FingerTec DiGiPAY User Manual

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

COPYRIGHT NOTICE

All rights reserved. N o pa rt o f this
book may b e reproduced or trans­mitted in any form or by any means,
electr onic or mechanical, including
photoc opying, recording, or by any
inform ation storag e and r etrieval
system , without wri tten permission
from PUC Founder (MSC) Bhd. Every
precau tion has been made to supply
comple te and accurate info rmation.
Inform ation in this docum ent is sub­ject t o change without prior notice.

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 [e-mail]

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

In

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

-

1

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.

2

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

3

LOGIN AND QUITTING

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.

W

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.

4

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

5

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

6

CONTENTS

Figure

1.9

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

ADD - Add a new employee.

D

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.

CO

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

7

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.

8

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

9

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

CO

tells the company’s
payrol l require­ments.

S

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

10

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

11

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.

12

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.

3

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

. Se

button to activate the user login.

CONTENTS

13

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.

14

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/

9

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

15

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.

4

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.

16

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.

on

CONTENTS

17

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.

18

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

19

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

20

CONTENTS