Adding a new employee into Cashbook's payroll

Adding a New Employee into Cashbook's Payroll

Cashbook Platinum

Before adding a new employee get him/her to:

fill in a Tax File Number Declaration form and return it to you. Order this form from the ATO website: Tax file number declaration
fill in a Superannuation (Super) Standard Choice Form and return it to you. Obtain this form from the ATO website: Superannuation (super) standard choice form

You will need the information provided in the above forms in front of you when entering the details into Cashbook.

Step 1: To Add an Employee

Click on the Payroll toolbar icon
If this is the first time using the Payroll system, the following messages may appear:
- Click Yes to Confirm message:

Click OK to the Information message:

Note: Downloading the latest Tax Scales means that Cashbook can automatically calculate how much tax to withhold from payments you make to your employees.

Step 2: Enter Employee Personal Details

Click Add Employee

ii. In the Wages Record / Employee Details window, fill in the employee details.

For example:

iii. Tick the Add Pay Transactions to Cashbook checkbox to automatically enter pays into the cashbook

Ensure you setup all wages and superannuation accounts for payroll correctly in the Chart of Accounts. Click on the following link for step-by-step instructions: Accounts needed when adding an employee to Payroll.

Note: There is the option to allocate the wages and super expense for a particular employee to a particular Enterprise

iv. Click OK
v. Click OK to Error message: ' You must set a tax scale.' This will automatically take you to the Tax and Super window

Step 3: Enter Tax and Super details

Fill in all information provided to you by the new employee

For example:

ii. Click OK

Step 4: Enter in Applicable Pay Rates

In the Standard Pay tab section select:
- Pay Frequency - i.e. how often you are paying your new employee.(eg. weekly, fortnightly, etc.)
- Pay By - i.e. how you are paying your employee. (Cheque, Cash, EFT, etc.)

For example:

ii. Click on the Wages/Salary tab
iii. Click Add
iv. In the Add a new Wages/Salary Item window, enter wages/salary information for new employee

For example:

v. The Super checkbox should be automatically ticked as part of Pay Type setup
vi. The Taxable checkbox should be automatically ticked as part of Pay Type setup
vii. Tick one of the following Optional Cashbook Account options for pays to be automatically entered in cashbook records:
Include with wages, (select this option if you have already set up wages and super accounts in the Employee Details window) or
Allocate to a nominated cashbook account/enterprise
viii. Click OK to save

Still in Applicable Pay Rates:

Click on the Allowances tab
Click on the Deductions tab
For step-by-step instructions on setting up Allowances and Deductions, click on the following link: Allowances and Deduction in wages/salaries.

Step 5: Leave Records (Annual Leave, Sick or Personal Leave, Long Service Leave, Special Leave e.g. Time in Lieu)

For step-by-step instructions and understanding Leave Records setup, click on the following link: Employee Leave entries.

Step 6: Pays

Now you are ready to enter a pay for the employee

Click Add Pay
Enter the correct Pay For Period Ended date and Date Paid
Click Print Pay Slip
Click Yes to Confirm message: ' You must save any changes to this pay before the pay slip can be printed. Do you want to save the changes and print the pay slip?'
Click Yes to Information message: ' Do you want to add this pay into your cashbook?'
Click OK button to add the pay transaction into Cashbook
Click on print icon to print pay slip
Just click on OK if you do not wish to print the pay slip but just want to add this pay into Cashbook

An example of a pay transactions generated in Payroll, automatically added to Cashbook:

Example of a pay transaction for a particular employee, saved in Payroll:

Article ID 1611