MANUAL PENGGUNA
COPYRIGHT NOTICE Chp 1 • BASIC SETUP CONTENTS All rights reserved. No part of this book may be reproduced or transmitted in any form or by any means, electronic or mechanical, including photocopying, recording, or by any information storage and retrieval system, without written permission from PUC Founder (MSC) Bhd. Every precaution has been made to supply complete and accurate information. Information in this document is subject to change without prior notice.
Chp 4 • Payroll Operations 32-46 Activate Program Loan Repayment Entry Tax Schedule Entry Advance Payment Entry Leave Taken Entry Attendance Sheet Create Journal Entry Bonus Report Printing Bank Auto-Pay System Fulfilling Statutory Requirements Backup Payroll Closing To Shutdown from DiGiPAY Chp 5 • Other OPERATIONS Leave Entitlement Setting History Files Year End Tax Return • Tax CP8A (EA Form) • How to assign accumulation into CP8A • Tax CP159/Receipt Running DiGiPAY in the Network APPENDIX A • Flow ch
Chapter 1 BASIC SETUP This chapter gives you quick and simple instructions to get you up and running.
For example: D:\Setup Figure 1.1 For AutoOpen and manually run setup program, please follow the on screen instruction. We recommend you to accept all the preset options for the most completed installation. Question asked when installing What are the choices? Select Directory for DiGiPAY What should you do? Accept the preset choice: C:\DiGiPAY At the end of the installation, a shortcut will be created on the desktop. If it is not created, please follow the following steps.
GETTING STARTED Once installation is completed, you may start to run DiGiPAY as shown in the following steps: Figure 1.2 • Click on the Start Menu bar and choose PROGRAMS. Point to Founder Applications group icon and double click DiGiPAY as shown in Figure 1.2 Figure 1.3 • From the Windows desktop, double click the DiGiPAY icon as shown in Figure 1.
LOGIN AND QUITTING To Logging on to DiGiPAY Figure 1.4 When you start DiGiPAY, you may choose the directory that you want to log in by highlighting it and entering your User ID and Password. Refer to Figure 1.4 above. • • • • Single click on the desired directory. In the User ID box, type your name. For first time usage, leave it blank. In the Password box, type a password. For first time usage, leave it blank. Click Login button to proceed.
Figure 1.5 • Language selection for the new company. Figure 1.6 • Welcome message for the Setup Wizard. Key in the CD key and click Next button to proceed. You may find your CD key on the genuine hologram security sticker on your software setup CD.
Figure 1.7 • Define the company profile. Click Next button to proceed. Figure 1.8 • Define payroll settings. Click Next button to proceed.
Figure 1.9 • The setting up of employees particulars. Click Next button to proceed. Add - Add a new employee. Delete - Delete a current employee. Auto no. - Generate employee number based on 1st character of the employee name. For example, J001 is generated for John Doe. Upgrade others - This function will scan your hard drive for known payroll packages.
Figure 1.10 • Assign fixed allowances for each employee. Click Next button to proceed. Figure 1.11 • The end of Setup Wizard. Click Finish button to save all settings.
Figure 1.12 Once the Setup Wizard is completed, you will be presented with the Welcome window as per Figure 1.12. The Welcome window will be displayed every time you login to this company unless the “Don’t show this message again” box is checked.
MAIN MENU Payroll Transactions contain mid/ end month journal, advance, bonus and closing. Connect to Internet Server allows you to register online and to download the latest update. CD-ROM update is also accessible here. portion will only be available Note This for registered company. Spot help allows you to view the short note for items on the screen selected. Just drag the icon to the item to seek short note, then the short note will appear in a popup window.
PAYROLL ADVISOR By double clicking the option, the system will guide you until the task is completed. Figure 1.14 UPDATE SERVICE Figure 1.15 As and when an update is available, it will be uploaded into the DiGiPAY Internet Server. If you do not have an internet access for the DiGiPAY computer, you may request your vendor to send you the latest updated CD.
To retrieve the latest update from the Internet, make sure, that the computer is connected to the Internet via modem, then click on the Connect to DiGiPAY Internet Server icon and click Connect button to start the process. To retrieve the latest update from the CD, click on the Connect to DiGiPAY Internet Server icon and click CD-ROM button. You will be presented with a select directory dialog. Point the directory to your CD-ROM drive and click Select button to start the process.
Figure 1.17 2. Determine the number of users allowed access to the system. Among all the users, only one of them is allowed to be granted with administrator right. For each user, assign a password with a maximum of 10 alphanumeric characters and his/her user group. 3. Select Company Profile/License. Put a check for option “requires password” and click Apply button to activate the user login.
TOOLBAR Viewing toolbar Go to last record Go to previous record Add a new record. Editing toolbar will appear Copy into Clipboard Figure 1.18 Go to first record Search Cut/Delete Go to next record Edit the selected record Editing toolbar will appear Close this window Editing toolbar Duplicate from Clipboard Refresh the record Figure 1.19 Toolbar guides you in viewing and maintaining the records.
Chapter 2 System Configuration This chapter guides you in setting up the system configuration based on your company’s payroll requirements. Figure 2.1 1. 2. 3. Payroll settings Preferred language Re-built database indexes 4. Backup/Restore database files 5. Day type 6. Leave type 7. Allowance/ Deduction code 8. Nationality/Ethnic/Religion/Education 9. Position/Branch/ Department/Cost Center/Job Grade/ Category 10. Branch address book 11.
Payroll Settings Figure 2.2 This function allows you to define basic payroll information for your company. 1. Double click “Payroll Settings” and define the settings available. 2. Three types of payroll journal calculation mode are available :•Calculate instantly •Calculate when save •Calculate on demand 3. For payments separated from mid-month and end-month, such as commission, overtime or others, deferred pay is introduced. You may conduct deferred pay before closing – after endmonth payment.
Preferred Language Figure 2.3 This system is capable of displaying multi languages. Three languages are provided by default and these are English, Bahasa Malaysia and Chinese. For other languages please check with your nearest distributor or vendor. Once activated, you will be presented with the various language options. • Double click “Preferred language” and click on your preferred language. • Click “Apply” to confirm. The language selected will be used the next time you login.
Backup/Restore Database Files Figure 2.4 This function is to backup existing database to another storage media or restore database from previous back-uped database into system. Select Backup Command radio button If you are using ARJ command, your command will be similar to below: arj a –va –i2 -y a:\DiGiPAY sample\*.dbf Select Restore Command radio button If you are using ARJ command, your command will be similar to below: arj x –va –y a:\DiGiPAY sample\*.
Day Type Figure 2.5 This function is to specify the keywords that represent the day type for each day of the week. We recommend you to maintain the default system setting. 1. Double click “Day type” and specify the keyword that represent the day type for :• Normal Working Day (system default setting - WORKDAY) • Non-working Holiday (system default setting - HOLIDAY) • Other non-working Days (system default setting - RESTDAY or OFFDAY) 2. Click “Close” to confirm day type keyword.
Leave Type Figure 2.6 This function is to specify the type of leave allowed in the system. A total of 8 leave types are made available for your convenience. Feel free to change the default description. 1. Double click “Leave type” and specify the leave type that is implemented by your company. 2. Click “Close” to confirm leave type keyword.
Allowance/Deduction Code Setting up of both allowances and deductions are similar. In order to cut the explanation short, information presented below is also applicable to deduction. Allowance Code Figure 2.7 Figure 2.8 You can use this function to define your allowances. You can define unlimited numbers of allowances (constrained by hard disk size). 1. Double click “Allowance Code” 2. Use the viewing toolbar & editing toolbar to work with its content. 3. Assign the standard rate, if applicable. 3.
Nationality/Ethnic/Religion/Education Setting up of nationality, ethnic, religion and education are similar. In order to cut the explanation short, information presented below is also applicable to other settings. Nationality Figure 2.9 You can use this function to define a list of nationality for your employees. You can define unlimited numbers of nationality (constrained by hard disk size). 1. 2. 3. 4. 22 Double click “Nationality”. Use the viewing toolbar & editing toolbar to work with its content.
Position/Branch/Department/Cost Center/ Job Grade/Category Setting up of position, branch, department, cost center, job grade and category are similar. In order to cut the explanation short, information presented below is also applicable to other settings. Position Figure 2.10 You can use this function to define a list of positions for your employees. You can define unlimited numbers of position (constrained by hard disk size). 1. 2. 3. 4. Double click “Position”.
Branch Address Book Figure 2.11 This function is used to specify banks and statutory bodies related information. You can define unlimited numbers of branch addresses (constrained by hard disk size). 1. 2. 3. 4. 5. Double click “Branch Address Book”. Use the viewing toolbar & editing toolbar to work with its content. You will need to assign each address code to a specialised body. For statutory bodies, Ref. No. will refer to company reference number for the said body. For banks, Ref. No.
Earnings Subject to Statutory Figure 2.12 This function specifies the construction of earnings for statutory deductions’ calculation. 1. Double click “Earning Subject to Statutory”. 2. For each statutory body, assign the earning components that make up for its calculation by passing the earning components from box on the right into the box on the left. 3. Click “Listing” to view the available allowances.
Chapter 3 Employee Master Figure 3.1 A click on the people icon will activate this function. It consists of the following topics as shown in Figure 3.1. This chapter emphasizes on Employee Particulars. The other five topics are covered in Chapter 4 & 5. The function of Employee Particulars is to store the necessary payroll information of your staff. It also displays your staff’s photograph.
There are four things you can do here. 1. Add a new staff. 2. Attach or change photograph of a particular staff. 3. Change staff information. 4. Remove a staff or photograph. To add a new staff • Use Add Record button on the viewing toolbar to add a record. • To save, click on the Save Record button on the editing toolbar. To attach /remove photograph Figure 3.2 • Use Edit Record button on the viewing toolbar to start this process.
To change staff information Figure 3.3 Figure 3.4 • Use Edit Record button on the viewing toolbar to start this process. • Make the necessary changes on the staff information. • To confirm the changes, click on the Save Record button on the editing toolbar.
To remove a staff • Use Delete Record button on the viewing toolbar. • When prompted, click on Yes button to confirm deletion. Payroll Policy Figure 3.5 In order to process for payroll, it is necessary to define the payroll policy. In DiGiPAY, payroll policy is defined on page 3 of Employee Particulars. • Define the information as per the payroll remuneration package offered to each of the employee.
• For leave, as monthly rated staff, the first 7 types of leave is included as part of the salary. Thus, they are checked to show its inclusion in the salary. For daily rated staff and hourly rated staff, these leaves will not be checked to calculate their payments. Resignation When an employee resigned, all you need to do is to update his/her resignation date and last date on the job into Employee Particulars.
Figure 3.7 In addition to personal information and payroll policy, Employee Particulars also provides a page to view the payroll summary and a page to update other necessary information for statutory purpose.
Chapter 4 Payroll Operations This chapter covers the simple procedures to run the DiGiPAY. Follow the steps below for the most efficient operations. Assumption: System configurations and employee particulars have been setup. Activate DiGiPAY Program • Click on the Start Menu bar and choose PROGRAMS. • Double click on DiGiPAY. OR • Double click the DiGiPAY icon on the desktop.
Loan Repayment Entry Figure 4.1 Loan repayment allows you to specify deductions that will be effective for selective months. It is useful for short-term loan, for example festival advance. This function is available in Employee Master. Click on the icon . Double click “Loan Management”. To add record, click on the Add Record button on the viewing toolbar. Assign a unique loan code for each loan taken by each employee. Update with the loan taken date and total amount. 5.
Tax Schedule Entry Figure 4.2 Upon approval by income tax authority, some employees would be granted permission to pay the monthly tax based on a fixed schedule by the body. There are two types of fixed schedule, PCB and CP38. PCB is deducted based on current month income, whereas CP38 is deducted based on last year income. This function is available in Employee Master. 1. 2. 3. 4. Click on the icon . Double click “Tax Schedule PCB/CP38”.
Advance Payment Entry Figure 4.3 Advance payment refers to salary payment paid prior to month-end payroll processing. Thus, during month-end payroll processing, this amount will be deducted from the monthly salary. This function is available in Payroll Transactions. Click on the icon . Double click “Advance”. To add record, click on the Add Record button on the viewing toolbar. Assign a unique batch description, its payment year and month, before updating the employee list at the bottom. 5.
Leave Taken Entry Figure 4.4 By utilizing the leave taken entry, leave taken will be updated into payroll journal and ease the calculation of leave payment/deduction. This function is available in Employee Master. . Click on the icon Double click “Roster/Leave Management”. Use the listing page to look for the employee. To update leave taken, go to page and click on Edit Record button on the viewing toolbar. Change the year accordingly and click on the month of leave taken.
Attendance Sheet Figure 4.5 Attendance sheet is available to help customers with DiGiTime/TCMS V2 program to speed up the payroll calculation process. Data will be posted from DiGiTime/TCMS V2 into this screen. This function is available in Payroll Transactions. This function can also be utilized as a data entry screen. . 1. Click on the icon 2. Double click “Daily Attendance”. 3. Use listing page to look for the employee.
Create Journal Entry There are three types of journal, namely Mid-month, End-month and Deferred Pay. To create journal entry, you need to double click on the journal you plan to process. If you had defined in Payroll Settings to automatically generate the journal records, the records will be created immediately. If generation is not automated, click on the Generate Record button on the viewing toolbar to start the process.
In the next three pages, the 6 pages of the journal are presented. Figure 4.6 Figure 4.
Figure 4.8 Figure 4.
Figure 4.10 Figure 4.
Bonus Figure 4.12 This function is available in Payroll Transactions. 1. 2. 3. 4. Click on the icon . Double click “Bonus”. To add record, click on the Add Record button on the viewing toolbar. Assign a unique batch description, its payment year and month. Set the payment to either combine with End-month payment or separately. 5. For tax calculation, you have a choice of This-Month, Last-Month and Last December. 6. You can update the bonus records manually.
Report Printing Figure 4.13 Click icon , a Report Generation pop up screen will be displayed as shown in Figure 4.13. All the reports available will be listed. Click on the report you want. You may shortlist your report with selected group of employees. You may also change the sorting order based on selected grouping. The groupings available are Employee No., Branch Code, Department Code, Cost Center Code, Job Grade Code and Category Code.
Bank Auto-Pay System Bank auto-pay system is provided by some of the banks in Malaysia in order to allow the salary transfer to be done electronically. Currently, WinCom DiGiPAY program provides the interface for a total of five different bank auto-pay systems. The banks available are Bumiputra Commerce Bank (BCB), Hong Leong Bank Berhad (HLBB), Maybank (MBB), Public Bank Berhad (PBB) and RHB. Additional banks will be included should there is a demand for it.
Payroll Closing Figure 4.14 Once you have completed the Monthly Payroll Operation, you are already at the last step of the Payroll Operation – Payroll Closing. This function is available in Payroll Transactions. It will transfer all journals to the history files and move the date indicator at the toolbar to the next month pay period. Once it is completed, you are ready for the next month payroll process. . Click on the icon Double click “Payroll Closing”.
To Shutdown from DiGiPAY 1. Click icon to exit from DiGiPAY. 2. At login screen, click “Shutdown” button. Congratulation! You have successfully completed the settings process of DiGiPAY.
Chapter 5 Others Leave Entitlement Setting Figure 5.1 This function is available in Employee Master. It is made available to run and setup the leave entitlement and taken. You are required to specify each employee’s leave entitlement calculation method based on length of service. Leave entitlement is calculated during Payroll Closing. You may also use the Generate button on the viewing toolbar to execute the leave entitlement process. 1. Click on the icon . 2. Double click “Roster/Leave Management”. 3.
4. To configure the leave entitlement calculation method, go to Balance page and click on Edit Record button on the viewing toolbar. 5. In the Automatic annual entitlement column, there are five choices. Namely: not applicable, anniversaries of serviced, calendar with new join prorata, calendar without new join prorata and 1st year anniversary than calendar. Anniversary Leave entitlement is calculated upon anniversary of joining.
History Files Figure 5.2 Click on the icon on the main toolbar. As you can see in Figure 5.2, there are 4 options. However, only the first 3 options are permanent. Resigned employees This function is available to maintain the employee particulars for those who had resigned prior to January this year. Create blank journal To create new history journal, double click on “Create blank journal” and proceed with the process as prompted.
Delete history journal To delete history journal, double click on “Delete history journal” and proceed as prompted. Once it is completed, the deleted history journal will be removed from History Files. Year End Tax Return In DiGiPAY, there are two year-end tax return forms, namely: CP8A (EA Form) and CP159. Tax CP8A (EA Form) Figure 5.3 CP8A (EA Form) is printed for each employee for individual yearly income tax submission purpose. This function is available in Employee Master. 1. Click on the icon .
3. To generate the list of active employees, click on Generate button on the viewing toolbar and generate accordingly. 4. Once generation is completed, review and make sure accumulation is accurate. Make necessary changes by using Edit Record button and save the changes. 5. Click on the Sort button on the viewing toolbar to generate a No. Siri for each employee. Figure 5.
Figure 5.5 Figure 5.
How to Assign Accumulation into CP8A (EA Form)? Figure 5.7 As you may have noticed on Page 3 & 4 of CP8A (EA Form), there are a number of triangular placed in front of the amount box. Double click on the triangular and below screen will appear. You are allowed to assign the earnings to be accumulated into each tax column.
Tax CP159 / Receipts Figure 5.8 Form CP159 must be submitted by the company to IRB every year. This function is available in Employee Master. 1. Click on the icon . 2. Double click “Tax CP159 / receipts”. 3. To generate the accumulation amount on Saraan page, click on Generate button on the viewing toolbar. 4. Update the tax receipts numbers and dates on Saraan page. 5. Complete the other pages and clicks on Apply button to save the changes.
Figure 5.9 Figure 5.
Running DiGiPAY In A Network This part is provided as a guideline for those who are planning to use a single copy of installed DiGiPAY from a few workstations within the same network. You must assign a particular computer as a Server. Server setting up a server: Figure 5.11 Figure 5.12 1. Install the DiGiPAY software in the Server as usual. 2. Plug in the Network Control Device at the Printer Port. 3. At Desktop, double click My Computer. Look for DiGiPAY directory and double click on it.
4. In DiGiPAY directory, you will find a file called NETCFG.EXE. 5. Double click the NETCFG.EXE and the program will execute. 6. Click on Yes button to enable the network detection. 7. You will hear a beep sound and a new icon will be created at the taskbar. 8. Go back to My Computer. Right click on the DiGiPAY directory. Select Sharing and share the directory as DiGiPAY. setting up a Workstation: 1. At Desktop, double click My Network or Network Neighborhood. 2.
APPENDIX A flow chart Setting-up Company Profile Payroll Setting Day Type Leave Type Allowance Deduction Earnings Subject To Statutories Branch Address Book Employee Master Leave Management (Optional: Entitlement) Configure Classification - Nationality Ethnic Religion Education Configure Organization Hierarchy - Branch Department Cost Center Job Grade Category This flow chart shows you how to set up the DiGiPAY software without the use of Setup Wizard.
Payroll Operations Employee Master - Add new employee - Update payroll settings - Update resignation - Increment Advance Bonus (Before End-month) Leave Management (Optional: Leave Taken) Deferred Pay (After Closing) Mid-month Processing Loan Management (Optional) Tax Schedule (Optional) Bonus (End-month) End-month Processing Bonus (After End-month) Deferred Pay (Before Closing) Reports Printing Backup Closing CONTENTS 59
APPENDIX B Sample Reports All sample reports are for reference only. The fonts and layout may deter slightly from the original printouts.
Pay Sheet Pay Cheque CONTENTS 61
Coinage Analysis Bank Order 62 CONTENTS
Payroll Journal Journal Summary CONTENTS 63
Employee Personal Record Leave Taken List 64 CONTENTS
Loan Repayment List CONTENTS 65
APPENDIX c frequently asked questions Q1. I realized that I had missed out some of the settings during the Setup Wizard session. How can I update the information? A. Basically, each step in the Setup Wizard will help you to complete the setting up for a particular entry. The linkage from Setup Wizard with the DiGiPAY software is shown in the table below.
Steps Description 1 2 3 4 5 6 7 8 9 Based on settings in Employee Particulars, select basic information, daily rate and hourly rate will be calculated. From Employee Particulars, select fixed allowances and deductions. From Attendance Sheet, select actual working days, overtime hours and leave taken. (Optional: Refer to Payroll Settings) From Leave Management, select working days of the month and leave taken for the month. From Advance, select advance payment transaction. From Bonus, select bonus payment.
Q4. I understand mid-month and end-month. But, why there is an additional deferred pay? A. In normal practice, salary would be paid either twice a month or once a month. Thus, twice a month payment will require the use of mid-month journal. However, some payroll transactions, which require management approval such as overtime, commission and claims, may be delayed due to unforeseen circumstances. As these transactions are needed in statutory contribution calculations, deferred pay journal is introduced.
Q7. Every transaction in the DiGiPAY software yields the same amount as my manual calculation. But, why my manually calculated EPF contributions are higher than the result calculated by DiGiPAY? A. This scenario would happen, when multiple journals are in use in the same month. In manual calculation, it is common that EPF contributions will be calculated separately from each journal and add up to show the full amount of the month.
Inland Revenue Department made a provision in its income tax regulation in 2000. The provision says that Muslim employees who make zakat contribution for the month are entitled to a rebate of the zakat amount from his/her income tax. 1. Fixed zakat contribution with fixed rebate. Key in the zakat contribution amount into the RM box. Leave the boxes for From PCB and Rebate empty. 2. Pay income tax to zakat authority. Put a tick in the box in front of From PCB. Leave the RM box and Rebate box empty. 3.
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