PCFILE PAYROLL


    To bring you up to date with our PC-File+ Payroll program, we
    include on the Superdisk the updated files suitable for use from the
    new tax year, 1989-90. Remember, everything changes again in the
    autumn!


    THE GREENFINGERS SYSTEM

    The system is still the original one designed for Greenfingers
    Gardens. Let's recap:

    -    All employees are paid weekly
    -    All belong to the company pension scheme (employees pay 3.25%
              of their wages, employer 6.5% each week)
    -    All are therefore on NI code D (contracted out)
    -    No employee earns enough to pay higher than standard rate tax
    -    No employee earns too little to pay tax


    CAN YOU MAKE CHANGES?

    If your standard number of hours per week is not 37.5, change the
    'constant' data for Ordinary_Hrs in the WEEKLY file, using [F8],
    [N], the field number followed by [F10], then [K] for constant data.

    The system as now modified will take care of all the different
    National Insurance bands, but if you want to adapt it for employees
    below taxable level, or above standard rate tax, then you'll have to
    make your own modifications.

    If your employees are contracted out, but pay at a different rate
    into the company pension scheme, you'll need to modify the data in
    the file CO.

    If your employees don't belong to a company pension scheme, enter
    zero rates for pension contributions in the CO data file, and modify
    the National Insurance rates in that file to the appropriate
    percentages.  You will also need to modify the automatic
    calculations for NI in the WEEKLY file by using [F8], followed by
    [N], followed by the number of the field to be modified.  This is
    very complicated, so don't attempt it unless you are sure you know
    what you are doing.

    There are so many different ramifications nowadays with NI, personal
    pension schemes and company pension schemes, that it isn't possible
    here to give advice for everything. However, if you think you can
    make the required modifications, why not try it out? You can run
    your PCF Payroll as a backup to your manual scheme, and see if your
    calculations tally. Don't bring it into use with your employees
    until you are ABSOLUTELY sure you've got it right! PC Plus takes NO
    responsibility for any chaos which might ensue, if you implement
    this system without thorough preliminary checks!


    WHAT EACH FILE HOLDS

    On the Superdisk you will find the following PC-File+ Payroll files:

         CO             (Holds details for all company employees)
         PERSNL         (Holds personnel details)
         TO_DATE        (Holds To Date totals for tax, NI, etc)
         WEEKLY         (Does all the work of calculating the wages)

    One fictional employee has been entered, at start-of-year. Change to
    suit your employee list.

    TO_DATE and WEEKLY both hold a macro which will need to be changed
    if you have your files stored in some other directory than
    C:\PC\FILE\DATA.  To change this, load WEEKLY, press [F8] followed
    by [3].  In the text for macro 3, you'll see that c\pc\file\data
    occurs twice.  Edit this to whatever path you want to use.  Press
    [F10] when you're finished.  Make the same change to macro 3 in the
    file TO_DATE.


    PAYSLIPS

    You will want to personalise your payslip headings. Load WEEKLY and
    do the following

    -    Choose [F5] from the Main Menu
    -    Choose PAYSLIP
    -    Type in your own company name at the top of the payslip, in
              place of GREENFINGERS GARDENS
    -    Press [F10], [Y], [Enter], [Y], [ESC]

    The payslips will now be headed with your own company name.


    START OF YEAR

    -    Enter data for your employees into the PERSNL file, but for the
              moment enter each tax code as 00000

    -    In the TO_DATE file, enter each employee's Staff Number, then
              enter 0's right across each numerical field. The other
              fields will be entered automatically.

    -    In the WEEKLY file, enter each employee's Staff Number, then
         enter 0's right across the fields for Ordinary_Hrs,
         Overtime_Hrs, Bonus, SSP and SMP.  The other fields will be
         entered automatically.

    You'll find a few stray pence appear as a result of rounding errors,
    but these will disappear as you run the system.


    FIRST WEEK

    -    Enter each employee's tax code into the PERSNL file

    -    In the WEEKLY file, find the first employee with [F2] and [B].
              Press [M] for Modify and enter any overtime hours, bonus,
              SSP or SMP.  Everything else is entered automatically.
              Press [F10] when you have finished. Repeat for each
              employee.

    -    Now hold down [ALT] and press [1]. PCF Payroll starts to make a
              backup. When it pauses with

              weekly_

              on the screen, type in 01 and press [Enter]. A backup
              called weekly01 is made.

    -    Hold down [ALT] and press [3]. The TO_DATE file is updated.

    -    Hold down [ALT] and press [4]. Payslips are prepared. You may
              prefer to view them on screen first.


    SUBSEQUENT WEEKS

    -    Repeat all but the first of the steps above (unless someone's
              tax code is changed).

    -    Type in the appropriate week number when the backup is made.


    HELP!

    Sorry - I'm afraid pressure of work won't allow me to run a help
    service! All I can say is

         Buy the full manual for PC-File+ from Shareware Marketing
         (there's a new version available too, called PC-File+DB which
         has even more features).

         Test EVERYTHING thoroughly before trying to implement the
         payroll.

         I hope this system has given you an idea of the complexity of
         the applications you can develop by working with PC-File+.

         Have fun!


    Ann Swinfen