CollSoft Knowledge Base

How to set up & run Email Payslips

Paul Cullen — Tue, 11 Sep 2012 11:32:00 GMT

Abstract:

Step 1: Introduction to Email Payslips

The new Email Payslips feature in payroll enable you to do the following;

Send batches of payslips using a simple 5 step Wizard.
Protect each payslip with an individual password.
Send copies of all payslips to specified people.
Attach extra documents to each payslip email.
Store copies of the emailed payslips in Microsoft Outlook.

Before you can start sending Email Payslips there are some settings that you must enter into CollSoft Payroll.

Note: These instructions are also available in the help file that is installed with your software.

Step 2: Email Server Settings

There are a number of settings that must be specified in CollSoft Payroll before you can begin sending Email Payslips.

These settings can be accesed by selecting the Email Settings option in the Tools menu in Payroll, you will then see a screen similar to the that shown below;

The individual settings are as follows;

Your Name:

The name which will appear in the From line of each email that is sent.

E-mail Address:

Your retur

How to Setup the Bike to Work Scheme in Collsoft Payroll

Paul Cullen — Thu, 21 Jun 2012 11:11:00 GMT

Abstract:

How to Setup the Bike to Work Scheme in Collsoft Payroll

To setup the 'Bike to Work' scheme in collsoft payroll, the first thing you need to do is create a Non-Taxable Deduction.

To do this, open the company details screen and select the Deductions Tab. Then rename one of the deductions that is not in use to 'Bike to Work' and tick the TAX, PRSI & USC allowable columns for this deduction, as shown below:

You then open the employee details screen for the employee in question and select the Adds/Deds tab. Here you can enter the amount that is to be paid back by the employee each period, as shown below:

Now when you run a wage for the employee, the amount entered above will be deducted from the employees wage before Tax, PRSI and USC is calculated.

Note: The 'Bike to work' scheme is PAYE, PRSI & USC allowable up to the value of €1000.00. The bicycle and equipement must be paid for over a single maximum 12 month period i.e. during one tax year.

For more information on how the scheme works, go to http://www.biketowork.ie/

Illness or Disability Benefit

Paul Cullen — Tue, 15 May 2012 13:24:00 GMT

Abstract:

Illness Benefit (Previously known as “Disability Benefit”)

What is Illness Benefit?

Illness Benefit is a payment for insured people who cannot work due to illness.
It will replace the payment previously known as Disability Benefit from 2 October 2006.
Illness Benefit is made up of a personal rate for the employee with extra amounts for any dependant adults/children.

What about Illness Benefit and Tax?

The Department of Social Welfare issues all Illness Benefit payments without deducting any tax.

The first six weeks (or 36 days) of Illness Benefit in each tax year is not reckonable for income tax purposes (i.e. it is tax free) Note 1. The employee’s personal portion is liable for tax (but not for PRSI) after six weeks. Any payment in respect of dependant children is always exempt from tax.

Example

Paul an employee of your company has been ill and receives Illness Benefit made up as follows;

Paul’s Personal Portion - € 148.80
Dependant Spouse - € 98.70
Dependant Children - € 95.00

Total Illness Benefit - € 342.50

For the first six weeks the total benefit of €342.50 is tax free. After six weeks the €247.50 (Personal + Spouses portion) is taxable while the remaining €95.00 (Dependant Children’s portion) is tax free.

Processing Illness Benefit

1. Employer does not pay any wages to the employee during the period of illness.

In this case the employer does not enter any wages into CollSoft Payroll while the employee is out of work.

The employer needs to determine the total amount of Illness Benefit received by the employee'

Example

Anthony, an employee of yours receives 14 weeks of Illness Benefit at the rate of €

Importing Your Payroll Data Into Sage Line 50

Paul Cullen — Mon, 13 Feb 2012 12:57:00 GMT

Abstract:

Importing Your Payroll Data Into Sage Line 50

Step 1 - Export Payroll Data

Export your Payroll data from CollSoft Payroll. Click Here for more Information

Step 2 - Start Sage Line 50

Open Sage Line 50 and make a backup of your existing accounts data. (Select Back Up from the File menu)

Step 3 - Check Your Data

Print a trial balance report in Sage Line 50 by selecting Financials from the Modules drop down menu and then selecting the Balance button, choosing the appropriate dates.

Exporting Your Payroll Data

Paul Cullen — Mon, 13 Feb 2012 12:51:00 GMT

Abstract:

Exporting Your Payroll Data

Step 1 - Backup Your Sage Line 50 Data

Before you do anything else, you should create a backup of your Sage Line 50 data file. This can be done by selecting Back Up from the File menu in Sage Line 50.

Step 2 - Starting the Nominal Ledger Export In CollSoft Payroll

The process of exporting your Payroll data from CollSoft Payroll is just a matter of running the Nominal Ledger Export Wizard. To run this wizard simply select the Nominal Ledger Export... option from the Payroll menu.

Step 3 - Specify Date Range For Export

This step requires you to specify the dates for the export. All wages (weekly & monthly) between these dates will be included in your export file.

Note: It is very important that you do not choose dates that overlap with a previous export.

For Example: If you had previousl

Integration Of CollSoft Payroll And Sage Line 50

Paul Cullen — Mon, 13 Feb 2012 12:46:00 GMT

Abstract:

Integration Of CollSoft Payroll And Sage Line 50

One of the new features added to CollSoft Payroll is the ability to post your payroll data directly from Payroll into Sage Line 50, whereby you export your payroll data to an intermediary file which is then imported into Sage Line 50.

Before you can export any data from CollSoft Payroll you must define the nominal accounts that the various entries get posted to. Click Here for more Information

When you have defined your nominal mappings you are then ready to export from CollSoft Payroll and import into Sage Line 50.

Setting Up Sage Line 50 Link

Paul Cullen — Mon, 13 Feb 2012 12:20:00 GMT

Abstract: Setting Up Sage Line 50 Link

Before using the Sage Line 50 Nominal interface there are some settings that you must configure in your company. These settings are required so that CollSoft Payroll can post the various transactions associated with a wage to the correct nominal accounts.

Accessing the Sage Line 50 Nominal Settings

To edit the Sage Line 50 Nominal settings for your company you should do the following

Open the Company screen for the company in question.

Press the Nominal Settings button on the Misc. tab of the Company screen.

You will now see the Nominal Ledger Interface Settings screen. Select the Nominal Mappings Tab.

Nominal Interface Settings screen

Nominal Mappings

Before you can export your payroll data to Sage Line 50 you must specify the accounts to which the various costs and liabilities are posted. CollSoft Payroll allows great flexibility in how such items are posted to your accounts. The items that can be exported are categorised as follows:

Pay Items

Pay Items include all standard payment types such as Basic Pay, Holiday Pay, Hourly Pay etc. These items would normally be posted to Expense accounts so that they appear in the Profit & Loss report. Each pay item can be posted to either a single or separate accounts depending on the detail that you req

How to Setup the Travel Ticket Scheme in Collsoft Payroll

Paul Cullen — Mon, 25 Jul 2011 16:46:00 GMT

Abstract: How to Setup the Travel Ticket Scheme in Collsoft Payroll

To setup the 'Travel Ticket' scheme in collsoft payroll, the first thing you nned to do is create a Non-Taxable Deduction.

To do this, open the company details screen and select the Deductions Tab. Then rename one of the deductions that is not in use to 'Travel Ticket' and tick the TAX, PRSI & USC allowable columns for this deduction, as shown below:

You then open the employee details screen for the employee in question and select the Adds/Deds tab. Here you can enter the amount that is to be paid back by the employee each period, as shown below:

Now when you run a wage for the employee, the amount entered above will be deducted from the employees wage before Tax, PRSI and USC is calculated.

For more information on how the scheme works, go to http://www.taxsaver.ie/

Error 10060 - Connection Timed Out

Paul Cullen — Tue, 19 Jul 2011 16:56:00 GMT

Abstract: Symptoms

When you try to email payslips you receive the following error:

Error No. 10060 : Connection Timed Out

Cause

This occurs when the Payroll is trying to connect to the server specified in the Email Settings screen in collsoft, but cannot connect to it

Resolution

There are a couple of reasons why this might be happening. If you are using a "user specified mail server" and you are getting this error, that would indicate that the details you have entered in the Email Settings screen in collsoft, under the tools menu, are incorrect. You need to check these details are correct and try resending the emails when you are sure the details are correct.

If you are using the Collsoft Mail Server and you are getting this error it is most likely due to a Firewall or Anti-Virus software blocking the out going connection between the payroll and the collsoft mail server. To overcome this you need to add an exception to your firewall/anti-virus software to allow the connection to pass through without being blocked.

How to Create a Bank Disk/File in Collsoft Payroll

Paul Cullen — Thu, 30 Jun 2011 12:22:00 GMT

Abstract:

Creating a Bank Disk/File in Collsoft Payroll

This wizard is used to produce a bank disk file containing payment details for those employees who are paid by electronic fund transfer (credit transfer). There are 3 steps to this wizard.

To open the Bank Disk wizard, click on the wages button, click on the week/month you are processing and click on the Bank Disk button.

Step 1 – Confirm Payments

Step 1 shows a list of the employees who are paid by credit transfer, their net payments and bank details are also shown. You should verify that the payment details are correct, and that all employees who are due to be paid are listed here. If an employee is not listed it is either because you have not entered their bank account details or their net payment is zero.

Beside each employee is a Tick Box, indicating if the employee is to be included in this bank disk file. If there are employees that you do not wish to include in this bank disk simply un-tick their names.

Click ‘Next’ to proceed to step 2

Step 2 – Confirm Your Bank Details

In step 2 you are asked to confirm your own company’s bank details.

Bank Sort Code & Bank Account Number - This is your own company’s bank account details.

Reference - This is the text that will appear on both your and your employee’s bank statements.

User ID/Owner ID - These six digit numbers will be provided by your bank, they are usually the same.

Output File Name - This is the name (and location) of the bank file that is created with this wizard. You can create and save this file anywhere on your computer. E.g.

Importing Wage Data

Paul Cullen — Tue, 28 Jun 2011 16:34:00 GMT

Abstract:

Importing Wage Data

CollSoft Payroll now has the ability to import wages from a range of sources including:

Microsoft Excel spreadsheets
Timecard Systems
CSV text files
Tab delimited text files

Creating the Import File

The easiest way to create an import file is to use Microsoft Excel. Simply open excel and create a new spreadsheet. The basic fields you will need for each employee you are importing wage information for are Name, Works No, Basic Pay and Std Hours. You must enter then into the spreadsheet as shown below:

Once you have created the spreadsheet, you can then save it as a .csv file or a .xls file. Both file types can be imported into collsoft. Now that you have created and saved the spreadsheet you can now do the import.

Import Data Wizard

Step 1 - Open Wage

The first step to importing payroll data into CollSoft Payroll is to open up the wage period (weekly or monthly) into which you would like the data imported, then press the Import button.

The import wizard will now guide you through the importation process

Step 2 - Select File
You must specify the file that you would like to import. Simply press the Browse button, and navigate to the particular file that is to be imported, then press Open.

If you are importing an Excel spreadsheet then a Combo box listing all of the worksheets in the file will be displayed, select the sheet that contains your data.

Click here for further instructions.

Step 2 - Start QuickBooks

Open QuickBooks and make a backup of your existing accounts data. (Select Back Up from the File menu)

Step 3 - Check Your Data

Print a trial balance report in QuickBooks by selecting Trial Balance from the Accountant & Taxes submenu of the Reports menu, choosing the appropriate dates.

Step 4 - Importing The Payroll Data

Select the Import IIF Files... option from the File>Utilities>Import menu in QuickBooks. This will start the QuickBooks import wizard that will import your payroll data into QuickBooks.

Step 5 - Check The Postings

Re-run the Trial Balance report in QuickBooks. The difference between this trial balance and the one from step 3 should be accounted for by the summary of transactions reported at the end of the export process in CollSoft Payroll.
The individual splits from each wage entry can be seen by double clicking on the relevant entry in your bank account in QuickBooks, or by drilling down in the various reports in QuickBooks.

Nominal Export of Payroll Data from Collsoft

Paul Cullen — Tue, 28 Jun 2011 16:08:00 GMT

Abstract:

Nominal Export of Payroll Data From Collsoft

Step 1 - Backup Your QuickBooks Data

Before you do anything else, you should create a backup of your QuickBooks data file. This can be done by selecting Back Up from the File menu in QuickBooks.

Step 2 - Starting the Nominal Ledger Export In CollSoft Payroll

The process of exporting your Payroll data from CollSoft Payroll is just a matter of running the Nominal Ledger Export Wizard. To run this wizard simply select the Nominal Ledger Export... option from the Payroll menu.

Step 3 - Specify Date Range For Export

This step requires you to specify the dates for the export. All wages (weekly & monthly) between these dates will be included in your export file.

Note: It is very important that you do not choose dates that overlap with a previous export.

For Example: If you had previously exported all the wages between 1st Jan and 15th Jan, then the next export file should commence on 16th Jan. If you were to run the next export from 15th Jan then there is the possibility that wages on the 15th would be exported into QuickBooks twice!

Press the Next button to continue

Step 4 - Specify a Filename for the Export File

Specify a name for the export file, or click on the Browse button to navigate to the desired location.

Press the Next button to continue. CollSoft Payroll will now process all the wages between the dates that you sp

Forgotten Payroll Password

Paul Cullen — Tue, 14 Jun 2011 16:08:00 GMT

Abstract:

Forgotten Payroll Password

If you cannot remember your Payroll Password, you need to email a backup of your company data to us here at info@collsoft.ie

We can then retrieve your password from the backup.

To create a backup, click on the backup button on the toolbar, save the backup file to your hard drive, attach the file to an email and send it to the address specified above.

Please specify in the email that you cannot remember your payroll password and you would like us to retrive it. This information is vital as it clearly indicates the reason for the backup being sent to us.

For more information on how to create a backup, click here>>

Moving Collsoft Payroll to a New Computer

Paul Cullen — Fri, 10 Jun 2011 17:06:00 GMT

Abstract:

Moving Collsoft to a New Computer

There may come a time when you will need to move Collsoft Payroll from one machine to another, due to a variety of reasons i.e. Purchased a new computer, Old computer crashed etc.

There are a number of steps involved in this:

1. Firstly, take a backup of your current payroll information on the old machine by selecting the Backup button on the picture toolbar in the payroll. For more information on how to do this click here>>

2. Next you need to Install Collsoft Payroll on the new Machine. You can do this by inserting the Payroll CD, for the Payroll Year in question, into your machine and following the onscreen instruction. Or you can download and install the Payroll Year you require from our website, here>>

3. Once you have Payroll installed on the new machine, you need to restore your payroll information. You can do this by selecting the Restore button on the picture toolbar in the payrolll. For more information on how to do this click here>>

You now have payroll installed on the new machine and your payroll data has been restored, so you can continue to use payroll as usual.

Note: When you install payroll on a new machine, you will be in the "Free Trial" version of payroll again. You will need to ring the helpdesk on 046 90 50 800 to receive a new unlock code. Alternatively you can email us at info@collsoft.ie with the product ID

from the new installation of Payroll and we will issue you with a new unlock code.

How to purchase the Payroll?

Paul Cullen — Thu, 09 Jun 2011 15:59:00 GMT

Abstract:

If you wish to purchase the software with a credit card or laser card you can do this through the payroll system.

In the Collsoft program, on the screen that tells you how many free trial days are left, select 'Unlock on-line' and enter your details.

The system will then email you your unlock code and invoice.

If you wish to make a payment over the phone please give our help desk a call on 046 9050800

There are two editions of payroll that you can buy:

1. The Small Business Edition which allows you to create up to 3 companies with an unlimited number of employees in each company. Purchase of this edition allows you to install the payroll on two seperate computers.

2. The Bureau Edition which allows you to create an unlimited amount of companies with an unlimited number of employees in each company. Purchase of this edition allows you to install the payroll on two seperate computers.

For more details on the different editions of payroll, click here>>

Unlocking Payroll using your Unlock Code

Paul Cullen — Thu, 09 Jun 2011 15:39:00 GMT

Abstract:

Unlocking Payroll

To enter the unlock code please follow the steps outlined below:

1. Open the Payroll 20XX program (XX represents the year of the payroll you are using, i.e. 2011, 2012, 2013 etc)

2. Click on the ‘Help’ icon on the menu bar

3. Scroll down and select the ‘Enter Unlock Code’ option

4. Enter the unlock code issued when you purchased payroll and click ‘Next’

5. Select the company you wish to unlock by clicking on the ‘drop down arrow’

6. Click ‘Next’ once you have selected the company

7. Click Finish to save the unlock code

You should enter the non taxable redundancy payment in payroll as a way of showing payment was made to the employee. I would suggest setting up an addition which is exempt from PAYE/PRSI and the USC.

Setting up an Addition:

To set up an addition in Payroll click on the 'Company' icon on the picture menu bar to open the 'Company Detail screen'.

Click on the Additions tab. Under the ‘Name column’ edit the name of an addition field - to edit the name just click in the box and type in a new description suc

Online Payroll Updates

Paul Cullen — Tue, 07 Jun 2011 13:37:00 GMT

Abstract:

Online Payroll Updates

CollSoft Payroll now has the ability to check for Payroll updates automatically. This function will alert you to any new updates posted on our website.

By Default CollSoft Payroll will check for updates once a month, but this can be changed so that Payroll checks for updates every time it is opened, or never at all.

The user can specify how often (if at all) Payroll should check for updates by opening the Options screen (Select "Options" from the "Tools" menu).

In addition to this the user can check for updates at any time by simply selecting the "Check For Updates" option from the "Help" menu in Payroll.

If you try to download the latest update from within the payroll and it does not download and install corrrectly, this may be due to the anti-virus software on your machine blocking the payroll from accessing the latest update.

Or it could be due to a firewall you may have running blocking the payroll from accessing the latest update.

To overcome this issue, firstly you need to close out of payroll completely.

Then you need to open our website and select the downloads section which you can access here>>

Select the Express Update for the year of the payroll you are running and click on the 'Download Here>>' link

Click on the 'Download Now' button and you will get a "Run, Save or Cancel" message. Select Run.

The download will begin and you will see a Green/Blue bar start to fill across your screen and the % downloaded will be shown.

Once the update is fully downloaded the installation will begin.

Just click the 'Next' button all the way t

Importing Payback Payroll Data into Collsoft

Paul Cullen — Thu, 02 Jun 2011 15:39:00 GMT

Abstract:

Importing Payback Payroll Data into Collsoft

CollSoft Payroll can import data directly from Payback Payroll. Simply select the File Menu, followed by the “Import from Other Payroll Software” option and finally, “Import Payback Data …” and follow the instructions on screen.

The default location for Payback Payroll is C:\Program Files\Payback\Paydata7_02.log

Importing Thesaurus Payroll Data into Collsoft

Paul Cullen — Thu, 02 Jun 2011 15:33:00 GMT

Abstract:

Importing Thesaurus Payroll Data into Collsoft

CollSoft Payroll can import data directly from Thesaurus Payroll. Simply select the File Menu, followed by the “Import from Other Payroll Software” option and finally, “Import From Thesaurus Proll Data …” and follow the instructions on screen.

The default location for Thesaurus Payroll is C:\ThesaurusPayroll20XX (XX represents the year of the payroll that was installed 2010, 2011, 2012 etc)

Importing Micropay Payroll Data into Collsoft

Paul Cullen — Thu, 02 Jun 2011 15:31:00 GMT

Abstract:

Importing Micropay Payroll Data into Collsoft

CollSoft Payroll can import data directly from Micropay Payroll. Simply select the File Menu, followed by the “Import from Other Payroll Software" option and finally, “Import Sage Micropay Data …” and follow the instructions on screen.

The default location for Micropay Payroll is C:\Program Files\Micropay Professional\20XX (XX represents the year of the payroll that was installed 2010, 2011, 2012 etc)

How to Edit Previous Wages

Paul Cullen — Wed, 01 Jun 2011 17:28:00 GMT

Abstract:

Editing Wages

If you have made an error in posting employees wages, you can easily return to a previous week to make the necessary changes. Simply choose the week that you wish to amend, you will receive a warning from the system that you are about to make changes:

Proceed with change by clicking ‘Yes’ on this message and select the employee you wish to change. Click on the delete button on the right-hand side of the wage screen. The following message will appear. Click ‘Yes’ to delete the employee’s wage.

The employees wage is now deleted and you can re-enter the necessary wage details for this employee. When you have entered the correct details you can then save the correct wage for this employee

Note: Please remember that if your employee is on a cumulative basis, by changing an earlier week it may affect subsequent weeks that have already been entered. Please ensure that you check and allow for any such changes. In the event that a P30 has been submitted for that period, your payments at year end will not balance and any such adjustments will be shown on your P35 Return and a balance may be due. We would recommend that you consult your financial advisor if you are not familiar with the cumulative tax credit system.

Entering New Weekly/Monthly Wages

Paul Cullen — Wed, 01 Jun 2011 17:01:00 GMT

Abstract:

Entering New Weekly/Monthly Wages

To start entering wages for a new wage period, open the Wages Home Page and click on the Begin Your First Period (Weekly) icon. The first pay period wizard will open

If you are entering wages for the first time you will be asked for a payroll date, which will be used to determine the starting week (or month) number. The week number is determined using the Tax Calendar as defined in the Revenue PAYE guidelines (i.e. Week 1 is 1st Jan – 7th Jan, etc.).

If this is not your first payroll entry, then the payroll date screen displays a date that is 7 days later than the last pay date you used. You can change this date if you need to.

When you are entering wages for the first time for a monthly paid employee, click on the Monthly Tab, followed by the Start New Period (Month 1) icon. You will be prompted for a Payroll Date. Enter the date that the monthly paid employees will receive their wages. You will be prompted for the payroll date for every new monthly wages processed i.e. Month 2, Month 3 etc.

Once you confirm the payroll date, the Wage List screen will be displayed. This screen shows a list of your employee’s, and the net wages that they have been paid for that period (these will all be zero as you have not yet entered any wages for that week).

To enter an employee’s wages, simply click on the particular employee’s name in the Wage List. This will open the employee Wage screen (see figure below), where you can enter the particulars of this employee’s wages, such as the number of hours, basic pay etc. If you have entered any default values in this employee’s Employee File, then they will be brought forward automatically (including any values for Additions/Deductions.

here>>

Exporting a Report to an Excel Spreadsheet

Paul Cullen — Wed, 01 Jun 2011 16:02:00 GMT

Abstract:

Exporting a Report to an Excel Spreadsheet

To do this, simply preview the report you wish to export to an Excel Spreadsheet, as shown below....

Then click on the icon at the top of the report preview.

A screen giving you the option to select a location to save the Excel Spreadsheet to will then be opened. Select a location and click save.

The Excel Spreadsheet will be saved to the chosen location and you can then go to that location and open the file.

All the data for the report that you exported will be present.

Exporting a Report to a PDF File

Paul Cullen — Wed, 01 Jun 2011 15:54:00 GMT

Abstract:

Exporting a Report to a PDF File

To do this, simply preview the report you wish to export to a PDF file, as shown below....

Then click on the icon at the top of the report preview.

A screen giving you the option to select a location to save the PDF file to will then be opened. Select a location and click save.

The PDF file will be saved to the chosen location and you can then go to that location and open the file.

All the data for the report that you exported will be present.

How to View and Print P60's and USC Certs in Collsoft Payroll

Paul Cullen — Wed, 01 Jun 2011 15:42:00 GMT

Abstract:

P60's and USC Certs

You can access this option under the Revenue Returns drop down menu. This option allows the user to print off employee P60's and USC Certs at the end of the tax year. When you select this option you are presented with the following message:

Click OK on this message and you are presented with the following screen:

Here you can select the employees you wish to Print P60's and USC Certs for by ticking the tick box beside their name. At the bottom of the screen above you have the option to print the P60's & USC Certs to screen, to an email or to the printer for the selected employees

Printing these reports to screen allows you to preview the P60's and USC Certs for each employee to double check that they contain the correct information, you can then print them when you are satisfied they are correct, from within the preview screen.

Printing these reports to Email allows you to send each individual P60 and USC Cert to each individual employee. Each employee will only receive his or her P60 and USC Cert. You must have each employee's email address, that you wish to send the reports by email too, entered in the Employee Personal Details section of employee details.

Printing these reports to the printer simply prints out the P60's and USC Certs.

In the Stationery drop down list you can also select to preview/email/print the P60's on their own by selecting the "Plain Paper P60 (A4)" option. You can also do this for the USC Certs by selecting the "Plain Paper Income levy Cert (A4)"

How to View and Print the P30 Summary in Collsoft Payroll

Paul Cullen — Tue, 31 May 2011 15:47:00 GMT

Abstract:

P30 Summary

You can access this option under the Revenue Returns drop down menu. The P30 summary screen presents a summary of your monthly revenue returns (P30’s). It is designed to operate like a spreadsheet, and it lets you enter additional data such as amounts paid, cheque numbers etc. Select Revenue Returns - P30 Monthly Returns - P30 Summary Sheet to access this option.

Note: You can also run a detailed P30 report for any month or quarter by selecting the 'P30 Details" option at the same location

How to View and Print the P35L and P35LT in Collsoft Payroll

Paul Cullen — Tue, 31 May 2011 15:40:00 GMT

Abstract:

P35L and P35LT

You can access this option under the Revenue Returns drop down menu. Choosing this option will print a report showing all details of your employee’s earnings, tax, and Income Levy payments throughout the tax year and provides all necessary information for transfer to the Revenue’s Forms P35L and P35LT.

If you click the arrow for the next page you will see each individual employee's details for the year.

The last page of this report shows a summary of the company's wage details for the year.

Note: You can also run a merged P35L & P35LT or a merged P35LF. This option is available to capture duplicate PPS numbers that may be present in the system, due to an employee working for you more than once during the tax year. These reports will simple merge this employee’s details together showing his combined details for the year on the report. These merged reports can be found in the same location as the P35L & P35LT and the P35LF, under the Revenue Returns dropdown menu and P35 Annual Returns.

How to View and Print the P35LF in Collsoft Payroll

Paul Cullen — Tue, 31 May 2011 15:39:00 GMT

Abstract:

P35LF

You can access this option under the Revenue Returns drop down menu. The P35LF is used to record total Benefit in Kind for all employees. It also records the total number of employees contributing to pension products and the total amounts contributed by the employees. Plus it records the total number of employees for whom the employer made a contribution, and the total amount contributed by the employer.

How to Create a New Employee in Collsoft Payroll

Paul Cullen — Fri, 27 May 2011 17:32:00 GMT

Abstract:

How to Create a New Employee in Collsoft Payroll

To create a new employee for the first time, choose the drop down menu entitled employee and select the option to Add/Edit employees. Alternatively, you may open the employee screen by hitting the employee button and choosing ‘Add New Employee’. This is the first option on the blue panel to the left, as shown below:

Add/Edit Employees

This menu option lets you maintain your existing employee’s details and add new employee’s to your company. The employee screen groups information into relevant sections as shown above.

When you click on the Add New Employee option you will be presented with the Employee Personal Details Screen

You can now add the employee’s personal details such as name, address etc. Every employee must have a First name and Surname, all other information is optional.

Once you click save, your new employee will be created.

How to Create a New Company in Collsoft Payroll

Paul Cullen — Fri, 27 May 2011 17:32:00 GMT

Abstract:

How to Create a New Company in Collsoft Payroll

The idea of a company is central to CollSoft Payroll. You must create a company before you create any employees or enter any wages. The Company object holds information regarding your company such as name, address, bank details, types of additions/deductions etc.

To create a company you can select the Create New Company option from the Welcome to Collsoft Payroll Screen as shown below. This is the first option in the blue panel on the left of the welcome screen.

You can also create a company by Select File from the Menu Bar and selecting New Company - Create New, as shown below.

Once you choose to create a new company you will be presented with the General Company Details screen:

You can now enter your company details and save your new company.

Integration Of CollSoft Payroll And QuickBooks

Paul Cullen — Fri, 27 May 2011 17:12:00 GMT

Abstract:

Integration Of CollSoft Payroll And QuickBooks

One of the new features added to CollSoft Payroll is the ability to post your payroll data directly from Payroll into Intuit QuickBooks, whereby you export your payroll data to an intermediary file which is then imported into QuickBooks.

Before you can export any data from CollSoft Payroll you must define the nominal accounts that the various entries get posted to. Click here for more information

When you have defined your nominal mappings you are then ready to export from CollSoft Payroll and import into QuickBooks.

Important: There are some limitations to the QuickBooks integration, click here for more information.

Using Collsoft in a Multi-user/Network Environment

Paul Cullen — Fri, 27 May 2011 16:35:00 GMT

Abstract:

Using Collsoft in a Multi-user/Network Environment

CollSoft Payroll can be used in a network environment to provide access to a shared data file.

Note: You do NOT need to purchase additional copies of CollSoft Payroll in order to use the network feature. You can create a network environment with the two licenses that come with buying the payroll. However adding a 3rd or subsequent computer to the network would require the purchase of an additional license.

To set up a shared data file for CollSoft Payroll you should do the following:

Select “Options” from the “Tools” menu and you will see the Network Settings section....

There is a field available called “Location of Data File” in which you can enter the location of your data file on the network or you can use the browse button to navigate to this location. This will require a network drive to have been mapped for you (or you can use an existing mapped network drive). For more information please consult with your network administrator.

Once you have selected the network location CollSoft Payroll will scan that location for any existing CollSoft Payroll data files. If none are found you will be asked if you would like to copy the data file from your local PC to the network.

If there is a data file already present on the network you will be asked if you would like to use that as your default data file.

Install a copy of CollSoft Payroll on each PC that requires network access and repeat the above procedure. Note that for each subsequent PC you will be connecting to the existing data files at that network location

Note: When you initially install CollSoft Payroll on each client PC it will be in Free

How to Process the Year End

Paul Cullen — Fri, 27 May 2011 13:34:00 GMT

Abstract:

How to Process the Year End

If you open payroll and click on the company you wish to run the year end for, the company will open displaying the following screen....

If you click on the 'Year End' option show above, a step by step guide outlining how to run the Year end will be displayed.

You can then follow this guide to run your year end.

Error No.429 - ActiveX Component can't create object location

Paul Cullen — Thu, 26 May 2011 18:14:00 GMT

Abstract:

Symptoms

When you try to email payslips you receive the following error:

Error No. 429 : ActiveX Component can't create object location: Payroll_20XX - clsSMTP.AddAttachment

Cause

CollSoft Payroll uses a third party component called Crystal Reports as it's reporting engine. This message is received if a crystal reports DLL is unregistered.

Resolution

To resolve this issue, close out of payroll and run the following patch from our website:

www.collsoft.ie/email.exe

How to Download and Install Collsoft Payroll

Paul Cullen — Thu, 26 May 2011 13:08:00 GMT

Abstract:

How to Download and Install Collsoft Payroll

To download the payroll browse to our homepage www.collsoft.ie

On the Red menu bar click Downloads and select the Payroll 20XX Full Download (XX represents the year of the payroll you are installing i.e. 10, 11, 12 etc)

Click Download Here and then click on the Download Now button

You should get a Run or Save option - Select Run

Clicking Yes on this message will complete the deletion of the employee and the next employee listed will be displayed. Click close on the employee details screen and you will be returned to the list of employees in the company. Notice that the employee just deleted will not be present in this list.

Cost Centres

Paul Cullen — Tue, 24 May 2011 16:35:00 GMT

Abstract:

Cost Centres

Cost Centres (sometimes called departments) are categories under which you can record an individuals employee payroll costs.

For example, in a Hotel, you may want to track your payroll costs under the following cost centres:

Kitchen
Bar
Managers
Maintenance

Cost Centres are a very useful way of analysing your businesses payroll costs.

Every company by default has a cost centre named “UNALLOCATED COSTS” that records all costs that have not been posted to another cost centre.

To create cost centres open the company details screen and select the Cost Centres tab. Click on the Add button, as shown in the screenshot above, to add new cost centres.

To assign a cost centre to an employee, open the employee's details screen and select the Pay tab. In the "default cost centre" field you can select the cost centre to be allocated to the employee, as shown below:

Consolidated Companies

Paul Cullen — Tue, 24 May 2011 16:08:00 GMT

Abstract:

Consolidated Companies - Overview

The Consolidated Companies feature in CollSoft Payroll enables the user to view the data from two or more standard companies, as a single company for reporting purposes.
Examples of why you may use a Consolidated Company are:

Where Employees have been split into multiple companies for management or security purposes.
Where Payroll is run independently at different sites, but both sites share the same Employers Registration number.

The Consolidated Company can only be used to run reports or generate ROS returns. You can't add/edit employees, run wages etc. while logged into the Consolidated Company.
These functions can only be performed by logging into the relevant subsidiary company.

Creating a Consolidated Company

To create a Consolidated Company the user must do the following;

1. Open CollSoft Payroll and open one of the intended subsidiary companies.
2. From the "Company" menu select the "New Consolidated Company".
3. Enter the basic company Details as shown below:

4. Press the "Save" button to save your details.
5. Click into the "Subsidiary Companies" tab and select the relevant subsidiary companies:

6. Press the "Save" button again to save your changes.

Minimum System Requirements & Payroll Compatibility

Paul Cullen — Tue, 24 May 2011 13:44:00 GMT

Abstract:

Minimum System Requirements

Before installing, verify that your system meets the following requirements

Pentium 133Mhz CPU
At least 32MB Memory
20MB Free Hard Disk Space
640x480 Screen Resolution (The application toolbar will not be visible at this minimum resolution)
Windows Operating System
Microsoft Internet Explorer 4.0
CD-ROM Drive

Recommended System Configuration

For optimal performance we recommend the following configuration

Pentium III 500Mhz
64MB Memory
40MB Free Hard Disk Space
800x600 Screen Resolution (required for application toolbar to be visible)
Windows XP Operating System
Microsoft Internet Explorer 6.0 (included on Payroll 2011 CD in Other Software section)
CD-Rom Drive
Adobe Acrobat 5.0

Payroll Compatibility

Collsoft Payroll is compatibile with the Windows operating system only.

It is not compatabile with the MAC operating system.

Payroll can be installed on any windows operating system from Win 98 onwards, but we recommend using either Windows XP, Windows Vista or Windows 7.

Benefit in Kind (BIK)

Paul Cullen — Tue, 24 May 2011 13:09:00 GMT

Abstract:

Introduction to Benefit In Kind

With effect from 1st January 2004, PAYE, PRSI and the Health Contribution must be operated by employers in respect of the taxable value of most benefits in kind (BIK) and other non cash benefits provided by them for their employees.

CollSoft Payroll is designed to fully comply with the new requirements arising from BIK, including calculators to deal with cars, vans, loans and accommodation.

Setting Up Benefit In Kind

To begin processing BIK in CollSoft Payroll you must enable the relevant categories for your company.
These settings can be found on the BIK tab of the Company screen:

To use one of the categories simply click on the Use tick box, and then type a name for the benefit.
The first benefit is already set up as Car/Van and must be used for this purpose only.
When you have set up your categories you can then establish the default values for each employee.

Employee Settings

If your employee's are in receipt of regular Benefits then you can set up default amounts on their employee file. To do this simply open the Employee screen and go to the BIK tab.

Enter any default amounts in the relevant box.

The first BIK category is always used for Car/Van's. Press the Vehicle Details button to set up the vehicle for this employee.

Note: There have been some changes announced to the treatment of BIK with respect to Vans (since Revenue produced the Guide to Benefit in Kind). R

How to Restore a Data File in Collsoft Payroll

Paul Cullen — Fri, 20 May 2011 17:16:00 GMT

Abstract:

Restore Data Files

When you restore your data file, the system will default to restore all files in the backup unless instructed to do otherwise.

To restore a data file, click on the Restore button on the main taskbar. Firstly you will need to show payroll where the backed up data file is located. You can do this by navigating to the data file to be restored when the “Please Specify File to be Restored” dialog is opened. Highlight the file to be Restored and click on the open button, the Restore Companies screen will open.

Here you can pick and choose the companies that you wish to restore. Only companies that are ticked will be restored. When you have chosen which companies you wish to restore, hit the Restore button and the restore will begin. When the restore process is completed you will receive the following message

All the companies that have been restored will now be present in the list of companies on the main collsoft screen. You can now open these restored companies and use them as required.

How to create a Backup File in Collsoft Payroll

Paul Cullen — Fri, 20 May 2011 17:16:00 GMT

Abstract:

Backup Data Files

It is important that you make regular back up files of your payroll companies. You can choose to back up to floppy, hard drives or even memory keys. It is recommended that you back up to a removable storage device and that you alternate disks.

Payroll is preset to select all companies for back up. The file name default is “Payroll 2010 Backup Made on 01 Jan 2010 at 12.00.bkz” or whatever the time and date you do the backup, happens to be. You can change this to any name you wish, but it is advisable to leave the file name as is, because it will make it easier to identify the most resent backup, if needed.

To create a backup, click on the backup button on the main taskbar. Firstly you select the location you would like to save your backup too by browsing to the location in the Backup Destination screen. Once you have done this click on the save button and the Backup Companies screen will open.

Here you can pick and choose the companies that you wish to backup. Only companies that are ticked will be included in the backup. When you have chosen which companies you wish to backup, hit the backup button and the backup will begin. When the backup process is completed you will receive the following message.

Your backup file has been created and is located at the destination you selected to save it in. You can browse to that location to check that it has been created and is present. The file name will be “Payroll 2010 Backup Made on Date at Time.bkz” unless you changed it to something different, in which case it will have whatever name you gave it.

Using Deductions in Collsoft Payroll

Paul Cullen — Fri, 20 May 2011 17:14:00 GMT

Abstract:

Using Deductions in Collsoft Payroll

Deductions are the exact opposite of Additions, and are used to make deductions from your employee’s pay. You can create up to six deduction categories for each company using the same procedure applied to the creation of Additions.

With Deductions, you must specify if the deduction is to be made from the Gross Pay or Net Pay. If you set that the deduction is made from Gross Pay, then the deduction is applied to the gross pay before the tax is calculated, which has the effect of reducing the amount of pay that is taxable. An example of such a deduction would be a Super annualised deduction. If you indicate that the deduction is to be taken from the Net Pay, then this deduction will be made after the tax has been calculated (and deducted) from the pay. An example of such a deduction might be a staff loan repayment.

Company Deductions Screen

Now when you open an Employee's Details and select the Adds/Deds tab, the Deductions created above will be present and you can allocate amounts to these deductions, as shown below....

Using Additions in Collsoft Payroll

Paul Cullen — Fri, 20 May 2011 17:14:00 GMT

Abstract:

Using Additions in Collsoft Payroll

CollSoft Payroll allows you to create up to six custom payment categories (in addition to the standard types of pay) called Additions. Each addition can pre-set to be taxable or tax free. You must create these addition categories for the company before you can use them in your wages.

To create new additions or edit those supplied already, simply follow the instructions below:

Click on the “Tick Box” beside the category that you wish to use
Enter a name for the addition. This text will be used in other screens and on the payslips
Set the addition’s tax status as either “Taxable” or “Tax Free”. If you mark an addition as taxable, then tax will be deducted from any payments that you make under this category. An example of a taxable addition would be a bonus or commission. If however you set the addition to be tax free, then no tax will be deducted from any payments made under this addition category. For example, expenses could be paid in this manner.

Company Additions Screen

Any additions that you create will only apply to the current company, so you can create a different set of additions for each company on your system. It is advisable to create your company’s Additions before you enter any wages, but you are not required to, as you can create/amend them at any time.

Now when you open an Employee's Details and select the Adds/Deds tab, the Additions created above will be present and you can allocate amounts to these additions, as shown below....