If you’re migrating your payroll, you'll most likely want to set the opening balances for the leave entitlements and the year to date payment figures for your employees. Importing your YTD payroll data will allow you to generate reports for the whole basis period.
To set up the opening balances for your employees, open the employee record that you wish to set the opening balances for and then select 'Opening Balances' on the left:
Within the Opening Balances screen, there are six tabs:
- Leave Balances
- Employer Liabilities
- Statutory Contributions & PCB
- Tax Reliefs
- Payroll History
When entering leave balances, enter the balance as at the point of transition to this payroll system (that is, as at the last pay run processed in your previous payroll system). The number of days can be added against each category, and these amounts are included in current leave entitlement for employee.
Earnings are the year-to-date gross values for the basis period specified. If you need to change the initial basis period, click the 'Opening Balances Settings' button at the top of the page. Earnings will be allocated to the employee's primary location (set via the employee's Pay run defaults page) at the time the data has been entered.
Enter the deductions that apply to the basis period for which you started using the payroll system. For reporting purposes, these will be allocated to the employee's default location.
If you were previously recording employer liabilities in your previous payroll system, you will be able to enter those basis period figures here. These will be allocated to the employee's default location for reporting purposes. If you have not yet set up any employer liability categories, the following articles will help:
Creating and Managing Employer Liability Categories
Setting up Recurring Employer Liabilities
Statutory Contributions & PCB
Enter the statutory contributions and PCB amounts that apply to the basis period for which you started using the payroll system. For reporting purposes, these will be allocated to the employee's default location.
Any values provided against taxes are only used for reporting within the payroll system. The employer should have already reported and paid these to the relevant Government bodies.
Tax ReliefsEnter the statutory contributions and PCB amounts that apply to the basis period for which you started using the payroll system. For reporting purposes, these will be allocated to the employee's default location. Totals refer to YTD amounts captured in pay runs. Overall total includes opening balance amount + total
- Employee name
- Identity Card number/Passport number
- Gross salary
- Tax (MTD)
- Tax exempt allowances
- EPF employer
- EPF employee
- SOCSO employer
- SOCSO employee
Importing Opening Balances
If you have a large number of employees, you can bulk import their opening balances. To access the template spreadsheet, click on 'Opening Balances Settings' at the top of the page, then click 'Export'. Refer to this article for more information.
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