Processing is the core function of the Human Resources application. Therefore, to ensure that the processing is carried out accurately, all data relating to each employee must be entered in advance.

In addition to the information provided in your file, you must enter, on a per-period basis, all changes that may result in a change to your salary (Overtime, Absences, new Remuneration or new Deductions, temporary or prolonged absences), using the Monthly Changes option for this purpose.

Processing Operations

Processing can be carried out using two functions:

Batch: allows you to process all employees or a group that meets the defined criteria;
Individual: processes only one employee, allowing you to view and edit the processing result (displaying all lines of the payslip).

In numerous sectors of activity, a type of processing is carried out that is not monthly, thus implying the existence of more than one processing per month. In fact, you can specify for each employee whether their salary is processed on a monthly, weekly or fortnightly basis, or according to any other period defined by the user.

The RHP module allows you to carry out the following types of processing for each employee:

Salary Processing;
Holiday Allowance Processing;
Christmas Allowance Processing;
End-of-Contract Processing;
Special Processing;
Extra Processing (in Mozambique and Cape Verde).

When carrying out the first payroll run in the ERP, if the PPR payroll system is active and there are absences relating to months prior to the processing run you are about to perform, you must first carry out the processing for the months for which absences are recorded.

If you wish to change an employee’s pay period mid-year, you can only do so once you have fully processed the relevant tax month. This issue is due to possible corrections to the income tax calculation within the same tax month.

It should be noted that the application tracks which transactions are processed in batches and which are processed individually, as well as identifying, for each transaction, which are standard transactions and which resulted from a monthly adjustment.

Barriers to Processing

There are certain situations that prevent an employee from being included in the list for processing:

Employee Admission Date: If the date of admission is after the end of the period being processed;
Employee Leaving Date: If the date of termination is prior to the start of the period being processed;
Contract End Date: If the contract end date is earlier than the start of the period being processed;
Employee Status is of the Inactive type:
- If the period in question has already been processed;
- If the period preceding the period in question has not been processed. Processing must be sequential.

Individual Payroll Processing

In individual payroll processing, you can view the allowances to be allocated to the selected employee, simulate scenarios by making changes to the employee’s details and monthly adjustments, as well as add or remove new payments or deductions directly in the processing transaction grid.

This allows you to view a detailed breakdown of the Employee Pay Slip, showing the breakdown of pay and deductions. It is also possible to:

Proceed with the immediate processing of the employee’s salary. You can also view previous runs, and you have the option to cancel the most recent one;
Add and remove payments and deductions directly in the run results table. The application automatically recalculates the figures to reflect the changes made;
You can only enter payments in the blank row following the last payment in the grid and deductions in the blank row following the last deduction;
Edit the values and quantities of existing data by changing the "Unit Value" and "Qty" columns respectively. These columns show the gross amounts before they are calculated and deductions are made. Only lines that are not marked with a spanner icon can be removed and edited.

Note: if there are any monthly changes still to be processed that are more than six months old and relate to the same type of processing currently being carried out, an alert message will be displayed during individual payroll processing. You can choose to view and edit these monthly changes or continue processing without editing them. In batch processing, this warning message is not displayed.

In addition to manual processing, it is also possible to set exchange rates, check tax rates and cancel the processing of allowances.

Perform Manual Processing

To perform manual processing for an employee, follow these steps:

Select the Employee using the employee ID or by pressing the F4 key;
After selecting the employee, the period type is automatically filled in and the period number to be processed is set to the period following the last one processed in relation to the Salary;
The number of days to be processed is also automatically loaded, and it is possible to edit it;
Note: This will be used to calculate the Meal Allowance and to check whether the employee has been absent for more than half a month. For employees with a ‘Variable Working Days’ processing type, this will also be used to calculate the amount of pay deducted for absences;
Confirm the processing date, i.e. the date on which the processing will be recorded. This date is also taken into account when calculating the end of the contract if:
- The dates of resignation or contract termination in the employee’s file have not been entered;
- Or the dates of resignation or contract termination in the employee’s file have not been set for the period in which the contract termination is being processed;
Specify the deadline for the consideration of absences and overtime;
Note: Please note that the system will take into account all absences and overtime entered in the Monthly Changes up to the end date of the selected period. Consequently, absences and overtime recorded after the end of the period will not be taken into account. A message will appear warning you that this will be corrected automatically;
Select the type of processing to be carried out: Salary, Holiday Allowance, Christmas Allowance, End of Contract, Overtime or Extra Pay (Only available in the Mozambique and Cape Verde markets);
Finally, click Save.

Set Exchange Rates

Using this exchange rate table, you can set the exchange rates to be used for processing.

For processes not yet carried out, this table is populated by default with the exchange rates in force on the specified processing date, and can be edited at a later date.

For previously saved runs, this table is populated with the exchange rates used in the current run.

Any changes to the exchange rate table are automatically applied to the processing when you exit the table. The exchange rate table can only be edited when the working currency is the base currency.

Any data entered into the processing grid will be automatically converted into the currency defined in the file as the working currency, using the exchange rates defined in the processing.

The exchange rates used in the processing will be recorded alongside the processing itself and will subsequently be used for all operations relating to that processing, namely:

Payment;
Issuing a receipt;
Viewing the employee’s payslip;
Links to accounting;
Current accounts.

This grid will only be displayed if Multi-currency Processing is selected in the General Settings.

View Applicable Tax Rates

If the Exempt option is enabled in the employee’s record, no tax rates, such as income tax, will be processed in the Tax Details tab.

At the bottom of the window, you can view:

Information relating to the most recent payroll run for the employee in question;
The hourly wage calculated for the employee in accordance with the associated Payroll Type;
The net total payable to the employee, i.e. the total remuneration minus the total deductions.

Cancel Allowance Processing

Cancelling a Holiday or Christmas Allowance payment run leaves unchanged the number of allowance days associated with that payment run, even if the employee’s method of payment for the allowances has since changed.

For the new payment method to apply to the month corresponding to the cancelled payroll run, you must edit and save the employee’s record after the payroll run has been cancelled.

View examples of drill-down

The following examples demonstrate the use of the drill-down feature in Individual Payroll Processing:

Viewing payroll processing details

In individual payroll processing, when you perform a drill-down on the Receiptsamount, information on the absences included in the calculation will be displayed;

Viewing processing details for deductions

In individual payroll processing, when a drill-down is performed on the Deductionsvalue, information on the remuneration and overtime taken into account in the calculation will be displayed. The taxable amounts are also displayed in accordance with the exemption limits set in the line discount (only for the IRS and Insurance types. Social Security, CGA or Pension Funds);
If there are deductions calculated based on the net amount, you can view the deductions that have been applied in the drill-down . In this example, discount D02 is deducted from discount D55;

Viewing processing details in Holiday or Christmas Allowance Calculations

In the processing of Hol. or Christmas Allowance, absences from the previous financial year may be deducted. Using the drill-downfeature, you can view the absences that led to the deduction from your allowance.

Search for Data via Payroll

To view the details of a specific receipt/discount from Individual Payroll Processing, follow these steps:

Go to Resources Human Resources | Salaries and Fees | Salaries | Payroll | Individual;
Edit a payroll run;
In the remuneration area, in the Receipts column, perform adrill-down on a remuneration;
In the deductions area, in the Deductions column, perform adrill-down on a deduction.

For example, when a drill-down is performed on:

the payline, it is possible to check the number and type of absences taken by an employee;
a deduction line, it is possible to check, based on the calculated amount of a deduction, which tax base gave rise to it.

In the discounts that show the amounts subject to discount, on which the discount is calculated, there is also a column showing how the exemption thresholdwas calculated.

View Completed Payroll Processing

To view the processes completed from individual payroll processing, follow these steps:

Go to Individual Payroll Processing and select an employee;
Click on View. A table is displayed showing all the payroll processing already carried out for the employee in question;
Select any of the periods by double-clicking on the relevant row, or select the relevant row and click Select.

When changing deductions, pay rates and employee details, you must close and reopen the payroll processing window to view the changes.

Batch Processing

You can run the process for all employees or for a group of employees.

When processing salaries, if there are employees whose holiday pay is also due to be processed that month, the application will alert you to this. It is also possible to enter new pay rates/deductions via the Additionstab; these will be applied to the selected employees only for the current payroll run.

For example, at the end of the year, some companies award employees a bonus based on their performance. So, rather than entering this figure in Monthly Changes for each employee, you can use the automatic payroll processing function.

At the top of the table, you can enter general information for payroll processing. The information provided here is partially updated in accordance with the definition in the table of periods.

To perform automatic payroll processing, follow these steps:

Select the Operation to be performed: Process or Cancel;
Select the type of processing to be carried out: Salary, Holiday Allowance, Christmas Allowance, Overtime, End of Contract >or Extra Processing;
Enable the options Process employees with a contract end date (available only if you have not selected the End of Contract processing type) and Include Remuneration/Deductions;
Specify the Year and the Month for processing;
In the Periods grid, select the periods you wish to process. By default, all periods available for the selected year are displayed. You can also:
- validate the Payroll Processing Days: this value will be used to calculate the Meal Allowance and remuneration of the type Unitary Days per Month;
- validate the Processing Date, i.e. the date on which the processing will be recorded;
- enter the cut-off date for considering Absences/Overtime. Please note that the system takes into account all absences and overtime entered in the Monthly Changes from the start date of the period up to this date. Consequently, absences and overtime with a later date will not be taken into account;
Apply Restrictions when selecting employees according to Establishment, Department, Category or Employees selected (optional);
If you have enabled the Include Remuneration/Deductions option, you can add Remuneration and Deductions to the selected employees. After selecting ‘Remuneration/Deduction’, the corresponding description and the amount configured on the tab are displayed. This value can be changed when the line is entered;
If Multi-currency Processing is enabled in the Administrator’s General Settings, you can configure the exchange rates to be used for processing via the exchange rate grid (optional). This table is always populated with all the currencies available for the financial year, as it is not possible to determine in advance which currencies will be included in the various processing operations to be carried out;
Note: for each processing step, the exchange rates of the currencies considered in that step will be saved, and these will subsequently be used in all operations relating to that processing step.
Click on Update to display the employees who meet the specified criteria;
Select the employees;
Click on Process.

Cancelling a holiday or Christmas pay run leaves unchanged the number of days of allowance associated with that pay run, even if the payment method for staff allowances has since changed. For the new payment method to apply to the month corresponding to the cancelled payroll run, you must edit and save the employee records after the payroll run has been cancelled.

Cancelling Previous Transactions

To cancel transactions on dates prior to or on the same date as the transaction date, follow these steps:

Go to Human Resources | Salaries and Fees | Fees | Processing;
Select the option Processing of Self-Employed Workers:
Select the options Process and All;
Select the 1st of a month for which no processing has taken place;
Click on Update and then Process;
Select the 2nd day of the previously processed month;
Click on Update and then Process;
Enter the 3rd day of the previously processed month.
Click Update and then Process.;
Select the options Cancel and All;
Select the 2nd day of the month previously processed.
Click Update and then Cancel.

The grid has been updated and the processing for day 2 has been successfully cancelled.

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How do I carry out individual or batch processing?