FingerTec DiGiPAY User Manual

M A N U A L P E N G G U N A

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DISCLAIMER

No person should rely on the cont ents of this p ublication without firs t obtainin g advice from a qualified professional person. The company expressly discla ims all and any l iability and respon sibility to any reader or user of this book, in respect of anything, and of the consequences of anything, done by any such person in reliance, whethe r wholly or partially, upon the whole or any part of the contents of this b ook.

PUC FO UNDER (MSC) BHD

For enquiri es on technical matters, please forward the emai l to

suppor t@fingertec.com

CHP 1 • BASIC SETUP 1-14

Minimu m System Requirem ents

CONTENTS

Instal lation Gettin g Started Login and Quitting New Co mpany and Setup W izard Main M enu Payrol l Advisor Update Service User A ccess and Passwor d Toolba r

CHP 2 • SYSTEM CONFIGURATION 15-25

Payrol l Settings Prefer red Language Re-bui ld Database Index Backup /Restore Database Files Day Ty pe Leave Type Allowa nce/Deduction Cod e Nation ality/Ethnic/Reli gion/Education Positi on/Branch/Departm ent/Cost Center/ Job Gr ade/Category Branch Address Book Earnin gs Subject to Sta tutory

CHP 3 • EMPLOYEE MASTER 26-31

To Add a New Staff To Att ach/Remove Photog raph To Cha nge Staff Informa tion To Rem ove a Staff Payrol l Policy Resign ation Payrol l Summary & Misce llaneous

CHP 4 • PAYROLL OPERATIONS 32-46

Activa te Program Loan R epayment Entry Tax Sc hedule Entry Advanc e Payment Entry Leave Taken Entry Attend ance Sheet Create Journal Entry Bonus Report Printing Bank A uto-Pay System Fulfil ling Statutory Re quirements Backup Payrol l Closing To Shu tdown from DiGiPA Y

CHP 5 • OTHER OPERATIONS 47-57

Leave Entitlement Setti ng Histor y Files Year E nd Tax Return

• Tax CP8A (EA Form)

• How to assign accumula tion into CP8A

• Tax CP159/Receipt Runnin g DiGiPAY in the Network

APPENDIX A •

FLOW CHART 58-59

Settin g-up Payrol l Operations

APPENDIX B •

SAMPLE REPORTS 60-65

Paysli p Pay Sh eet Pay Ch eque Coinag e Analysis Bank O rder Payrol l Journal Journa l Summary Employ ee Personal Record Leave Taken List Loan R epayment List

APPENDIX C •

FREQUENTLY ASKED QUESTIONS 66-70

CHAPTER 1

BASIC SETUP

This chapter gives you quick and simple instructions to get you up and running.

MINIMUM SYSTEMS REQUIREMENTS

• Pentium

• 32 MB of memory

• Windows 95 or higher

• At least 8 MB free disk space for oftware

• VGA monitor or higher

• Hard Disk Drive, CD ROM Drive

• Mouse or other pointing device

• Laser Printer (optional)

INSTALLATION

DiGiPAY files are shipped in a compressed format and automatically decompressed during the installation process. Therefore, to install and run software on your computer, you must first run the setup program. Do not just copy DiGiPAY files into a directory on your hard disk.

There are 2 ways to run the setup program:

I) AU

TOOPEN

sert the DiGiPAY CD into your computer’s CD-ROM drive, the system will

automatically run the Setup program.

II)

ALLY (In case your CD drive doesn’t support AutoOpen feature)

MANU

• Insert the software CD into your computer’s CD-ROM drive.

• Make sure the Windows 95 or higher program is running on your compu ter.

ose RUN from the Windows 95 or higher program - Start Menu and type

• Cho D:\Setup in the Open text box, click “OK”.

NOTE

Recomm ended alloca tion of 30MB or hig her for company d atabas e

CONTENTS

For example: D:\SETUP

Figure

1.1

For AutoOpen and manually run setup program, please follow the on screen instruction. We recommend you to accept all the preset options for the most completed installation.

QUESTIO

N ASKE

D WHEN INSTALLING

What are the choices? Wha

Sel

ect Directory for DiGiPAY Accept the preset choice: C:\DiGiPAY

t should you do?

At the end of the installation, a shortcut will be created on the desktop. If it is not created, please follow the following steps.

TO CRE

ATE A SHO

RTCUT ON THE DESKTOP

• Move the mouse or pointing device to the Start Menu at the bottom left of the screen.

• Cl

ick on the right mouse button, and a menu will appear.

• Click Explore, and a Windows Explorer will appear with contents of Start Menu folder shown.

• Double click the Programs folder.

Do not maximize the

NOTE

Window s Explorer.

• Look for DiGiPAY.

• Use the right mouse button to click on the DiGiPAY and drag it to the desktop. Release the mouse button, and a menu will appear.

• Click Create Shortcut(s) Here.

• The Shortcut will be shown on your desktop.

CONTENTS

GETTING STARTED

Once installation is completed, you may start to run DiGiPAY as shown in the following steps:

Figure

1.2

• Click on the Start Menu bar and choose PROGRAMS. Point to Founder Applications group icon and double click DiGiPAY as shown in Figure 1.2

Figure

• Fro

m the Windows desktop, double click the DiGiPAY icon as shown in Figure 1.3

1.3

CONTENTS

TO LOGGING ON TO DiGiPAY

Figure

1.4

When you start DiGiPAY, you may choose the directory that you want to log in by highlighting it and entering your User ID and Password. Refer to Figure 1.4 above.

• Sin

gle click on the desired directory.

• In the User ID box, type your name. For first time usage, leave it blank.

• In the Password box, type a password. For first time usage, leave it blank.

• Click Login button to proceed.

TO QUIT FROM DiGiPAY

hen login window is prompted, click the Shut Down button to exit completely from DiGiPAY.

NEW COMPANY AND SETUP WIZARD

TO SETUP A NEW COMPANY/DIRECTORY

When the login window is prompted (refer to Figure 1.4.), click on the New button. The Setup Wizard will be launched.

CONTENTS

Figure

1.5

• Language selection for the new company.

Figure

1.6

• Wel

come message for the Setup Wizard. Key in the CD key and click Next button to proceed. You may find your CD key on the genuine hologram security sticker on your software setup CD.

CONTENTS

Figure

1.7

ine the company profile. Click Next button to proceed.

• Def

Figure

1.8

ine payroll settings. Click Next button to proceed.

• Def

CONTENTS

Figure

1.9

• The setting up of employees particulars. Click Next button to proceed.

ADD - Add a new employee.

elete - Delete a current employee.

Auto no. -

Generate employee number based on 1st character of the employee name.

For example, J001 is generated for John Doe.

UPGRADE OT

HERS - This function will scan your hard drive for known payroll packages. If the

system discovered any, click on the entry and you will have the option to overwrite the existing data entry with upgraded data or to include the upgraded data as part of the existing data.

NTINUE NEXT T

IME - This will terminate the Setup Wizard and end the session for this newly

setup company/directory. Save the changes done to ensure that Setup Wizard will be launched during next login session.

CONTENTS

Figure

1.10

• Assign fixed allowances for each employee. Click Next button to proceed.

Figure

1.11

• The

end of Setup Wizard. Click Finish button to save all settings.

CONTENTS

Figure

1.12

Once the Setup Wizard is completed, you will be presented with the Welcome window as per Figure 1.12. The Welcome window will be displayed every time you login to this company unless the “Don’t show this message again” box is checked.

CONTENTS

MAIN MENU

PAYROLL TRANSA

end month journal, advance, bonus and closin g.

NOTE

Figure

1.13

TDOWN

SHU P

ROGRAM

allows you to quit from D iGiPAY.

CTIONS conta in mid/

This portion will only be available for registered company.

STER

E MA

EMPLOYE

contai ns detail s for each employee’s payroll package.

ORT GENERA

REP

list of report s provi ded in the system.

TION a

HISTO

contai ns resigned employ ees and histor y payroll journa ls.

RY FILE

INTERNET SERVER

CT TO

CONNE

allows you to register online and to downlo ad the latest update . CD-RO M update is also accessible here.

SPOT HELP allows you to view the

short note for items on the screen select ed. Just drag the icon to the item to seek sho rt note, th en th e short note will a ppear in a popup window .

TEM

SYS

NFIGURATION

tells the company’s payrol l requirements.

ROLL ADVISO

PAY

task. By selecting the task you want to learn, the system will show you how to perform the partic ular task.

Select ed payroll month and year.

F-HEL

P provides you with

SEL

link to t he on line help and the troubl eshooting gui de.

R prese nts a set of guided

CONTENTS

PAYROLL ADVISOR

By double clicking the option, the system will guide you until the task is completed.

Figure

1.14

UPDATE SERVICE

Figure

1.15

As and when an update is available, it will be uploaded into the DiGiPAY Internet Server. If you do not have an internet access for the DiGiPAY computer, you may request your vendor to send you the latest updated CD.

CONTENTS

To retrieve the latest update from the Internet, make sure, that the computer is connected to the Internet via modem, then click on the Connect to DiGiPAY Internet Server icon and click Connect button to start the process.

To retrieve the latest update from the CD, and click CD-ROM button. You will be presented with a select directory dialog. Point the directory to your CD-ROM drive and click Select button to start the process.

As a new user of DiGiPAY, you are entitled to a free 12 months update service. Upon expiry of the 12 months period, you are advised to extend the update service for another 12 months with a minimal update fee. Print out the update service license from Company Profile/License within System Configuration, fill it up and send it together with your payment to us.

click on the Connect to DiGiPAY Internet Server icon

USER ACCESS AND PASSWORD

Figure

1.16

1. Determine the access right for 9 user groups. Click on the icon and double click “Access permission”. Put a check into menu option where the particular user group will have no access to it. Click Apply button to save the changes.

CONTENTS

Figure

1.17

2. Determine the number of users allowed access to the system. Among all the users, only one of them is allowed to be granted with administrator right. For each user, assign a password with a maximum of 10 alphanumeric characters and his/her user group.

lect Company Profile/License. Put a check for option “requires password” and click Apply

. Se

button to activate the user login.

CONTENTS

TOOLBAR

VIEWING TOOLBAR

Go to last record Add a new record. Go to previous reco rd Editing toolba r will appear Copy i nto Clipboard

Figure

1.18

Go to fir st rec ord Search Cut/De lete Dup licate from Clipbo ard Go to next reco rd Edit t he selected record Editing toolba r will appea r Close this window

EDITING TOOLBAR

Refresh the record

Figure

1.19

Save the changes

Cancel all changes

Toolbar guides you in viewing and maintaining the records.

CONTENTS

CHAPTER 2

SYSTEM CONFIGURATION

This chapter guides you in setting up the system configuration based on your company’s payroll requirements.

Figure

2.1

1. Pa yroll settings

2. Pr eferred language

3. Re -built database indexe s

4. Ba ckup/R estore databa se files

5. Da

y type

6. Le ave ty pe

7. Al lowanc e/ Deduction code

tional ity/Et hnic/Re-

8. Na ligion /Education

. Po

sition /Branch/

Depart ment/Cost Center /Job Grade/ Catego ry

ranch address book

10. B

11. Earning subjec t to statut ory

This function will be activated with a click on the icon

. It tells the whole company’s payroll requirements. It consists of the following topics as shown in Figure 2.1.

Please refer to individual topic for elaboration.

CONTENTS

PAYROLL SETTINGS

Figure

2.2

This function allows you to define basic payroll information for your company.

1. Double click “Payroll Settings” and define the settings available.

2. Three types of payroll journal calculation mode are available :-

•Calculate instantly •Calculate when save •Calculate on demand

3. For payments separated from mid-month and end-month, such as commission, overtime or hers, deferred pay is introduced. You may conduct deferred pay before closing – after end-

ot month payment. You may also opt to conduct deferred pay after closing – before next month end-month payment.

r DiGiTime/TCMS V2 software users, attendance sheet will be utilized when you post your

. Fo

attendance records within DiGiTime/TCMS V2 software into DiGiPAY.

5. Up

on selection, click “Apply” to confirm the changes.

CONTENTS

PREFERRED LANGUAGE

Figure

2.3

This system is capable of displaying multi languages. Three languages are provided by default and these are English, Bahasa Malaysia and Chinese. For other languages please check with your nearest distributor or vendor.

Once activated, you will be presented with the various language options.

• Double click “Preferred language” and click on your preferred language.

• Cl

ick “Apply” to confirm.

The la nguage select ed wil l be u sed th e next time you log in.

NOTE

To dis play i n Chin ese, y ou mus t be running Windo ws operating syste m Chinese version. If you are run ning a Windows operating syst em Englis h version , you may util ize a Chinese Langua ge Input System suc h as C hinese Star o r NJSt ar.

RE-BUILD DATABASE INDEXES

This function is to rebuild all the database indexes. Normally, this is not required unless your indexes are not up-to-date or corrupted.

• Double click “Re-build database indexes”, all the indexes will be re-built in a matter of sec-

ds.

CONTENTS

BACKUP/RESTORE DATABASE FILES

Figure

2.4

This function is to backup existing database to another storage media or restore database from previous back-uped database into system.

SELECT BA

CKUP COMMAND RADIO BUTTON

If you are using ARJ command, your command will be similar to below:

arj a –va –i2 -y a:\DiGiPAY sample\*.dbf

SELE

CT RESTO

RE COMMAND RADIO BUTTON

If you are using ARJ command, your command will be similar to below:

arj x –va –y a:\DiGiPAY sample\*.dbf

NOTE

Substi tute the sample direct ory wi th actual d irector y name. Yo u will find the actual direct ory being displa yed inside the Pa th heading.

CONTENTS

DAY TYPE

Figure

2.5

This function is to specify the keywords that represent the day type for each day of the week. We recommend you to maintain the default system setting.

1. Do

uble click “Day type” and specify the keyword that represent the day type for :-

• Normal Working Day (system default setting - WORKDAY)

on-working Holiday (system default setting - HOLIDAY)

• N

• Other non-working Days (system default setting - RESTDAY or OFFDAY)

2. Click “Close” to confirm day type keyword.

CONTENTS

LEAVE TYPE

Figure

2.6

This function is to specify the type of leave allowed in the system. A total of 8 leave types are made available for your convenience. Feel free to change the default description.

1. Double click “Leave type” and specify the leave type that is implemented by your company.

lick “Close” to confirm leave type keyword.

2. C

CONTENTS

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