Sybiz Visipay Tips and Tricks
Report Sets
Simplify reporting by creating Report Sets. A report set allows you to add all your reporting requirements in a one step process. We recommend creating weekly, fortnightly, monthly sets based on your pay periods. Click on add new report and name the report set for example ‘weekly set’. Click on ‘Add report’ and select the reports you want to produce in this set. This will allow you create reports based on pay periods and a monthly set before you roll into the new month. Please call Axsapt for more consulting on report sets.
Sort Payslips on Queue before Printing or Emailing
The new payslip queue area in Visipay 7 allows you to sort and preview payslips. You can also produce a single PDF of all the payslips if management signoff is required.
Importance of backing up the VPHOME directory
Before every pay, backup your data and the Visipay HOME directory. This will enable you to quickly restore if a mistake is made (such as rolling over twice). As well as the Company Directory which is often a subdirectory under the VPHOME directory, you must backup the VPHOME directory as it includes important information such as the Superannuation and Bank Master File records.
Messages on Payslips
You can print a message on all payslips from the System Control File found in the Edit Drop Down Menu. You can also change the message for an individual employee whilst processing pays. But be aware that any payslip message is copied to the next employee in the payrun by default.
Super Salary Sacrifice
In regards to Salary Sacrifice you need to know the implication of the option: "Add employers Superannuation Guarantee to Salary Sacrifice". Follow this example to understand this option fully. Fred is on a package of $100,000. He salary sacrifices $20,000. If you don’t tick this option superannuation is calculated on $80,000. If you do tick this option it is calculated on $100,000.
Print Leave Dates on Payslips
You can now show which leave dates have been taken on the payslip. This can be done through Payslip Forms Editor by using the "Add a Table" button by selecting the grid column fields "Leave First Day" and "Leave Last Day", or you can edit the existing table, and add the column fields to the grid.
Sample Company
If you are not sure how to do something, select the Demonstration Company after you log on and have a practice go before working on your live data.
Checking
The “Accrual History Tracking” report is a great way to find discrepancies and resolve problems with employees leave accruals.
Leave Calculator
In each employee record in the Accruals tab there is a useful option that allows you to quickly calculate accrued holiday, sick, rostered time and long service leave as at some date including future dates.
Recalculate Balances
As the Re-calculate Employee Balances option in the Utilities drop down menu will often repair summary balance errors, we recommend running this before printing off any period end reports. Note: this function does not update current period balances, only month to date and year to date figures.
Terminations in Advance
Visipay handles future termination dates in instances where an employee submits his/her resignation notice, etc. The employee will continue to be paid until that date is reached.
Bulk Processing
Pay run can be processed a lot faster with using the print payslips later option. This is because the payslips will be stored in a file so that you don't have to wait for each payslip to print. Later, at your own convenience, you can print all payslips using the Print Payslips facility on the Main Selection screen.
Background Picture
If you would prefer a new background picture, go to Preferences, Choose Background Picture.
Backups
Ensure you take a backup of your data before rolling into a new period, month or year. This is especially important because in the unlikely event a new period process is interrupted for any reason (such as a power failure) it will be necessary to restore your data from a backup.
Ensure that your backup procedure includes VPHome directory and VPReports (if you use customised reports).
Sorting Your Employees
Using a Department, Staff Type or Pay Location sort order is useful for situations such as reporting by a department, staff type or location, because Visipay will sub-total at each change in department, etc.
Rollovers Just before a Pay
Don't roll into the next period until just before processing the next lot of pays. This will allow time for any errors to show allowing the pay to reversed if required. Pay reversals can only be done in the current period.
Bank Transfers
If you process your pays by Bank Transfer for preference select No to the question Clear the Bank Transfer on Completion. This allows the Bank Transfer to be exported again if required.
Tax Adjustments
If a reduction in the tax amount is required, record this as a deduction with a deduction category of Additional Tax. Then when processing the pay use a minus quantity.
Paying Employee Super on Salary Sacrifice
There is an option of to pay Employer Superannuation Guarantee on salary sacrifice amount?
Child Support Payments
Child support allowance is recorded as a deduction with a deduction category of garnishment.
Leave History Graphs
Leave History has a graph which can highlight which days, weeks, months and employee takes their leave. For instance you can view the pattern of sick leave by day of the week.
Departmental Cost Analysis
You can record and analyse breakdowns of departmental costs so that you can determine the cost of running a department. Use the option to sort employees by department for the purposes of viewing, processing pays or reporting.
Rounding of Pays
Sometimes companies do not want their pays to show small change on payslips e.g. 5 or 10 cents and in order to get around this they round the small change to the nearest 10 or 20 cents by adjusting tax. Refer to Pay details, round pays to, in the System Control File.