GG55B UA Guide

Gulf Utilities for Payroll User & Administrator Guide 5.5B

© SYSTRONICS 2009-2010 1 20-Nov-2009

Gulf Utilities™ for Payroll

User and Administrator Guide


© SYSTRONICS 2009-2010 2 20-Nov-2009

© Copyright 2009-2010 SYSTRONICS. All rights reserved.

No part of this documentation may be copied, photocopied, reproduced, translated, microfilmed, or otherwise duplicated on

any medium without the written consent of SYSTRONICS.

Use of the software programs described herein and this documentation is subject to the SYSTRONICS End User License

Agreement enclosed in the software package.

SYSTRONICS, the SYSTRONICS logo, AR-AP Settlements for Sage Accpac, BACCPAC for Sage Accpac, CashWorks for

Sage Accpac, Field Extender for Sage Accpac, Gulf Utilities for Sage Accpac Payroll, I/C Multi-Location Cost Averaging

for Sage Accpac, Intercompany Utilities for Sage Accpac ERP, Revenue and Expense Deferrals for Sage Accpac, Royalty

Payments for Sage Accpac, SYSTRONICS iPortal, ToolPac for Sage Accpac ERP, Trade Finance for Sage Accpac, and Trade Job Costing for Sage Accpac are trademarks of SYSTRONICS llc.

Sage Software, the Sage Software logos, and the Sage Software product and service names mentioned herein are registered

trademarks or trademarks of Sage Software, Inc., or its affiliated entities. Used by permission.

All other trademarks are property of their respective owners.


© SYSTRONICS 2009-2010 3 20-Nov-2009

Table of Content

1 OVERVIEW ............................................................................................................................................... 9

2 INSTALLATION AND ACTIVATION .......................................................................................................... 10

2.1 INSTALLATION .......................................................................................................................................... 10 2.2 ACTIVATION ............................................................................................................................................ 10 2.3 REGISTRATION ......................................................................................................................................... 10

3 SECURITY ............................................................................................................................................... 12

4 GRATUITY CALCULATOR ........................................................................................................................ 13

4.1 CALCULATE GRATUITY ............................................................................................................................... 13 4.1.1 Calculate Gratuity Form .................................................................................................................. 13 4.1.2 Gratuity Calculation Process ........................................................................................................... 15

4.2 SALARY CHANGES HISTORY REPORT ............................................................................................................. 16 4.3 CALCULATED GRATUITY REPORT.................................................................................................................. 18 4.4 GRATUITY HISTORY REPORT ....................................................................................................................... 19 4.5 G/L TRANSACTIONS REPORT ...................................................................................................................... 20

5 DOCUMENT MANAGEMENT .................................................................................................................. 23

5.1 EMPLOYEE DOCUMENTS ............................................................................................................................ 23 5.1.1 Document Fields.............................................................................................................................. 25 5.1.2 Attachments.................................................................................................................................... 26 5.1.3 Comments ....................................................................................................................................... 28

5.2 EMPLOYEE DOCUMENTS REPORT ................................................................................................................ 28 5.3 DOCUMENTS EXPIRY REPORT ..................................................................................................................... 30

6 LEAVE MANAGEMENT ........................................................................................................................... 33

6.1 LEAVE ENTRY FORM ................................................................................................................................. 33 6.2 LEAVES POSTING ...................................................................................................................................... 38

6.2.1 Posting Leave Payment ................................................................................................................... 38 6.2.2 Posting Leave Accrual ..................................................................................................................... 39

6.3 LEAVE APPLICATION FORMS ....................................................................................................................... 39 6.4 LEAVE LIST REPORT .................................................................................................................................. 46 6.5 LEAVE ANALYSIS REPORT ........................................................................................................................... 48 6.6 EMPLOYEES ON LEAVE REPORT ................................................................................................................... 50 6.7 PAYROLL TRANSACTIONS REPORT ................................................................................................................ 51

7 END OF SERVICE .................................................................................................................................... 54

7.1 END OF SERVICE FORM.............................................................................................................................. 54 7.2 END OF SERVICE PROCESS .......................................................................................................................... 57 7.3 FINAL SETTLEMENT STATEMENT .................................................................................................................. 58

8 SETUP .................................................................................................................................................... 61

8.1 OPTIONS ................................................................................................................................................ 61 8.2 GRATUITY SETTINGS ................................................................................................................................. 62 8.3 EARNING AND DEDUCTION SETS.................................................................................................................. 65 8.4 EMPLOYEES ............................................................................................................................................. 67 8.5 DOCUMENT FIELDS ................................................................................................................................... 69 8.6 DOCUMENT TYPES ................................................................................................................................... 70 8.7 DOCUMENT SETS ..................................................................................................................................... 72

9 SETUP REPORTS ..................................................................................................................................... 74

9.1 OPTIONS ................................................................................................................................................ 74


© SYSTRONICS 2009-2010 4 20-Nov-2009

9.2 GRATUITY SETTINGS ................................................................................................................................. 75 9.3 EARNING AND DEDUCTION SETS.................................................................................................................. 76 9.4 EMPLOYEES ............................................................................................................................................. 78 9.5 DOCUMENT FIELDS REPORT ....................................................................................................................... 80 9.6 DOCUMENT TYPES REPORT ........................................................................................................................ 81 9.7 DOCUMENT SETS REPORT .......................................................................................................................... 82 9.8 ACTIVITY LOG REPORT............................................................................................................................... 83

10 ACCOUNTING INTERFACE ...................................................................................................................... 87

10.1 GRATUITY CALCULATOR ............................................................................................................................. 87 10.1.1 Earning and Deduction Codes ..................................................................................................... 87 10.1.2 Employees ................................................................................................................................... 87 10.1.3 Posting Gratuity to General Ledger ............................................................................................ 87

10.2 END OF SERVICE ....................................................................................................................................... 88 10.2.1 Posting End of Service Manual Checks to Payroll ....................................................................... 88

10.3 LEAVE MANAGEMENT ............................................................................................................................... 89 10.3.1 Recommended Settings in Payroll for Leave Management ........................................................ 89 10.3.2 Posting Leave Timecards ............................................................................................................ 90 10.3.3 Posting Leave Manual Checks .................................................................................................... 91


© SYSTRONICS 2009-2010 5 20-Nov-2009

SYSTRONICS END USER LICENSE AGREEMENT AND LIMITED PRODUCT WARRANTY

READ CAREFULLY BEFORE YOU INSTALL OR USE THIS SOFTWARE: This End User License Agreement

("EULA") is a legal agreement between You ("You" and "Your" includes a person and/or an individual entity) and

SYSTRONICS llc ("SYSTRONICS") concerning the evaluation, demonstration and/or retail software product(s)

(hereinafter collectively referred to as "Software"). The Software includes all component parts, the associated media, any

printed materials, any updates, and any "online" or electronic documentation, as applicable. By opening of the Software

package, accessing, installing, copying or otherwise using the Software, You agree to be bound by the terms of this EULA.

If You do not agree to the terms of this EULA, SYSTRONICS is unwilling to license the Software to You. In such event,

You may not access, use or copy the Software, and You should promptly contact SYSTRONICS for instructions on

returning the Software and refund. WRITTEN ASSENT IS NOT A PREREQUISITE TO THE VALIDITY OR

ENFORCEABILITY OF THIS EULA.

SYSTRONICS provides this Software and licenses its use to You. You are responsible for selecting the Software to achieve

the intended result and for the installation, use and results obtained from the Software.

THE SOFTWARE, INCLUDING ITS CODE, DOCUMENTATION, APPEARANCE, STRUCTURE AND

ORGANIZATIONS, IS A PROPRIETARY PRODUCT OF SYSTRONICS AND IS PROTECTED BY COPYRIGHT AND

OTHER LAWS. TITLE TO THE PROGRAM, OR ANY COPY MODIFICATION OR MERGED PORTION OF THE

PROGRAM, SHALL AT ALL TIMES REMAIN WITH SYSTRONICS.

1. License – The following restricted rights are granted:

a. License Grant. If You licensed a Software, subject to the payment of all applicable license fees, and the terms and

conditions of this EULA, SYSTRONICS hereby grants to You a limited, non-sublicensable, non-exclusive, non-

transferable right to install and run one copy of the specified version of the Software and the accompanying

documentation, solely for Your individual use. This EULA authorizes You to make one copy of the Software

solely for backup or archival purposes, provided that the copy You make contains all of the proprietary notices set

forth in or on the original version of the Software. Upon receipt of the appropriate Software registration

information, SYSTRONICS will provide You an alphanumeric key (the "Activation Code") to enable You to use

the Software pursuant to the terms of this EULA. Documentation shall include, but not limited to, any printed

materials, "online" or electronic data provided by or obtained from SYSTRONICS with regard to this Software

("Documentation"). The Software and Documentation are licensed, not sold. Even though copies of the Software

may be provided on media of different formats, copies of the Software on different media formats do not

constitute multiple licenses to the Software. If the Software is licensed as a suite or bundle with more than one

specified Software product, this EULA applies to all such specified Software products, subject to any restrictions

or usage terms specified on the applicable product packaging or accompanying documentation that applies to any

of such Software products individually.

b. Single-User. If this Software is licensed as a single user product, You may use only one copy of the Software, by

not more than one user at a time, on a total of one computer or workstation, or personal digital assistant, or pager,

or "smart phone," or one such other electronic device for which the Software was designed ("Client Device"),

unless otherwise set forth herein. The component parts of the Software may not be used individually or jointly in

full or in part on more than one Client Device, unless otherwise set forth herein. The Software is "in use" on a

computer when it is loaded into the temporary memory (i.e., random-access memory or RAM) of that Client

Device.

c. Multi-User. If the Software is licensed with multi-user or networked license terms, You may use the Software on

one server computer, or a greater number as specified in the applicable multi-user license, product packaging or

accompanying documentation, within a multi-user or networked environment for connecting, directly or

indirectly, to not more than the maximum number of Client Devices, concurrent users and/or seats, as specified in

the applicable multi-user license, product packaging or accompanying documentation. Use of software, hardware

or services that bypass any Software license restrictions and/or reduce the number of Client Devices, concurrent

users and/or seats, as may be applicable, accessing or utilizing the Software (e.g., "multiplexing," "pooling," or

third party add on software or hardware) expressly does not reduce the number of licenses required (i.e., the

required number of licenses would equal the number of distinct inputs to the multiplexing or pooling software or

hardware "front end"). If the number of Client Devices, concurrent users and/or seats that can potentially connect

to the Software exceeds or has the potential to exceed the number of licenses You have obtained, then You must

have a reasonable self-enforcing automatic mechanism in place to ensure that Your use of the Software does not

exceed the use limits specified for the license You have obtained.

If this Software is designated for use on a network system, You agree that the particular type of network, number of

workstations involved, as well as the type of computers and the memory capacity, can all affect its performance.


© SYSTRONICS 2009-2010 6 20-Nov-2009

Therefore, SYSTRONICS cannot guarantee the performance of the Software other than on a network specifically

supported by it.

2. Term. Regardless of the location of the Software, You are responsible for strict compliance with any and all of the

terms and conditions of this EULA. This EULA will terminate automatically if You fail to comply with any of the

limitations or other requirements described herein, and such termination shall be in addition to and not in lieu of any

criminal, civil or other remedies available to SYSTRONICS. When this EULA terminates, You must immediately cease

using the Software and destroy all copies of the Software and the Documentation. You may terminate this EULA at any

point by destroying all copies of the Software and the Documentation. This EULA is effective unless and until You or

SYSTRONICS terminates the EULA earlier, in accordance with the terms set forth herein.

3. Updates. SYSTRONICS may, at its sole discretion, make bug fixes, updates and/or service packs available.

SYSTRONICS' maintenance service, if applicable and offered, is available at an additional cost to You, as Licensee, under a

separate written agreement.

4. Ownership Rights.

a. Ownership of Software. The Software and Documentation are protected by United Arab Emirates and United

States patent, copyright laws and other intellectual property laws, and international treaty provisions.

SYSTRONICS and its third party licensors, if any, retain all title to and, except as expressly and unambiguously

licensed herein, all rights and interest in (a) the Software, including, but not limited to, all copies, versions,

customizations, compilations and derivative works thereof (by whomever produced) and all related

Documentation; (b) the SYSTRONICS trademarks, service marks, trade names, icons and logos; (c) any and all

copyright rights, patent rights, trade secret rights and other intellectual property and proprietary rights throughout

the world in the foregoing; and (d) all Confidential Information (as defined in Section 12 below). You

acknowledge that Your possession, installation, or use of the Software does not transfer to You any ownership,

title, or registrable interest of any kind to the intellectual property in the Software, and that You will not acquire

any rights to the Software except as expressly set forth in this EULA. You agree that all backup, archival, or any

other type of copies of the Software and Documentation will contain the same proprietary notices that appear on

and in the Software and Documentation.

b. Submissions. Should You decide to submit any materials to SYSTRONICS via electronic mail, through or to

SYSTRONICS website, or otherwise, whether as feedback, data, questions, comments, ideas, concepts,

techniques, suggestions or the like, You agree that such submissions are unrestricted and shall be deemed non-

confidential upon submission. You grant to SYSTRONICS and it assigns a non-exclusive, royalty-free, worldwide,

perpetual, irrevocable license, with the right to sublicense, to use, copy, transmit, distribute, create derivative

works of, commercialize, display and perform such submissions.

5. Restrictions. You may not rent, lease, sublicense, loan, sell, distribute, market or commercialize any portion of the

Software or its components. You may only install and use the Software on hardware which is (a) under Your exclusive

control and (b) in the case of hardware performing any server functions, located at premises where You normally conduct

day-to-day business operations. You may not permit any parent, affiliate, subsidiary or any other third parties to benefit from

the use or functionality of the Software, either directly or via a facility management, timesharing, service bureau or any other

arrangement; provided, however, that You may use the Software, as provided herein, to process the data of an affiliate or

subsidiary of which You own more than fifty percent (50%); provided, however, You may not exceed the number of datasets

specified on the applicable product packaging or accompanying documentation. You may not use the Software as part of a

facility management, timesharing, or service bureau arrangement. You may not transfer any or all of the rights granted to

You under this EULA. To the maximum extent this restriction is permitted under applicable law, You may not rename files

of, modify, translate, localize, decompile, disassemble, decrypt, reverse engineer, attempt to derive source code from,

remove any proprietary notices from, or create derivative works based upon the Software, in whole or in part. You may not

duplicate or copy any portion of the Software or Documentation, unless otherwise set forth herein. You may not remove any

proprietary notices or labels on the Software, including, but not limited to, the SYSTRONICS and product names wherever

they may appear. All rights not expressly set forth hereunder are reserved by SYSTRONICS. SYSTRONICS reserves the

right to periodically conduct audits upon advance written notice to verify compliance with the terms of this EULA.

6. Warranty and Disclaimer.

a. Limited Warranty.

SYSTRONICS warrants that the Program will substantially perform the functions or generally conform to the

Program’s specifications published by SYSTRONICS and included in this package under normal use for a period

of ninety (90) days from the date of delivery to you. SYSTRONICS does not warrant that the functions contained


© SYSTRONICS 2009-2010 7 20-Nov-2009

in the Program will meet requirements or that the operation of the Program will be entirely error free or appear

precisely as described in the Program documentation. If the Program does not substantially perform the functions

or generally conform to the Program’s specifications published by SYSTRONICS, you may within 60 days after

delivery, write to SYSTRONICS to report a significant defect. SYSTRONICS' only responsibility will be to use

its best efforts, consistent with industry standards, to cure the defect. If SYSTRONICS is unable to correct the

defect within 90 days after receiving your report, you may terminate your license and this Agreement by returning

all copies of the Program with proof of purchase and your money will be refunded.

SYSTRONICS warrants that for ninety (90) days from the date of original purchase the media on which the

Software is contained will be free from defects in materials and workmanship.

b. Customer Remedies. SYSTRONICS' entire liability and Your exclusive remedy shall be replacement of the

defective media. To receive replacement of defective media, You must receive a return authorization number from

SYSTRONICS and return the defective media to SYSTRONICS at Your expense with a copy of Your receipt.

This limited warranty is void if the defect has resulted from accident, abuse, or misapplication. Any replacement

media will be warranted for the remainder of the original warranty period.

c. Warranty Disclaimer. To the maximum extent permitted by applicable law, and except for the limited warranty set

forth herein, the Software (and accompanying documentation) is provided on an "as is" basis without warranty of

any kind, express or implied. Without limiting the foregoing provisions, You assume sole responsibility for

selecting the software to achieve Your intended results, and sole responsibility for the installation of, use of, and

results obtained from the software. Without limiting the foregoing provisions, SYSTRONICS makes no warranty

that the software will be error-free, virus free, or free from interruptions or other failures or that the Software will

satisfy Your specific requirements. To the maximum extent permitted by applicable law, SYSTRONICS disclaims

all warranties and conditions, either express, implied, or statutory, including but not limited to any (if any) implied

warranties or conditions of merchantability, of fitness for a particular purpose, of lack of viruses, of lack of

accuracy or completeness of responses, of results, and lack of negligence or lack of workmanlike effort, all with

regard to the Software and associated documentation. There is no warranty or condition of title, quiet enjoyment,

quiet possession, correspondence to description, or non-infringement with regard to the software. The entire risk of

the quality of or arising out of use or performance of the software, if any, remains solely with You. Some states

and jurisdictions do not allow limitations on implied warranties, so the above limitation may not apply to You. The

foregoing provisions shall be enforceable to the maximum extent permitted by applicable law.

d. Indemnification. You agree to defend, indemnify and hold harmless SYSTRONICS, its employees, and agents

from and against all claims, defense costs (including reasonable expert and attorneys' fees), judgments and other

expenses arising out of or on account of any negligent act, omission, or willful misconduct by You or on Your

behalf in (a) the installation or use of the Software or (b) Your compliance or failure to comply with this EULA.

e. Data. You acknowledge that any data entry, conversion or storage is subject to the likelihood of human and

machine errors, malicious manipulation, omissions, delays, and losses, including, but not limited to, inadvertent

loss of: data or damage to media that may result in loss or damage to You and/or Your property, and/or Your

detrimental reliance on maliciously manipulated data. SYSTRONICS shall not be liable for any such errors,

omissions, delays, or losses. You are responsible for adopting reasonable measures to limit the impact of such

problems, including backing up data, adopting procedures to ensure the accuracy of input data, examining and

confirming results prior to use, adopting procedures to identify and correct errors and omissions, replacing lost or

damaged media, and reconstructing data. You are also responsible for complying with all local, state, and federal

laws pertaining to the use and disclosure of any data. If You licensed an evaluation product, You acknowledge and

understand (a) that the evaluation product may be used for evaluation purposes only, (b) that the evaluation

product shall be operable only for a limited time and (c) that, upon expiration of the evaluation period, any data or

other information used with, processed by and/or stored in conjunction with the evaluation product may be

irretrievable, unrecoverable and/or otherwise unusable.

7. Limitation of Liability. Under no circumstances and under no legal theory, whether in tort, contract, or otherwise,

shall SYSTRONICS be liable to You or to any other person or entity for any indirect, special, incidental, or consequential

damages of any character whatsoever (including, without limitation, damages for loss of profits, loss of goodwill, loss of

confidential or other information, for business interruption, work stoppage, computer failure or malfunction, for personal

injury, loss of privacy, for failure to meet any duty including a duty of good faith or of reasonable care, for negligence

(whether active or passive), and for any other pecuniary or other loss whatsoever) arising out of or in any way related to the

use or inability to use the software, or otherwise under or in connection with any provision of this EULA, even in the event

of fault, tort (including negligence, and gross negligence), strict liability, breach of contract, or breach of warranty by

SYSTRONICS, and even if SYSTRONICS has been advised of the possibility of such damages. In no event will

SYSTRONICS be liable for any damages in excess of the list price SYSTRONICS charges for a license to the software. This

limitation of liability shall not apply to liability for death or personal injury to the extent that applicable law prohibits such

limitation. Furthermore, some states and jurisdictions do not allow the exclusion or limitation of incidental or consequential

damages, so this limitation and exclusion may not apply to You. The foregoing provisions shall be enforceable to the

maximum extent permitted by applicable law.


© SYSTRONICS 2009-2010 8 20-Nov-2009

8. Entire Agreement. This EULA expressly supersedes and completely replaces any and all prior end user license

agreements. SYSTRONICS shall not be bound by or liable to You for any pre-existing or contemporaneous written or oral

representations or warranties, made by anyone, with respect to the Software product, including any Authorized Reseller or

it's respective agents, employees, or representatives, nor shall You be deemed a third party beneficiary of any obligations of

SYSTRONICS to any such Reseller.

9. Attorneys' Fees. If any party employs attorneys to enforce any rights arising out of or relating to this EULA, the

prevailing party shall be entitled to recover its reasonable attorneys' fees, costs, and other expenses.

10. Severability. If any provision of this EULA is held to be unenforceable, the enforceability of the remaining

provisions shall in no way be affected or impaired thereby.

11. High Risk Activities. The Software is not fault-tolerant and is not designed or intended for use in hazardous

environments requiring fail-safe performance, including without limitation, in the operation of nuclear facilities, aircraft

navigation or communication systems, air traffic control, weapons systems, direct life-support machines, or any other

application in which the failure of the Software could lead directly to death, personal injury, or severe physical or property

damage (collectively, "High Risk Activities"). SYSTRONICS expressly disclaims any express or implied warranty of fitness

for High Risk Activities.

12. Confidentiality. You agree that the Software, including, but not limited to, all source and object code components,

screen shots and displays, graphical user interfaces, algorithms, formulae, data structures, scripts, application programming

interfaces and protocols, and the Documentation (collectively the "Confidential Information") are trade secrets of

SYSTRONICS and are owned by SYSTRONICS or, where applicable, its third-party licensors. You agree to retain all

Confidential Information in strict confidence at least with the same amount of diligence that You exercise in preserving the

secrecy of Your most-valuable information, but in no event less than reasonable diligence. You agree to: (a) only disclose

Confidential Information to Your employees and agents to the extent required to use the Software under the terms of this

EULA and not to disclose or disseminate the Confidential Information to any third party without the prior written consent of

SYSTRONICS, (b) use the Confidential Information solely for Your benefit as provided for herein and not to allow any third

party to benefit from the Confidential Information, and (c) bind Your employees and agents, by terms no less restrictive than

those set forth herein, to maintain the confidentiality of such Confidential Information, and not use or disclose such

information except as permitted under this EULA. Notwithstanding the disclosure of any Confidential Information for any

reason, such Confidential Information shall continue to be owned by SYSTRONICS or its licensors. Nothing contained

herein shall be deemed to prevent You from disclosing or disseminating Your data, in any format or any report, to whomever

You so choose.

13. Miscellaneous. This EULA is exclusively governed by the laws of the United Arab Emirates, without reference to

conflicts of law principles. In the event of a dispute or legal action between the parties, they agree to waive any objections to

personal jurisdiction, and agree to service of process and exclusive venue in Dubai Courts, UAE. The application of the

United Nations Convention of Contracts for the International Sale of Goods is expressly excluded. This EULA sets forth all

of Your rights and is the entire agreement between the parties. This EULA supersedes any other communications with

respect to the Software and/or Documentation. This EULA may not be modified except by a written addendum issued by a

duly authorized representative of SYSTRONICS. No provision hereof shall be deemed waived unless such waiver shall be in

writing and signed by a duly authorized representative of SYSTRONICS. You hereby acknowledge a breach of this EULA

would cause irreparable harm and significant injury to SYSTRONICS that may be difficult to ascertain and that a remedy at

law would be inadequate. You agree that SYSTRONICS shall have the right to seek and obtain immediate injunctive relief

to enforce the obligations under this EULA in addition to any other rights and remedies it may have. If any provision of this

EULA is held invalid, the remainder of this EULA shall continue in full force and effect. The controlling language of this

EULA is English. If You have received a translation into another language, it has been provided for Your convenience only.

14. SYSTRONICS Customer Contact. If You have any questions concerning these terms and conditions, or if You would

like to contact SYSTRONICS for any other reason, please call +971-4-3930153, or write to us at: SYSTRONICS llc, Flat

101, Bin Dhaen Building, Khalid Bin Walid Street, PO Box 50183, Dubai, UAE. You may also find us on the Web at

http://www.systronics.com or email to [email protected].

YOU ACKNOWLEDGE THAT YOU HAVE READ THIS LICENSE AND, BY OPENING THE SOFTWARE

PACKAGE, INDICATED YOUR ACCEPTANCE OF ITS TERMS AND CONDITIONS. YOU ALSO AGREE

THAT, UNLESS SPECIFICALLY COVERED BY ANOTHER WRITTEN LICENSE AGREEMENT WITH

SYSTRONICS, THIS LICENSE IS THE COMPLETE AGREEMENT BETWEEN US AND THAT IT

SUPERSEDES ANY INFORMATION YOU RECEIVED RELATING TO THE SUBJECT MATTER OF THIS

AGREEMENT.


© SYSTRONICS 2009-2010 9 20-Nov-2009

1 Overview Gulf Utilities for Payroll is a line of integrated, adaptable applications that enhance Sage Accpac Payroll functionality to address the specific needs of companies operating in the Gulf region. Gulf Utilities for Payroll looks and feels just like any other Sage Accpac module, thus easing its adoption and implementation. The application consists of several modules that cover almost any business need and legal requirement for successful human resource management and accurate payroll accounting and reporting. The modules included are: 1. Gratuity Calculator 2. Leave Management 3. Document Management 4. End of Service The modules are seamlessly integrated with each other, while at the same time able to work independently. Each module can be purchased and activated separately. Gratuity Calculator module allows companies to accrue gratuity liability timely and accurately in course of employment and to settle the eligible gratuity amount at the time of employee service termination. Gratuity rates and conditions are quite flexible and can conform to any Gulf country Law and company specific policy. Leave Management module helps track all kinds of leaves, paid or unpaid, annual leaves, medical leaves, short leaves, etc. Document Management helps companies maintain and manage information about employee related documents, as well as store electronic copies of the documents for authorized people to access. End of Service module calculates the full and final settlement statement, which takes into account any unpaid salary, gratuity liability, advances paid, etc. All the amounts can be reviewed and amended by authorized personnel before being posted to Payroll.


© SYSTRONICS 2009-2010 10 20-Nov-2009

2 Installation and Activation Before you begin using Gulf Utilities for Payroll, you must install and activate the application.

2.1 Installation Gulf Utilities for Payroll can be installed by selecting the Start button on your desktop, then Run X:\setup.exe, where x is the CD drive letter. Follow the prompts of the Install wizard. Programs for Gulf Utilities for Payroll are installed by default in the directory “Y:\Program Files\Sage Software\Sage Accpac\GG55B”, where Y is the drive where your Accpac programs are located. Reports for Gulf Utilities for Payroll are installed by default in the directory “Y:\Program Files\ Sage Software\Sage Accpac\GG55B\ENG”, where Y is the drive where your Accpac programs are located.

2.2 Activation To activate Gulf Utilities for Payroll: 1. Launch Data Activation from within Administrative Services. 2. Select Gulf Utilities for Payroll 5.5B from applications list and click the Activate button. 3. Click the Proceed button from Gulf Utilities for Payroll Activation screen (see Figure 2-1). Activation adds a new program group to the Accpac desktop called Gulf Utilities for Payroll. There you can find all the icons all modules of the application.

Figure 2-1 Gulf Utilities for Payroll Activation

2.3 Registration When you open the Gulf Utilities for Payroll for the first time, it asks for registration for each of the active modules as shown on the figures below. Please note that each utility, for example, Gratuity Calculator, Document Management, Leave Management and End of Service must be registered separately in order to access the module’s functions after the evaluation period. The following figure shows an example of the registration screen for the Gratuity Calculator module. Registration screens for other modules look similarly.


© SYSTRONICS 2009-2010 11 20-Nov-2009

Figure 2-2 Gratuity Calculator Registration Screen

Selecting the “I need an activation code” option opens the Request Activation Code screen with a link to SYSTRONICS web site where you can submit an activation codes request. SYSTRONICS will generate the activation code and send it back to you in an e-mail. When you receive the activation code, open the application and select the “I have an activation code” option on the registration screen. This will open the Activate Application screen asking you to enter Company Name, Serial Number, and Activation Code information. Selecting the “Use the application in trial mode” option lets you use the application for up to 30 days for evaluation purposes. Once the evaluation period is over, you need to activate the application to continue using it.


© SYSTRONICS 2009-2010 12 20-Nov-2009

3 Security Gulf Utilities for Payroll follows the same security model as Sage Accpac ERP. Use Accpac Administrative Services to define security groups for Gulf Utilities for Payroll and assign them to users. First, you select the tasks that members of each security group can perform, and then you assign individual users to the security groups you defined. The following table describes GG tasks that can be assigned to the security groups. Add hierarchy of rights, where the higher level right grant access to all features with lower security rights. Example, Post Gratuity right also allows calculating gratuity and updating the gratuity related setup parameters, as well as printing all the gratuity related setup and processing reports.

Task Description

Setup Maintenance Allows adding, deleting or modifying any of the Setup parameters as well as printing setup reports. Requires at least Employee Inquiry right in Payroll to view employees in the finder.

Calculate Gratuity Allows processing and deleting Gratuity Calculations. Requires at least Employee Inquiry right in Payroll to view employees in the finder.

Post Gratuity Allows posting the Gratuity. Requires G/L Journal Entry right in Accpac.

Gratuity Calculator Inquiry

Allows accessing all icons in the Gratuity Calculator, but does not allow modifying any information. Allows printing all Gratuity Calculator reports. Requires at least Employee Inquiry right in Payroll.

Run End of Service Allows processing and deleting EOS calculations. Requires at least Transaction History Inquiry right in Payroll.

Post End of Service Allows posting EOS to Payroll. Requires U/P Manual Check Processing right and Employee Maintenance or Employee Deletion rights in Payroll to change the employee status to Terminated. .

Document Management Inquiry

Allows accessing all icons in the Document Management folder, but does not allow modifying any information. Allows printing all DM reports.

Documents Maintenance

Allows adding, modifying and deleting any employee documents. Requires at least Employee Inquiry right in Payroll to view payroll employees in the finder.

Leaves Inquiry Allows accessing all icons in the Leave Management folder, but does not allow modifying any information. Allows printing all Leave Management reports. Requires at least Employee Inquiry and Transaction History Inquiry rights in Payroll

Leaves Maintenance Allows adding, modifying and deleting any employee leaves. Requires at least Employee Inquiry and Transaction History Inquiry rights in Payroll

Post Leave Allows posting Leaves to Payroll. Requires U/P Employee Inquiry, U/P Timecard Entry and U/P Manual Check Processing rights in Payroll.

In order to run G/G Data Integrity, in addition to the appropriate security rights in Administrative Services, user must have one of the following rights in Payroll:

Setup Inquiry / Maintenance

Employee Inquiry / Maintenance / Deletion

Transaction History Inquiry / Maintenance

Employee Timecard Entry

Timecard Entry

Manual Check Processing

Payroll Calculation

Payroll Check Printing

Inactive Record Deletion


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4 Gratuity Calculator Gulf Utilities for Payroll processing consists of two functions. Main function of the module is to calculate gratuity as of a specific date for all or range of employees, and periodically record gratuity liability in G/L.

4.1 Calculate Gratuity This section describes the features of the Calculate Gratuity in details.

4.1.1 Calculate Gratuity Form

Use this function to calculate gratuity liability for a range of employees as of a specific date and record the results in General Ledger. You can run Calculate Gratuity on the last date of your reporting period to ensure accurate accounting of your company’s liabilities in that period. To run Calculate Gratuity 1. Select the date as of which you wish to calculate gratuity liability. Employees’ service period is

considered the number of years (both full and fractions) from an employee’s joining date up to the date selected in this form.

Default value of this field is Accpac login date, but you can change it to any other date defined in C/S Fiscal Calendar.

After calculation is successfully completed, the Last Gratuity Calculated on date is updated with the Calculate Gratuity as of date and As Of date resets to the default.

2. Select the range of employees for which you want to calculate gratuity. By default, gratuity is calculated for all employees defined in Gulf Utilities for Payroll.

3. Select Run button. System rolls over all Active employees defined in Gulf Utilities for Payroll and calculates service period for each of them. Then according to the Gratuity Settings defined in Setup or in Employee records system calculates gratuity provision days and amounts.

Employees for whom gratuity is calculated are listed in the Calculated Gratuity table, where you can compare the current calculations results with the previous ones for each employee separately. Calculated Gratuity results can also be viewed on the Calculated Gratuity report. You can access the report from File menu of this form and from Transactions Reports folder.

Calculate Gratuity results can be canceled entirely or accepted. Use Delete button to irreversibly remove the current gratuity calculations and reverse any of its results. Use Post button to post the calculation results to Sage Accpac General Ledger. Before recording the current gratuity amounts in G/L, system automatically reverses all the previous posting results. Calculate Gratuity form is shown on the figure below.


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Figure 4-1 Calculate Gratuity

The following fields are available on Calculate Gratuity form:

Field Description

Calculate Gratuity as of

Select Date up to which you want to calculate gratuity.

From /To Employee Select range of employees for which you want to calculate gratuity.

Next Gratuity Run Number

Next sequential number of gratuity calculations.

Last Gratuity Calculated on

The previous date of gratuity calculations. Read only, not modifiable

Employee / Name Employee number and name

Joining Date Joining date of the employee.

Basic Salary Current basic salary

Last Gratuity Date The previous gratuity calculation date.

Last Gratuity Amount

Gratuity amount for each employee previously posted to G/L.

Current Gratuity Date

The most recent not posted gratuity calculation date.

Current Gratuity Amount

The unposted gratuity amount in payroll currency calculated for each employee.

Functional Amount Functional equivalent of the current gratuity amount is calculated according to the rate. This amount is posted to G/L along with the original gratuity amount in payroll currency.

The following buttons are available in the Calculate Gratuity form:


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Button Description

Run /Post Calculates gratuity liability as of defined date or Posts the current calculations to G/L.

Delete Deletes the current calculations. This button is disabled if the last calculation is already posted.

Rates… Opens Rate Override popup. This button is disabled if the last calculation is already posted.

Close Closes the form

4.1.1.1 Rate Override

Use Rate Override form to modify the default exchange information for the current gratuity calculations. This form is not available for single currency companies and multicurrency companies where Payroll currency coincides with the company’s functional currency. This form is available only for unposted calculations. Any information entered in this form is posted to G/L along with the gratuity amounts. The Rate Override form is shown on the figure below.

Figure 4-2 Rate Override

The following fields are available on Rate Override form:

Field Description

Rate Type The default is rate type defined in payroll, but you can change it to any other available in the system.

Rate Date Shows current gratuity date, and cannot be changed.

Rate The default rate is retrieved from C/S for the rate type and rate date, or you can enter it manually.

The following button is available in the rates form:

Button Description


4.1.2 Gratuity Calculation Process

One of the main functions of the Gulf Utilities for Payroll application is to calculate Gratuity as of a date. Gratuity is calculated for all active employees. Gratuity is not calculated for terminated and inactive employees. Gratuity amount is calculated and stored in Payroll currency. Note: when calculating an employee gratuity a provision is made as if the employee is going to be terminated. Before gratuity is calculated, basic salary of employees is updated from the Payroll. This ensures that always the latest salary is used when calculating the gratuity. If the new salary is different from the salary that was assigned to employee at the time of last gratuity calculation, the change is recorded for the Salary Change History report.


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If basic salary code of any employee in the calculate gratuity range is inactive in Payroll, then Gratuity Calculation process stops, and no gratuity is calculated. When posting, the consolidated (total) gratuity amount per account is being posted. The posting shows one detail line per account. If there is an open gratuity calculation (i.e. gratuity is calculated but not posted), the program cannot perform End of Service Benefit calculation or Gratuity calculation without either posting or deleting the calculated gratuity in advance. If there was gratuity already posted for the employee, the previous post is reversed and new gratuity amounts are posted to G/L accounts assigned to employee in Employee screen. Errors and failures that occurred while calculating the gratuity will be displayed in a message box. The gratuity for a fractional year is calculated proportional to the number of days in the fractional year.

4.2 Salary Changes History Report Use Salary Changes report to track changes in the Earning/Deductions rates’ change in Payroll. Earning selected for Basic Salary and other traceable Earning/Deduction codes are included in the report. You can access the Salary Changes Report from Transactions Reports folder, on the Gulf Utilities for Payroll desktop. An example of the Salary Changes Report form is shown below.

Figure 4-3 Salary Changes report

The following fields are available on the Salary Changes report form:

Field Description

From /To Employee Select range of employees for which you want to print the report.

From /To Date Select the date (gratuity calculation dates) range for which you want to print the report.

Include Inactive Employees

Select this option to include inactive employees in the report.

Include Terminated Employees

Select this option to include terminated employees in the report.

The following buttons are available on the form:


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Button Description

Print Prints the report


Sample Salary Changes report is shown below:

Figure 4-4 Salary Changes Report

The following fields are included on the Salary Changes History report:

Field Description

Employee details Employee number and name

Date of Change Date when the change is recorded in the Gulf Utilities for Payroll. It is the session date of the calculate gratuity, during which salary change was observed.

Earning Type

Current rate The most recent amount of earning type recorded in Gulf Utilities for Payroll. In Gulf Utilities for Payroll, this information is updated during Calculate Gratuity process.

Previous rate The preceding rate recorded in the system.

Change Difference between current and previous rates.

Percentage change Change percent.


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4.3 Calculated Gratuity Report Use Calculated Gratuity report to view the unposted gratuity calculations, if any. You can access the Calculated Gratuity Report from the File menu on Calculate Gratuity and Transactions Reports folder, on the Gulf Utilities for Payroll desktop. An example of the Calculated Gratuity Report form is shown below.

Figure 4-5 Calculated Gratuity report


Button Description



Calculated Gratuity report’s sample layout is shown below:

Figure 4-6 Calculated Gratuity report

The following fields are included on the Calculated Gratuity report:

Field Description

Date As of Date of the gratuity calculation

Employee Employee number and name

Joining Date Joining date of the employee as per Gulf Utilities for Payroll records

Current Basic Salary The basic salary amount of the employee at the time of the gratuity calculation

Previous Basic Salary The previous basic salary amount as per Gulf Utilities for Payroll data.

Date of Change The date of change as per Gulf Utilities for Payroll data.

Unpaid Leaves Total unpaid leaves for an employee.

Previous Run Date The previous (as per sequence number) run date.

Gratuity Change Amount

Gratuity amount net change (from the previous run). Current gratuity amount, less previously calculated gratuity amount.

Gratuity Amount Calculated gratuity amount in Payroll currency

Report Total Report total.


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4.4 Gratuity History Report Use Gratuity History report to view all posted gratuity calculations performed by Gulf Utilities for Payroll for selected employees and date range. You can access the Gratuity History Report from the Transactions Reports folder, on the Application Desktop. To print the report:

1. Type the From/To Employees for which you want to view history or select required employees from the Finder located to the right of the relevant fields.

2. Type the From/To dates for which you want to view history or select required dates from the Calendar icon located to the right of the relevant fields.

3. Select Print button. An example of the Gratuity History Report form is shown below.

Figure 4-7 Gratuity History report

The following fields are available on the Gratuity History report form:

Field Description

From /To Employee Select range of employees for which you want to print the report.

From /To Date Select range of gratuity calculation dates for which you want to print the report.

Totals by Month Select this option to view total calculated gratuity amounts for each month.


Button Description



Gratuity History report’s sample layout is shown below:


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Figure 4-8 Gratuity History Report

The following fields are included on the Gratuity Calculation History report:

Field Description

Date As of Date of the gratuity calculation

Employee Employee number and name

Joining Date Joining date of the employee as per Gulf Utilities for Payroll records

Basic Salary The basic salary amount of the employee at the time of the gratuity calculation

Gratuity Liability Account

Gratuity Liability account defined in employee records.

Gratuity Amount Calculated gratuity amount in Payroll currency.

Total for [Date] Total gratuity of all employees’ gratuities calculated in a single run. If “Totals by Month” is selected, then month total is shown.

Report Total Report total.

4.5 G/L Transactions Report Use G/L Transactions report to view all G/L postings done by Gulf Utilities for Payroll for the selected date range. You can access the G/L Transactions Report from the Transactions Reports folder, on the Gulf Utilities for Payroll desktop. To print the report:

1. Type in From/To dates for which you want to view G/L transactions or select them from the Calendar.

2. Select Print button. An example of the G/L Transactions Report form is shown below.


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Figure 4-9 G/L Transactions report

The following fields are available on the G/L Transactions report form:

Field Description

From /To Run Number

Select range of posted gratuity calculations for which you want to print the report.


Button Description



The following figure shows sample G/L Transactions report:

Figure 4-10 G/L Transactions Report

The following fields are included on the G/L Transactions Report:

Field Description

Run Number The posted run number

Batch Number / Description

G/L batch number and its description


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Entry Number / Description

Entry Number and its description

Date System date of the activity executed.

Year/Period System time of the activity executed.

Account Number G/L Account number to with transaction is posted

Description G/L account description.

Debit/Credit Amount Total gratuity amount and account in functional currency. Amounts shown in the report are printed from Gulf Utilities for Payroll, so if Gratuity Calculator generated batch is changed or deleted directly in General Ledger, this report still shows the original figures posted by Gulf Utilities for Payroll.

Entry Total Entry total in functional currency.

Batch Total Batch total in functional currency.

Report Total Report total in functional currency.


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5 Document Management Document Management module is designed to manage all the employee related documents in a convenient way for further analysis and control. Document Management uses employee records defined in Sage Accpac Payroll module, rather than defining its own employees. Document Management lets users attach electronic copies of employee documents. . The examples of documents that can be captured through Document Management are employee passport, working visa, pre hire tests results, certificates, leave applications, end of service settlement report, and many others. Using the Document Management module, you can create electronic copies of your employee documents; store them in the Accpac database safely and securely, without any need for additional backups and security. All the documents of an employee are accessed through the Employee Documents screen, where you can add, modify and delete any document as well as easily find the one you need. You can attach any type of document to the employee record. Document Management module allows tracking documents expiry through the Document Expiry Report. The Employee Documents report allows you to research any field from any employee’s document, and assists in detecting missed documents or even missed fields in any employee document.

5.1 Employee Documents Employee Documents screen is used to create new documents for employee and modify the existing ones. The documents on this form are organized in a tree for easy review and access. For each employee you can have multiple document sets, each document set consisting of multiple documents. Each document has multiple fields along with expiration date, Attachments and comments. In addition to keeping the employee documents organized, document sets can be used to make sure the required documents are attached to the employees. When defining a document set, you can select the Required option for Document Types you consider important. Then you can print the Employee Documents report to find the employees with missing required documents. To add documents to an employee: 1. Select the employee from the finder, or type the employee number manually. All the employees

defined in Payroll are available in the finder. 2. Select a previously added document set from the finder or type the code manually. 3. Document types assigned to the selected document set in the Setup are shown by default, but you

can add, remove any document the list at any time. 4. Some document types must have an expiry date defined. For such documents, you must enter an

expiry date in order to be able to proceed with the data entry. 5. Fill in the document fields of the document type. 6. Attach any files to the document type. Multiple attachments can be linked to the same document

type, for example, you may have two copies of an employee passport: old and new. 7. Add comments if required. 8. Proceed with the next document type. 9. Save the employee records. The system remembers the date and the user who did the modifications

to the document types. Every time a change is made in the documents, the system updates the Last Updated By and Last Updated On fields.

The following figure shows an example of the Employee Documents screen.


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Figure 5-1 Employee Documents

The following fields are available on the Employee Documents form:

Field Description

Employee/ Description

Type an existing employee number or select from finder. All employees defined in Payroll without any restriction are available in this field. You can navigate through all employees that have some documents attached in the Documents Management module. At the same time, you can select Finder assigned to this field and see all the employees defined in Payroll irrespective of whether or no they have documents assigned to them.

Document Set/ Description

Select one of the existing document sets. When the set is selected, all document types assigned to it are listed in the grid.

Document Type Type or select from the finder any document type codes defined previously. You can select the same document type more than once for an employee record. You can delete any unnecessary documents any time.

Description Description of the selected document type is shown in this field disabled.

Expiry Date Enter the expiration date of the document. The default value is blank for document types that force expiry you must enter the appropriate expiry date. That date is used in the Documents Expiry report. Documents with no expiry are always treated as current.

Fields This field shows Yes or No, depending on whether there are any fields (even without values) attached to the document. Double-clicking this field opens a popup window where you can add, modify, or delete the fields attached to the document. You can also click the zoom button (^) in the column header or click in the column, and then press Control + Shift F9 to open the popup window.

Attachments If there are files attached to the document this field shows Yes, otherwise it shows No. Yes/No indicator is updated automatically. You can always add new attachments or remove the existing ones by double-clicking in the field or selecting the zoom button (^) in the column header or clicking in the column, and then pressing Control + Shift F9.


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Comments If this field shows Yes then it means that there are comments entered for the document. If there are no comments for the document system shows No. You can always add new comments or modify the existing ones by double-clicking in the field or selecting the zoom button (^) in the column header or clicking in the column, and then pressing Control + Shift F9.

Created by This field is automatically updated when a new document is added to the Employee Documents list. This field shows the logged in User ID that added the document line.

Created on This field is automatically updated when a new document is added to the Employee Documents list. This field shows the system date when the document line is added.

Last Updated by This field is automatically updated when any change is made to the document line, document, fields, attachments and comments. This field shows the logged in User ID that made the change.

Last Updated on This field is automatically updated when any change is made to the document line, document, fields, attachments and comments. This field shows the date of the change.

The following buttons are available on the Employee Documents form:

Button Description

Hide Tree >>/ << Show Tree

These buttons hide/show the tree view on the left pan of the Employee Documents screen.

Add/ Save Saves the changes made to the employee documents.

Delete Deletes the Employee record from the Document Management with all the documents assigned to it

Close Closes the window

5.1.1 Document Fields

Document fields are used to capture any additional information related to the documents. The default list of document fields is defined for each document type, but you can add/remove fields for each document separately. The fields can be used in report selection screens, and the field values can be optionally printed in the reports. The Document Fields screen is used to enter new field values for a document and modify the existing ones. To add document fields to a document: 1. Select the document line on the Employee Documents form. 2. Double click the field or select the zoom button (^) in the Document Fields column header to open

the Document Fields popup form (or click in the column, and then press Control + Shift F9). 3. When opening the Document Fields for the first time, all fields assigned to the appropriate document

type are displayed. You can add new fields from the list of Documents Fields defined in Setup. You can also delete any unnecessary field.

Click the Save button to save your changes, or the Close button to close the form. You cannot save your changes, if no value is entered for a field that is set “Mandatory” in the selected document type. After closing the form “Yes” is shown in the Document Fields column. The following figure shows an example of the Document Fields screen.


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Figure 5-2 Document Fields

The following fields are available on the Document Fields form:

Field Description

Employee / Document Type

The employee and document type information from the employee documents screen are shown for reference.

Field Name By default all the fields assigned to the document type are listed. You can add a new field from the list of document fields defined in Setup or remove the unnecessary one(s).

Description The appropriate field description is shown disabled.

Value If you have assigned some values for the field in the Setup then Finder is available for this field showing the list of values. If the field is a mandatory one in the selected document type then you must either enter a value for it or delete the field from the list before closing the Document Fields form.

Description Value description

The following buttons are available on the Document Fields form:

Button Description

Save Saves the changes. You cannot save the form until all the Required fields have valid values.

Close Closes the window.

5.1.2 Attachments

Attachments screen is used to add new attachments to a document and delete the existing ones. Multiple attachments can be linked to the same document, for example, multiple pages of a passport can each be a separate attachment. To add attachments to a document: 1. Select the document line on the Employee Documents form


© SYSTRONICS 2009-2010 27 20-Nov-2009

2. Double click in the field or select the zoom button (^) in the Attachments column header to open the Attachments popup form (or click in the column, and then press Control + Shift F9).

3. Right click in the Attachments column to Attach, Open, Detach, and Delete the attached file. You can also type any narration to describe the file attached.

Select the Save button to save your changes, or the Close button to close the form. After closing the form, “Yes” is shown in the Attachments column, if there are assigned attachments, otherwise the column shows “No”. The following figure shows an example of the Attachments screen.

Figure 5-3 Attachments

The following fields are available on the Attachments form:

Field Description

# Automatically assigned attachment number is shown here.

Attachments Browse to find the file to attach to the electronic document. It can be the scanned copy of the document as well as any related file in any format.

Comments Type any narration to describe the enclosed file.

Double clicking an attachment field shows the following popup menu:

The following table describes the commands in the popup menu.

Field Description

Attach Opens a browse window and allows attaching any type of file.

Open Opens the attachment.

Detach Allows you to save the attached file to a folder specified by you.

Delete Deletes the saved attachment from the database.


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Double-clicking an attachment field opens the attachment, if it exists; otherwise, if nothing is attached yet, it opens the Browse form to select a file to attach. The following buttons are available on the Attachments form:

Button Description


Save Saves the changes

5.1.3 Comments

Comments screen is used to add new comments to a document and modify the existing ones. The following figure shows an example of the Comment screen.

Figure 5-4 Comments

To add comments to a document: 1. Select the document line on the Employee Documents form 2. Double click the Comments field or select the zoom button (^) in the column header to open the

Comments popup form (or click in the column, and then press Control + Shift F9). 3. Type the comment, using up to 250 characters per line. Press Tab or Enter to start new lines. 4. Select Close button to save changes and close the form. If you have entered any comments, then

Comments column will show “Yes”, otherwise it will show “No”.

5.2 Employee Documents Report Employee Documents report allows you to review and verify the existing and missing information in an electronic document. An example of the Employee Documents report form is shown below.


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Figure 5-5 Employee Documents

The following fields are available on the Employee Documents report form:

Field Description

Report Type The available choices are:

Employee Existing Documents. Prints only the existing documents.

Employee Missing Documents. Prints only those documents that are defined in the document set, but not added to an employee.

Select By The available choices are:

(None)

Employee

Document Set

Document Type

Expiry Date

Documents Fields (list)

Sort by The available options are:

Employee

Document Type

Document Set

Expiry Date

Include Document Fields Select this option to print document’s fields with corresponding values on the report.

Include List of Attachments Select this option to show the list of attached files with their descriptions in the report.

Include Comments Select this option to show the document’s comments in the report.

The following buttons are available on the screen:

The following is an example of the Employee Documents Report.

Button Description




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Figure 5-6 Employee Documents Report Layout

The following fields are included on the Employee Documents Report:

Field Description

Employee/Name The employee whose documents are shown. Sorting is available by this field.

Document Set Document Set to which the document is assigned. Sorting is available by this field.

Document Type/ Description

The document type code and description for each of the documents is shown. Sorting is available by Document Type code.

Expiry Date The expiry date of the document defined in Employee Documents. Sorting is available by this field.

Attachments Attachments column shows Yes if there are files appended to the document. Select Include List of Attachments option on the report’s inquiry screen to view the attached files’ names and descriptions in a separate section.

Fields Fields column shows Yes if there are values entered for the document fields. Select Include Document Fields option on the report’s inquiry screen to view the field values in a separate section.

Comments Comments are printed only if Include Comments option is selected on the report’s inquiry screen.

5.3 Documents Expiry Report Documents Expiry Report groups the employee documents in five user-defined periods, according to the documents’ expiry date.


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An example of the Documents Expiry Report form is shown below.

Figure 5-7 Documents Expiry Report

The following fields are available on the Documents Expiry Report form:

Field Description

Select By The available choices are:

(None)

Employee

Document Set

Document Type

Expiry Date

Documents Fields (list)


Employee

Document Type

Expiry Date

Age As Of Select the date beginning from which the expiry periods are counted.

Use Periods Define number of days in each of the four expiry periods. The fifth period is defined automatically that is over the latest period.


The following is an example of the Documents Expiry Report.

Button Description




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Figure 5-8 Documents Expiry Report Layout

The following fields are included on the Documents Expiry Report.

Field Description

Employee/Name Employee number and name Sorting within the group is available by this field.

Document Set Document Set to which the document is assigned.

Document Type/ Description

The document type code and description for each of the documents is shown. Sorting within the group is available by Document Type code.

Expiry Date The expiry date of the document defined in Employee Documents. Sorting within the group is available by this field.

Attachments Attachments column shows Yes if there are files appended to the document.

Fields Fields column shows Yes if there are values entered for the document fields.


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6 Leave Management The Leave Management keeps track of all leaves taken by employees as well as suggests accurate leave pay calculation. Leaves entered in this module are posted to Sage Accpac Payroll module as timecards that can be processed through common U/P Calculate Payroll function. The application also calculates the leave pay amount and posts it to U/P to adjust the employee’s regular pay. Leave Management includes various leave application forms that can be either filled-in manually on paper, or through the system. In addition, you can print the Leave List report to keep a record of all the leaves processed through the system and Payroll Transactions report to verify payroll timecards originated in Leave Management. The automatic leave accruals and leave carry over is managed by Payroll.

6.1 Leave Entry Form Use this form to enter leaves taken and accrued for an employee. Generally, employee accrues eligible leave days in the course of employment. Sage Accpac Payroll accrues leaves for employees during Calculate Payroll process as per predefined settings. However, it may happen that employee gains leaves under special conditions, such as working on weekends, or on public holidays. In such cases, you can use G/G Leave Entry form to accrue additional leave days for an employee. To enter a leave: 1. Select the New button to clear the form and generate a new leave number or type a new leave

number manually. 2. Select a leave category. The available options are Annual Leave, Short Leave, Compensatory Leave

and Sick Leave. 3. Select the date when the application is received and Pay Period End Date for which Payroll Timecard

will be created. 4. Select the Employee who takes or accrues the leave. 5. Select the Accrual code for which the leave will be recorded in the Payroll. All accruals assigned to

the employee are available for this field. 6. Select the type – Payment, for leaves taken, and Accrual, for leaves gained. The type selected in this

form, is also posted to Payroll Timecard. 7. Enter the leave start and end dates. From/To dates are inclusive, and public holidays and weekends

are also included in leave days. If you want to account only for the working days, you need to enter separate leaves for each week, so that weekends are excluded. Use the same approach to exclude public holidays from the leaves. If From/To dates are equal, i.e. the leave taken does not exceed one working day, then From / To Hours fields become enabled. You can enter leave start/end time in HH:MM format. Leave Hours are converted to days using regular hours per day value, defined in Payroll Employee records. You cannot enter leave start/end dates for leave accruals, if the Accrual calculation Method is Percentage of Base, for other accrual types these fields are still available.

8. Type any related narrations, like leave reason, approval information, policy, or other comments. 9. Add details of Total Leave Pay Amount calculations, if required. When you add a line in the details

table you can no longer change the leave start and end dates and hours, as well as you cannot manually define the Total Leave Pay amount. In order to be able to modify the above mentioned information, you have to delete all the lines in the details table.

10. Select the Earning/Deduction codes that comprise the employee’s leave salary. System calculates the total leave pay based on the selected Earning/Deduction amounts. All earnings of Salary and Wages type, cash benefits and deductions with Flat calculation method assigned to the selected employee are available for this field. If no Earning/Deduction code is selected in the grid, then no leave pay is calculated automatically but you can enter the applicable amount, if any, manually, and that amount will be posted to Sage Accpac


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Payroll Manual Check or Timecard. However, no adjustment to the employee’s regular payroll will be made.

11. Type the pay percent defining how the leave is paid. If the earning is fully paid (Pay %=100%), then the leave pay is calculated as a part of the earning/deduction selected in the list for the number of leave days taken (for example, monthly basic salary amount / (number of days in the respective month) * leave days). If the earning is partially paid (Pay % is not equal to 100%), then the entered pay percentage is applied to the default amount of the earning or deduction (for example, the pay percent is 50%, then [monthly basic salary amount / (number of days in the respective month) *leave days]*50% is paid). If earning is not paid (Pay % =0%), then pay amount becomes zero and posting the leave adjusts employee payroll so that he/she is not paid for the leave days when generating paychecks in Payroll module.

12. You can accept the total leave pay amount calculated by the system or delete all the base salary lines from the grid and enter leave pay manually. For leaves taken, this amount is posted to Payroll Timecards and/or Manual Checks, for leave accruals the amount is posted to Payroll Timecards only. For leave accruals, the leave pay grid and the total amount become available only for accruals with Percentage of base calculation method. For other leave types, the leave pay grid and the total amount are not available.

13. Save the Leave. You can later modify all information saved with the leave, except for leave number, employee, and category. You can also delete any unposted leave. To post a leave, select it in the finder or type the leave number manually and click the Post button. Posting a leave payment creates timecard transaction(s) (and a manual check, if the leave is to be paid in advance) in the Payroll module for the selected employee and pay period. There can be multiple details in a timecard: one for the leave hours and/or amounts taken, and the others for adjusting the employee payroll in the period. When posting leave accrual, the accrued hours (and amount, if accrual’s calculation method is Percentage of Base) are posted for the employee’s accrual pay period. The following figure shows an example of the Leave Entry screen.


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Figure 6-1 Leave Entry

The following fields are available on the Leave Entry form:

Field Description

Leave Number Automatically generated or manually entered sequence number that identifies the leave. The number can be up to 22 characters long. When you press the New button, this field shows “*** NEW ***”, you can enter number manually or leave it as it is. If you don’t enter a leave number manually, the system automatically assigns the next available sequence number.

Posting Sequence If leave is posted, then posting sequence number is shown for reference. You can print payroll transactions by posting sequence. For unposted leaves, this field is blank.

Posting Date System updates this field, with the session date when the leave is posted. No manual entry is allowed

Employee/Name Select any active employee defined in Payroll.

Category For each leave type, select the appropriate category. The available options are:

Annual Leave

Short Leave

Compensatory Leave

Sick Leave You can then print reports filtered and/or sorted by categories. If you have selected sick leave category then you cannot select accrual other than of Sick type.

Leave Date Enter the date of entering the leave in the system, or approval date. This date can be used to make sure the leave is applied for beforehand as per company policy. You can also print reports by this date.


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Pay Period End Date Employee pay period end date to which the leave is related. Enter pay period end date manually. For employees with monthly pay frequency, if entered period end date is not month end date, the system assumes the period start date 28 days (4 weeks) before the defined period end date. If period end is month end, then the first day of the month is considered the period start date. If the leave covers more than one pay period, system automatically splits payable amount among the corresponding pay periods. One timecard is created for each pay period.

Accrual / Description

Select any accrual assigned to the employee. For sick leaves, you can select only sick type accruals. If you wish short leaves to be deducted from the annual leave select annual leave’s accrual for short leaves, otherwise select any other accrual.

Accrual Details Accrual Details shows additional information for the selected accrual. It includes beginning balance, hours/amount accrued in the current year, hours/amount paid in the current year, and remaining balance. All the figures are read from Sage Accpac Payroll Employee Activity and are saved with the leave for further reference and reporting purposes. Every time you select an open leave, the system checks for updated Accrual Details information and shows a message if it has changed. You need to click the Save button to update the GG database with the new Accrual Details information.

Pay in Advance Select this option if you pay the employee all amounts due as well as the leave pay before he/she leaves. Pay in Advance is not available for Leave accruals, If Pay in Advance option is selected, posting creates timecards only for adjusting basic salary pay for normal payroll period(s). In addition to creating a timecard, the system creates a manual check for the due amount. So the employee is paid before leaving for vacation by the manual check. When payroll is processed next time, no salary is accounted for the employee who is already paid, because the timecards zero the basic salary for the leave period.

Type Select either Payment or Accrual. The type selected here is posted to Payroll Timecards details along with the accrual code and leave hours. You can filter leaves by type in Leave Management reports. If you select the Accrual type for accruals with Hours per Hour Worked, and Hours per Frequency calculation methods, then Basic Salary, Leave Pay and Amount fields become disabled you can accrue only hours. For Percentage of Base accruals, you can enter only leave pay amount.

From/To Date Enter leave stat and end dates. You cannot enter leave start date (From Date) earlier than the last payroll Period End Date. To Date cannot be later than the period end date entered with the leave. These fields are not available when accruing payable amount for accruals with percentage of base calculation method.

From /To Hour These fields become enabled only if From/To Dates are the same. The difference between From/To hours cannot exceed regular hours per day value defined in the Payroll Employee records.

Leave Days Total number of leave days. Both From and To dates are included in the leave. This field cannot be modified manually. Days are shown with two decimals.


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Leave Hours This field is calculated by multiplying the leave days and employee’s regular hours per day. Cannot be modified manually.

Comments Type any narrations up to 255 characters with the leave. Comments can be printed on the reports.

Earning/Deduction /Description

To calculate the amount equivalent of the leave, select the earning/deduction codes based on which the leave pay is calculated. You can select only Salary and Wages earnings, cash benefits and deductions with Flat calculation methods and frequency matching with the employee’s pay frequency.

Frequency This field shows the earning/deduction frequency, as it is defined in Accpac Payroll Setup. Earning/Deduction Frequency must be the same as Employee Frequency. The earnings/deductions with Float frequency are always accepted, and Employee frequency is shown in this field instead.

Amount The regular pay amount defined in Payroll Employees.

Adjusted Amount The earning/deduction regular rate adjusted for the number of days in the leave.

Pay % Type the pay percentage. Pay percent is applied to the earning/deduction amount adjusted for the leave days to derive the leave pay.

Leave Pay You can accept the leave pay amount suggested by the system or modify it.

Total Leave Pay Total of the leave pay amounts in the grid, if there are any. Total Leave Pay remains enabled until at least one detail line is added to the Leave Pay Base grid, and it is system calculated field when any base earning/deduction is entered in the grid. If all the details are deleted the total leave pay field again becomes enabled. If the Gratuity Calculator module is active for the company, the number of days of unpaid leaves is deducted from the service period days for gratuity calculations.

The following buttons are available on the Leave Entry form:

Button Description

Add/ Save Saves leave information.

Delete Deletes the unposted leave.

Post Posts the leave to Payroll module.


Select the Zoom button, next to the Employee field to view additional information on employee hire date, position, and contacts during the leave. By default, employee address, phone and mail are shown, but you can modify it as required. Employee contacts are printed on the Leave Application form. Employee Information screen sample is shown next.


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Figure 6-2 Employee Information

The following fields are available on Employee Information form:

Field Description

Employee Employee number selected in the Leave Entry screen

Frequency Employee Pay Frequency as per Accpac Payroll.

Hire Date Hire Date of the employee as per Accpac Payroll

Position Position of the employee as per Accpac Payroll

Last Payroll Date The date up to which employee is paid. This date is read from Payroll Check Registry, for newly added employees (no payment is made to them yet) this date shows hire date as per Employee records in Accpac Payroll.

Part-time Worker Shows whether the employee is part-time or full-time employee.

Regular hours per day Regular hours per day as per Accpac Payroll records

Address By default, employee’s address is shown, but you can modify

Phone By default, employee’s phone number is shown, but you can modify

E-mail By default, employee’s e-mail address is shown, but you can modify

6.2 Leaves Posting After posting a leave in G/G Leave Management, all the fields on the Leave Entry screen become read-only and Payroll transactions are created to update the employee payroll.

6.2.1 Posting Leave Payment

If Pay in Advance option is selected on the Leave Entry form, posting creates two types of transactions in Payroll: timecard and manual check. Otherwise, only timecard transaction is created. Manual Check in Payroll module allows withdrawing the leave pay without running the Calculate Payroll process. Timecards adjust the employee payroll with the amount already paid by the manual check, so that when Calculate Payroll process is run, employee regular pay is reduced for the days he/she was on leave.


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When paying the employee in advance manual check normally has two parts (if leave start/end dates do not coincide with common pay period start/end date). One part covers the days employee worked from the last payroll date to the leave start date. The second part covers the leave period. In the first part the employee is paid only the earnings/deductions selected within the leave entry, adjusted for the number of days worked from the last payroll date to the leave start date. In the second part, employee is paid the leave pay entered in the G/G Leaves form. Timecards are posted to Payroll to adjust the employee’s regular pay amount with the amount already paid by the Manual Check. One timecard is created for each of the employee pay periods affected by the leave. If you do not select the Pay in Advance option for the leave, then a separate timecard is created for each pay period recording leave pay, and adjusting the regular Earnings/Deductions for the leave period. Only Earnings/Deductions selected as leave pay base are adjusted. If several leaves are posted for the same employee in the same period, then the existing timecard is being updated, with each new leave posting, so that new leave days and pay is added to the timecard and earnings/deductions amounts are deducted with the regular pay amounts prorated for the new leave days. The unpaid leaves update G/G Employees during the leave posting, so that they are deducted from the employee service period for gratuity calculation. Leaves are considered unpaid if there are no lines in the grid and total leave pay is zero or all the pay percentages in the grid are zero.

6.2.2 Posting Leave Accrual

When posting leave accrual, G/G creates one timecard with one detail line recording the leave hours or amounts accrued. The accrued leaves will update the Employee Activity as soon as Calculate Payroll is run and posted for the pay period end date defined in the leave and thus in its resulting timecard.

6.3 Leave Application Forms Leave Applications report prints the leave forms that can be used internally in an organization. Employees can use blank copies of the forms to apply for leaves; they will have to fill the forms manually. Once a leave is approved, it can be entered into the system. All leaves entered in the system can be printed for employee records. The Leave Application form layouts slightly differ depending on whether the form is printed blank or with information stored in the database. When printing blank forms, each category of leave is printed in the layout most convenient for its manual entry. The leaves printed from the database show all the fields available in the Leaves Entry UI, irrespective of the leave category. An example of the Leave Application report form is shown below.


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Figure 6-3 Leave Applications Report Selection Screen

The following fields are available on the Leave Applications report selection screen:

Field Description

Category You can select annual, short, compensatory or sick leaves to be printed.

Print Blank Form Select this option to print the blank form for manual entry and approval. If this option is selected, all of the following selection fields become disabled.

From/ To Leave Number Select the leave number range for which you want to print the forms.

From/ To Leave Date Filter leaves by the date they are entered in the system or applied.

From/To Employee Select the range of employees whose leaves are to be printed.

From/To Accrual Filter leaves by their accrual code.


The following is an example of the blank Annual Leave Application Form.

Button Description




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Figure 6-4 Annual Leave Form

The following is an example of the blank Short Leave Application Form.


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Figure 6-5 Short Leave Form

The following is an example of the blank Compensatory Leave Application Form.


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6-6 Compensatory Leave Form

The following is an example of the blank Sick Leave Application Form.


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Figure 6-7 Sick Leave Form

The following is an example of the Application Form printed for leaves from the database.


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6-8 Leave Application

The comments in brackets are printed only on the blank forms. The following fields are included on the Leave Application forms:

Field Description

Leave Number The identifying leave number.

Employee Employee number and name.

Hire Date Employee’s hire date, as per Payroll Employee records.

Position Employee position, as per Payroll Employee records.

Part- time worker “Yes” for part-time employees, “No” for full time employees.

Regular Hours per Day Employee regular hours per day, as per U/P Employee records.

Pay in Advance If the form is printed blank, then a tick box is available to specify that the employee applies for pay in advance. If the form prints a leave from the system, then “Pay in Advance” mark appear for prepaid leaves.

From/To Date Lave start and end dates are shown.

From/To Time For one-day leaves, start end times are also printed.


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Total number of leave days

Total number of leave days includes start and end dates.

Comments Leave reason and other comments entered with the leave. On blank forms, space for writing the comments is available.

Contacts during leave Address, telephone number, and email at which the employee can be reached during the leave. On blank forms space for the contacts is available.

Applied by Space for signature and date. This field is available only on the blank form.

Approved by Space for signature and date. This field is available only on the blank form.

Accrual Details The beginning balance at the beginning of the year, total accrued during current year, total paid, and remaining balance are shown for the employee accrual code.

6.4 Leave List Report Leave List report prints all the leaves entered in the system. You can filter and sort leaves by almost every field captured on the Leaves Entry form. An example of the Leave List report form is shown below.

Figure 6-9 Leave List report

The following fields are available on the Leave List report form:

Field Description

Include Leaves Select all required leave categories to be included in the report.


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Select by The available filtering options are:

(None)

Employee

Leave Number

Posting Sequence

Posting Date

Leave Date

Accrual

Leave Days

Leave Hours

Total Leave Pay

Sort by The available sorting options are:

(None)

Employee

Category

Leave Number

Posting Sequence

Posting Date

Leave Date

Accrual

Leave Days

Leave Hours

Total Leave Pay The (None) option in Sort by means sorting by Leave Number. If Employee, Category, or Accrual is selected in the first Sort by, then subtotals respectively for Employee, Category, or Accrual are also printed on the report.

Print Pay Details If this option is selected, the report includes information entered in the leave pay base grid on the Leaves Entry form.

Print Comments Select this option to include leave comments in the report.

Status Select to print only open leaves, posted leaves or both.

Type Select to print only leave payments, or leave accruals or both.


The following is an example of the Leave List report.

Button Description




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Figure 6-10 Leave List report

The following fields are included on the Leave List report:

Field Description

Leave Number / Description

The leave number with respective description.

Posting Sequence For posted leaves, the system generated posting sequence number.

Employee/Name Employee number and name.

Category Available categories are: Annual, Short, Compensatory and Sick.

Date Leave Date entered with the leave.

Pay in Advance If leave pay is settled in advance, then this field shows “Yes”, otherwise, “No”.

Accrual The leave’s accrual code.

Type Type can be payment or accrual.

From/To Date The leave start and end dates.

Leave Days Total leave days, if leave lasts no more than one working day, then leave days can be a fraction of the employee’s regular hours per day.

Leave Hours Total leave hours.

Total Leave Pay Amount paid for the leave days in Payroll currency.

Comments If Show Comments option is selected, leave comments are printed along with other leave details.

Pay Details If Include Pay Details is selected, Earning/Deduction, Description, Amount, Adjusted Amount, Pay Percent and Leave Pay entered with the leave are shown.

6.5 Leave Analysis Report The Leave Analysis report shows beginning, current and cumulative number of leave days each employee has taken, in the selected period by each leave category separately. An example of the Leave Analysis report screen is shown below.


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Figure 6-11 Leaves Analysis Report

The following fields are available on the Leave Analysis report form:

Field Description

From /To Employee Select the range of employees to be included in the report.

From/To Date Select the range of dates you want to analyze. You must select the From/ To dates within the same calendar year.


The following is an example of the Leaves Analysis report.

Figure 6-12 Leave Analysis Report

The following fields are included on the Leave Analysis report:

Field Description

Employee /Name Employee number and name

Leave Days in Current Period

Number of leave days in the selected period for:

Annual Leave

Short Leave

Sick Leave

Compensatory Leave

Unpaid Leaves

And Total From and To dates are included.

Button Description




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Leave Days as of <From Date>

The current year leave days before the selected period for:

Annual Leave

Short Leave

Sick Leave

Compensatory Leave

Unpaid Leaves And Total

Leave Days as of <To Date>

The current year leave days after the selected period for:

Annual Leave

Short Leave

Sick Leave

Compensatory Leave

Unpaid Leaves And Cumulative Total

6.6 Employees on Leave Report Employees on Leave report shows employees that are on leave in the given period. Selections by employee and date range are available, see the form below.

Figure 6-13 Employees on Leave selection UI

The following fields are available on the Employees on Leave report form:

Field Description

Employee range All the employees defined in Accpac Payroll are available for selection. Employees falling in the selection range are printed on the report.

Date range Date range for which employees absences are reported. Because of space limitation on the paper, no more than 31 days range can be selected. There is no other limitation on the dates selected.


Button Description

Print Prints the report.

Close Closes the form.

The following is an example of the Employees on Leave report:


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Figure 6-14 Employees on Leave Report

The following fields are included on the Employees on Leave report:

Field Description

Employee Number Selected employee numbers, if employee has no leave in the reporting period, the respective line is not shown .

Employee Name The appropriate Employee Name

Leave Hours The number of leave hours for each employee and date.

6.7 Payroll Transactions Report The Payroll Transactions report lists transactions created by Gulf Utilities for Payroll Leave Management in Sage Accpac Payroll. These are Timecards and Manual Checks. An example of the Payroll Transactions report screen is shown below.

Figure 6-15 Payroll Transactions Report

The following fields are available on the Payroll Transactions report form:

Field Description

Include Select Payroll transaction types to be included in the report. The available options are: Timecard, Manual Check, or both.


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From/To Posting Sequence Select the range of postings to be printed.

From/To Employee Select the range of employees, whose leaves are to be printed.

From/To Posting Date Filter the postings by the posting date.

Sort By The available options are:

Posting Sequence

Posting Date

Period End Date

Employee Number

Employee Name

Transaction Type

Earning/Deduction

Detail Type


The following is an example of the Payroll Transactions report.

Figure 6-16 Payroll Transactions Report

The following fields are included on the Payroll Transactions report:

Field Description

Posting Sequence Posting sequence

Posting Date Posting Date

Employee /Name Employee number and name

Period End Date Period end date posted to Payroll.

Transaction Type Gulf Utilities for Payroll Leave Management creates two types of transactions in Payroll: Timecard and Manual Check.

Earning/ Deduction Earning /deduction code. It can be either leave accrual code or base earning/deduction code.

Description Earning/deduction description.

Detail Type The detail type posted to Payroll. It can be either Payment or Accrual.

From/To Date These dates show the period for which the earning/deduction amount is paid, in case of leave payments. In case of leave accruals, these dates define the period for which leave is accrued.

Days For Leave Accruals this field shows number of days accrued. For Leave Payments, this field shows number of days paid.

Button Description




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Hours For Leave Accruals this field shows number of hours accrued. For Leave Payments, this field shows number of hours paid.

Amount Amount accrued or paid.


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7 End of Service End of Service module allows calculating the terminated employee’s payable amount and printing the final settlement report. The final settlement amounts calculated in End of Service are posted to Sage Accpac Payroll as a manual check. The following sections describe the End of Service module’s functions in more details.

7.1 End of Service Form Use this form to calculate end of service benefits of an employee and post the payment check to U/S Payroll. To process End of Service: 1. Select any active employee defined in Payroll. After you select the employee, its last payroll date,

joining date and all earnings/deductions assigned to it, are shown automatically. You can remove any of the earnings/deductions if they don’t have to be included in the final settlement. End of Service Processing calculates payable amounts only for the earnings/deductions available in the list at the time of processing. Note that End of Service calculates amounts only for Earnings/Deductions that meet certain criteria, (those are: Earnings of Salary & Wages type with Flat or Fixed calculation method, Deductions with Flat calculation method and Cash Benefits). For Earnings/Deductions of Accrual category, system suggests the remaining balances to pay. Other earnings/deductions appear with zero amounts.

2. Enter the last working date of the employee. This date is used as period end date for processing payroll and creating the final manual check, as well as printing the settlement report.

3. Enter appropriate check date. This date is posted to U/P Manual Check. 4. Select the Termination Type. The available options are - terminated by employer or at the contract

expire, or resigned by employee’s will. If Gratuity Calculator module is active for the company, then termination type selected affects gratuity payment, otherwise use this option for your reference.

5. Select whether employee termination complies with the notice period stipulated by Law or the employment contract.

6. Add any additional Earnings/Deductions to be included in the final settlement. You can add only those Earning/Deductions that are assigned to the Terminated employee in Payroll module. Remove any unnecessary Earning/Deduction from the list. Only Earnings/Deductions available in the list are processed.

7. Click the Process button. System first retrieves Earning/Deduction amounts from U/P Employee records, and then adjusts them for the period between the last payroll date and the termination date.

8. Print and file the draft Final Settlement Statement. When you process or post End of Service, the results are saved for future reference. You can use the navigation buttons to find employees for whom the end of service has been processes and/or posted. Processed results can be deleted, as they are not yet posted to Accpac. Posted results cannot be deleted or modified any more. If you do not process or post End of Service, any changes on the screen are not saved. After processing is completed successfully, you can adjust all the amounts, remove and add earnings/deductions, provided they are assigned to the employee in Payroll module and they comply with End of Service module’s restrictions. End of Service processing results can be canceled entirely or accepted. Use the Delete button to remove the current processing results. Use the Post button to post the calculation results to Sage Accpac Payroll. End of Service form is shown on the figure below.


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Figure 7-1 End of Service

The following fields are available on the End of Service form:

Field Description

Employee Select any active employee defined in Payroll.

Termination Date Enter the last working date of the employee. Earnings and deductions are calculated up to this day.

Check Date Enter the check date that will be posted to Payroll.

Last Payroll Date Employee’s last payroll date as per Payroll. This date is not updated during posting, but checked for change. If payroll date is changed since EOS process, user confirmation is required to post the Manual Check.

Joining Date Employee’s hire date as per Payroll.

Termination Type The available options are: 1. Resigned 2. Terminated

Comply with notice period

Select this option to indicate that notification period requirement was met in this termination. This option does not affect the processing in any way; it is for reference only.

Earning/Deduction Description

When employee is selected all earning/deductions assigned to him/her in Payroll are listed in the grid. You can remove any unnecessary code or add a new one provided it is first added to employee records in Payroll.

Employee Rate / Amount / Percentage

Employee Rate/Amt/Pct as per Employee records in Payroll

Employer Amount / Percentage

Employer Amt/Pct as per Employee records in Payroll

Hours/Amt Accrued For accruals the remaining hours/amount accrued in Payroll is shown (total accrued – total paid). You cannot make any changes in this field.


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Hours After processing, total hours accrued in Payroll are shown. For accruals with percentage of base calculation method, this field shows zero. Optionally, you can modify the hours shown. Before processing, this field is disabled. Hours available in this field are posted to U/P Manual Check.

Extended Amount After processing, the total payment amount, if applicable, as of terminations date is shown in this field and you can change it. Before processing this field is disabled. For those earnings/deductions, for which End of Service process does not calculate any amount, this field shows zero, and you can enter the amount required manually. Amount available in this field is posted to U/P Manual Check. If extended amounts of all earnings/deductions in the list is negative or zero, then no manual check is created in Payroll.

The following buttons are available on the End of Service form:

Button Description

Process /Post Processes End of Service for the selected employee or Posts the current calculations to U/P.

Delete Deletes the current end of service processing results. If results are posted to U/P, they cannot be deleted.

Close Closes the form.

Select Zoom button, next to employee, to view additional information on employee working hours, position, pay frequency, etc. The Employee Information screen is shown below.

Figure 7-2 Employee Information

The following fields are available on the Employee Information form:

Field Description

Employee Employee number and name, selected in the End of Service screen.

Status Status of the employee as per Payroll.

Position Position of the employee as per Payroll.


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Pay Frequency Employee Pay Frequency as per Payroll

Regular Hours per Period

Regular Hours per Period as per Payroll

Regular Hours per Day

Regular Hours per Day as per Payroll

Minimum Wage Minimum Wage as per Payroll

Unpaid Leaves Unpaid Leaves as per G/G Employees. If Gratuity Calculator is not active, or there is no leave entered for the employee, this field is blank.

Gratuity Accrued Gratuity amount in payroll currency last calculated for the employee. If Gratuity Calculator module is inactive, or no gratuity is calculated for the employee, this field is blank.

Gratuity Accrued as of

The date as of which, the above Gratuity Accrued amount is calculated. If Gratuity Calculator module is inactive, or no gratuity is calculated for the employee, this field is blank.

Current Salary Current basic salary recorded in Gratuity Calculator module. If Gratuity Calculator module is inactive, or no gratuity is calculated for the employee, this field is blank.

Current Salary as of The date on which the above current salary amount is recorded in the system. If Gratuity Calculator module is inactive, or no gratuity is calculated for the employee, this field is blank.

7.2 End of Service Process Before running End of Service, you need to review all the pay settings of the employee and corresponding earnings/deductions in Payroll as End of Service Processing uses U/P settings for calculating the employee’s final settlement amount. End of Service processes only earnings/deductions that meet the certain criteria as specified in the table below, the other types of earnings/ deductions can be specified on the End of Service form and amounts entered manually.

Category Type Employee Calculation Method Employer Calculation Method

Earning Salary & Wages Flat, Fixed N/A

Deduction N/A Flat Any

Benefit Cash N/A Flat

End of Service processing, automatically adjusts the Earning/Deduction default amounts for the period between last payroll date and termination date. The following table specifies the adjustment formula for each type of earning/deduction supported by the application. In the formula, “D” represents number of days between last payroll date and the termination date, and “A” represents earning/deduction amount.

Earning / Deduction Frequency Pay Amount as of Termination Date

Monthly [A * 12/365] * D

Daily A * D

Weekly [A/7] * D

Biweekly [A/14] * D

Semimonthly [A * 24/365] * D

Twenty-two per Year [A * 22/365] * D

Thirteen per Year [A * 13/365] * D

Ten Per Year [A * 10/365] * D

Quarterly [A * 4/365] * D

You can view all the results of calculations in the End of Service form, review and modify the amounts before posting the check to Payroll.


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If the Gratuity Calculator module is active for the company, then gratuity payment amount is automatically calculated in End of Service processing, according to the gratuity settings. Before posting End of Service benefit to Payroll, you can manually adjust any proposed amount. For Earnings/Deductions of accrual category, system suggests for payment the hours/amounts remaining for the employee. After End of Service is processed, and amounts are adjusted and verified, you can print the Final Settlement Statement and post the results to Payroll. Gratuity posting differs a little from other earnings and deductions posting. During End of Service posting, gratuity amount that was previously posted directly to G/L is reversed, and only after that, the final gratuity payable is posted to Payroll in the form of a manual check, along with other earnings and deductions.

7.3 Final Settlement Statement Use Final Settlement Statement to view the End of Service processing results. You can customize the report to add your logo or other info using Microsoft Excel. The report is printed based on a user defined Excel template file. You can print the report before or after posting the amounts to Payroll. If the report is printed before the amounts are posted, the amounts are considered draft, and the word “DRAFT” is printed on the report. If the statement is printed after posting the amounts to Payroll, the amounts are considered final, and the word “DRAFT” is not printed on the report. You can access the Final Settlement Statement from the File menu on End of Service form and separately on the End of Service module’s desktop. To print the report: 1. Select the appropriate template or accept the default one to pring the report. 2. Select Employee or range of employees for whom you want to print the report. If statement is

printed from within End of Service screen, the current employee is selected for printing by default. All employees defined in Payroll are available for selection.

3. Select termination date range for wich you want to print the statements. If statement is printed from within End of Service screen, the current termination date is selected for printing by default.

4. Click the Print button. An example of the Final Settlement Statement form is shown below.

Figure 7-3 Final Settlement Statement

The following fields are available on the Final Settlement Statement report form:

Field Description

Use Template Browse to select the template file based on which the report will be printed.

From /To Employee Select a range of employees for whom you want to print the report.


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From /To Date Select the date (termination date) range for which you want to print the report.


Button Description



Final Settlement Statement’s sample layout is shown below:


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Figure 7-4 Final Settlement Statement


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8 Setup Before you can use Gulf Utilities for Payroll functions, you need to define application initial settings. These are options, gratuity settings, earning/deduction sets, termination reasons and employees.

8.1 Options Gulf Utilities for Payroll consists of several modules that can be purchased separately. When you activate the application using the Data Activation icon in the Administrative Services, Gulf Utilities is activated, but you should still specify which modules of the application you want to use. Each module is purchased separately, and for each module you need a different activation code. You indicate which modules you want to use by selecting respective checkbox in the Options form. You need to select the checkbox for a module in the Options before the features of that module become available. For example, if you want to calculate gratuity, you need to select the Gratuity Calculator checkbox in the Options. The following figure shows an example of the Options screen, Activate tab.

Figure 8-1 Options –Activate

The following fields are available on the Options form Activate tab:

Field Description

Activate The following modules are available to activate:

All

Gratuity Calculator

End of Service

Leave Management

Document Management

The following figure shows an example of the Options screen, Numbering tab.


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8-2 Options - Numbering

The following fields are available on the Options form, Numbering tab:

Field Description

Document Numbers Define the Length, Prefix and Next Number to assign to Leaves and Payroll Timecards created by GG. Leave number includes a prefix (up to 6 letters) followed by a sequence number, maximum length not exceeding 22 symbols including prefix. Timecard number includes a prefix (up to 2 letters) followed by a sequence number, maximum length not exceeding 6 symbols, including prefix. The prefix you assign must be unique. You can change these prefixes and next numbers any time.

Next Leave Posting Sequence

This field shows the next sequential number to be assigned to posted leave.

Each module can be used in the trial period (normally 30 days). Once the trial period expires, you need to enter an activation code to continue using the module. You can deactivate the modules any time; you can activate the modules again, if the trial period has not expired, or if you have an activation code for the module. When the Options settings are saved the first time, Gulf Utilities creates the G/L Source Codes to be used when posting gratuity to Sage Accpac General Ledger. The following buttons are available on the Options form:

Button Description

Save Saves the Options settings.


8.2 Gratuity Settings Gratuity Settings are used to define the default gratuity calculation settings for both Limited and Unlimited contract types, as well as various gratuity rates for resigning and terminating employees. The settings can optionally be overridden on employee-by-employee bases. These settings need to be defined for the Gratuity Calculator module. To define the company wide default Gratuity Settings:


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1. Specify the maximum number of months’ salary up to which the calculated gratuity amount is paid to employee in whole. Gratuity paid is the calculated amount or the total salary for the specified number of months, whichever is smaller.

Example: According to the UAE labour law, the maximum gratuity payable to an employee cannot exceed his/her basic salary for 24 months. Type 24 in the “Maximum gratuity payable must be no more than” box. If an employee works for 20 years, and his/her basic salary at the time of leaving is AED 5000.00, and the calculated gratuity is AED 150,000.00, the gratuity payable is AED 120,000.00 ( AED 5,000.00 x 24 months).

2. Choose the Unlimited tab to define gratuity settings in the Termination and Resignation grids for employees with unlimited contract type.

Once the gratuity calculation settings are specified for unlimited contract type, select the Limited tab to define gratuity settings for employees with Limited contract type.

3. In the Terminate table, enter number of days for different range of service years. This information is used when running Calculate Gratuity and when terminating an employee using End of Service function.

4. Select Use Historical Dates option for Terminate table, if you want system to calculate gratuity for each service period comprising year, using Number of Days defined specifically for that year, rather than applying number of days defined for the last year to all years in the service period.

Example: A company counts zero days for the first year, 14 days for the second and third years. For an employee who works for the company for 2 years, gratuity is calculated for 14 days if the “Use historical gratuity dates” checkbox is selected, and 28 days if the checkbox is not selected.

5. In the Resign table, enter the rate of the calculated gratuity that must be accounted for different range of service years. This information is used only when resigning an employee using End of Service function.

6. Select Use Historical Dates option for Resign table, if, for each service year, you want system to apply gratuity rate defined specifically for that year, rather than applying the rate defined for the last year to all years in the service period.

7. After you have saved your settings, you can always come back and modify any of the Gratuity Settings. Modifications do not have any backward effect, they only affect new processings.

The following figure shows an example of the Gratuity Settings setup screen:


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Figure 8-3 Gratuity Settings

The following fields are available on the Gratuity Settings form:

Field Description

Maximum gratuity Type the number of months of basic salary to be considered as maximum gratuity payable.

Terminate Year From/To

Enter the range of years. For example, if you want to calculate gratuity for employees who worked with the company between 2 and 5 years, enter 2 in Year From column and 5 in Year To. Year From must be equal to Year To in the previous line (if any). Year To cannot be less than or equal to the Year From in the same line.

Termination – No. of days

Enter number of days of gratuity counted per year. For example, if you enter 21, then 21 days’ salary per year will be calculated as gratuity. Gratuity calculations are always based on the current salary amount.

Termination – Use Historical Gratuity dates

If the “Use historical gratuity dates” checkbox is selected, gratuity is calculated based on the history of days as specified in the terminate table.

Resignation – Year From / To

Enter the range of years. For example, if you want to restrict gratuity for employees who resign before completing 3 years of service, enter 0 in Year From column and 3 in Year To. Year From must be equal to Year To in the previous line (if any). Year To cannot be less than or equal to the Year From in the same line.

Resignation – % of Gratuity

Enter the percent of gratuity that is paid if an employee resigns. For example, you can specify that if employee resigns before completing 3 year, he/she should receive only one third of gratuity he/she would have been eligible for in case of termination. If an employee resigns, but the resignation grid has no record for the employee’s service period, the system does not account any gratuity for him/her.


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Resignation – Use Historical Gratuity dates

If the “Use historical gratuity dates” checkbox is selected, gratuity is calculated based on the history of rates as specified in the resignation table.

The following buttons are available on the Gratuity Settings form:

Button Description

Save Saves the changes


It is User's responsibility to define Gratuity Settings in accordance with the law and official regulations.

8.3 Earning and Deduction Sets Earning and Deduction Sets are used to group earning and deduction codes used in the program to retrieve employee’s current salary and to post End of Service payable amounts. You must define at least one earning/deduction set before adding employees to Gulf Utilities for Payroll application. You do not create new earning/deductions in Gulf Utilities for Payroll, instead earnings and deductions (like basic salary, allowances, etc.) defined in Payroll module of Accpac are used. You must assign all earnings/deductions used in the set to the appropriate employees beforehand. There are some limitations on Payroll earning and deduction codes to be used by Gulf Utilities for Payroll application. Earning codes used by the Gratuity Calculator application must be defined with “Salary and Wages” type and Employee Calculation Method either must be to flat or fixed. Gulf Utilities for Payroll application will also accept codes with category field set to “Benefits” and type set to “Cash”. Deductions (like petty cash, debit note and retention) must be of Flat Employee Calculation Method. Gratuity Calculator will reject all other categories. Earning and deduction codes “Frequency” field must be either monthly or daily. To add an Earning and Deduction set: 1. Type an identifying code and description for the Earning/Deduction Set. 2. Select earning codes that represent gratuity and basic salary of the employees. If you use different

Earning/Deduction codes for different employees, you need to define separate Earning/Deduction sets for each employee.

3. Select earning codes that represent various earnings and deductions applicable to employees.

Though only Gratuity and Basic Salary codes are mandatory you need to assign the appropriate earning and deduction codes before the End of Service processing, if you wish them appear in final settlement.

4. Select if the earnings/deductions is traceable in the Salary (Remuneration)Change report, by Selecting Yes in Track Changes column. Earning code defined for Basic Salary is always tracked in the Salary Change report.

5. Save your changes. After you have added Earning/Deduction set you can always revise all its settings, i.e. change the description, and all the earning/deduction codes assigned to the set, but you cannot change the code that identifies the Earning/Deduction set. Make an Earning/Deduction Set inactive, to prevent its further use in Employee records. You cannot make an Earning/Deduction set inactive, if it is assigned to an active employee.


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To delete an Earning/Deduction set:

1. Enter the code for the Earning/Deduction set, or select it from the Finder. 2. Choose the Delete button. You cannot delete an Earning/Deduction set, if it is assigned to an

employee record. The following figure shows an example of the Earning/Deduction Sets screen.

Figure 8-4 Earning and Deduction Sets

The following table describes fields in Earning and Deduction Sets in details:

Field Description

Earning/Deduction Set Any 8 symbols best describing the earning/deduction set.

Description Earning/deduction set description.

Last Maintained It is system-tracking date of the last saved change.

Inactive Turn a set inactive to prevent its use in employees’ records. You can make a set inactive only if it is not used in employee records. When inactive option is toggled, the session date of turning the set inactive is shown for your reference.

Basic Salary Select earning or benefit code used for basic salary. This is a mandatory field.

Gratuity Select Payroll earning or benefit code for accounting gratuity. This is not a mandatory field.

Earning/Deduction Define any other earning deduction codes whose amount changes you want to track. .

Category Shows the Category of the selected Earning/Deduction.


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Description Shows description of the earning/deduction code as per Payroll settings.

Track Changes The available options are:

Yes

No Select Yes if you want to track the changes in the earning/deduction amount (entered from within Payroll) through Salary Change report.

Comments You can add any comments to the earning/deduction code assigned to the set.

The following buttons are available on the Earning and Deduction Sets form:

Button Description

Add/Save Adds, saves the Earning/Deduction set

Delete Deletes the Earning/Deduction set, if it is not used in any employee record


8.4 Employees Use Employees screen to add Payroll employees to Gulf Utilities for Payroll. Only Employees defined in this form are considered in gratuity calculations. You can define gratuity accounts, view current and previous salaries, enter unpaid leaves of the employee (if Leave Management is not active for the company, otherwise it is updated automatically). In addition, Gulf Utilities for Payroll allows overriding default gratuity settings for individual employees. To modify information of any employee, select the employee code in the finder make required changed and Save. To define a new employee: 1. To select the employee number, click the Finder located to the right of the box or type the employee

number and press Tab. The Finder window displays all active and inactive employees from the Payroll. If the selected employee is already defined in Gulf Utilities for Payroll application, employee’s details are shown. Otherwise, details are empty and you have to fill in the necessary information.

When defining a new employee the employee name, joining date, status (active or inactive) and current basic salary fields are initialized from the Payroll. Later on, all the information that appears on this form is retrieved from the Gulf Utilities for Payroll database.

2. Select the gratuity liability G/L account and gratuity expense G/L account numbers, click the finder

located to the right of the relevant box or type the G/L account numbers and press Tab. The Finder window displays G/L account numbers from the G/L module. The G/L account names appear automatically. User is responsible for selecting proper Gratuity Liability and Gratuity Expense accounts.

The selected account numbers must be active. The application does not allow selecting the same G/L account number for both accounts.

3. Select the Override Gratuity Settings checkbox if you need to override the default gratuity settings.

The Gratuity Settings button becomes enabled and you can modify the default gratuity settings. New settings are used only for this employee. If the Override Gratuity Settings checkbox is not selected, default settings are used when calculating gratuity.

The following figure shows an example of the Employees form.


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Figure 8-5 Employees

The following fields are available on the Employees form:

Field Description

Employee Number Employee number as it is defined in Payroll

Joining Date Employee joining date as per Payroll

Termination Date If employee is terminated this field shows the termination date entered in End of Service form.

Previous Basic Salary If salary of the employee was changed, the previous salary amount is shown. This field is updated when running Calculate Gratuity.

Current Basic Salary The most recent salary of the employee as per Payroll. First, this field is populated when Earning/Deduction set is selected, then during each Gratuity Calculation.


The most recent date as of which gratuity is calculated for the employee.

Current Salary Effective Date

The Windows system date when current salary shown on the form is recorded in Gulf Utilities for Payroll. System checks for salary changes during Calculate Gratuity processing.

Contract Type The available options are:

Limited

Unlimited

Override Gratuity Settings

Select this option to define specific terms for gratuity calculations for the selected employee.

Earning/Deduction Set Select any Earning/Deduction set defined in setup.

Gratuity Liability G/L account for accounting gratuity liability. If you change this account for employee, who already has gratuity liability accounted in General Ledger, then you need to manually transfer the amount posted from previous account to the current one.

Gratuity Expense G/L account for gratuity provision. If you change this account for employee, who already has gratuity expense accounted in General Ledger, then you need to manually transfer the amount posted from previous account to the current one.

Total Unpaid Leaves The number of days employee was in unpaid leave, total for whole service


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period. If you have not activated Leave Management module you need to manually enter the number of days the employee was in unpaid leave. Otherwise Leave Management will update it automatically

The following buttons are available on the Employees form:

Button Description

Add/Save Adds, saves the employee

Delete Deletes the employee, delete does not remove the original employee record in Payroll.

Gratuity Settings… Pops up a Gratuity Settings form. Settings defined from within this form override the settings defined in Setup for the selected Employee. This button becomes enabled only when Override Gratuity Settings option is selected.


8.5 Document Fields Document Fields screen is used to define new document fields and modify the existing ones. This is the first step when setting up the Document Management module. To add a document field: 1. Select Document Fields icon from Setup folder of your Documents Management module. 2. Define a code (up to 12 characters) for the field. In addition, type description (up to 60 characters)

for the code. 3. Select a type from the drop-down list in the Type field. The available choices are Text (length – 127

symbols), Amount (length – 9 digits and 5 points decimals) and Date. 4. Enter the values and value descriptions for the field. Note that you can enter as many values as you

wish for each field. The values you enter depend on the Type you choose. For example, if you chose Date as the type, then the values can only be dates.

5. Select Add/Save button to create new fields in Document Management or apply your changes to the existing ones.

Note that you cannot modify the document field type, once the field is added. The number of document fields you create is not limited. To delete a document field: 1. Select the Document Fields icon from the Setup folder. 2. Select the field you wish to remove. 3. Press Delete key on your keyboard. Note that you cannot delete a document field that is used in a

document type or any employee document. The following figure shows an example of the Document Fields screen.


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Figure 8-6 Document Fields - Setup

The following fields are available on the Document Fields form:

Field Description

Document Field Document field code that is used to identify the field in the document type and Employee documents.

Description The description entered in this form is shown in other screens and reports along with the field code.

Type The available options are:

Text

Amount

Date

Values You can enter values for this field in the grid. If values exist for a field, then they are available in a finder when entering employee documents.

The following buttons are available on the Document Fields form:

Button Description

Add/Save Adds, saves document fields related information


8.6 Document Types Document Types screen is used to define new document types and modify the existing ones. You can also assign optional document fields to the document types. These document fields can be used to record any additional information with the employee documents. To add a document type: 1. Select the Document Types icon from the Setup folder. 2. For each document type, enter a unique code, up to twelve characters, a description for the code, and

optionally a list of document fields.


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You can define as many document types as you need to represent the various documents used in your company. You can change the document type description, and the list of document fields in a document type, but you cannot change the code that identifies the document type. Select force expiry for a document types that have expiry date. This option will ensure you do not miss expiry date of the document in Employee Documents form. You can make a document type inactive to prevent its further use in Employee Documents. Inactive document types cannot be selected in new Employee Documents records. However, they can be used fully on those employee document records where they are already assigned. To delete a document type: 1. Enter the code for the document type, or select it from the Finder. 2. Choose the Delete button. You cannot delete a document type if it is assigned to an employee record

or a document set. The following figure shows an example of the Document Types screen.

Figure 8-7 Document Types

The following fields are available on the Document Types form:

Field Description

Document Type A code to identify the document type in the document set and Employee documents.

Description Description of the document type

Last Maintained The system date of last update

Force Expiry Select this option to make the expiry date for the document type mandatory in employee documents.

Inactive Set a document type inactive any time you wish to forbid its further use in employee documents. When a document type is set inactive, the session date when it turns inactive is shown next.


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Document Field Select any of the predefined document fields.

Description Enter a field description.

Mandatory The available options are:

Yes

No The default value is No. Double-click the field to set it to Yes. If a field is marked as Mandatory then it cannot be left blank, but can be removed from the document type in the Employee Documents form.

The following buttons are available on the Document Types form:

Button Description

Add/Save Adds a new document type or Saves changes to the existing one.

Delete Deletes the selected document type. You cannot remove a document type that is used in an employee record.


8.7 Document Sets Document Sets screen is used to define new document sets and modify the existing ones. Documents Sets are used in employee records to group similar documents for easy access. In addition, you can print document reports to find out missing documents. Thus, document sets ensure systematic storage of employee documents, and act as a checklist to assist in keeping complete employee record is the system. Document sets are quite flexible to customize the list of documents applicable for each employee. You must define at least one document set before entering employee documents. To add a document set: 1. Select the Document Sets icon from the Setup folder. 2. For each document set, enter a unique code, up to twelve characters, a description for the code, and

the list of document types in the set. You can save a set without any document types assigned to it. You can define as many document sets as you need to represent the various document groups used in your company. You can change the description, and the list of document types in a set, but you cannot change the code that identifies the document set. Make a document set inactive, to prevent its further use in Employee Documents. However, you can print, view and modify document types of the document set in the Employee records, if you made it inactive after you assigned it to an employee. To delete a document set: 1. Enter the code for the document set, or select it from the Finder. 2. Click the Delete button. You cannot delete a document set if it is assigned to an employee record. The following figure shows an example of the Document Sets screen.


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Figure 8-8 Document Sets

The following fields are available on the Document Sets form:

Field Description

Document Set A code to identify the document set in Employee Documents.

Description The description of the document set.

Last Maintained System date of the last update

Inactive Set a document set inactive any time you wish to forbid its further use in employee documents. When a document set is set to inactive, the system date is shown next.

Document Type Type or select from the finder any document type codes defined previously.

Description Description of the selected document type is shown in this field.

Required The available options are:

Yes

No The default value is No, double-click the field to turn Required to Yes. If a document type is marked as required in a set, you can use the Employee Documents report to print the list of missing documents for an employee. The system does not apply any restriction to adding/removing document types from a set while entering employee documents.

The following buttons are available on the Document Sets form:

Button Description

Add/Save Adds a new document set or saves the changes to an existing one.

Delete Deletes the selected document set. You cannot remove a document set that is used in an employee record.



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9 Setup Reports Setup reports represent paper view of the all setup parameters defined in the system. You can access setup reports by selecting Print under File menu in the appropriate setup parameter’s screen, or from within Setup Reports folder on the application desktop.

9.1 Options The Options report lists the options selected in the Options form to specify which modules of Gulf Utilities for Payroll can operate for the company. An example of the Options report form is shown below.

Figure 9-1 Options Report


The following is an example of the Options report.

Figure 9-2 Options Report Layout

The following fields are included on the Options report:

Button Description




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Field Description

Activate Shows which Gulf Utilities for Payroll modules are activated. The available modules are:

Gratuity Calculator

End of Service

Leave Management

Document Management

Numbering Leave and Timecard numbering options, including length, prefix, and next number

Next Leave Posting Sequence

The next sequence number to be assigned to next leave posting

9.2 Gratuity Settings The Gratuity Setting report prints the gratuity days and other gratuity calculation options, defined for the company An example of the Gratuity Settings report form is shown below.

Figure 9-3 Gratuity Settings Report


The following is an example of the Gratuity Settings report.

Button Description




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Figure 9-4 Gratuity Settings Report Layout

The following fields are included on the Gratuity Settings report:

Field Description

Maximum gratuity The maximum number of months of basic salary to be considered for gratuity.

Terminate Year From/To

For limited and unlimited contract employees, shows the year range for which gratuity days are defined.

Termination – No. of days

Number of gratuity days per year employee earns if the service period lays between the appropriate From/To Years.

Termination – Use Historical Gratuity dates

The available values are Yes and No.

Resignation – Year From / To

For limited and unlimited contact employees, shows the year range for which the resignation percentage applies.

Resignation – % of Gratuity

The percentage of gratuity payable to employee if resigned.

Resignation – Use Historical Gratuity dates

The available values are Yes and No.

9.3 Earning and Deduction Sets Earning and Deduction Sets report lists all the sets defined in the Gulf Utilities for Payroll Setup. An example of the Earning and Deduction Sets report form is shown below.


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Figure 9-5 Earning/Deduction Sets Report

The following fields are available on the Earning/Deduction Sets report form:

Field Description

From/ To Earning/Deduction Set

Define the Earning/Deduction Set range for which you want to print the report.


The following is an example of the Earning/Deduction Sets report.

Figure 9-6 Earning/Deduction Sets Report Layout

The following fields are available on the Earning and Deduction Sets report:

Field Description

Earning/Deduction Set Earning/deduction set code

Description Earning/deduction set description.

Last Maintained The date of the last saved change.

Status The available values are:

Active

Inactive

Basic Salary Earning code used for basic salary.

Gratuity Earning or benefit code for gratuity.

Earning/Deduction Other earning/deduction codes assigned to the set.

Category The Category of the earning/deduction.

Description Description of the earning/deduction code as per Payroll.

Track Changes The available values are:

Button Description




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Yes

No

Comments Any comments added to the earning/deduction code.

9.4 Employees The Employees report lists all employees added to the Gulf Utilities for Payroll, and for whom you can calculate gratuity. An example of the Employees report form is shown below.

Figure 9-7 Employees Report Layout

The following fields are available on the Employees report form:

Field Description

From/ To Employee Define the employee range for which you want to print the report.


The following is an example of the Employees report.

Button Description




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Figure 9-8 Employees Report Layout

The following fields are included on the Employees report:

Field Description

Employee Number Employee number

Joining Date Employee joining date as per Payroll

Termination Date The termination date for terminated employees

Previous Salary The previous salary amount in payroll currency

Current Salary The current salary, as of the date of the last gratuity calculation.


The date of the most recent gratuity calculation for the employee.

Current Salary Effective Date

The Windows system date when the current salary is recorded in Gulf Utilities for Payroll. System checks for salary changes during Calculate Gratuity processing only.

Contract Type The available values are:

Limited

Unlimited

Override Gratuity Settings

If this field shows “Yes”, then gratuity settings section is printed to show the employee specific gratuity calculation methods.

Earning/Deduction Set Earning/Deduction set assigned to the employee.

Gratuity Liability G/L Account

G/L account for accounting gratuity liability

Gratuity Expenses G/L Account

G/L account for gratuity provision.

Total Unpaid Leaves Number of unpaid leaves of the employee.


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9.5 Document Fields Report The Document Fields report lists the fields defined for your company's documents. You should print this report after you add, change, or delete document fields. An example of the Document Fields report form is shown below.

Figure 9-9 Document Fields report

The following fields are available on the Document Fields report form:

Field Description

From/ To Document Field Define the field range for which you want to print the report.


The following is an example of the Document Fields report.

Button Description




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Figure 9-10 Document Fields Report Layout

The following fields are included on the Document Fields report:

Field Description

Document Field Document field code that is used to identify the field.

Description The description of the code.

Type The field type selected in Setup.

Value Values associated with the field are listed in this column.

Description Description entered with each of the values is shown next.

9.6 Document Types Report The Document Types report lists the document types defined in the application. You should print this report after you add, change, or delete document types. An example of the Document Types report form is shown below.

Figure 9-11 Document Types Report

The following fields are available on the Document Types report form:


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Field Description

From/ To Document Type Define the document type range for which you want to print the report.


The following is an example of the Document Types report.

Figure 9-12 Document Types Report Layout

The following fields are included on the Document Types report:

Field Description

Document Type The code identifying the document type

Description The description entered along with the code.

Inactive On This field shows the date when the document set is selected as inactive. For active document sets, this field is blank.

Field Name List of fields associated with the document type.

Description Description of the fields is shown next.

Mandatory This field shows whether the field is mandatory.

9.7 Document Sets Report The Document Sets report lists the document sets defined in your Setup. You should print this report after you add, change, or delete the document sets. An example of the Document Sets report form is shown below.

Figure 9-13 Document Sets report

Button Description




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The following fields are available on the Document Sets report form:

Field Description

From/ To Document Set Define the document set range for which you want to print the report.


The following is an example of the Document Sets report.

Figure 9-14 Document Sets Report Layout

The following fields are included on the Document Sets report:

Field Description

Document Set This field shows the document set code defined in setup.

Description This field shows the description entered with the code.

Inactive On This field shows the date when the document set is selected as inactive. For active document sets, this field is blank.

Document Type This column lists all the document types assigned to the set.

Description The appropriate description of the document type is shown in this field.

9.8 Activity Log Report Use activity log report to view what transactions were performed by specific users on a specific date &time. You can access the Activity Log Report icon from the Setup Reports folder, on the Application Desktop. The following activities with their details can be tracked using the Activity Log Report.

Button Description




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Module Include Options Activity Details

Gratuity Calculator

Gratuity Processing Gratuity Calculation Processed

Gratuity Calculation Posted

Gratuity Calculation Deleted

Run Number : <Run Number> As of: <Calculate as of Date>

Gratuity Settings Gratuity Settings Modified

N/A

Earning/Deduction Sets

Earning/Deduction Set Added

Earning/Deduction Set Modified

Earning/Deduction Set Deleted

<Earning/Deduction code, description.>

Employees Employee Added

Employee Modified

Employee Deleted

<Employee Number, Name>

Document Management

Document Fields Document Field Added

Document Field Modified

Document Field Deleted

<Document Field code, description.>

Document Types Document Type Added

Document Type Modified

Document Type Deleted

<Document Type code, description.>

Document Sets Document Set Added

Document Set Modified

Document Set Deleted

<Document Set code, description.>

Employee Documents

Employee Document Added

Employee Document Modified

Employee Document Deleted

<Employee number, name.>

End of Service End of Service Processing

End of Service Processed

End of Service Posted

End of Service Deleted

For employee: <employee number, name>

Leave Management

Leaves Leave Added

Leave Modified

Leave Deleted

Leave Posted

Leave Number: <Leave Sequence Number>


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To print the report: 1. Select the Gulf Utilities for Payroll module for which activities will be printed. 2. Select the operations to be included in the report. 3. Type in From/To dates for which you want to view the log or select required dates from the

calendar. 4. Type the From/To Used IDs for which you want to view the log or select required users from the

finder. 5. Select sorting options. Sort the logs by log date, user or activity. 6. Click the Print button. An example of the Activity Log report form is shown below.

Figure 9-15 Activity Log Report

The following fields are available on the Activity Log report form:

Field Description

Module Select one of the active modules:

Gratuity Calculator

End of Service

Document Management

Include Select activities to be included in the report. For each module its specific activities are available. When selecting to include all forms’ activities, the remaining options are checked and disabled. Only after All is unchecked the other options become enabled.

Log Date From/ To

Select the system date range for which you want to view the log.

User ID From/ To

Select the range of users, whose activities are to be included on the report.


Log Date

User ID

Activity



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Activity Log Report’s sample layout is shown below:

Figure 6.15-Activity Log Report Layout

The following fields are included on the Activity Log Report:

Field Description

Date System date of the activity.

Time System time of the activity.

User User ID that performed the activity.

Activity The activity’s description.

Details Details of the activity.

Button Description




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10 Accounting Interface

10.1 Gratuity Calculator Gratuity Calculator uses Earnings/Deductions and Employees already defined in Payroll, hence you first need to create the required records in Accpac, and then proceed to Gulf Utilities for Payroll setup.

10.1.1 Earning and Deduction Codes

All earning and deduction codes used in the Gratuity Calculator (like basic salary, allowances, etc.) must be defined and assigned to employees in Accpac Payroll beforehand. Gratuity Calculator groups the earnings/deductions in a set, which in turn can be assigned to an employee. The following table illustrates criteria that earnings/deductions must meet in order to be used in the G/G Earning and Deduction Sets.

G/G Earning/ Deduction Set field

Category Type Calculation Method

Frequency

Basic Salary & Gratuity Earning Salary & Wages Flat or Fixed* Daily or Monthly Benefit Cash

Other earnings/deductions

Earning Salary & Wages

Benefit Cash

Deduction N/A Flat

* Fixed calculation method is not recommended for basic salary, if you also use G/G Leave Management. Amount of earnings with fixed calculation method cannot be adjusted through U/P Timecards.

10.1.2 Employees

The employee information is originally read from Accpac at the time of adding a new employee to Gratuity Calculator. The employee finder on the Employee setup screen lists all employees defined in Accpac Payroll. You can navigate through the employee records saved in Gratuity Calculator, using navigation buttons. Employee earning/deduction amounts in Gratuity Calculator are being updated each time you calculate gratuity. You can print Salary Change report to review employees earning/deduction amounts change history.

10.1.3 Posting Gratuity to General Ledger

Each gratuity posting creates one batch in General Ledger, with one or two entries. Two entries are created if company has previously accounted gratuity liability for the employees for which gratuity is currently being posted. Gratuity Calculator first reverses the employees’ previous postings, and then records the current gratuity amounts calculated for the employees. The Liability and Expense accounts defined in Employee records are used to record or reverse the gratuity amount. If you change these accounts for the employee, who has gratuity posted, you need to manually adjust G/L accounts previously used. During reversal Gratuity Calculator credits expense and debits liability accounts currently defined in G/G Employees with the previous gratuity posted amount. During current gratuity posting Gratuity Calculator credits liability and debits expense accounts currently defined in G/G Employees with the current gratuity calculated amount. Gratuity posting entry details are consolidated by G/L Account, while reversing entry details are consolidated by G/L Accounts and the run number, of the gratuity calculation being reversed.


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The following table shows information posted to G/L Journal Entry by G/G Calculate Gratuity function.

G/L Journal Entry field Information sent to G/L Journal Entry field

Batch number New batch number is generated for each post

Batch Description G/G Generated Batch - <session date of the posting >

Entry Number If there is gratuity to be reversed, first entry reverses the previous postings, and the second entry records current gratuity amount.

Entry Description Reversing entry: Calculate Gratuity - Reversed Gratuity Recording entry: Calculate Gratuity - Calculated Gratuity

Date Calculate as of Date of the calculation posted.

Year- Period The appropriate fiscal year period of the entry date.

Source code Reversing entry: GG-RV Recording entry: GG-CG

Detail Description Reversing entry: “Calculated as of <calculation date>-Run Number <the appropriate run number>” Recording entry: “Gratuity Related Liability” for liability accounts and “Gratuity Related Expense” for expense accounts.

Account The expense and liability accounts defined in G/G Employees.

Currency The currency selected in Payroll Options.

Source Debit/Credit Reversing entry: Liability account is debited with the employees’ previous gratuity amount in payroll currency and expense account is credited with the same amount. Recording entry: Liability account is credited with the employees’ current gratuity amount in payroll currency and expense account is debited with the same amount.

Rate Type If payroll currency differs from company functional currency, then rate type entered in the G/G Calculate Gratuity form is shown here.

Rate Date If payroll currency differs from company functional currency, then rate date entered in the G/G Calculate Gratuity form is shown here.

Rate Rate is calculated according to the functional and source amounts, to avoid unbalanced entries due to rounding differences.

Functional Debit/Credit Reversing entry: Liability account is debited with the employees’ previous gratuity amount in functional currency and expense account is credited with the same amount. Recording entry: Liability account is credited with the employees’ current gratuity amount in functional currency and expense account is debited with the same amount.

10.2 End of Service

10.2.1 Posting End of Service Manual Checks to Payroll

Posting the End of Service creates Manual Check transaction in Payroll, with details of the employee’s final settlement. If you have Gratuity Calculator active for the company, gratuity for the terminated employee can be calculated and posted as part of the End of Service process. The system calculates gratuity if: 1. Gratuity Calculator is active and 2. Employee is active and 3. Gratuity code defined in employee’s Earning/Deduction Set is available in the EOS details. The system reverses the previous gratuity postings in General Ledger if: 1. There is gratuity previously posted to General Ledger for the employee and


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2. Gratuity is calculated during EOS processing. Even if the gratuity detail line is deleted from EOS details before posting, the previous gratuity posting is reversed from G/L after EOS post. Gratuity Calculator removes the calculation record only if EOS process results are deleted. If only gratuity line is deleted from EOS details, the system zeros the gratuity amount, so that the last calculation will not affect reports, and previous gratuity posting is reversed.

The following table lists the fields posted to U/P Manual Check during EOS posting:

U/P Manual Check field Information posted by EOS

Employee The terminated employee

Print Check Toggle the print check option

Period Start Date The next day of the employee’s last payroll date

Period End Date Termination date

Check Date Check date as it is selected in the EOS form

Description G/G Generated – [Posting Date]

Times Late 0

Active Yes

Job Related No

Earning/Deduction All the earnings/deductions listed in the EOS details

Type The default types

Date blank

Hours Value of the Hours field in the EOS details

Pieces/Sales/Base Skip

Rate/Amt/Pct Skip

Extended Amount Value of the Extended Amount field in the EOS details

The program posts manual checks with positive Gross Pay and positive or negative Net Pay. If all earnings and deductions in EOS details are zero then you get a message that no manual check was posted to Payroll, as there is no amount to post. If sum of all earnings, accruals, advances and benefits in EOS details are less than sum of all deductions, then the program shows an error message and asks you to clear up the deductions and then try to terminate the employee again. If there are non-zero values for earnings in EOS Details, but Gross Pay in the manual check (sum of all earnings) is zero or negative, you get an error from Sage Accpac "Gross Pay should be greater than zero" and End of Service is not posted.

10.3 Leave Management

10.3.1 Recommended Settings in Payroll for Leave Management

The following is the list of recommended setting for each type of earning/deduction used in the system: Category: Earning Type: Salary & Wages Employee Calc. Method: Flat Frequency: Employee Pay Frequency Category: Accrual Type: Vacation/Sick Employee Calc. Method: Hours per Frequency Frequency: Employee Pay frequency

mk:@MSITStore:C:/Program%20Files/Sage%20Software/Sage%20Accpac/HELP/UP55AENG.chm::/CP_proc/F_tc_earnded_erate.htm


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10.3.2 Posting Leave Timecards

When posting a leave, Gulf Utilities for Payroll Leave Management creates one or more timecards in Payroll to adjust the employee payroll for the next Calculate Payroll processing. Employee payable amounts are always adjusted through timecards, but payment is made either through Payroll system generated check, if Pay in Advance is not selected, or through Manual Check, if Pay in Advance is selected. If leave period covers more than one employee pay period, one timecard for each period is created. The following table lists the fields posted to Payroll Timecards:

U/P Timecard field G/G Leave Management Leaves field

Employee Employee

Timecard Next available timecard number

Reuse Timecard No

Pay Period End Date Pay Period End Date

Timecard Description Posting Sequence

Times Late 0

Active Yes

Print a Separate Check No

Overtime Override No

Job Related No

Earning/Deduction If Pay in Advance is not selected, then following detail lines are posted: one for Accrual and leave pay, the others for Earnings/Deductions in the leave details, and payable amount, excluding pay for leave days.

Type Accrual detail line: Type (Payment /Accrual)

Date If leave lasts no more than one working day, then leave start or end date is posted to this field for accrual’s detail line. In all other cases this field is blank.

Start Time /Stop Time If leave lasts one day, then leave start and end hours are posted to these fields for accrual’s detail line. In all other cases these fields are left blank.

Hours Accrual detail line: Employee regular hours per day * Leave days Earnings detail line: Employee regular hours per day * (Number of days in pay frequency - leave days) Deductions and benefit: N/A

Days Worked N/A

Pieces/Sales/Base N/A

Rate/Amount/Percent Accrual detail line: Total Leave Pay Amount in payroll currency, if not paid in advance, for advance paid leaves, no line for accrual is created. Earning/Deduction detail line:

a) if timecard is a newly added one i. if leave is paid in advance, earning/deduction amount for

days after leave end to the pay period end dates, ii. if leave is not paid in advance, earning/deduction

amount for number of days in pay frequency excluding leave days.

b) if timecard is to be updated i. if leave is paid in advance, earning/deduction amount, is

the amount for all the days in the period that are paid by manual check with negative sign and one more earning deduction line for days after leave end to the pay period end dates with appropriate amount,

ii. if leave is not paid in advance, earning/deduction amount is a deduction of regular pay for the number of leave days.



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10.3.3 Posting Leave Manual Checks

If Pay in Advance option is selected for the leave, then employee is paid through a Payroll Manual Check. Salary due at the time of leave start date and leave pay for the leave days both are posted to manual check. The following table lists the fields posted to Payroll Manual Check:

Manual Check field G/G Leave Management Leaves field

Employee Employee

Print Check This option is selected.

Period Start Date The next day of the employee’s last payroll date

Period End Date Leave End Date

Check Date Session date of the posting

Description Posting Sequence

Times Late 0

Active Yes

Job Related No

Earning/Deduction Accrual detail line: Leave accrual code Earning/Deduction detail line: Earning/Deduction code, if available.

Type Accrual detail line: Payment Earning detail line: Regular Other: N/A

Date If leave lasts one day, then leave start or end date is posted to this field for accrual’s detail line; in all other cases this field is left blank.

Hours Accrual detail line: Employee regular hours per day * Leave days Earnings detail line: Employee regular hours per day * Number of days from employee last payroll to leave start date. Deductions and benefits: N/A

Pieces/Sales/Base Skip

Rate/Amt/Pct Skip

Extended Amount Accrual detail line: Leave Amount in payroll currency. Earning/Deduction detail line: earning/deduction amount for number of days from employee last payroll to leave start date.
