimal changes needing to be made if there is a variance on the employee’s normal times.
Select Step Three from the Setup Cycle - the Create Current Timesheet window appears.
Pay Frequency This is indicates the span of dates within the pay period, for accounting and taxation
purposes. Select from:
•
26
Weekly - A weekly Timesheet has a single Sheet to enter times against:
EXO Timesheet
•
Fortnightly - A fortnightly Timesheet has two sheets to enter times against – times are still grouped
into weeks for applying Weekly Rules:
•
Monthly - For a monthly Timesheet, there is not enough room to break down time into four and
sometimes five weeks in the monthly pay period. Therefore when activating the Monthly Payments
option, the Other Payments screen is used to load data into the Timesheet:
Create New
If a Current Timesheet for the selected Pay Frequency does not currently exist, a Create New button is
available. Click this button to commence a new pay period. The Timesheet will automatically bring the
preset data from the Standard Times into this pay period.
Edit
If a Current Timesheet for the selected Pay Frequency already exists, an Edit button is available. Click this
button to proceed, you will then see the Select Employee screen. Highlight the employee you want to enter
times for, then click the Select button or press ENTER.
The Current Timesheet screen then appears. This is where you can maintain pay period times for this
employee – the equivalent of EXO Payroll’s Current Pay.
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MYOB EXO Timesheet
Load Standard
This will completely clear the Current Timesheet and reset the times for this employee to exactly match
those stored in the Standard Times screen.
Restore Last
This will completely clear the Current Timesheet and reset the times for this employee to exactly match
those stored in Current Times screen, as of the last posting.
Notes
Here you can modify the employee’s Standard Note (if there is one) or enter a new note, for this employee.
The end result being that the note will be posted to the Employee Notes screen in Payroll.
Transaction Entry
Start Time Enter the time that the employee is expected to clock in on this day.
Finish Time Enter the time that the employee is expected to clock out on this day.
Cost Centre Enter the cost centre that the employee’s time is charged to on this day.
Hours Data entry differs depending on what you want to achieve.
Example 1
Clocking start and finish times, clocking meal breaks:
Example 2
Entering hours only
If you are keying from source documents such as time cards you may already know the hours to pay. Note
that the break line is not needed in this case because the hours to pay are a known quantity.
Example 3
No Costing:
Note that in both of the above cases the cost centre field is optional – in other words, only for costing
fragments of time to specific jobs. If no cost centre is entered, the payroll will assume the appropriate cost
centres, when the wages reach Head Office. Note that the break code is still needed.
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EXO Timesheet
Example 4
Time and Attendance Mode
This method requires you to know the start time and the number of hours worked for the day, in order to
process times for a day. Key in the start time, and the job cost centre if applicable, then key in the hours
worked…
Note that the Finish Time will be automatically calculated by the system.
Example 5:
Note that in all of the above cases you are entering values for the day in terms of time (base 60). If you
want to enter times in decimal form (base 10) use Other Payments button (transaction type = W).
Note that the daily rules (in Timesheet Setup) do not apply to the Other Payments screen. Therefore
overtime has to be clearly stated on a separate line.
Daily Rules
A Daily Rules section appears on the Current Timesheet window if “Daily Limits” was selected for the Rates
calculated using property on the Timesheet Setup window (see page 16).
The premise of a daily rule is that an employee must work at least X hours per day, before getting overtime.
How much of that extra time is liable for time ½ or double time is also specified in the daily rule.
Total Hours Worked for Day This will display the split of ordinary pay vs overtime vs breaks, as a governed
by the daily maximums in the Setup screen, in units of time (base 60).
Total (Decimal) Worked for Day This will display the split of ordinary pay vs overtime vs breaks, as a
governed by the daily maximums in the Setup screen, in decimal units (base 10).
Preview
This will display the breakdown of units to pay in a report form.
Weekly Rules
A Weekly Rules section appears on the Current Timesheet window if “Weekly Limits” was selected for the
Rates calculated using property on the Timesheet Setup window.
The premise of a weekly rule is that, regardless of how many hours an employee has worked on any given
day(s), they must physically have worked at least X hours per week, before payment overtime is payable.
How much of those hours are liable for time ½ or double time is also specified in the weekly rule.
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MYOB EXO Timesheet
The right-most page tab on the Data Entry screen holds the weekly breakdown of pay, if you are using
Weekly Rules rather than daily rules.
From the Current Times screen click on the Exit button, this will return you to the Timesheet Cycle.
Other Payments
From the Timesheet Entry screen, click on the Other Payments button to enter non-wage transactions that
this employee would normally receive every pay period.
NOTE: The Other Payments screen is not available for Time and Attendance employees. This is
because the Time and Attendance system only accepts data in the form of a times file, and times files
only consist of start and finish times.
Click the Add button to add a transaction. In the transaction type field, click or press the spacebar on the
list box to see your choices.
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•
•
•
•
•
•
•
•
•
•
•
•
•
•
W - Wages (Hours )
A - Allowances
S - Sick Pay
H - Holiday Pay
D - Days Paid
E - Deductions
F - Shift Leave
T - Other Leave
O - Long Service Leave
B - Bereavement
P - Public Holiday
Y - Alternative Leave Accrued
Z - Alternative Leave Paid
R - Relevant Days Paid
U - Unpaid Leave
Click the Edit button to edit a saved transaction.
Click the Delete button to remove the selected record from the system.
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EXO Timesheet
Hours
Hours transactions require the Hours to Pay, Rate Type (e.g. Ord, T1/2). Normally you would not need to
enter this into the Allowance and Other Payments screen, they are usually entered in the standard times
screen.
Allowances
Allowance transactions require the Allowance Code and number of units to pay.
Sick
Where sick leave is being measured in hours, Sick pay transactions require the number of hours to pay (to
be valued at the employee’s relevant hourly rate) and the number of Hours of Sick Leave Entitlement to
Reduce for those hours.
Where sick leave is being measured in days, Sick pay transactions require the number of hours to pay (to be
valued at the employee’s relevant hourly rate) and the number of Days of Sick Leave Entitlement to Reduce
for those hours.
Holiday Pay
Where holiday pay is being measured in hours, Holiday Pay transactions require the number of hours to
pay.
Where holiday pay is being measured in days, Holiday Pay transactions require the number of days to pay.
Days Paid
Days Paid is necessary for users who do not have Pay Period Valuation turned on in their company holiday
pay setup. This field requires the number of days paid for holiday pay purposes. It is used in conjunction
with the Normal/Days and Permanent Part-time holiday pay methods.
Deductions
Deduction transactions require the Deduction Code and depending on the deduction setup, may require
the Amount or the Rate.
Shift Leave
Where holiday pay is being measured in hours, Shift leave transactions require the number of hours to pay.
Where holiday pay is being measured in days, Shift leave transactions require the number of days to pay.
Other Leave
Where holiday pay is being measured in hours, Other leave transactions require the number of hours to
pay.
Where holiday pay is being measured in days, Other leave transactions require the number of days to pay.
Long Service Leave
Long Service Leave requires the Units to pay and a cost centre.
Long service leave may be paid in days or hours.
Bereavement Leave
Bereavement Leave transactions require the number of hours to pay (to be valued at the employee’s
relevant hourly rate) and the number of Days of leave taken for those hours.
Public Holiday
This is for payment on a statutory holiday on which the employee did not work. Public Holiday transactions
require the number of hours to pay (to be valued at the employee’s relevant hourly rate) and the number
of Days not worked for those hours.
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MYOB EXO Timesheet
Alternative Leave Accrued
Where alternative leave is being measured in days, this is for granting an employee an extra holiday for
coming into work on a statutory holiday or rostered day off. It will add to the alternative leave entitlement
field in the payroll’s Open Employee screen (Sick & Other Leave tab). It requires the number of number of
Days of Alternative Leave to Accrue.
Where alternative leave is being measured in hours, this is for granting an employee an extra holiday for
coming into work on a statutory holiday or rostered day off. It will add to the alternative leave entitlement
field in the payroll’s Open Employee screen (Sick & Other Leave tab). It requires the number of Hours of
Alternative Leave to Accrue.
In addition to accruing an alternative day, the employee should be paid for the number of hours that they
did work on the statutory holiday. This extra payment is transacted as hours and paid at penal rates i.e.
time and a half.
Alternative Leave Paid
Where alternative leave is being measured in days, this is for paying an employee for an extra holiday
earned during a prior pay period, during which the employee worked on a statutory holiday or a rostered
day off. This will reduce from the alternative leave entitlement field in the payroll’s Open Employee screen
(Sick & Other Leave tab). It requires the number of hours to pay (to be valued at the employee’s relevant
hourly rate) and the number of days of Alternative Leave to reduce for those hours.
Where alternative leave is being measured in hours, this is for paying an employee for an extra holiday
earned during a prior pay period, during which the employee worked on a statutory holiday or a rostered
day off. This will reduce from the alternative leave entitlement field in the payroll’s Open Employee screen
(Sick & Other Leave tab). It requires the number of hours to pay (to be valued at the employee’s relevant
hourly rate) and the number of Hours of Alternative Leave to Reduce for those hours.
Relevant Days Paid
The number of Days Paid for the relevant rate calculation (for sick leave, bereavement leave, alternative
leave, etc) should represent the number of physical days that the employee has worked on in this pay
period. Any portion of a day worked should be counted as 1 day. For example, if an employee has worked 5
full days and 1 half day you would enter 6.
Edit
Click the Edit button to edit a saved transaction
Delete
Click the Delete button to remove the selected record from the system.
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EXO Timesheet
Leave Entitlements
This screen holds the current balance for all leave types relating to the current employee. It is primarily
used during the processing of the Current Times for checking that the employee has enough leave
entitlement to cover their upcoming absence.
Step Four - Print Reports
Click on Step Four of the TimeSheet Cycle. You will now be presented with the Report Selection screen.
From here you can access reports on all aspects of the TimeSheet operation.
Select This button will open the Print Report screen (see page 35).
Exit Selecting this button or pressing ESC will exit the screen without printing a report.
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MYOB EXO Timesheet
Report Selection
Following is a list and description of all reports available in the system.
Employees
Report
Description
Employees
Prints a list of all employees with basic contact and setup details.
Maintenance
Report
Description
Allowances
Prints out a list of all allowances and their attributes.
Cost Centres
Prints a list of all cost centres and their respective GL codes and other
attributes.
Deductions
Prints out a list of all deductions and their attributes.
Pay Rate Types
Prints a list of the default pay rate types and descriptions.
Timesheet Template
This is a pre-printed form onto which employees can hand-write their times
and pass on the clerk for data entry.
Users
This report prints a list of all users currently set to use the system.
Transactions
Report
Description
Log File
Prints a list of all system events that have occurred with dates, times and users.
Posting
This report prints a list of transactions for a specific batch. For this report only a
separate option is available to select a batch to print the report for, from the report
options screen.
Timesheet
This is a form of daily attendance report, showing the start times, finish times, and
breaks for each day.
Report Options
Many options are common throughout all of the reports, for example “Detailed Report” means to display a
line for each record meeting your criteria.
Timesheet Template
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•
Print each employee on a new page - Start printing at the top of a new page each time an employee
record is encountered.
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Start Day - This report displays a line for each day of the week. Select from the following list, in
order to define which line will be the start line, i.e. the day on which the pay week commences:
EXO Timesheet
Timesheet
•
Print each employee on a new page - Start printing at the top of a new page each time an employee
record is encountered.
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Cost Centre name instead of code - For transactions that have been costed to a specific job, show
the more-informative cost centre name, as opposed to the numeric cost centre code.
Printing Reports
From the Report Selection screen, double-click on the Posting Report.
The Print Report Options screen is the where the report is generated from. In some reports, extra options
can change the sorting and grouping of the report.
Sort Order This allows you to choose the desired sort order for the selected report.
Destination You can choose to print the report to the selected printer or preview the report to screen.
Printer Lets you select the default printer to print the report to.
Number of Copies Lets you set the number of copies of the report to print out.
Print Pressing this button or using the F9 function will print the report.
Exit Pressing this button or the ESC function key will exit the reports screen.
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MYOB EXO Timesheet
Step Five - Update Current Timesheet
Click on Step Five of the Timesheet Cycle and the following screen appears:
Frequency Click on the Pay Frequency list to select a batch to post.
Date The pay period end date for this posting should be the same as the current pay, for the given pay
frequency, at Head Office.
Post to EXO Timesheet will post the sum of waged hours and the contents of the Other Payments screen to
a wage transaction file, which is subsequently imported by EXO Remote. This is the path and file name that
the pay file will be posted to. Click the Choose […] button to select a folder.
Only unposted items The Timesheet will not post the same transaction to the pay file twice. This is
achieved by flagging each transaction as posted when the pay file is created or appended to. This is the
default behaviour of the Timesheet and is sufficient most of the time.
All items You may wish to start from scratch and reconstruct the entire Timesheet for this pay period
again. What was posted will be disregarded, old transactions that you have since altered will be posted
again, and new transactions will also be posted.
Post Click this button to post the EXO Timesheet transactions. The user at the EXO Remote end will import
the pay file into the payroll’s Current Pay.
If the timesheet is posted successfully, a confirmation message appears and the timesheet is marked as
posted on the Posting Times window:
Print This will print a report, based on the selections that you have made earlier.
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EXO Timesheet
Close Current Timesheet
After posting the Current Timesheet, you will need to update the batch, i.e. close off the pay period, in
preparation for a new set of dates. Dates belonging to Updated Timesheets will not be editable. Always
ensure that when entering times into the Current Timesheet, you are working with the dates that span the
current working calendar week(s). This is so that times for old dates can be reported historically in the
Timesheet report.
Once the times have been posted and the Posting report has been printed, click the Update button to
continue. A message requesting confirmation appears. Click Yes to proceed.
Your file will now be ready for importing at EXO Remote / EXO Time and Attendance.
Import from TxTime
The hours that employees work can optionally be imported into the current Timesheet by way of a TxTime
import file. This import is reliant on a specific configuration of Timesheet, as specified in the Timesheet
Setup screen - the Timesheet Entry mode must be set to “One Page per Day” and entering “Hours Only”.
TxTime gathers input from individual SMS text messages and provides an interface to comparable
Timesheet and Payroll applications. From the Timesheet menu, select Import from TxTime. The following
window appears:
Please select the times file to import into Timesheet Click on the lookup [...] button, in order to select a
time transaction (TIMETRAN.DBF) file. If you are not sure how to create the time transaction from TxTime
in the first instance, please consult your TxTime product manual.
Pay Frequency Only Timesheets which are currently open, and that are of the correct pay frequency
should be selected here. Take care to ensure that before an import, there are no hours belonging to
previous pay periods - which could result in unwanted duplication of data.
Once you have made your selections, click the Import button to proceed. A confirmation message indicates
a successful import operation.
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MYOB EXO Timesheet
Maintenance
Employees
From the File menu, select Employees. Choose an employee on the Select Employee window and click
Select.
Code This is a unique numeric code, assigned to the current employee only. As each employee is added,
this code increments.
Surname The Employee’s family name.
First Names The Employee’s first name(s).
Alpha Code This is a unique alphanumeric code – usually derived from the surname and assigned to the
current employee only.
Address The Employee’s address line 1 will be displayed here.
Suburb The Employee’s address line 2 will be displayed here.
City The Employee’s city of address will be displayed here.
Phone Employees phone number.
Occupation The employee’s role within the company.
IRD Number The Employee’s unique Inland Revenue number.
Pay Frequency The Employee’s pay frequency.
Sex The employee’s gender.
Start Date The date on which the employee commenced work with your company.
Time and Attendance Employee Times that are entered against EXO Time and Attendance employees will
not be captured directly into payroll. They will instead be captured into the EXO Time and Attendance
system, which has the ability to apply many advanced operations, such as the rounding and anchoring of
start and finish times, and comparison with rostered times. The fully processed times will in turn be posted
from EXO Time and Attendance to EXO Payroll.
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EXO Timesheet
Allowances
From the Maintenance menu, select Allowances, then select an allowance from the list that appears.
Code This is the unique code assigned to this allowance.
Name This is the name of the currently selected allowance.
Taxable vs Non Taxable Taxable allowances are allowances that are liable for income tax (PAYE). Non
taxable allowances are full exempt from income tax.
Calculation Method This is how the allowance is calculated and can be one of:
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Fixed Dollar Amount
Percentage of Wage and Salary
Total Hours
Equivalent Hours
Specific Hours
Rated Units
Hourly Rate
Percentage of Total Gross
Rate This is the dollar amount per unit of the allowance to pay.
Pay Rate Type This is the pay rate assigned to this allowance.
Maximum Number This controls the maximum number of units of an allowance that can be paid to an
employee in the current batch.
Wage Rate Code This is the employees’ multiple hourly wage rate code that is assigned to this allowance.
Type This setting dictates the type of allowance this is. The type can be one of: Normal, Reimbursement,
Withholding Payment and Extra Emolument.
Cost Centre This is the Cost Centre the allowance will be costed to.
Override Tax Rate This lets a user tax an allowance at a different rate to the employees normal tax rate.
Add to Gross for Holiday Pay Sets whether this allowance contributes to the employee’s gross pay that is
liable for holiday pay calculations.
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MYOB EXO Timesheet
Add to Gross for Super Sets whether this allowance contributes to an employee’s gross pay that is liable
for Superannuation contributions.
Add Earner Levy Sets whether this allowance contributes to the employee’s gross pay that is liable for
earner levy.
Not liable for ACC Marks whether this allowance is liable for the ACC employer premium or not.
Can Modify Name Allows a user to modify the name of the allowance when paying it to an employee.
Deductions
From the Maintenance menu, select Deductions, then select a deduction from the list that appears.
Code This is the unique code assigned to this deduction.
Name The name of the deduction.
Post Tax Deduction Most deductions have this option enabled and are post-tax, i.e. the deduction is taken
out after tax.
Calculation method This is how the deduction is calculated and can be one of:
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•
•
•
Fixed Dollar Amount
Percentage of Gross Pay
Reducing Balance
IRD
Amount The amount the deduction is set at (if there is one). If this is zero, it means it can be set when put
into a pay (from the Data Entry screen or through Payroll). For such calculation methods as % of Gross Pay,
this is displayed as the Rate field.
General Ledger Code This is the General ledger code that the deduction will be costed to in Payroll.
Type The deduction type - will be one of:
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•
•
•
40
Normal
Employer Super
Employee Super
Child Support
EXO Timesheet
Protected Pay % This specifies if there is a minimum percentage of the pay that must still go to the
employee after this deduction is paid. If the deduction goes over that percentage, then it will either not be
paid or only part of it be paid (depending on the setting of Make Part Deduction)
Make a Part deduction If all of the deduction can’t be paid (there is not enough pay to cover it), then this
will still allow as much of the deduction to be paid as can be. Otherwise if there is not enough to pay the
whole deduction, none of it is paid.
Pay Deduction by consolidated direct credit Meaning that whenever this deduction made, the funds will
be directed to a universal bank account of your choosing.
Bank / Branch / Account / Suffix The bank account for the deduction to go to.
NOTE: The bank details will only appear if it has been set up in EXO Payroll to pay the deduction by
Consolidated Direct Credit. Remote cannot pass bank account numbers to EXO Payroll, this is only to
be handled by the pay clerk.
Bank Reference / Bank Code / Particulars Details to appear on bank statements. These will also only
appear when it is setup to pay by Consolidated Direct Credit.
Cost Centres
From the Maintenance menu, select Cost Centres, then select a Cost Centre from the list that appears.
Code This is the unique code for this Cost Centre.
Name This is the name of the Cost Centre.
Analysis 1 This is the breakdown showing which part of the code belongs to the first tier of the cost centre
structure, based on the structural rules set at the Head office.
Analysis 2 This is the breakdown showing which part of the code belongs to the second tier of the cost
centre structure, based on the structural rules set at the Head office.
Analysis 3 This is the breakdown showing which part of the code belongs to the third tier of the cost centre
structure, based on the structural rules set at the Head office.
Analysis 4 This is the breakdown showing which part of the code belongs to the fourth tier of the cost
centre structure, based on the structural rules set at the Head office.
GL Ledger Code This is the general ledger code assigned to this Cost Centre.
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MYOB EXO Timesheet
Pay Rate Types
This is the maintenance screen for pay rate types. These are the default pay rates that are set up in MYOB
EXO Payroll.
Pay Rate This is the multiplier relating to the rate type, e.g. 1.5 for time and a half.
Description This is the description relating to the pay rate type.
Utilities
Backups
While your MYOB system has several forced Backup options, you can perform a Backup at any time by
choosing the Backup option from the Utilities menu or clicking the Backup toolbar button. This opens the
following window:
If you are backing up to Hard Disk, you can select a different backup path by clicking the
button.
Click Backup, and the system will run the backup. The progress of the backup is displayed as it runs. A
confirmation message is displayed once the backup is complete.
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EXO Timesheet
Backup Options
Select Backup Options from the Utilities menu to configure backup settings.
Number of Backup Sets Select the number of backups you use. It is recommended that you maintain a
rotation of at least seven backups.
Backup Directory Enter the directory to write backup files to. By default, the system backs up to the
program directory. To choose another location, click the
button.
Prompt user to Backup on Exit? If this option is ticked, a backup will be done every time you quit or
change payrolls. This is recommended, at least in the early stages of using the EXO Remote system.
Restoring from a Backup
From time to time you may need to go back to an earlier Pay Period due to a problem with a pay or a
hardware fault. You can perform a Restore at any time by choosing the Restore option from the Utilities
Menu.
If you have been backing up to your hard drive you will see a screen containing a list of Backups, their dates
and when they were performed. Highlight the backup to restore and then click on the Restore button.
NOTE: This option should be chosen with care and probably only after you have consulted with
Support.
File Reindex
This is a repair utility, useful for checking the integrity of your data files in the event of a forced shutdown
of the program, e.g. power outage. If the program successfully performs re-index of files this can be a good
indication that your data files are intact.
43
MYOB EXO Timesheet
User Security
This is where the current user can modify their password. At this stage only the administration users are
permitted to view all details. Normal users are only permitted to change their own password. All users are
assigned at head office.
User Displays the user code of the current user.
Name Displays the name of the current user.
Password Displays the password of the current user. This is the only field you are permitted to change.
44
Contact Us
In addition to our offices in New Zealand and Australia, MYOB has software distributors all over the South
Pacific, who can assist you with all kinds of MYOB-related products and services. For a distributor list,
please contact us as detailed below.
Australia
New Zealand
Sales Phone 1300 555 110
Sales Phone 0800 MYOB EXO
Support Phone 1800 836 226
Support Email [email protected]
Support Phone 0800 MYOB EXO
Support Email [email protected]
Registration Fax 1800 004 587
Registration Email [email protected]
Registration Fax 0508 329 729
Registration Email [email protected]
Web Site www.myob.com.au/enterprise
Web Site www.myob.co.nz/enterprise
45
Index
A
About TimeSheet ............................................13
Add Site ............................................................3
Allowances......................................................39
B
Backup ............................................................42
C
Contact Us ......................................................45
Cost Centres ....................................................41
D
Deductions ......................................................40
E
M
Menu System ....................................................9
P
Pay Rate Types ................................................ 42
Printing Reports .............................................. 35
R
Report Options ............................................... 34
Report Selection ............................................. 34
S
Step Five - Post To Payroll Head Office ............ 36
Step Four - Print Reports ................................. 33
Step One - Get data files from Head Office ...... 25
Edit Site ............................................................6
Step One - Setup ............................................. 16
Employees ......................................................38
Step Three - Add/Edit Standard TimeSheet ..... 19
Export Site Files.................................................6
Step Three - Current TimeSheet ...................... 26
F
Step Two - Add/Edit Standard TimeSheet........ 25
File Reindex ....................................................43
Step Two - Import Site Files ............................. 19
Function Keys ..................................................12
T
G
The Remote Head Office Cycle ..........................2
Getting Started ...............................................14
Timeclock Setup .............................................. 16
I
Import from TxTime ........................................37
Import To Payroll ..............................................7
Introduction to Remote.....................................1
L
TimeSheet Cycle .............................................. 25
TimeSheet Setup Cycle .................................... 15
Toolbar ........................................................... 11
U
User Security ................................................... 44
Login Screen ......................................................8
47
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