Attaché Payroll 2017/18. End of Year Procedures

Transcription

1 Attaché Payroll 2017/18 End of Year Procedures

2 Table of Contents Which Version of Attaché Do I Need to Process End of Year?... 4 Checking that All Operators have Exited Attaché... 5 Blocking Access to Attaché whilst Processing End of Year... 5 End of Year Processing Checklist... 6 Create Your 2017/2018 Company... 8 End of Year Processing Archive Your Data Process End of Year Housekeeping Deleting Employees Archive Your Data Delete History Transactions Timesheets and Adjustments Delete Super Payment Details Delete Employee File Integrity Check Compress Database Index File Optimiser Before Processing the First Pay for 2018/ Download and Import Tax Scales for 2018/ Update Your Superannuation Quarterly Value Maximum Fringe Benefits Changes to Reporting FTB on Payment Summaries ATO granted exemption Reporting Amounts Fringe Benefits Processing Check FBT Amounts PAYG Tax Reconciliation Print PAYG Tax Reconciliation and Assess Warnings Checking the PAYG Tax Reconciliation Report Payroll EOY Reconciliation Worksheet Payment Summary Details Report Pay Summary Report Page 2 of 36

3 Employer Details/Validation Update Postcode File Print Employer Details/Validation Create and Print Payment Summaries Archive Your Data Create Payment Summaries Print Payment Summaries (Reprint Payment Summaries) Print ETP Summaries Print ETP Summaries Maintenance in Your 2017/2018 Company Enable a Different Background Preventing Access Disabling Editing Create Magnetic Media File Archive Your Data Create Magnetic Media File Submitting Details to the ATO Video Resources When this logo is displayed it indicates that there is a video resource for this section. Click on the logo to watch the video. Please note these Video Resources were created in 2012/2013 so please take into consideration date references as well as changes to the requirements for submitting Magnetic Media. The End of Year Procedures provided by Goodsall s Computer Services Pty Ltd are specific and not intended as definitive instructions for end of year processing. Specific end of year procedures for your company should be discussed with us. Page 3 of 36

4 Which Version of Attaché Do I Need to Process End of Year? Our Recommended minimum versions of Attaché BI and Payroll are listed below: Attaché BI: 3.4 (3.7.2 Recommended) Attaché Accounts: If you are on a version lower than the versions above, please contact us as soon as possible. How do I Check My Version? 1. In Attaché select Help > About Attaché 2. Locate the Release Number Page 4 of 36

5 The following two processes may need to be carried out multiple times during your EOFY process please refer back to this page. Checking All Operators have Exited Attaché During End of Year processing there will be times in which you will need all other Operators to have exited Attaché. To check that there are no other Operators using Attaché do the following; 1. Select Tools > Company > System > System Status 2. Look at the Drive / Directory Details section and locate the No. of current logins to Attaché item. When you require all operators to have exited this should only display 1 being yourself. Blocking Access to Attaché Whilst Processing End of Year You have the ability to Block Access to your Live Company whilst processing End of Year to ensure no one accesses Attaché and processing transactions whilst you are working through your processes. Block Access to your Live Company 1. To do this select File > Set Up and Delete Companies 2. Select the company you wish block and tick the Block User access checkbox from the Access Options section. 3. To explain why you have blocked the company, select Notes (F4), Blocked access message and then enter your message. 4. Click Accept (F9), and then Accept (F9) to close this window Repeat this process and un-tick this option to remove the restriction when End of Year Processing is complete. Page 5 of 36

6 End of Year Processing Checklist Print these two pages so you have a checklist to use as you go through the process A brief summary of our recommended process is: 1. Create the 2017/18 Payroll Company (Prior Years Company) 2. In your current Live Payroll Company run through the End of Year Process so you are ready for your first pay run in 2018/19 3. In your 2017/2018 Payroll Company complete your FBT, PAYG Tax Reconciliation, Create and Print Payment Summaries and Create your Magnetic Media Below is our complete checklist to complete End of Year for Payroll. Print this section out and use as a checklist during your processing. Which Version of Attaché Do I Need to Process End of Year? 4 Create Your 2017/2018 Payroll Company 8 PROCESSES CARRIED OUT IN YOUR LIVE PAYROLL COMPANY End of Year Processing 11 Archive Your Data 11 Process End of Year 11 Housekeeping Deleting Employees 12 Archive Your Data 12 Delete History Transactions Timesheets and Adjustments 12 Delete Super Payment Details 12 Delete Employee 12 File Integrity Check 13 Compress Database 14 Index File Optimiser 14 Before Processing the First Pay for 2017/ Download and Import Tax Scales for 2017/ Update Your Superannuation Quarterly Value Maximum 15 Page 6 of 36

7 PROCESSES CARRIED OUT IN YOUR 2017/18 PAYROLL COMPANY (PRIOR YEAR) Fringe Benefits 16 Changes to Reporting FBT on Payment Summaries ATO granted Exemption 16 Reporting Amounts 17 Fringe Benefits Processing 18 Check FBT Amounts 19 PAYG Tax Reconciliation Report 20 Print PAYG Tax Reconciliation Report and Assess Warnings 20 Checking the PAYG Reconciliation Report 22 Payroll EOY Reconciliation Worksheet 23 Payment Summary Details Report 24 Pay Summary Report 24 Employer Validation 25 Update Postcode File 25 Print Employer Details/Validation 26 Create and Print Payment Summaries 27 Archive Your Data 27 Create Payment Summaries 27 Print Payment Summaries 28 Print ETP Summaries 30 Print ETP Summaries 30 Maintenance in Your 2017/2018 Company 31 Enable a Different Background 31 Preventing Access 32 Disabling Editing 33 Create Magnetic Media File 34 Archive Your Data 34 Create Magnetic Media File 34 Submitting Details to the ATO 36 Page 7 of 36

8 Create Your 2017/2018 Payroll Company Using an Archive of your Live Payroll Company and Restoring to your 2017/2018 Payroll Company This method creates an exact copy of your Live Payroll Company using Attaché Archive. The Archive is then restored into your 2017/2018 Payroll Company. From your 2017/2018 Company we will complete FBT as well as work through the process of Creating and Printing Your Payment Summaries. When you have completed your last pay run for the financial year follow these Steps; Part 1 - Archive your Current Live Payroll Company 1. Select File > Archive Current Company. This begins the backup process you can see the names of the files scroll by as they are archived. When finished the message Data archived successfully is displayed at the bottom of the Archive screen. Record the Archive Location and Time. This Archive can technically be the one created on Page 11 before you run End of Year. Page 8 of 36

9 Part 2 - Create Your 2017/2018 Payroll Company The following procedure is specific to Attache version 1.17 For Attache BI Procedures Click Here 1. Select File > Set Up and Delete Companies 2. Enter a new company name (for example, Payroll ). For continuity ensure you keep naming similar to other prior years. 3. Tab down to the Location field and you will receive a confirmation message Are you sure you want to add a new company named..? Click Yes 4. Enter a new data path (a path that does not already exist) in the Location field For example: D:\Attache\PRIORYRS\PAYROLL1718 Ensure there are NO spaces in the Folder Path i.e. do not use PAYROLL 1718 Record This Path: 5. Click Accept (F9) and this message will be displayed; 6. Click Yes to Complete the addition and Close (Esc) to close the window. Page 9 of 36

10 Part 3 - Restore Data to Your 2017/2018 Payroll Company The following procedure is specific to Attache version 1.17 For Attache BI Procedures Click Here 1. Log into your 2017/2018 Payroll Company that you created in Part 2 2. Choose File > Restore Company from Archive 3. Select the Archive you created in Part Click the Restore Arrow Button on the toolbar (boxed in red above) and Enter the Location in which you need to restore the data to (This is the same location you recorded in Step 4 of Part 2). 5. Click the Restore button 6. If the Attaché Data files already exist in the restore Folder. Do you wish to continue? message is displayed click Yes 7. Once the Data restored successfully message is displayed click the Close button to close the window. 8. Select File > Exit To close the Attaché Restore Program The data will now be restored Check by using enquire or reporting. Page 10 of 36

11 End of Year Processing You must process End of Year in your Live Payroll Company before processing any pays for the 2018/2019 financial year. Ensure you are logged into the correct Company. Select Tools > Company > System > System Status to check that you have the correct current data path. If not, choose Esc and select the correct company. Archive Your Data Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. Archive Name: _Prior to End of Year 2017/2018_ Archive Date: Time: Process End of Year 1. Select Period End > Payroll > End of Period > Payroll 2. Set both End of Period and End of Year to Yes as shown below; 3. Select Accept (F9) and Close (Esc) to close the window. Page 11 of 36

12 In Summary: This will have the following effect: All PTD and YTD values for all employees and costing will be reset to zero The tax certificate printed status for all except terminated employees will be cleared History transactions will not be deleted automatically. A message will be displayed advising that if terminated employees are no longer required, they can be deleted. Housekeeping Deleting Employees To delete terminated employees, you must have run End of Year on your Payroll data. If you use Favor HR/OHS or Powerlink Job Costing Software please contact us before running any Housekeeping. Archive Your Data Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. You will use this copy if you need to reprint reports payment summaries for terminated employees. Archive Name: _Prior to Deleting Terminated Employees _ Archive Date: Time: Delete History Transactions Timesheets and Adjustments 1. Select Transactions > Payroll > Time Sheets > Delete History Transactions. Enter the date range and employee code range. 2. Select Transactions > Payroll > Adjustments > Delete History Transactions. Enter the date range and employee code range. Delete Super Payment Details 1. Select Period End > Payroll > Superannuation > Delete Super Payment Details. Set the Terminated checkbox to Yes and Page Down to enter any relevant ranges. Delete Employee 1. Select Masterfiles > Payroll > Employee Details > Delete. Enter employee code range. Page 12 of 36

13 Information Messages and Recommended Action Fringe Benefit information still exists You cannot delete the employee because FBT amounts exist for the next financial year. Leave Liability Not Zero Print the Leave Liability Journal (Select Reports > Payroll > Leave > Leave Liability Journals). In the Employee Status selection area, set only the Terminated checkbox to Yes. Print the report and choose Yes to create the GL Journals. Note: If the message still appears when trying to delete terminated employees, check the employee s masterfile Leave tables. If they are set to NIL, you will need to add the relevant leave tables to reverse the leave liability. The Employee Other Payments File contains unprinted details for Employee CodeXXXXXXX Delete Super Payment Details (Select Period End > Payroll > Superannuation > Delete Super Payment Details). Set the Terminated checkbox to Yes and Page Down to enter any relevant ranges. Cannot delete Employee Masterfile has Payroll G/L Interface Print the GL Postings (Reports > Payroll > Other Reports > General Ledger Postings). Select Payroll in the Modules selection area. Check the transactions on this report. If the transactions are to be posted to the general ledger, go to your General Ledger and post now. If the transactions are not to be posted to the general ledger, go to Reports > Payroll > Other Reports > Delete GL Postings File. Choose Payroll from the Modules selection area and enter the transactions date range. If you delete transactions and terminated employees it is recommended you run a file integrity check, compress the data base and run index file optimizer. File Integrity Check 1. Select Tools > Company > Data Checks > File Integrity Check 2. Click All (F5) to select all items 3. Click Accept (F9) to Start the File Integrity Check 4. Assess the Results when finished using the Page Up and Page Down buttons to view results 5. Click Close (Esc) to close the File Integrity Check window Page 13 of 36

14 Compress Database 1. Select Tools > Company > Data Checks > Compress Database 2. Click All (F5) to select all items 3. Click Accept (F9) to Start 4. Assess the Results when finished using the Page Up and Page Down buttons to view results 5. Click Close (Esc) to close the Compress Database window Index File Optimiser 1. Select Tools > Company > Data Checks > Index File Optimiser 2. Click All (F5) to select all items 3. Click Accept (F9) to Start 4. Assess the Results when finished using the Page Up and Page Down buttons to view results 5. Click Close (Esc) to close the Index File Optimiser window Before Processing the First Pay for 2018/2019 Download and Import Tax Scales for 2018/2019 DO NOT PERFORM THIS PROCESS UNTIL YOU ARE READY TO PROCESS YOUR FIRST PAY FOR 2018/ Select Setups > Payroll > Tax Scales > Download Tax Scales from Web. 2. When asked Do you wish to download new tax scales from the Attaché website? Click Yes. The software automatically selects the tax scales that match the country selected in the Country field in Payroll Options and downloads the file to your program folder. An information message is displayed when the download is complete: New tax scales have been successfully downloaded. Please run Import Tax Scales in each company to activate the new rates. For each payroll company where these tax scales apply, follow the steps below to activate the tax scales: 1. Select Setups > Payroll > Options > Payroll Options and Page Down to the second screen. 2. Attaché recognises that new tax scales are available and displays a message asking if you want to import them. Choose Yes to import the new scales into the current company. 3. To check that the tax scales have updated properly, Page Down to the third screen of Payroll Options and check that the Effective for Payments Date field is set to the date that the tax scales come into effect. (Do not change this date for any reason.) Page 14 of 36

15 Update your Superannuation Quarterly Value Maximum From the 1 July 2018 the Maximum Super Contributions base is now $54,030 per quarter. To update this, follow these steps: 1. Select Setups > Payroll > Employer Contributions > Maintain 2. Select the Contribution Code 3. Change the Quarterly Value Maximum field to $54, Choose Accept (F9) and Close (Esc) to close the window. NOTE: If you use are still using multiple Contribution Codes instead of one Superannuation Code and Other Account Details you will need modify each Contribution Code. Ensure you do not make any changes to the Contribution Code Type. Page 15 of 36

16 PROCESSES CARRIED OUT IN YOUR 2017/18 PAYROLL COMPANY (PRIOR YEAR) The following processes are carried out in the 2017/18 Payroll Company Please ensure you log into this company. Fringe Benefits Changes to reporting FBT on payment summaries ATO granted Exemption Some employers are eligible for an exemption from fringe benefits tax (FBT) under section 57A of the Fringe Benefits Tax Assessment Act 1986 (FBTAA 1986). Employers that may have been granted an exemption by the ATO include some registered public benevolent institutions, public hospitals, health promotion charities and public ambulance services. Because exemptions apply to only certain fringe benefits, you might need to issue two payment summaries to an employee. first payment summary will show the grossed-up value of non-exempt FBT amounts as well as all income and tax withheld. second payment summary will show the grossed-up value of exempt FBT amounts only. A new payment summary layout that includes the FBT-exempt indicator, as well as other related changes, is included in Attaché BI Payroll version 3.7. Further information Read about Non-profit organisations and FBT and Additional information Is the employer exempt from Fringe Benefits Tax? at the ATO website. If this affects you please contact us ASAP to discuss your situation. Processing reportable fringe benefits (non-exempt) Processing reportable fringe benefits (non-exempt and exempt) Page 16 of 36

17 Reporting Amounts Employers subject to FBT are required to record the grossed-up taxable value of fringe benefits on the payment summary of any employee who receives relevant benefits with a total taxable value exceeding $2,000. The gross-up rate of is used when determining the amount to be shown on the employee s payment summary. This is regardless of whether the benefits provided are Type 1 or Type 2 benefits. This amount is known as a reportable fringe benefits amount and is calculated using the following formula: Individual fringe benefits amount (1 FBT rate) Note: The higher gross-up rate formula is not used to calculate an employee's reportable fringe benefits amount Example: The total value of benefits provided to an employee is $3,000. If the rate of tax is 49%, the value of reportable fringe benefits is calculated as follows: $3,000 = $3,000 (1 0.49) 0.51 = $5,882 (in whole dollars) The reportable fringe benefits amount relating to benefits provided during the FBT year (1 April 2017 to 31 March 2018) is reported on the relevant employee's payment summary for the corresponding income year. For example, you would show the value relating to benefits provided during the FBT year 1 April 2017 to 31 March 2018 on the employee's payment summary for the income year 1 July 2017 to 30 June Commonly your accountant can provide this for you ensure they provide you with the Non-Grossed Up Value. If your Accountant provides you with the Grossed up Value in Attaché go to Setups > Payroll > Options > Payroll Options and page down to the 3 rd Screen and change the FBT Rate to 0.00 and Accept to save your changes. More FBT Information can be found on the ATO s website at: Page 17 of 36

18 Fringe Benefits Processing If you have not processed these benefits during the year you can take up the values by using the Adjustments Program in Payroll. 1. Select Setups > Payroll > Options > Payroll Options. Page down to the Tax Details screen and check that you have an FBT Rate and FBT Threshold amount. If you do not have any figures in these fields, import the tax scales for the current year. 2. Select Setups > Payroll > Employer Contributions > Maintain. Set up a Contribution Code that has a Contribution Category of Reportable Fringe Benefit/Non-cash Benefit. 3. Select Transactions > Payroll > Adjustments > Create or Modify. Enter an adjustment pay starting with an empty pay and enter the net amount (i.e. the non-grossed up amount) of reportable fringe benefits. 4. Check the pays and ensure that the pay period ending and date paid date is set to 31/03/ Run any pre-process reports, backup your payroll data and update pays. 6. To check that the FBT has been entered for the correct year refer to Check FBT Amounts section on page 13. If you need to correct any FBT amounts, reverse the transactions using the following steps and reenter. Reversing FBT Transactions 1. Select Transactions > Payroll > Adjustments > Create or Modify. 2. Enter the employee code and press Enter. 3. In the Function Field Select Find (F2) and select O = Add new pay start with Other pay. Press Enter. 4. In the Adjustment Pay Number field, Select Find (F2) and select the FBT pay you wish to reverse. Press Enter and type a description in the Pay Description field. 5. Select Reverse (F8) and select YES to the confirmation message, Ok to reverse pay? Select Accept (F9). The line total should be a negative amount. 6. Check the pays and ensure the pay period ending and date paid date is the same as the pay you are reversing. 7. Run any pre-process reports, backup your payroll data and update files. 8. Select Transactions > Payroll > Adjustments > Create or Modify and re-enter the FBT transaction as per steps above. Page 18 of 36

19 Check FBT Amounts To confirm that the FBT has gone to the correct year; 1. Select Masterfiles > Payroll > Employee Details > Enquire. 2. Enter the employee code and the click Summary (F7) then Itemise (F6) and go to Employer Contributions. To print the PAYG Tax Reconciliation Report: 1. Select Period End > Payroll > Payment Summaries > PAYG Tax Reconciliation Report. The net FBT amount and the grossed up value will display. Page 19 of 36

20 PAYG Tax Reconciliation Print PAYG Tax Reconciliation and Assess Warnings Select Period End > Payroll > Payment Summaries > PAYG Tax Reconciliation Rpt. The Tax Reconciliation report shows details that will be printed on payment summaries and ETP payment summaries. Each type of payment summary has unique reporting requirements. If payment codes on your system are set up incorrectly, amounts may be incorrect on payment summaries. The PAYG Tax Reconciliation report may display warning messages. Below lists the warning messages and recommends the action to take. After making the appropriate corrections, reprint the report and check any further warning messages arising from the changes you made. Make more adjustments if needed. Repeat this process until you are satisfied that all details are correct. WARNING MESSAGES: WARNING: "Item" is non zero and not valid for this type of payment summary A payment has been made to a person whose employee status does not allow that type of income to be printed on their payment summary. The message includes the item's Tax Certificate Code and description. Recommended Action: Check the Tax Certificate Code field for the allowance or deduction concerned. The codes are: 0 = Do not show on Tax Certificate 1 = Include in Tax Certificate Totals 2 = Itemise on Tax Certificate 3 = Lump Sum E Payment 4 = Other Income Review whether the payment has the correct Tax Certificate Code for the payment summary, ensuring there is a field for that category of payment on the payment summary. For example, itemised allowances cannot be shown separately on Labour Hire, Voluntary Agreement or Personal Services payment summaries they must be included in the gross. If an incorrect payment has been made, an adjustment is required. If the payment is correct, create a new allowance with a Tax Certificate Code of Include in Tax Certificate Totals and process an adjustment to transfer the amount to the new code. This ensures that the payment prints in the correct field. The Total Gross will not necessarily equal the payment summary figures shown on this report for that employee, as they will not include all allowances and deductions. The type of payment summary and the Tax Certificate Code determine where the payment appears. Page 20 of 36

21 WARNING: Tax contains cents The tax amount does not conform to current requirements which specify that you must withhold whole dollars only. Recommended Action: Payment summaries will automatically truncate any cents withheld. WARNING: Employee TFN/ABN is blank No number will appear on the payment summary and the ATO Magnetic Media file will have zero-filled fields. Recommended Action: Update the employee's tax details on the Masterfile WARNING: Check employee TFN ATO exception codes have been used instead of a valid number. (Note: this message does not appear for other types of incorrect TFNs.) Recommended Action: Check whether the exception code still applies. WARNING: Negative Amount A negative total will appear on the payment summary and the Magnetic Media file will have zero-filled amount fields. Negative totals are invalid on payment summaries. Recommended Action: Before you print the payment summaries, investigate the problem and take the appropriate action to correct it. WARNING: Lump Sum A, B, D or ETP is not zero and not valid for this summary type Termination payments have been made for a payment summary that has no fields for these types of payments. Only Individual Non-Business employees can receive termination payments. Recommended Action: Check whether the Tax Cert Category is correct and whether the payment made is appropriate. Make any necessary adjustment. Page 21 of 36

22 Checking the PAYG Tax Reconciliation Report You need to check this report and ensure that all details and values are correct: CHECK PERIOD OF EMPLOYMENT Make sure start dates and terminated dates are correct for all employees. If the employee worked on a casual basis over various times for the whole year the period should be the whole year. RECONCILE PAYG TAX PAID Ensure that the tax remitted to the ATO equals the total tax on the Tax Reconciliation Report. SALARY SACRIFICE Check the total gross amount has been reduced by the salary sacrifice amount. If the salary sacrifice deduction is to a superannuation fund this amount will appear besides the RESC heading on the tax reconciliation report. If the amount is incorrect, check the set-up of the Salary Sacrifice Deduction Code. Choose Setups > Payroll > Deductions > Maintain. Tax Status = Before Tax Tax Certificate Code = RESC (Salary Sacrifice Super) Tax Certificate Code = Include in Tax Certificate Totals (Salary Sacrifice other than super) ALLOWANCES AND DEDUCTIONS 1. If the PAYG Tax Reconciliation Report and payment summaries do not show Allowances or Deductions which should be itemised. Select Setups > Payroll > Allowances (or Deductions) > Maintain. In the Tax Certificate Code field, select 2 = Itemise on Tax Certificate and Accept (F9). 2. If the PAYG Tax Reconciliation Report and payment summaries show Allowances or Deductions which should not be itemised Choose Setups > Payroll > Allowances (or Deductions) > Maintain. In the Tax Certificate Code field, select 1 = Include in Tax Certificate Totals or 0 = Do no Show on Tax Certificate (whichever is appropriate) and then chose Accept (F9). Reprint and check the reports. OTHER INCOME Show any amounts you paid to the employee that are exempt income and/or foreign salary and wage income. These amounts should not be included in GROSS PAYMENTS. Page 22 of 36

23 Payroll EOY Reconciliation Worksheet The following worksheet can help you reconcile your payroll Use the PAYG Tax Reconciliation Report and the Payment Summary Details Report (Refer to Pages 20 & 24 to print these Reports) Payment Summary Details Report Common Totals PAYG tax Reconciliation Report $ Total Gross $ $ Total Normal Tax $ $ Total Allowances $ $ Total RESC $ $ Total Reportable FBT $ $ Total CDEP Payments $ $ Lump Sum A $ $ Lump Sum B $ $ Lump Sum D $ $ Lump Sum E $ $ ETP Tax Free Component $ $ ETP Taxable Component $ $ ETP Tax $ $ Total Workplace Giving $ The Payment Summary Report, Pay Totals Report and Pay Details Report can also be used to assist with the reconciliation process. Page 23 of 36

24 Payment Summary Details Report Print Payment Summary Details Report Select Period End > Payroll > Payment Summaries > Payment Summary Details Report The Payment Summary Details Report shows details that will be printed (or have been printed) on payment summaries and ETP payment summaries. The report also shows the different types of Payment Summaries that will be created or have been created for employees. For example Normal Payment Summaries, ETP Type R (Redundancy/Retirement/Invalidity/Comp, ETP Type S (Prior year Redundancy/Retirement etc.) Pay Summary Report Print and Check Pay Summary Report Select Period End > Payroll > Payment Summaries > Pay Summary Report This report shows totals by employee for gross, taxable gross, other income, lump sum payments, tax, deductions, net pay, and employer contributions (Superannuation, Reportable Fringe Benefits, Non-cash Benefits). The report should be run for a date range encompassing the financial year. If you print the report in detailed format, it shows the income types that make up the total for each employee. Check the following: Gross amount = Taxable amount (if different, could be leave loading, salary sacrifice or an After tax allowance or deduction) Total Gross = the Taxable amount on the PAYG Tax Reconciliation Report. Page 24 of 36

25 Employer Validation Update Postcode File The Magnetic Media file will be rejected if postcodes are not correct. Attaché recommends that the Postcodes file is loaded and that the Test Postcodes check box is set to Yes. The system will then validate postcodes which have been entered on the employee Masterfile. Postcode File Update from the Web Select Setups > Company > Postcodes > Update Postcodes from the Web. The postcode file is downloaded and automatically imported into Attaché and is then available across all companies. The following table shows postcode-related messages that can appear on the Employer Validation report. Message Postcode not in Postcode file Postcode is invalid Postcode not found, Overseas address assumed Suggested Action Check that you have imported the latest postcode file and that the address details are correct. Correct the Employee address details. This is a WARNING only. Page 25 of 36

26 Print Employer Details/Validation This validation must be run prior to selecting to print payment summaries. Where the Employer and Supplier Details are the same, select Yes to Is the Employer the Supplier? At the top of the screen and it will only be necessary to complete the employer details in the Employer section. The details will automatically show in the Supplier Details. Select Period End > Payroll > Payment Summaries > Employer Details/Validation Note the formatting of Phone and Fax Numbers. It must be XX XXXX XXXX Make sure the Starting Tax Year is 2017 on the second screen. A report detailing any errors or warning message is printed after validation process is complete The information message Tax contains cents can be ignored as the payment summaries and magnetic media file will automatically truncate any cents withheld. At the completion of the validation process, a report detailing any errors or warning messages will print. Adjustments should be made to correct any problems and the validation repeated to ensure that the file will not be rejected when sent to the ATO. Page 26 of 36

27 Create and Print Payment Summaries Archive Your Data Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. Archive Name: Prior to Creating Payment Summaries 2017/2018 Archive Date: Time: Create Payment Summaries 1. Select Period End > Payroll > Payment Summaries > Create Payment Summaries and Click Yes to the Message asking whether the Employer Details and Validation Program has been run. (This has been completed on Page 25) and the following window will be displayed; Ensure the Starting Tax Year is 2017 and; Ensure the Employees to Process is set to Process all Employees as shown above. Page 27 of 36

28 2. Select Process (F9) and the total number created will be displayed 3. Click Finish (Esc) and Close (Esc) to exit the window. Note: If you have created payment summaries during the year, they do not get re-created. Print Payment Summaries A payment summary can be produced for terminated employees only or for all employees (including or excluding Contract Employees), and can be printed at any time throughout the year. Once a payment summary has been printed for an employee, their Tax Certificate Status field on the Employee Masterfile will be updated to Printed. Once payment summaries are printed and Masterfiles updated, you may reprint copies as often as necessary. 1. Select Period End > Payroll > Payment Summaries > Print Payment Summaries and Click Yes to the Message asking whether the Employer Details and Validation Program has been run. (This has been completed on Page 25) and the following window will be displayed; Page 28 of 36

29 2. Use the settings above in Report Options section above to print all employees and Ensure the Authorised Person is also entered as well as the Employer Details are correct. 3. Click Print (F9) and then check all Payment Summaries have finished printing and are correct If all payment summaries printed correctly: Set All printed correctly to Yes. Attaché Payroll updates all employee files to indicate that it has printed a payment summary for them. If only some payment summaries printed correctly: Set All printed correctly to No and enter the code of the last employee whose payment summary printed correctly. (Attaché Payroll only updates employee files with correctly printed payment summaries). Select to print all payment summaries again (Attaché Payroll prints payment summaries only for those employees whose files were not updated.) If no payment summaries printed correctly: Set All printed correctly to No, then choose None (F6). (No employee files will be updated.) Select to print all payment summaries again. NOTE: If you have Payment Summaries set to be delivered via through the Alex Document Delivery Manager then the Payment Summaries will not print. Reprinting Payment Summaries To Reprint Payment Summaries at any time follow step 1 above and check the Re-Print Payment Summaries checkbox to Yes in the Report Options section. There are ETP Summaries to be printed message When Payment Summaries are printed, a message will be displayed if there are ETP Summaries that have not been printed for any employees who have received an ETP. Any ranges entered when printing Payment Summaries are ignored the whole payroll is checked. See the Following Section to Print ETP Payment Summaries Having Trouble with Payment Summaries? Incorrect Payment Summaries (Before Magnetic Media Creation) Incorrect Payment Summaries or Magnetic Media file (Not yet submitted to the ATO) ATO could not read magnetic media file (All Payment Summaries correct, no changes required) To Complete any of these processes please Click Here Page 29 of 36

30 Print ETP Summaries An ETP is an Employment Termination Payment. Details of these are entered on Termination Pay in Payroll Transaction Entry. When Payment Summaries are printed, the above message will be displayed if there are ETP Summaries that have not been printed for any employees who have received an ETP. Any ranges entered when printing Payment Summaries are ignored the whole payroll is checked. Print ETP Payment Summaries 1. Select Reports > Payroll > Payment Summaries > ETP Payment Summaries and Click Yes to the Message asking whether the Employer Details and Validation Program has been run. (This has been completed on Page 25) 2. A screen as per Printing Payment Summaries is display - As per Steps 2 and 3 in the Print Payment Summaries print and you will display a message asking you to confirm that the ETP Summaries printed correctly. ETP Summary has not been printed message When creating the Magnetic Media file, this message will be displayed if there are (still) ETP Summaries that have not been printed for any employees who have received an ETP. The Transfer Listing produced will highlight those employees who need to have ETP Summaries printed. You must print ETP Summaries for these employees via ETP Payment Summaries otherwise the details transferred to the ATO will not be correct. Checking and Correcting ETPs Correcting an ETP Click Here Page 30 of 36

31 Maintenance in Your 2017/2018 Payroll Company Enable a Different Background (Does not apply to Attaché BI) You can have different backgrounds for different companies so that it s easy to identify one company from another. Attaché includes a number of backgrounds to choose from. We recommend that you do this with your Previous Years Company to ensure that there is no accidental confusion between it and your Current Live Company. To change the background feature: 1. Choose Setups > Company > Options > Company Options. 2. Select Background (F7). 3. The open file dialog is displayed, with BACKGROUNDS being the default folder. Browse to the folder of your choice within BACKGROUNDS and then double-click on default.htm or click the Select button to select the background. 4. Click Close (Esc) to close the Company Options window. Page 31 of 36

32 Preventing Access You can set which companies are accessible to each user. Making a company unavailable to a user means it will not be displayed on the companies list when they sign on and when they choose Open Company from the File menu. To determine which companies are available to a user: 1. Choose File > Set Up and Delete Companies. 2. Select the company and then choose User Access (F7). 3. Use Available/Unavailable (F7) and All Yes (F11) or All No (F12) to indicate which users can access the company. 4. Click Accept (F7), Accept (F7) and Close (Esc) to exit this window Page 32 of 36

33 Disabling Editing Disabling access prevents unauthorised users from opening maintenance tasks. Maintenance tasks are any task which allows a user to create, edit, maintain or delete data. Non-maintenance tasks are enquiry, lookup and reporting. When disabling access, you can add your own comment to the standard information message which displays when unauthorised users attempt to access the company. The information message advises that the company has been disabled and which user is responsible. To disable access to a company: 1. Sign on and choose File > Set Up and Delete Companies. 2. Select the company you wish to disable. 3. Set the Disable edit functions checkbox to Yes. If required, type a password level from To add a comment to the information message select Notes (F4) and select Disable edit functions message and click Accept (F9). Type your message and then click Accept (F7) to close the Notes Window. 5. Click Accept (F7) and Close (Esc) to exit this window Page 33 of 36

34 Create Magnetic Media File ATO Magnetic Media must be submitted to the ATO by August 14 each year. We suggest you DO NOT run this process until the end of July in case there is a situation where you may need to make changes to payment summaries. During the year you may have distributed payment summaries or ETP payment summaries on demand, and now during end-of-year processing you will have printed them for the remaining employees. The information required for the Magnetic Media file is stored in Attaché Payroll when payment summaries are created. The Magnetic Media File Create program transfers this information to a file in the form required by the ATO. Each transfer file (Magnetic Media file) that is created includes only payment summaries which are not flagged as having already been transferred to the ATO. Sign into your 2017/2018 Payroll Company Archive Your Data Before Creating Magnetic Media Archive your data. Take note of the date and time of the archive. Keep this archive as a permanent record. Archive Name: _Prior to Creating Media 2017/2018_ Archive Date: Time: Create Magnetic Media File 1. Select Period End > Payroll > Payment Summaries > Magnetic Media File Create 2. A Query Has the Employer Details and Validation program been run without any error being detected? Message is displayed Click Yes 3. The following Query Message is display Click Yes if you are happy to progress Page 34 of 36

35 4. The File Magnetic Media File Create Window is displayed: Ensure the Starting Tax Year is set at 2017 Enter the Destination Path of where you would like to save this file to. Ensure that this destination folder does exist by simply navigating to the required location in Windows Explorer and then creating the folder MAGMEDIA Record this Path; MAGNETIC MEDIA DESTINATION PATH: 5. Ensure the Supplier Details are Correct (By ATO definition, the Supplier is the provider of the data.) This is most important if you are reporting on behalf of multiple PAYG Employers within the one data directory, as details are held on file and used to sort the Magnetic Media information per employee under the applicable PAYG Employer. The last details printed and accepted are transferred to file to be sent to the ATO. 6. Page Down and select Output device to Printer and select the appropriate Printer select a PDF If you wish to save this Report Page 35 of 36

36 7. Click Transfer (F9) to process and you will be displayed with a message asking if you are sure you want to create a magnetic file to the set path Click Yes to continue. 8. The Magnetic Media Transfer File List Report will print. This listing shows full details of the information transferred to the file for the ATO and should be checked thoroughly before selecting Yes to OK to complete Transfer? Note: Itemised Deductions are not required in the Magnetic Media Information Transfer File, therefore you will not find a reference to them on the Magnetic Media Transfer File Listing. 9. Once you are happy with List Report Click Yes to complete the process. Once you have selected Yes to Ok to complete Transfer?, the file that has been created must be sent to the ATO. The file created is named EMPDUPE. Do not rename this file if you are only submitting the one file. Where there are several companies within the one organisation, each in a separate directory, a separate file of the same name will be generated. These are the only file names that will be accepted by the ATO. Submitting Details to the ATO In the past you may have lodged your payment summary and annual report using CD's, DVD s or USB flash Drives - this service is no longer available. You now need to report online using ECI or AUSkey. To find out more about AUSkey this please refer to the following website by Clicking Here Page 36 of 36