Year End Checks

It is essential that certain checks and balances are done with your payroll before starting the Year End Procedure.

1. Summarised Transactions: Check that a Summarised Transaction has been written away for each pay period of the year. The simplest way to do this is to call up the Transaction Enquiry program and click on one or two employees that you know have been paid in every period of 2022.

2. Missing Pay Periods: If any periods are missing, then you will have to recapture those using information you should have stored in pdf or print format for Payslips. In such cases you will have to enter the actual ZWL and US$ PAYE as a temporary tax override amount in the Financial Details screen. Our Adaski Payroll has, however, been automatically posting a suitably dated backup, after Pay Generation to a hidden log folder. So it is quite possible that our staff will be able to export from that backup and reimport into your latest Database backup

3. Compare File Balances: This program will add up all of the amounts for a given range of Pay periods displaying the resultant totals and indicating if there are any notable differences. If this is the case with your payroll, then we would like you to first see if you can work out where the issue is and, then, send us your latest backup along with suitable comments. The file comparison screen is broken down into 3 separate columns: Transactions by Period; Individual Allowances and Deductions; and, Control Totals

3.1 Transactions: Call up YTD Enquiries / Summarised Transactions. 

Then click on Semester to see Transactions for Semesters 1, 2  or  All. 

These records hold totals for Salary, Allowances, Gross, Deductions and Net Pay for each Pay Period of the year.

Transactions are used for reports such as the Payroll summary by Period

3.2 Allowances and Deductions: See them all in YTD Enquiries / Allowances and Deductions by Period. Every Allowance and Deduction in a given Pay Period is stored and ultimately used to prepare the Year End ITF 16 and P6. They are stored as the currency paid hence the necessity not to change the currency indicator for allowances or deductions in general

3.3 Control Totals: The Monthly Pay Generation creates a complete, one (1) page summary of the monies to be paid out to staff every month. They should, ideally, be shown to the company management each month who should, in turn, sign this off as being approved. 

3.4 Imbalances: If the Allowances or Deductions do not balance with the Control Totals then we recommend check the PDF or actual reports recorded at the time of payment to see which is correct. It is quite likely that we will need to use your Database backup from the final Pay Generation that you ran that month. Our Softrite Staff can copy this over to their computers using the Anydesk program so that they can try to correct your figures for you