There are various ways you can load employees on the payroll system. Depending on the number of employees that you need to load, you can select the option that will work best. In this article we will look at loading an employee manually.

It is advisable to load all new employees before you do the rest of the monthly or weekly Payroll Input. When you add a new employee, the payroll system will automatically move through the relevant screens for the employee, to ensure that all necessary information is entered.

To add a new Employee:
Click on Employee
Click on Add New Employee

The full cycle of adding an employee must be completed. The default cycle consists of the following five screens:

1. The Basic Employee Information screen (IS),
2. The Employee Leave Days screen (LD),
3. The Employee Linking screen (MC),
4. The Employee Increase screen (INC), and
5. The Employee Payslip screen (PS).

The Employee Leave Days (LD) and/or Employee Linking screen (MC) may be omitted from the above cycle, if required, or additional screens can be added to this cycle by using the  “Add Employee Control” on under Company>Add Employee Control.

CAUTION: If you are affiliated to an Industrial Council, it is imperative to access the Employee’s Industrial Council screen and link the employee to the relevant fields. You can add the Industrial Council Screen to the Add Employee Control so that when you load a new employee you do not forget to link the council information.

Adding a new Employee

• Select employee code - Before capturing the detail of an employee, you must decide on an Employee Code. This code is entered when adding an employee for the first time, and this code will be used to access the employee’s screens for all data entries (fixed or financial) from then onwards. The Employee Code may consist of up to 8 characters:
  • Numeric (e.g. 00012345),
  • Alpha (e.g. SEPEDE), or
  • Alphanumeric (e.g. SEP123).

All fields with an orange asterisk is mandatory for all records, all fields marked with a blue asterisk is mandatory for IRP5 purposes.

Basic Employee Information screen (IS)

The Basic Employee Information screen (IS) is the 1st default screen in the Add Employee Cycle and contains the employee fixed information. There are 8 tabs. Complete the applicable information as used in your company. This includes fixed information such as the Surname, Address, ID Number, Marital Status, Address, banking details etc. The system will force you to complete the mandatory fields. As soon as these fields are completed, you will be allowed to move on to next tab.

Leave Days screen (LD)

The Leave Days screen (LD) is the 2nd default screen in the Add Employee Cycle. This screen contains the employee’s Leave cycle and Leave accrual information. For new employees, these are set to the values defined on the Leave Control screen. You may alter these fields, if necessary.

The Employee Linking screen (MC)

This is the 3rd default screen in the Add Employee Cycle. On this screen you must link the employee to the Methods of Calculation that are required for him/her. Click in the column, next to the Earning, Deduction or Calculation Field that you want to link to. The methods on file will be displayed to enable you to select the required option. Click on the applicable method number next to the Earning, Deduction or Calculation Field. A zero (0) means that the employee is not linked to any method for that Earning, Deduction or Calculation Field

If Payslip Display Codes are in use, the Payslip Display Code to which the employee must be linked can be selected on this screen. When linking the new employee to a particular Payslip Display Code, only the applicable Earnings, Deductions or Calculation Fields, according to the Payslip Display Code, will appear on the employee’s Payslip. The employee will also be automatically linked to the Methods of Calculation as specified for that Payslip Display Code.

When the column is set to Y=Yes, the line will display on the employee’s Payslip screen and when the column is set to N=No, the line will not display on the employee’s Payslip screen. The column serves therefore as an indication of whether the line will display on the employee’s Payslip or not and will only display those Earnings and Deductions that have been set to Y=Yes. The column indicates the method number to which the employee is linked for this particular Payslip Display Code. For more information on how to use and setup Payslip Display Codes, click here.

Increase screen (INC)

The Increase screen (INC) is the 4th default screen in the Add Employee Cycle.

• The standard Working Hours per Period and the Working Hours per Day, both of which are mandatory fields are displayed here.
• Enter the default number of Shifts on this screen if you are going to accumulate the Shifts worked for an employee.
• The Charge out Rate/Hour can be used if an employee gets paid at more than one Rate per Hour.
• The employee's Annual Basic, Fixed Salary, Rate per Hour or Rate per Day can be entered here. Any one of these four amounts can be entered or changed and the others will automatically be recalculated.

The Payslip screen (PS)

This screen displays the employee’s current Payslip information. It shows the result of all the information that was entered on the default screens when the new employee’s details were entered. This screen displays exactly what will be printed on the employee’s Payslip. The Tax, Gross and Nett Salary are immediately calculated as input is done on the Payslip screen.