In the Payrun screen, a transaction records a pay item for the selected employee in the current pay. A pay code defines how smoothpay handles that kind of item. When you enter a transaction, select the code that matches the intended pay item.
Find the transaction and its details
First select the employee, then open the relevant tab in the Payrun screen.
Work records items using existing Work codes.
Leave taken records leave using available Leave codes.
Allowances records allowances using existing Allowance codes.
Recurring deduct shows recurring deductions for the current pay.
Sundry deduct records deductions entered directly for the current pay.
Overheads records employer costs for costing.
When a tab asks you to choose a pay code, select an existing code for the transaction. To create or configure a pay code, use the Codes screen.
Selecting an existing transaction displays its details. Use the tab’s controls to add a transaction or use Edit to change a selected transaction where available. The fields and entry process depend on the tab and the selected code.
Understand Units, Rate and Value
Units shows the quantity used in the calculation. Rate shows the amount or factor applied to the calculation base. Value shows the resulting amount. The selected code and transaction type determine where these figures come from and which fields you can enter.
See Payrun screen layout for the shared controls.
Work
Work Value is calculated as Units × Rate × the Work code’s multiplier. The multiplier can only be amended in the code screen. If one employee’s transaction needs a different multiplier, check for a suitable Work code with that multiplier. Changing the multiplier on a shared code changes the setting for that code wherever it is used. For example, a single overtime entry that needs a multiplier of 2 requires a Work code configured with 2.
Work tab for adding or editing a Work transaction.
Creating Work codes for setting up the code and its multiplier.
Allowances
The allowance code determines how Value is calculated. The calculation method is shown beside Value.
Units × Rate. Enter the quantity and rate for the transaction.
Amount per pay period. Units follows the number of pay periods the current pay represents. Rate is the amount per period and can be entered during processing.
Time × Rate. The calculation uses the total units from the Work and Leave codes included under Calculates on.
Earnings × Rate. The calculation uses the total value of the earnings codes included under Calculates on. The base can include Work, Leave and Allowance codes.
Check which method the code uses before choosing which figures to enter. For Time × Rate and Earnings × Rate, the included transactions supply the calculation base.
Allowances tab for entering and reviewing an allowance.
Creating Allowance codes for calculation methods and the Calculates on settings.
Leave taken
In the Leave taken tab, + opens the Leave and Termination wizard. Leave rates are normally calculated through the wizard. The calculation depends on the employee, the leave code and the applicable leave calculation. Use the units displayed for that leave type. Hours, days and weeks represent different quantities.
A leave balance adjustment is recorded in the employee’s leave history. If the intended change is to the balance, use the leave history guidance.
Leave taken tab for reviewing leave in the current pay.
Processing Leave and Terminations for entering leave through the wizard.
Configuring leave settings for leave setup.
Adjusting Leave balances for balance history adjustments.
Recurring deduct
The Recurring deduct tab shows the selected employee's recurring deductions in the current pay. It uses the same underlying employee records as Payments in the Staff screen, where you can set up standing deductions. The recurring setup determines how the amount is calculated.
Recurring deduct tab for reviewing the current pay.
Payments tab for the standing employee records in the Staff screen.
Setting up payments/recurring deductions for configuring the agency and assigning the deduction.
Sundry deduct
Use the Sundry deduct tab to enter a deduction directly in the current pay using an existing Sundry deduction code. The selected code determines how Units and Rate are used.
See Sundry deduct tab for the fields and entry controls.
Overheads
Use the Overheads tab to record and allocate employer costs against the employee's pay using an existing Overhead code. The selected code determines the calculation. The amount contributes to costing without changing employee earnings or net pay.
See Overheads tab for the fields and costing options.