
                           AUSTRAPAY DOCUMENTATION
                           -----------------------

                               AUSTRAPAY V2.3
                    Copyright (c) 1990-1994 by J & S Gill
                             All Rights Reserved

                    -------------------------------------

 	CONTENTS 
	
        * FEATURES OF THE SYSTEM
	* SYSTEM REQUIREMENTS
    	* INSTALLATION
        * TO RUN THE PROGRAMS
	* SETUP EMPLOYEE RECORDS
	* MTD, YTD ACCUMULATIONS
	* PROCESSING A PAYROLL
	* UPDATE OF MASTER RECORDS
	* COPYRIGHT NOTICE	

                    -------------------------------------

INTRODUCTION

  AUSTRAPAY is a general purpose payroll system which can be as easy or
  as complex as is required by your business.  This Shareware version
  caters for five active employee records with capacity for 100% turnover
  in staff ie. a total of ten records.
    
  The registered version will handle any number of employees according 
  to your requirements and the capacity of your computer system.  Additional 
  maintenance may also be included which gives full telephone support and 
  all program updates for one year. 

  The programs occupy about 1.1 megabytes of disk space and initially 
  the data files will occupy a further 75 kbytes.  A couple of history
  files (pay and leave) are the only areas where you will see expansion
  after your initial set up.


SYSTEM REQUIREMENTS

  The minimum requirements to run this system are:
  - IBM compatible computer 
  - DOS 3.1 or later 
  - 640kb of RAM
  - Hard disk - need about 1.5MB
  - Printer 80 characters/line


REGISTRATION

  On payment of the Registration fee you will receive

  *  The latest version of software with any new legislated pay rules
  *  Facility to enter any number of employees
  *  The full Operators Manual 
  *  EFT facility for bank transfers
  *  Notification of updates to tax, super, leave etc.

  Print out the Order Form and fill in order details.

  For enquiries about registration phone PC ANSWERS on (02) 361-3763.


PRODUCT FEATURES

  The main features of this software which has been specifically 
  designed for Australian businesses are:

  * Processes from 2 to more than 300 employees.

  * Ability to handle multiple companies.

  * No limit to departments, cost centres, super plans, 
    allowances and deductions depending on computer configuration.

  * Salary, allowances, deductions quoted by hour, day, week, month,
    quarter or year .

  * Employees can have up to 5 payrates, each with up to 9 overtime rates.

  * Each employee may have contributions credited to 3 Super plans chosen
    from an unlimited set.

  * Each employee may have up to 10 allowances and 10 deductions chosen
    from an unlimited set.

  * Automatic calculation of pay for hours worked, normal and overtime,
    ten allowances, ten deductions and three superannuation payments.

  * Tax calculated by formula or as a percentage gross pay with facility
    for adjustment of formula rate by a set amount.

  * Automatic distribution of net pay to 4 bank accounts with balance
    being paid in cash, cheque or fifth bank account.

  * Bank transfer details are written to diskette for processing by your
    bank.  Alternatively details may be transmitted via modem to the bank.

  * Entitlements are automatically calculated for annual leave, 
    with or without loading, sick leave, long service leave and RDO.

  * Comprehensive reports provide full details of departments, 
    cost centres, allowances, deductions, superannuation and employees.

  * Complete pay and leave history available for each employee.

  * Group certificates are produced automatically for all employees 
    or for individuals.

  * Help screens available for all major processes.

	
INSTALLING THE PROGRAM

  AUSTRAPAY must be installed onto a hard disk using the supplied
  installation program:

  1. Put the Installation Disk in drive A: or B:.

  2. From the DOS command line and enter "x:INSTALL" where "x" is A or B
     indicating the drive with the Installation Disk.

  3. Press <Enter> to begin installation.  When requested, enter the drive
     and/or directory to install the program to, or just press <Enter> again
     to accept the default.

  4. You need to ensure that your system allows for at least fifteen files
     and buffers.  Your CONFIG.SYS file should contain the lines

       FILES   = 15 (or more)
       BUFFERS = 15 (or more)

     You can let the installation program update these for you, or you can
     check and update them either before or after installation.

  5. Press <Esc> to exit from the Install utility, and then enter "AUSTRPAY"
     to run the program.  The program can also be run from within the
     Install utility by pressing <R>.


INITIALISING THE PROGRAM

  Once installation of the files to your hard disk is completed, go to the
  directory in which AUSTRPAY was installed, and enter at the DOS prompt
  
    AUSTRPAY

  The FIRST TIME the program run the user is presented with a blank screen
  and asked for details of the User Company.  At the end of the routine the
  system will revert to the DOS prompt.
 
  Multiple Funds Transfers
  ------------------------
  If you wish to take advantage of the Multiple Funds Transfer feature,
  whereby the net pay can be distributed to up to 4 bank accounts as well
  as the "take home pay" being paid by cash, cheque or to another account,
  you must enter the command
  
    EXTRA1
    
  from the DOS prompt.  This will create an extra file with a record for
  each employee.


RUNNING THE PROGRAM

  Throughout the program the user will be prompted, at the 
  FOOT OF THE SCREEN, as to what the program will accept as input.

  HELP is available by pressing the F1 key.

  Before you can run a payroll a few basics are required. 
  These are all done through the FILE MAINTENANCE.
  Whenever a date is required it must be entered in the form 
  01-01-93, with zero filling and hyphens.

  Company Record
  --------------
  Your initialisation procedure will have set up a basic Company record
  but you may wish to make a few alterations.  You may change any of the
  fields displayed on the screens or zeroise unwanted overtime rates.

  If you intend to take advantage of the bank transfer feature of the
  system you must fill in the transfer details.  The "User Number" is
  supplied by the bank when you make arrangements to have the transactions
  submitted on a diskette.  The Account Name is not necessarily the same
  as the Company name - the bank allows a maximum of 32 characters in this
  field.  Fill this field with spaces up to 32 characters or until the BEEP.

  Department Record 
  -----------------
  Every employee must belong to a department so you should set up at least
  one department record.  The minimum required is a name.

  Cost Centre Record
  ------------------
  Every employee must work for at least one cost centre so you should set
  up at least one cost centre record.  The minimum requirement is a name.

  Super Fund Record
  -----------------
  Set up one Superannuation fund record for each fund being used.  You will
  notice that you can include overtime payments into the amount used for
  calculating super payments.

  Allowances & Deductions
  -----------------------
  Allowances and Deductions should be set up as required.  The amounts paid or
  deducted may also be included for super calculation.  There are three types
  of superannuation - Govt guarantee, private employee subscription and
  private employer subscription.  You may include the Allowances/Deductions
  for any or all of these types.

  The amount of the allowance/deduction may be left at zero or any real
  figure.  The figure will be transferred to the employee record if
  applicable.


SETUP EMPLOYEE RECORDS

  When the required records for all the above files have been set up you
  should now set up your employees.  A few points to bear in mind...

  FILES MAINTENANCE - EMPLOYEES

  This module consists of 13 different screens containing the data necessary
  for processing of each employee
 
  Screen 1. Personal details
  --------------------------
  At any stage it is possible to skip the rest of the record by pressing F8,
  and either putting the record away [Y], reverting to Screen 1 [N] or
  aborting the entry [ESC].

  If you inadvertently put away a record with no surname this will show on
  the displayed list as a blank (because it is blank you will see no
  highlight).  To enable re-use of this record you must call it up by the
  cursor key and the ENTER key then, in place of the surname (or blank) you
  should type in "**"(i.e.two asterisks only).  Make sure Company Number and
  Department Number are zero. "F8" to skip the rest and "Y" to record the
  data and the record is again available.

  When you add a new employee to the system the list is automatically sorted
  by Employee Surname within Department within Company.

  It is important to get the start date correct as this is used as a basis
  for the defaults for leave accrual.  The hours/day field must contain a
  positive number even if the employee is casual.  Put in at least "1".

  Screen 2. Income Tax and Payment Method
  ---------------------------------------
  If the tax file number is missing the employee will be taxed at the highest
  rate.  Any number will do to overcome this problem for a new employee who
  is applying for a number.  As the note on the screen explains you may tax
  an employee at a set rate but it is not possible to do this and take extra
  tax from the same employee.  The system defaults to a final payment in
  cash ($).  You may change this to C for cheque or T for bank transfer.  In
  the latter case further details must be supplied for the bank transfer to
  be complete.

  Screens 3 to 7. Cost Centre Pay Rates
  -------------------------------------
  Each of these five screens allows the user to specify which cost centre the
  employee works in and the basic rate of pay for this cost centre.

  The Cost Centre Number must be a valid record number in the Cost Centre
  File.

  The rate of pay may be quoted as hourly, daily, weekly, fortnightly,
  monthly, quarterly or yearly.  After input of the rate the pressing of
  the ENTER key will shift the cursor to the "h" in hour - to change this
  to one of the above type "d", "w","f","m","q" or "y".

  The cost rate may be entered or not.  If not then, when a cost rate is
  required the payrate will be taken as default.
  
  Normal hours may be entered for normal time and any of the overtime rates
  listed.  Normal hours should reflect the hours worked each week regardless
  of pay interval or rate quoted.  Normal hours at the basic rate, across all
  cost centres, must not be zero, i.e. at least one of these fields must
  contain a normal number of hours.

  Screen 8. Leave details
  -----------------------
  All leave amounts are quoted in hours correct to two decimal places.  You
  will see that some of the fields are already complete.  These have been
  calculated from data keyed in earlier but may be changed if you do not
  agree with the calculation.

  The Annual Sick Entitlement is calculated as eight days converted to hours.

  The Accrued Sick Hours should be exactly what the employee is entitled to
  as at the date of keying in the information.  The Accrual Date should be
  the next anniversary of the date of employment.

  The Annual Long Service Entitlement is calculated as the no of hours that
  will make up 13 weeks leave over 15 years.  The Accrued Long Service Leave
  should be the number of hours accrued by multiplying the entitlement by the
  number of completed years.

  The Accrual Date should be the next anniversary of the date of employment.

  The Entitlement Date is calculated as five years from the date of
  employment.

  The Annual Leave Entitlement is calculated as four normal weeks in hours.

  The Accrued Annual Leave should be Annual Leave as it was at the last
  Accrual Date less any leave taken since.  The Accrual Date should be the
  next anniversary of the date of employment.

  The Leave Loading defaults to 17.5%.

  RDO Entitlement is quoted as a percentage of normal hours worked.

  Screen 9. Superannuation details
  --------------------------------
  Superannuation of the three types shown are activated by the entry of a
  Fund Number (an existing superannuation file record number).

  The default is 3% but this now depends on the size of the company so you
  may have to change this.  You may alternatively choose to have the
  superannuation calculated by giving an annual amount to be divided
  according to the pay interval.

  CASUAL EMPLOYEES need to be treated a little differently whereby the Govt
  Guarantee Superannuation is only payable if earnings exceed $450.  To
  accomplish this it is necessary to have the percentage figure in the record
  and to enter the 450 as a negative amount in the "amount per annum" field,
  i.e. -450

  Screens 10 & 11. Allowances and Deductions
  ------------------------------------------
  Enter the Allowance/Deduction Number ( must be a valid record number in the
  file) and the description with value will be automatically copied from the
  master record.  If the entry is completed with the down arrow the system
  will be ready to accept the next number.

  The value may be overridden, and the system acts as follows:-
  If there is no value here then the value is taken from the master record.
  If there is a value here then the value is taken from here.  In either case
  the amount can be overridden when modifying the payslips.

  NB. If you are picking up any figures month-to-date or year-to-date
      deductions should be preceded by a minus sign.

  Screen 12. Month and Year-to-Date figures.
  -----------------------------------------
  These may be picked up according to the following rules:-
  Pre-Tax Deductions, Post-Tax Deductions and Tax Deductions should be
  entered preceded by a minus sign.  All other entries, including employee
  paid superannuation, must be positive.

  Screen 13. EFT Facility
  -----------------------
  If you are taking advantage of the extended EFT feature then this screen
  will be displayed with default account name already in place.

  NB. The set up for payment on screen 2 of the employee record only defines
      the method of payment for the "take home pay".  This screen defines
      only the accounts for "other" regular payments.

  MTD & YTD ACCUMULATIONS

  If you have picked up Month-Date and Year-to-Date in your employee
  records then you will want the totals accumulated and posted to your
  company/department/allowance/deduction and superannuation records. 

  To do this you should exit the payroll system, then enter
  
    MAKECO
    
  at the DOS prompt and the job will be done. 

  If, for any reason you want to run MAKECO at a later date, you should first
  go into Superannuation File Maintenance to clear the Month-to-Date and
  Year-to-Date totals to zero.  This is not done automatically by MAKECO as
  the super records can be shared between companies.


RUNNING A PAYROLL

  1. PAYROLL - Auto Preparation

  On choosing PAYROLL from the Main Menu a PAYROLL PRODUCTION Sub-Menu will
  be displayed and the first choice, AUTO PREPARATION, will be highlighted.
  Striking the ENTER key will display your next choice, whether to process
  Weekly/Fortnightly/ Monthly/ Individual employees.  The system will
  default to any type which it finds active or if there are none active then
  to the type of the first record in the file.

  The INDIVIDUAL choice allows any or all of the records to be activated
  (or de-activated) for the payroll run.  The employee list is now displayed
  - individuals will be displayed inactive ( IW denotes Inactive Weekly ),
  other types will be displayed active ( AF = Active Fortnightly ) and the
  user should activate/de-activate any employees who are (not) to be paid in
  this run.  This is accomplished by using the cursor to move the highlight
  up, down or across the list and pressing the ENTER key on the target name.
    
  The STATUS of the record may be "I"-inactive, "A"-active, "X"-active as an
  individual.  "G" is the status of a terminated employee and these records
  would be excluded from the payroll run.  When all the correct employees are
  active the user should press the ESC Key to complete the Auto-Preparation.

  The Menu will be displayed with the highlight on MODIFY PAY AMOUNTS.  If
  there are no modifications move cursor to PRINT PAYSLIPS.  Otherwise if you
  wish to modify any of the records press the ENTER key to display choice of
  type, highlight should be on the type activated, then press the ENTER Key. 

  The EMPLOYEE LIST will now be displayed showing only the active names.  Use
  the cursor to highlight the required name and press ENTER.

  Each COST CENTRE is displayed (starting from the last one used in the
  employee record) with the normal hours shown and copied to the hours for
  this pay.  The hours for this pay may be changed if there is any time off
  or abnormal overtime to record.

  Included with the first cost centre display are the LEAVE details.  If an
  employee has taken time off then this must first be deducted from the
  normal hours and then recorded in the appropriate place for the type of
  leave.  The CALCULATED ENTITLEMENT is displayed alongside each entry field
  and there are two date fields to the right.  These dates default to the
  last paydate and the current date, they may be changed to reflect the exact
  date of the leave.

  RDO is handled differently, the leave is calculated from the normal hours
  worked and the percentage in the employee record.  This is displayed as
  normal and can be accepted or changed by the user then added to the accrued
  which is in turn displayed as "this pay".  The field at the lower left of
  the screen defaults to "1" and is used to determine the number of periods
  to be taken into consideration when calculating income tax, allowances and
  deductions.

  A PERIOD is taken to be a pay period whether it is a week, a fortnight or a
  month.  If this is changed to anything more than "1" then it is taken to
  denote weeks.  On exit from a record with any holiday pay the operator is
  alerted to the value of the figure.  If there is no holiday and the figure
  is greater than "1" then the user is also alerted.

  On EXITING from the last cost centre screen the operator will be asked to
  press F9 To terminate the employee. Termination pays are calculated up to
  the date entered.  Standard allowances and deductions may accepted or
  changed.

  The Menu will be displayed with the highlight on PRINT PAYSLIPS.  The user
  should press the ENTER key to accept the choice.  On the next screen, the
  highlight should be on the type being processed, press the ENTER Key.

  The operator will be asked if the slips are to displayed on the screen,
  from which they can be printed individually if required, or all sent
  directly to the printer.

  In either case, if the PRINTER is required the operator may modify the
  length of the payslip.  The default is 33 x 1/6" lines or 2 slips to a
  normal page of continuous stationery.  The operator can also incorporate
  a message in the heading of the payslip and, in the case of printing a hard
  copy from the screen, an additional message to the individual.  The status
  of annual leave credits can also be printed on the slips if required.

  When viewing the slips on the screen it is possible to ESC out of the
  sequence.  If this route is taken then the slips cannot be taken to be
  printed.  If the payrun is to be completed then the slips must be either
  viewed or printed in total after the last modification.  It is possible to
  go back to any preceding step in the sequence but once that is done then
  the following steps must be repeated.

  On completion the Menu will be displayed with PAYROLL RUN SUMMARY
  highlighted.  This is a necessary step in the sequence and if the operator
  wishes to go on the ENTER key should be pressed to accept the choice.

  The highlight should be on the type being processed and the user should
  press the ENTER key.

  The SUMMARY is produced in FIVE REPORTS each one of which may be printed if
  required.  Please take the time to check the output before proceeding.

  On completion of the summary the operator is guided through the rest of the
  sequence of steps to complete the payrun.

  UPDATE OF MASTER RECORDS
  ------------------------
  When it comes to the update of the master records you must be quite certain
  that you have produced a correct payroll.  You can reverse a payslip but it
  really is a waste of time - it is a lot quicker to check and put right the
  original than to have to go through another two runs, one to reverse and
  another to do it right.

  MTD, YTD & UTILITY MENUS
  ------------------------
  The Month-to-Date, Year-to-Date and Utility menus comprise various reports
  which can be displayed and/or printed together with some archive and export
  programs.
