The Spreadsheet Entry window

The Spreadsheet Entry window is used to enter the hours for a large number of employees on one easy-to-use spreadsheet -style window. Use this method if you have a lot of employees whose hours vary each period, such as casual employees.

The employee’s pay rates, allowances, deductions, and most other pay details will come direct from the employee record. When you prepare the employee’s pay, you'll also need to enter any leave taken, sundry items, commissions or bonuses for the current pay period.

To enter hours for a pay rate not on the screen, or to enter or edit other pay details such as deductions, allowances, etc, click on the Details column.

To use the spreadsheet feature, you must select the Spreadsheet as the method of paying the employee in the Employee record – Personal Details window.

Entering or editing a spreadsheet entry pay

1 Choose Prepare Pays from the Activities menu, or click Pays on the toolbar. The Pays Summary window is displayed.

2 Click to select the employee. The Employee Pay Method box, at the top left side of the window shows the pay method for the employee. The following instructions apply to employees paid using the Spreadsheet Pay Method. If paid under a different method, refer to the Timesheet method, or the Normal method.

Click Activities>Edit Pays. The Spreadsheet entry window displays spreadsheet details for all employees paid using the spreadsheet method.

Note You cannot edit a past pay unless the þ Edit Past Pays checkbox has been selected. You also cannot edit a past pay if you have been set up as a user without the rights to edit a past pay.

3 Enter the pay hours in the appropriate columns for each employee. You can enter hours by clicking on a field and typing in the number, or right clicking to bring up the Elite Payroll Calculator. You can also move through the window using the keyboard arrow or tab keys.

The easiest way to enter amounts is by pressing TAB after each entry.

If you need to enter hours for a pay rate that isn't displayed on the spreadsheet, you can either add a new pay rate to the spreadsheet, or you can add the hours for that pay rate through the details column.

To enter hours for a pay rate not on the window click on the Details column and then either press the Enter key or click on the drop-down $image\downarow.gif$ list arrow. Be sure to check which employee you are entering the details for. Doing this displays the Normal Pay Window, where you can add additional hours, as well as edit other details such as allowances, deductions, adjustments, sundry items, commissions or bonuses, or superannuation.

To add a pay rate to the Spreadsheet Entry window

$image\dash.gif$ Right mouse click anywhere on the Spreadsheet entry window. A list of pay rates is displayed. Pay rates currently on the spreadsheet entry window are indicated with a checkmark.

$image\dash.gif$ Click on pay rate you want to add. The pay rate is added; you may have to scroll to the right to see it.

$image\dash.gif$ If you click on a pay rate that has a checkmark, the pay rate will be deleted from the Spreadsheet Entry window.

4 To enter leave, allowances, deductions, adjustments, sundry items, bonuses, commissions, or superannuation, click the Details column and then either press the Enter key or click on the drop-down $image\downarow.gif$ list arrow. Doing this displays the Normal Pay Window, where you can edit or enter all of these details. Make any changes required and then click OK. The Spreadsheet Entry window is displayed.

5 When you have entered hours for all employees that you want to process pay for using the spreadsheet method, click Close to save the details for processing. The Pays Summary window is displayed.

6 Make any changes required for employees that are paid under the Timesheet, or the Normal pay methods.

7 When employee pay details are completed, click Activities>Process Pays to open the Process Pays window.