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Entering year-to-date information


When you start using MYOB Payroll, you might need to enter your employees' historical pay information. This ensures you're up-to-date and ready to process your next pay.

But first, you'll need to consider the following:

Annual leave rateIf you want MYOB Payroll to calculate the correct annual leave rate, you'll need to enter the necessary historical information to calculate the average weekly earnings for the prior 12 months.
Annual leave anniversaryBefore you start using MYOB Payroll, decide if you'll use a common anniversary (used when a business has a compulsory shutdown period, e.g. two weeks over Christmas) or individual anniversaries (based on an employee's start date).

OK, let's step you through the required tasks.


1. Create a new Payroll
  1. From the Welcome screen click Create a new Payroll.

  2. Enter the name of the Payroll. Remember that the Tax Year End is always 31 March, but the year may be different.

  3. Set the current month to the month prior to processing live pays. This ensures the Employer Monthly Schedule (EMS) is correct and allows the entering of YTD information.
    If you choose to use the Pay-by-pay method, select March and set the tax year end to be the previous year.

  4. Click OK.

2. Enter Payroll Settings
  1. This information can be entered or changed after the Payroll has been created by going to the Tools menu and choosing Options. If you're using a common anniversary set this under the Leave tab.
  2. Click OK.
3. Set up Departments/Cost Centre (if required)

Some businesses use separate departments to track wage expenses and other employee information. If your business uses departments set these up as follows:

  1. Go to the Maintenance command centre and click Maintain Departments.
  2. Press F4 to add or go to the Edit menu and choose Add Department.
  3. Click Close when finished.
4. Set up employees
  1. Go to the Maintenance command centre and click Maintain Employees.
  2. Press F4 to add a new employee or go to the Edit menu and choose Add Employee.
  3. Enter a code.
    This is usually the first three letters of their surname followed by their first two initials, as this ensures reports are in alphabetical order. Numeric codes can be used, but include leading zeros to ensure the sort order is correct for example 001, 002 etc.
  4. Consider ticking the Copy the following information option. This option is very useful when adding subsequent employees who share similar information, saving you having to enter the same information twice. Any details can be changed once the employee is added.
    Click in the field and press F9 to select the employee you want to copy details from, then click OK.
  5. If you are using Departments, assign the employee to the correct department under the Employment Details tab. Enter their start date here as well.
  6. To add additional employees, repeat Step 4.
  7. When you finish, click Close..
5. Enter historical information

There are 2 ways to enter historical information.

For pays in the current payroll tax year actual pays can be recorded. These pays will show on all reports including IRD reports. Ensure that the correct date and PAYE period is used on each pay.

For pays prior to the current payroll tax year, go to the Tools menu, choose Enter History, then enter each pay separately. Information entered this way is only used for the calculation of the annual leave rate. It does not appear on the Employer Monthly schedule. It will appear on Period reports. This method can also be used to enter current year history if full reporting of this is not required in MYOB Payroll.

6. Update the PAYE period

You're now ready to enter the current payroll period and process real payroll details. To do this:

  1. Click the Current pay ended date on the bottom right hand side of the screen, and change it to the first day of the current pay period. Then press the Enter key.
  2. A message asks you to change the PAYE period. Click OK.
  3. When you are asked to print the Employer Monthly Schedule and IRD Remittance Advice, cancel these reports. You do not need to print them because this is not a real payroll.
7. Enter leave details

For this task you'll need the leave information from your previous payroll system.

  1. Go to the Maintenance command centre and click Maintain Employees.
  2. Click the Leave Details tab.
  3. Click Select Employee and choose an employee.
  4. Enter the following information on the Annual Leave & Holiday Pay tab:
    • Normal hours worked.
    • Gross earnings since the start date (or last anniversary).
    • The holiday pay percentage (usually 8%, i.e. 4 weeks annual leave). The holiday pay due is calculated by multiplying gross income by the holiday pay percentage (this may be different if the employee is not permanent).
    • Any annual leave due when you started using MYOB Payroll. Enter this in the Annual Leave due as at field (this may be negative for employees who have taken leave in advance).
      TheCurrent Annual Leave due should now show the employee's correct amount of leave due. If it doesn't, modify the Annual Leave due as at figure to correct (negative amounts can be used).Repeat these steps for each employee whose leave details need to be updated.


      Using the pay-by-pay method to enter historical information?

      Process them as normal pay runs. For more information on this or any of the above tasks, see the Payroll help (press the F1 key while using Payroll), or refer to your MYOB Payroll User Guide.

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