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Payroll systems are critical components in today’s business world, when managing employees in any enterprise the simpler the process the more efficient the organisation. Quantum through a flexible “Masterfile” gives employers a tool that not only addresses comprehensively the details required for the statutory requirement but facilitates features to address many issues that assist the administration of a company, items such as:
- Personal Information
- Transaction History
- Financial Year
- Tax Year
- Custom Tables* to facilitate company specific items
- Pension Balances
- Document Link, (Word and Excel files etc)
- BIK itemiser & recalculation utility
- Contact Information
- Note fields
Clients currently use the custom table features to address attendance, absence, performance, entitlement, commission and review type functions.
Edit utilities allow users custom views of the Master file to facilitate speedy adjustments to data fields. Throughout Quantum Payroll there are features to assist users update essential fields with accuracy yet with minimum fuss.
Quantum offers a direct paypath facility whereby employee’s net pay is sent directly to their personal Bank accounts. A split net pay capability is also available, this means that net pay can be divided up and posted into many bank accounts. This would facilitate Court order or where Attachment of Earnings certificates have been served. Other obvious functions would be to facilitate savings schemes whereby the employee would dispatch amounts to a deposit account and manage the scheme themselves. Amounts can be set as a percentage or defined as specific values.
In addition, voluntary deductions may be paid on a period by period basis or on a monthly basis directly into the nominated bank account via a paypath file. This is beneficial to companies who would otherwise have to go through the cheque requisition process in order to pay VHI, Union, Savings schemes etc.
Integration is a fundamental requirement and established access points within Quantum allow users maximum flexibility, Quantum can be linked to a wide variety of systems, as you see from the flow chart, integration is often required for Personnel Systems, Time & Attendance Systems and Accounting Systems. Quantum has standard import routines for these functions. Using a query aspect the system can generate a user defined output file therefore synchronisation to other databases can be easily accommodated.
Should you have the Nominal module a Payroll journal can be created within Quantum! This file can be exported in either a CSV or flat ASCII integration file. Quantum has integrated with many Financial systems including, Sun Accounts, Pegasus, SAP R/3, Agresso , Open Accounts, Sage financials, Exchequer etc.
Other standard interfaces exist such as links to Cashless Canteen Systems for weekly deductions and various different time & attendance systems for hours worked. Indeed a standard timesheet import file allows hours, values and rates etc. to be imported directly to the timesheet.
A standard import routine is also available to accept files from the Revenue for tax credits and cut off details (P2C) along with routines for P45’s and P35 uplift.
For direct integration an option has been made available to link directly to the database structure within Quantum. A module called Quantum I/O (Input/Output Module) allows third parties to seamlessly integrate with routines to link databases.
Quantum provides for multiple pay frequencies – at record level, each employee is tied to a frequency of Weekly, Fortnightly, Bi Monthly, 4 Weekly, Monthly, Quarterly, Half Yearly or Annual. Where an employee is to move from Weekly to Monthly for example, then the system can effect such a change with the minimum of fuss.
Quantum offers a detailed 2 tier costing structure, which allows you to cost employees over a range of different cost areas. The system comes complete with a detailed set of costing reports that enable you to analyse costs right down to employee level. These reports may be tailored to suit each individual client’s requirements or alternatively may be analysed directly by Microsoft Excel.
Job Costing is obviously an important factor in controlling costs and with Quantum , you can cost hourly paid employees within a payroll period to multiple costing areas. All elements of cost will be proportionately applied to where the hours were worked. This is a useful feature for costing by project, product line, contract etc. Employee costing information can be either input directly by the operator or can be imported directly from a time & attendance system, time & billing system, project management system etc.
In addition to this an salaried employee’s may be apportioned on a percentage basis over a variety of different costing areas e.g. your administration/finance costs may be apportioned over all of the company’s cost areas.
An option is available to store all data, allowing users to report on the split costing information at any stage in the future.
Within Quantum, there is a detailed payslip history available which can be viewed through the timesheet. This has a few distinct advantages. Firstly the user can access a payslip, for any employee, for any period on screen. This means that old payslip files do not have to be drawn from storage. Likewise it’s useful for generating copy payslips if needed, but it is also useful when comparing this week with last week. Comparisons like this highlight dramatic changes in pay.
Please note the level of information available. Having a complete payslip history gives you a powerful reporting capability to enable clients’ maximum flexibility over an indefinite period. For example reports can be created to calculate Cost Reports, Back pay payments, Redundancy Payments or even Bonus payments.
Payslips & Electronic Payslips
Quantum has a large number of standard reports available to users with comprehensive print options. In addition options are readily available for any historical report to be re-issued that is viewed, printed, dispatched via email (PDF) or downloaded to MS Excel.
Ad hoc Report Writer
Quantum has an in built report writer whereby users can easily and quickly design their own specific reports. These reports can be saved and loaded at a later date, run time parameters can be set to give users period ranges and other variants such as employee, department and cost centre ranges. The user has full control on the report presentation, layout, fonts etc.
All reports have the capability of being exported to Excel or PDF.
Quantum Payroll provides a large range of payslip stationery that is compatible with laser, ink-jet and dot matrix printers. Pre-sealed security payslips, dual copy payslips and external postage quality payslips are all available ex-stock.
Should you wish to issue your employee’s with electronic payslips, then Quantum features the ability to generate and output payslips to email. Employees receive their payslip as a printable image (Adobe PDF) which can have PIN access codes.
Options are readily available for any historical payslip or indeed report to be re-issued and dispatched via email.
We show a copy of a laser payslip to show the level of information available to the employees.
Click for full versionThe payslip has been designed to ensure that all relevant information is present and is compliant with Revenue requirements. Details are available in relation to itemised pay and deduction values. The Year to date values for Credits and Cut off figures along with employer contributions of PRSI, insurable weeks and PRSI Band are also present. A note field is available to add a custom comment or a company announcement.
Quantum payslips are available in either the standard security format or can be personalised to meet your company’s requirements (e.g. Cheque Payslips, Company Logo etc.)
There are 2 types of timesheet available to the user, a standard type timesheet that has standard options such as sequential, access or random access. Sequential access has many options and sub options which allow the user to call up any entry sequence that they desire. All pay and deduction types are available to view and edit, therefore any parameters can be entered.
An Express timesheet option is also available whereby departments, cost centre groups or the entire payroll can be view in a spreadsheet format to allow easy keying of data. Standard timesheet imports can be made into both formats from Time & Attendance and Clock card systems. The timesheets can also be exported to Excel edited and re-imported if required.
Within the timesheet, the proposed payslip to be issued can be viewed. All previous periods’ payslips can also be viewed within the timesheet, this allows users compare previous payslips at a time when comparisons are of value. When viewing the current payslip a breakdown of the PAYE and PRSI calculation are available to view and can be printed should an employee wish to see how the calculation was made.
The supervisor can set up users and restrict access to certain payrolls and to certain functions within the payroll system. It is the Supervisor who defines users and determines access for them.
Revenue Online Services (ROS)
All reports and payslips within Quantum can be password enabled and emailed. All databases are encrypted for security.
Quantum is fully compatible with the newly introduced ROS electronic filing system. Monthly P30 information can be uploaded to ROS for immediate submission. Similarly, end of year P35 information can also be uploaded. For P45 submissions, rather than using the traditional manual form filling format, Quantum users can generate a P45 file at the end of a payroll cycle. This file can be uploaded instantly informing the Revenue Commissioners of all leavers in the current period, once the upload is complete local copies can downloaded and printed. Employers with high staff turnover find this particularly useful.
Quantum has an inbuilt migration utility which can import year to date balances along with standard data field content from standard systems such as *Sage Micropay, and *Sage Quickpay. This allows new clients commence with a payroll run in Quantum without the need to key in setup details.
End of Year Processing
* are registered trademarks of Sage Hibernia Ltd.
Quantum Payroll makes the End of Year (EOY) process simple, by allowing an operator to commence the new Tax year without closing the old year. Quantum installs programmes for each year, this means that each year looks effectively like a separate payroll thereby allowing reconciliation after commencement of the New Year. P60’s and P35 files will be available indefinitely and can be reproduced when required. All standard reports, Audit files, historical employees and data will also be available indefinitely.