pastel payroll hr user guide

Software Licence Agreement

Your right to use the software (in object code only, not including source code) and its associated printed and electronic documentation ("Product") is subject to the terms and conditions set out in this licence agreement ("Agreement").

Installing the software or using any part of the electronic or printed material accompanying the product, signifies your acceptance of the terms and conditions set out below.

Therefore, please read them carefully before breaking the seal or using the materials provided. If you do not agree to be bound by the terms and conditions of this Agreement, you should promptly return the unopened DVD together with all packaging and associated documentation unused and in good condition to your reseller for a refund under the terms of its refund policy (if you purchased from your reseller), or to us within 30 days of purchase (if you purchased direct from Sage Pastel Payroll & HR).

Prior to returning the product, you should contact Sage Pastel Payroll & HR on +27 11 304 4000 and request a reference number to be sent with your return so that it can be identified. Provided that you promptly follow our returns procedure, we shall refund the price paid by you direct to us for the Product.

1 In this Agreement:

1.1 "Use" means to load, execute, operate, store, transmit, display, (for the purposes of loading, execution, operation, storage, transmission or display) or otherwise utilise the Product for your legitimate business purposes; and

1.2 "Us", "we" and "our" means Sage Pastel Payroll & HR of "Sage South Africa (Pty) Ltd.", and "you" and "your" mean the person, business or company purchasing the Licence.

1.3 the headings are for convenience only and shall not affect its construction or interpretation;

1.4 "including" and "includes" shall be understood to mean "including without limitation" and "includes without limitation" respectively; and

1.5 words of a technical nature shall be construed in accordance with general trade usage in the computer industry of South Africa.

2 Our Licence to you

2.1 In consideration of your acceptance of the terms of this Agreement, we grant you a non-exclusive, non-assignable, non-transferable right to use the Product for which you have paid the relevant licence fee ("Licence"). The Product is activated using an activation key. The Product will alert you of the need for an activation key and this can be obtained from us. In order to produce such an activation key we will require information from you. You acknowledge that without such data we cannot provide the necessary activation key.

2.2 This agreement will –

2.2.1 commence on the date of invoice, (The Commencement Date);

2.2.2 continue in force for a period of one (1) year calculated from the Commencement Date unless terminated earlier in accordance with the provisions of the Agreement; and

2.2.3 provided that you have paid the relevant annual licence fee for each forthcoming year, be automatically renewed at the expiry of the Initial Period for a further period of 1 (one) year.

2.3 You may Use the Product:

2.3.1 on a single personal computer or laptop (but not on both, unless you have purchased a Second Copy Licence for Use by the same single user with the same data as is installed on the main installation) if you have purchased a "Single User Licence"; or

2.3.2 on a single local area network or Virtual Private Network (VPN) (which is under your control and used by your group of companies or businesses and not relating to any other third party

use of the Product) with up to the specified maximum number of concurrent users, if you have purchased a "Network User Licence"; and

2.3.3 in connection with a single set of data only, such data being your data only, whether this is for a company or business unless you have purchased a licence to allow you to work with multiple sets of data up to a specific number which shall not be exceeded (such multiple sets of data being data of your group of companies or businesses and not relating to any other third parties) and the Product is used on one system and only at your premises if you have purchased a "Multi-Company Licence". For the avoidance of doubt, a Multi Company Licence does not alter or amend the maximum number of concurrent users Licensed under this Licence; or

2.3.4 on a bureau basis as an independent contractor (and for use by your staff only up to the specified maximum number of concurrent users and not by third parties) either at your premises or externally on your laptops, on behalf of and in relation to the data of the number of companies or businesses for which you have purchased a licence, if you have purchased a "Bureau Licence".

2.4 In relation to clauses 2.3.1 and 2.3.2 above, you may transfer each licensed copy of the Product from one computer to another owned by you within a single location, provided it is not used on more computers at any one time than your licence permits. Please see clause 2.1 regarding the need for an activation key in order to do this. For the avoidance of doubt, you may not continue to use the Product on the computer from which you have transferred the Product.

2.5 In relation to clauses 2.3.3 and 2.3.4 above, the total number of companies or businesses whose data may be processed by the software is limited to the number of companies or businesses for which the software is licensed to you. In particular, such number may not be exceeded by the loading of the data of any further companies or businesses in replacement of the data of the number of unique/discreet companies or businesses for which you have purchased your licence.

2.6 If you wish to use the Product otherwise than as provided for by the type of Licence you have purchased, you

must purchase the appropriate type of licence or additional licences (and associated activation key) prior to commencing any such Use.

2.7 Other than as permitted under this Agreement you shall not allow anyone else to:

2.7.1 Use, copy, transfer, sell, sub-license, lease, mortgage, rent, loan, publish, distribute or otherwise make the Product (or any part of it) available to any other person, whether or not for commercial gain;

2.7.2 Use the Product (or any part of it) for the provision of any remote hosting or ASP services or in any other configuration that permits a third party to use the Product other than under the provisions of a valid licence with us;

2.7.3 disable any licensing or control features of the product;

2.7.4 Use the "demonstration" or free-for-trial evaluation version of the Product (or any part of it) for any purposes other than feature and functionality evaluation purposes. For the sake of clarity only, use of the demonstration version of the Product for commercial gain either for training purposes or for the delivery of any service other than product evaluation, is specifically prohibited;

2.7.5 other than to the extent permitted by law, alter, adapt, merge, modify, translate, reverse engineer or de-compile, disassemble, create derivative works of the Product (or any part of it), except with our prior written consent; nor

2.7.6 remove, change or obscure any of our or any third party proprietary notices, labels or marks associated with the Product.

2.8 You acknowledge that you own only the media on which the Product is supplied, if any, and that we shall retain ownership of the intellectual property rights in and to the Product and any amendments made to it by us regardless of form, including any backup copies that you make, and, subject to the Licence, you shall not have any right to use them.

2.9 You agree that we may collect data from time to time that verifies the circumstances under which you are using the Product as set out in clauses 2.3, 2.4 and 2.5, including the number of employees within your organisation and the IP address or other address of the computer on which the computer, network or other device on which the software is installed. The collection of such data will assist us in preventing the use of the Product other than in accordance with this Agreement or any other licence issued by us, to enforce our rights in terms of the Agreement, to enable us to market the Product more effectively, and for other purposes related to the Product and our business. Subject to the provisions of this Agreement we agree not to collect any personal data from your employees or companies you create using the Product without Your consent.

3 How this Licence can be terminated

3.1 We may terminate the Licence without refund:

3.1.1 if you fail to make payment within our payment terms from the date the purchase was made in terms of this Agreement or any other contract with Us or any international or local subsidiary of

Sage Group Plc.; or

3.1.2 Immediately if we are notified that any finance arrangement you have made with a third party for the payment of the licence fee for the Product has ended for any reason.

3.2 Your Licence to Use the Product will terminate automatically if you fail to comply with any term of this Agreement, you become bankrupt, go into liquidation, suffer or make any winding up petition, make an arrangement with your creditors, have an administrator, administrative receiver or other receiver appointed, or if you suffer or file any similar action in consequence of debt.

3.3 Within ten working days of the termination of the Licence for any reason you shall uninstall the Product and return it to us (including any copies you have made of the Product or any part of it) and provide a certificate signed by your duly authorised representative to confirm compliance with this clause 3.3.

4 Our warranties to you

4.1 We warrant that the Product, when used in accordance with our operating instructions, will provide the functions and facilities and will perform substantially as described in the associated documentation supplied to you as part of the Product.

4.2 We warrant that during the period covered in the Annual Licence Fee:

4.2.1 we shall provide technical advice, assistance and support by telephone, fax and email during our normal business hours;

4.2.2 the media on which the Product is recorded will be free from defects in material and workmanship under normal conditions of use; and

4.2.3 we shall correct any errors in the Product by patching or replacing (at our sole discretion) any Product not meeting the warranties given above and if we are unable to rectify any errors in the Product, we will terminate this Agreement and refund your purchase price, together with the cost of postage, after having received the Product (including any copies you have made) and all packaging in good condition within the relevant period. This warranty excludes defects caused by accidents, abuse, poor storage or handling or any act referred to in clause 2.7.

4.3 The warranties set out in this clause 4 are used in the place of all other warranties, representations or conditions, express or implied, statutory or otherwise, including any implied warranties of satisfactory quality and fitness for a particular purpose. We do not warrant that the Product will meet your requirements, or that the operation of it will be uninterrupted or error free. We do not warrant or make any representation regarding the use of the Product or the results of such use in terms of correctness, accuracy, reliability or otherwise. No oral or written communications by or on our behalf shall create a warranty or in any way increase the scope of the warranties we have given.

4.4 Our entire liability and your exclusive remedy under the warranties given in this clause 4 will be, at our option either to:

4.4.1 repair or replace the Product or encryption medium which does not conform with the warranty; or

4.4.2 refund the price paid for the Product and terminate the Licence.

5 Disclaimer and limitation of liability

.

5.1 You acknowledge that the allocation of risk in this Agreement reflects the price paid for the Product and also the fact that it is not within our control how, and for what purposes, you use the Product. In no event, therefore, will we be liable for any indirect, consequential, incidental or special damage, or loss of any kind (including loss of profits, business, chargeable time, anticipated savings, goodwill, any business interruption, loss of or corruption of data, un-authorised access to saved data on payroll servers or incorrect distribution of data saved on payroll servers) however caused and whether arising under contract, tort, including negligence, statute, during transmission of data to payroll servers, reading data from payroll servers or otherwise.

5.2 If any exclusion, disclaimer or other provision contained in this Agreement is held to be invalid for any reason by a court of competent jurisdiction and we become liable for loss or damage that could otherwise be limited, such liability whether in contract, tort or otherwise, will not exceed the licence fee actually paid by you for the Product.

5.3 Whilst we take reasonable precautions to ensure that the media on which this application is distributed is free of viruses, unknown third-party embedded code or other forms of unwanted third-party software interference, We do not accept any responsibility whatsoever for damage caused by the action of viruses, virus signatures or any other unsolicited third-party embedded code which may be contained on this media. This includes loss of files, system malfunctions, data corruptions or the like, which may be caused by any third-party code, malicious or otherwise, which may be replicated on the media.

6 Copyright

6.1 The Product and all related intellectual property rights, whether existing now or in the future, is owned by Us and is protected by copyright laws and international treaty provisions. It should be treated like any other product under copyright. However, you are authorised to make copies of the product solely for backup/security purposes.

6.2 You acknowledge that any and all of the copyright, trademarks, trade names, patents and other intellectual property rights subsisting in or used in connection with the Product including all documentation relating thereto are and remain Our property.

7 Trademark

7.1 "Softline" and "Sage" are registered trademarks. “Pastel” is a trademark owned by Us. All other product names mentioned herein are the property of their respective owners. All rights reserved worldwide.

8 General

8.1 Any reseller, distributor or dealer (including any of our authorised resellers or distributors) from whom you have purchased a licence of the Product is expressly not appointed or authorised by us as our servant or agent. No such person has any authority, either express or implied, to enter into any contract or provide any representation, warranty or guarantee with or to you on our behalf, or otherwise to bind us in any way whatsoever. We will not be responsible for any modifications or mergers made to the Product by such persons.

8.2 We shall not be liable to you in respect of any circumstances arising outside our reasonable control.

8.3 Our failure to enforce any particular term of this Agreement shall not be construed as a waiver of any of our rights under it.

8.4 If any part of this Agreement is held by a court or administrative body of competent jurisdiction to be invalid or unenforceable for any reason whatsoever, the validity of the remainder of the terms will not be affected.

8.5 This Agreement constitutes the entire agreement between you and us in relation to the Product and the Licence and supersedes any other oral or written communications or representations with respect to the Product.

8.6 No variations of any of these terms and conditions are valid if not confirmed in writing by Us or Our authorised representative.

8.7 Should you purchase a Product as an upgrade of another Product, then your ownership in the original upgraded Product ceases. You are not entitled to sell the original Product, nor can you continue to make use of the original Product, except for archival purposes. If you do use the original Product for archival purposes, then the terms and conditions in this licence apply in so far as they are relevant.

8.8 This Agreement shall be governed by and construed in accordance with South African law. The parties hereby submit to the exclusive jurisdiction of the South African courts unless otherwise agreed in writing.

Copyrights and Trademarks

© Sage South Africa (Pty) Ltd 2002 - 2013 by Us.

We hereby acknowledge the copyrights and trademarks of all terms we use in this manual and its accompanying electronic documentation. This includes, but is not restricted to, the following names and terms.

The following are the property of the Microsoft Corporation and / or its subsidiaries:

Microsoft SQL Server

MSDE

Windows 95, Windows 98

Windows NT

Windows 2000

Windows XP

Windows Vista

Windows 7

The following are the property of Adobe Corporation:

Adobe Acrobat

PDF

Manual Version

Version 15, January 2013

Table of Contents

Introduction ........................................................................................................ 11

Welcome ....................................................................................................... 11

Chapter 1 ...................................................................................................... 11

Pastel Payroll HR ...................................................................................................... 12

Contacting Pastel Payroll ................................................................................... 13

Pastel Payroll’s Website ............................................................................................ 13

Telephonic Support ................................................................................................... 13

E-mail Support ........................................................................................................... 13

Pastel Payroll HR Version ......................................................................................... 14

Number of People...................................................................................................... 14

Number of Users ....................................................................................................... 14

Installing and Registering Pastel Payroll HR ...................................................... 15

To Install Pastel Payroll HR ....................................................................................... 15

Registration ............................................................................................................... 15

Pastel Payroll HR's Learning Tools .................................................................... 16

This User Guide ......................................................................................................... 16

Context Sensitive Help (F1) ...................................................................................... 16

Pastel Payroll Training ....................................................................................... 19

HR Overview ..................................................................................................... 20

Human Resources Overview ........................................................................... 20

Chapter 2 ...................................................................................................... 20

HR Overview ............................................................................................................. 21

Synchronise Payroll Data .......................................................................................... 21

Occupations ............................................................................................................... 21

Non-Payroll Managers ............................................................................................... 21

Person Records ......................................................................................................... 22

Reporting ................................................................................................................... 22

Starting Pastel Payroll HR ................................................................................. 23

Working in Pastel Payroll HR ........................................................................... 23

Chapter 3 ...................................................................................................... 23

The Pastel Payroll HR Desktop .......................................................................... 25

Multiple Windows and Multi-User ....................................................................... 26

Maintaining Data Records .................................................................................. 28

Zoom and Add Facility ....................................................................................... 29

Data Entry.......................................................................................................... 30

Note Facility ....................................................................................................... 31

Assistants .......................................................................................................... 32

Creating Companies .......................................................................................... 33

Working with Companies ................................................................................ 33

Chapter 4 ...................................................................................................... 33

Backing Up Company Data ................................................................................ 35

Company Parameters ........................................................................................ 36

HR Setup ....................................................................................................... 36

Chapter 5 ...................................................................................................... 36

Users and Passwords ........................................................................................ 40

User Defined Fields ........................................................................................... 41

People Security Groups ..................................................................................... 42

People Masterfile ............................................................................................... 43

HR Maintenance ............................................................................................ 43

Chapter 6 ...................................................................................................... 43

Non-Payroll Managers ....................................................................................... 50

Company Structure ............................................................................................ 51

Departments .............................................................................................................. 51

Job Classifications ..................................................................................................... 51

Occupation Details .................................................................................................... 51

Assets ................................................................................................................ 51

Asset Types ............................................................................................................... 51

Company Assets ....................................................................................................... 51

Disciplinary ........................................................................................................ 51

Steps ......................................................................................................................... 51

Reasons .................................................................................................................... 51

Incident Categories.................................................................................................... 51

Performance Management ................................................................................ 52

Performance Ratings ................................................................................................. 52

KPA’s ......................................................................................................................... 52

KPI’s .......................................................................................................................... 52

Performance Reviews ............................................................................................... 52

Documents ........................................................................................................ 52

Document Types ....................................................................................................... 52

Attached Documents ................................................................................................. 52

Training ............................................................................................................. 52

Institutions ................................................................................................................. 52

Course Types ............................................................................................................ 52

Qualification Types .................................................................................................... 52

Equity ................................................................................................................ 53

Workplace Categories ............................................................................................... 53

Chapter 7 ...................................................................................................... 54

Actions ............................................................................................................... 54

HR Processing ............................................................................................... 54

Disciplinary ........................................................................................................ 56

Performance Review ......................................................................................... 57

Chapter 8 ...................................................................................................... 58

HR Reports ........................................................................................................ 58

HR Reporting ................................................................................................. 58

People Reports .......................................................................................................... 59

Statistics .................................................................................................................... 59

Listings ...................................................................................................................... 59

Listings (Continued)................................................................................................... 60

Forms and Templates ............................................................................................... 60

Custom Reports ................................................................................................. 61

View Reports ............................................................................................................. 61

Edit Reports ............................................................................................................... 61

Report Assistant ........................................................................................................ 62

Chapter 1

Introduction Installing and Registering Pastel Payroll HR Contacting Pastel Payroll Pastel Payroll HR’s Learning Tools Pastel Payroll HR Version Pastel Payroll Training

In this chapter, we look at the structure of Pastel Payroll HR’s documentation. This includes this manual and the context sensitive help (F1):

Welcome

Chapter 1 – Welcome Introduction 12

Introduction Pastel Payroll HR

Pastel Payroll HR is a powerful, yet easy-to-use application that caters for all the HR needs of your company.

We designed Pastel Payroll HR with your business in mind.

The system also allows you to import information which speeds up processing considerably.

This user guide introduces you to Pastel Payroll HR. There is a separate installation guide included in your package that details installation instructions. The installation guide, as well as the context sensitive help, details how to register your package.

The installation guide also details your support options.

This user guide is an overview only. It does not cover every feature and every function in the system. The idea is to give you a detailed outline of the system's functionality. The context sensitive help contains detailed information on every feature. The table of contents in this user guide is a subset of the one in the context sensitive help, but in the same sequence. You can therefore easily find any additional detail you require.

Chapter 1 – Welcome Contacting Pastel Payroll 13

Contacting Pastel Payroll Pastel Payroll has a reputation for high-quality products. To ensure your continued satisfaction, we offer the following customer support services:

Pastel Payroll’s Website Access Pastel Payroll’s home page on the Internet to stay in touch with product and company developments:

www.pastelpayroll.co.za

Telephonic Support Phone to register your product and receive support during office hours:

Support: +27 11 304 4300

Registrations: +27 11 304 4400

The following information is important when contacting Pastel Payroll:

● The version number of your product (accessed via the Help…About menu option).

● The version number of the operating system that you are using.

● A clear description of the problem that you are encountering.

● Your Serial Number and Company Name.

E-mail Support If you have difficulty obtaining support or finding your distributor, you can liaise with us via email. To do this, use the Help…Contact Us…Email Queries menu option. Select the type of help you require and the system will open your email client with the correct address set up for you. Alternatively you can send your query to [email protected]

Remember to include exact and detailed information:

regarding your query;

your serial number;

company name;

operating system version;

version number of the product; and

contact details

http://www.pastelpayroll.co.za/

mailto:[email protected]

Chapter 1 – Welcome Contacting Pastel Payroll 14

Pastel Payroll HR Version You can use the system in various configurations. These configurations depend on:

The number of people you process at one time

The number of users who can work on the system at one time

Number of People You can register Pastel Payroll HR to allow 10, 25, 50, 100, 150, 250, 500, 750, 1000, 1500, 2500, 5000, or an unlimited number of active people at one time.

You can increase the number of people at any time. If you exceed the limit, you will not be able to create any more people.

To check how many active people you have 1. Choose Help…About from the menu options.

2. Click the People Count button.

3. Print or display the report.

When you increase your people count, you receive a new serial number. Once you register with the new serial number, you will have the ability to add additional people.

If you reach the limit of people, the system displays a message to this effect whenever you open a company.

You can continue to process, but you cannot add new people.

Number of Users When you install the standard product, the system is a single-user product. Although you can create multiple users per company, only one user can work in the system at one time.

If you wish to include the ability for more than one user to work at the same time, you need to add multi-user capability. You can increase in one-user increments up to a maximum of 10 simultaneous users.

When you increase your user count, you receive a new serial number. Once you register with the new serial number, you will have the additional users available.

Chapter 1 – Welcome Installing and Registering Pastel Payroll HR 15

Installing and Registering Pastel Payroll HR The installation guide that accompanies your product details installation and registration procedures. You can also get detailed registration information in the context sensitive help function by pressing the “F1” key on your keyboard.

To Install Pastel Payroll HR 1. Place the DVD in the DVD-ROM drive.

2. If the program does not load the installation screen automatically, click on the Start button on the task bar and then choose the Run…option. Type in drivename:\setup.exe and click the OK button. For DVD’s, the drive name is usually D.

3. Follow the instructions on the screen to complete the installation.

Registration You will have to register your package before you can make full use of it.

To register, you need to obtain an Authorisation Code either from your distributor or from us directly. You can do this by phone during normal working hours.

Alternatively, you are able to register online at any time. Visit www.pastelpayroll.co.za, select the Register your Software option on the right hand side of the home page and follow the instructions. Please note that your serial number will be required to be able to register online.

You will be provided with your registration code via e-mail, which unlocks the full functionality of your Pastel Payroll HR software. The code is unique to your computer name and registered company name. You will also receive your login and password details that can be used to log into your profile on our Customer Zone (situated on www.pastelpayroll.co.za at any time.

Registration is an annual activity. When renewing your software, you only need to enter the authorisation code. You will also need to register if you install the system on another computer, or if you add more features. When you register, you do not lose any data you entered prior to registration.

To register your package, select Help…Registration from the menu options.

Pastel Payroll HR is subject to a compulsory annual licence fee. Your system will eventually stop working if you do not renew this licence.



Chapter 1 – Welcome Pastel Payroll HR's Learning Tools 16

Pastel Payroll HR's Learning Tools Getting to know any software package can be a daunting task and the reality is that it takes more than just browsing through the product user guide to become familiar with the software. We aim to get you up and running as quickly as possible. To this end, we provide three levels of learning tools:

● This user guide

● Context Sensitive Help (F1)

● Training Courses

This User Guide The user guide begins with a text-only overview that introduces you to Pastel Payroll HR’s terminology and concepts. You should read this overview first.

The remainder of the user guide takes you through the Pastel Payroll HR interface and the payroll application, showing you how we implement the features we discussed in the overview. We do this by means of annotated screen shots from the program. We do not cover all fields on the screens and we do not even cover every screen.

This user guide, therefore, is not a detailed how-to user guide. Instead, we show you what Pastel Payroll HR can do. We take you through the process of setting up payroll, maintaining employee and other records, processing payrolls and reporting.

Context Sensitive Help (F1) The context sensitive help contains your fully detailed reference guide. The contents of this user guide and the context sensitive help match very closely. This makes it easy for you to find more details about concepts you learn about in this user guide. You access the context sensitive help by pressing the “F1” key while you are working in the system. This will take you to help directly related to the screen in which you are working. You can also go directly to the help file via the Help…Contents menu option.


Here is a typical help screen:

The Index tab lets you enter keywords and shows topics that contain a key word:

Use the Back button to navigate between topics you visit in this session.

The help content shows in the right hand pane.

On the Contents tab, there is a hierarchy of topics. The highest-level topic displays as a book. Click a book to open and close it, or click the plus and minus signs. The help contents are in the same sequence as this user guide.

Enter one or more keywords here. As you type, the system displays the index entries that match your typing.

The system displays all topics that have the keyword or phrase you enter. Click the most suitable topic.

Click this button to display the topic you select. The topic displays in the right-hand pane. To select a different topic, click the Index tab again.


In the Search tab, you enter a word or phrase:

Use the Favorites tab to store links to topics you access frequently:

Click Add to add the current topic to the Favorites list.

This list box shows the topics you add into the Favorites list.

To remove a topic from the Favorites list, select it and then click Remove.

Once you select a topic, click Display to show its contents.

Use the Options menu if you wish to turn off highlighting of the search word or phrase in the topic content.

Enter a word or phrase here. To find a topic that has the exact phrase you enter, enclose the keywords in quotes.

Click List Topics, and the system shows topics that contain the text you enter.

Click Display to show the topic in the content pane.

Chapter 1 – Welcome Pastel Payroll Training 19

In the contents area, you work as follows:

Pastel Payroll Training We have developed training courses that help you become an effective and knowledgeable user. Pastel Payroll’s training material meets the standards and principles of the National Qualification Framework and each lesson contains tasks with objectives, explanations, hands-on activities, independent practice tasks and wrap-ups. Contact your dealer or Pastel Payroll directly ([email protected]) for more information on how to take advantage of these training initiatives.

We show you how to access each function

Hyperlinks take you to another topic. To return to this topic, click the back button.

If there are screens with many fields, we display a list of the fields and you can click each name to navigate to that field’s details. You can also scroll down in the same topic to work through all of the fields in sequence.

Field names use a distinctive style so that you can locate them easily.

HR Overview Synchronise Payroll Data Occupations Non-Payroll Managers Person Records Reporting

Chapter 2

Human Resources Overview

In this chapter, we present an overview of HR terms and concepts. You should ensure that you understand these thoroughly. The overview has the following sections:

Chapter 2 – Human Resources Overview HR Overview 21

HR Overview HR Overview A Human Resources manager is responsible for hiring personnel, processing the payroll, enforcing disciplinary processes and does routine HR administration. The Human Resources module is a tool to track important employee information. It automates some of the most time-consuming human resources processes, namely new hire processing, disciplinary processes and performance reviews. The Human Resources module helps you keep all people data in one place.

If the Human Resources module is registered, you access it when opening the program.

Synchronise Payroll Data (This menu option is only available if the payroll system is also installed and registered.)

If you are making use of Pastel Payroll and all employees are set up, the first step in the human resources module is to synchronise the payroll data. This is an easy way to get all your employees in the database. An assistant guides you through the process of selecting the applicable company, the type of employees, the pay frequency and the working days and hours that must be synchronised.

Occupations You can optionally create and use occupation codes and link each employee to an occupation code.

Non-Payroll Managers In the person record, you can link the person to the person they report to. This person can either be another person working in the same company, or it can be a person you create in the Non-Payroll Managers function.

Chapter 2 – Human Resources Overview HR Overview 22

Person Records The person record has multiple tabs:

In the Personal tab, you enter personal contact information about the person.

In the Job Details tab, you specify job related information, employment history and working days.

In the Leave tab, you view leave balances for the person.

In the User Defined tab, you can enter any user-defined field values. User-defined fields are additional masterfile fields you can optionally create for your specific purposes.

In the Medical tab, you enter information about dependants, a doctor who can be contacted in case of an emergency and medical aid information.

In the Co. Assets tab, you link a person to the company assets they were issued.

In the Training and Education tabs, you enter courses a person attended and qualifications they have achieved.

In the Actions, Disciplinary and Reviews tabs, you can see the information that was entered from the Process menu.

In the Equity tab, you enter the equity information.

In the Notes icon, you can create notes about the person and track performance and any other issues individually.

Reporting The system contains many powerful and sophisticated reports that cater for all your needs. You should work through these reports and their various report options

Chapter 3

Working in Pastel Payroll HR

In this chapter, we see how you navigate through the system and enter data.

Starting Pastel Payroll HR Data Entry The Pastel Payroll HR Desktop Note Facility Multiple Windows and Multi-User Assistants Maintaining Data Records Zoom and Add Facility

Chapter 3 – Working in Pastel Payroll HR Starting Pastel Payroll HR 24

Starting Pastel Payroll HR Pastel Payroll HR allows you to maintain separate companies.

Within each company, you create users. You have to login as a user in order to gain access to a company and work in the company. You can specify which areas of the system a user can and cannot process. This allows you to control access to sensitive information.

Getting to work in Pastel Payroll HR therefore involves three activities:

You have to start the program.

You have to choose a company.

You have to login as a user.

To start Pastel Payroll HR, choose the Pastel Payroll icon in the Windows Start menu, in the Sage Pastel group. Once you start Pastel Payroll HR, you need to select a company to work in:

The installation procedure creates the _DEMO company. This is a sample company, which contains data. You can use this company to experiment with and learn the system.

If there is only one user in the company and that user has no password, as in the _DEMO company, the system does not ask for a password. If more than one user exists in the company, or the only user has a password, the Enter a Password window opens and you must enter a valid password to login to the company:

Choose a company in the list by double clicking it, or click and then click the OK button.

This button lets you activate and deactivate companies, to allow or prevent them from displaying in the Existing Companies list.

Check this check box to bypass this window and open the last used company automatically.

Chapter 3 – Working in Pastel Payroll HR The Pastel Payroll HR Desktop 25

The Pastel Payroll HR Desktop Once you login to a company, the Pastel Payroll HR Desktop displays. The menus and the toolbar display at the top of the window:

The toolbar icons are as follows:

Here is a summary of each main menu:

Menu What it Does

File This deals with companies as a whole. You create, open and backup companies via this menu. You also set up printing.

Edit You use this menu to maintain database records such as person records.

View You use the process menu to process disciplinaries, performance reviews and actions.

Process You produce reports and perform on-screen enquiries via this menu.

Setup You use this menu to configure the system to conform to your business requirements.

Utility This menu contains various utilities such as Synchronise Payroll Data.

Window This window lets you select and arrange windows when you open more than one function at a time.

Help This menu lets you access product documentation, register your product and access the Pastel Payroll website.

You can resize the desktop. Functions run in the desktop and scrollbars open if necessary.

Menus give you access to every function.

Switch to Payroll.

RSS Feeds.

Help.

Open Company.

Backup Company.

Edit People ESS Note Facility

Web Page

Chapter 3 – Working in Pastel Payroll HR Multiple Windows and Multi-User 26

Multiple Windows and Multi-User Pastel Payroll HR lets you open multiple program functions at once. Each program function has its own window within the Pastel Payroll HR desktop. This can be very useful. For example, you can leave enquiry and report windows open and rerun them at any stage:

There are, however, some restrictions with regards to multiple window usage. These restrictions ensure the integrity of your data. Data integrity is an aspect that affects multiple windows you open on a single workstation, as well as multiple workstations accessing the same company at the same time.

For example, in the setup functions, you configure how processing works in the company. You cannot open a setup function window while other windows are open on your computer or on another computer.

Use the Window menu to select an open function or arrange the windows on the desktop.

Here we have three overlapping functions open at the same time.

Chapter 3 – Working in Pastel Payroll HR Multiple Windows and Multi-User 27

The system has a few modes it uses to ensure data integrity:

Mode What it Does

Sole Access Mode All setup functions and some edit and processing functions work in Sole Access mode. If you open a window that requires Sole Access Mode, no other user can work in the company at the same time. You also cannot have other program functions open on your Pastel Payroll HR desktop.

Update Mode When you edit a masterfile record, or the system updates masterfile information while processing, the system enters Update Mode. This locks the particular record you are updating. During this time, no one else can edit that masterfile record. If another user attempts to open the record, they will receive a message that another user is locking the record. You should therefore not leave masterfile edit screens open on your system.

Stop Update Mode Some operations, mainly reports, prevent any updates from occurring. This ensures that the records the reports use are consistent for the whole company.

Note that the system displays some of these modes in the window header. This reminds you that you may be preventing other users from doing their work or even accessing the company.

Besides these modes, the system controls multi-user access automatically. If, for example, you attempt to edit a person’s record while another user is editing it, the system issues a message and prevents you from doing so.

Chapter 3 – Working in Pastel Payroll HR Maintaining Data Records 28

Maintaining Data Records Every time you work in a company, you create, modify, or delete a record in the database. The database contains many types of records. Each transaction is a record and so is each user's profile.

You maintain these records using standard techniques in Pastel Payroll HR. Once you know how to create, edit and delete one type of record, you can do the same for all records.

Some master records are relatively small and you maintain them by simply adding entries to a table.

Here we look at how you maintain larger masterfiles such as the people masterfile. Maintenance screens usually consist of three areas:

The navigation toolbar buttons have the following functions:

The context sensitive help contains detailed procedures for using the navigation toolbar.

This is the navigation toolbar.

This area is for the code and name or description of the record.

The tabs contain detailed fields that belong to the record.

Close Function

New Record

Scroll to first, last, previous, next record

Search or Scroll in code or name sequence.

Cancel Changes

Search Records

Save Record

Delete Record

Chapter 3 – Working in Pastel Payroll HR Zoom and Add Facility 29

Zoom and Add Facility Once you create records, you need to access them in other screens. The Zoom facility is a function that lets you select, enquire on and edit these records. You use it to quickly search for records, edit existing records and create new records.

What makes the Zoom facility so useful is that you can access it whenever you can enter a code for that record. You do not have to close the function in which you are working and you do not have to access a menu option. You invoke the Zoom facility within the data entry field itself:

You can enter the code directly, or you can invoke the Zoom facility. You do so by clicking the icon to the right of the field, or by pressing <F5>. The Zoom window for that record then displays:

A quicker way to add a new record is to use the Add facility from the data entry field. To invoke the Add facility, press <F6> or right click the icon. This invokes the maintenance function for that record and starts the function in new mode.

Note that most of these facilities are under password control. You specify per user what access permissions the user has (we look at users later). The system issues an appropriate message when the user attempts to use facilities for which they do not have access rights.

You can change the sort sequence and the starting position on some zoom screens.

The records display here. You can use standard navigation keys to scroll through the list. To select an item, double-click it or click it and press <Enter>.

Click the Add button to create a new record.

Click the Find button to perform a text search.

Chapter 3 – Working in Pastel Payroll HR Data Entry 30

Data Entry Data entry is for the most part standard. You can enter fields and copy and paste text, using standard Windows methods.

We have just seen how to find and maintain records via database entry fields using the Zoom and Add facilities. These save a lot of time.

You can set your own date and numeric formats per company, which you can change at any time. You enter dates as follows:

You can enter the date directly. You do not enter the separator.

Click the arrow to the right of the date to open the date navigator. You can scroll months. Click a date to use it.

Chapter 3 – Working in Pastel Payroll HR Note Facility 31

Note Facility The Note facility lets you create multiple note records that you attach to people masterfile records. Notes can be accessed by double clicking on the notes icon:

The Note facility has a variety of uses. For example:

You can attach a note to a record as a reminder.

You can link a note to an external document such as a word processor, spreadsheet, or graphic. When you open the note, the system loads the word processing, spreadsheet, or graphics program and opens the linked file you specified in the note.

You can create miscellaneous notes that you do not attach to any record. You can use these for to do lists, reminders, or scratch pads.

You can specify entry and action dates on notes and you can specify whether the note is open or closed.

The note maintenance screen looks like this:

You can choose different categories of notes.

Instead of entering text, you can link a note to an external file such as a spreadsheet or a word processing document.

You enter the note text here.

Chapter 3 – Working in Pastel Payroll HR Assistants 32

Assistants The system contains many Assistants that guide you through simple and complex processes.

An Assistant is a set of screens in which you can make choices, choose operations and enter data. Assistants display detailed help information on each screen.

At the bottom of the Assistant window, the system displays buttons that help you navigate and process:

You can navigate back and forth between these screens. Once you are satisfied with your choices, you confirm them and the system initiates the process.

Chapter 4

Working with Companies

In this chapter, we look at how you maintain and work with companies.

Creating Companies Backing Up Company Data

Chapter 4 – Working with Companies Creating Companies 34

Creating Companies Pastel Payroll HR allows you to maintain as many separate companies as you require.

When you install, the system creates a demonstration company for you called _DEMO. You use this company to learn how the system works. You cannot work in this company.

You can create a new company in two ways:

To create an actual company to work in, use the Setup Assistant. The Setup Assistant takes you through a series of screens and creates a working company.

You can create a new company as a copy of another existing company.

To create companies, select the File…New menu option:

When you create a company, the system links it to the registration server and activates it on the workstation on which you create the company. The company data does not have to be on the same computer as the registration server.

Other workstations that use the new company need to activate the company on their workstation. This is a very simple one-click process. You accomplish this by clicking the Manage Server button. Until you do this, the new company does not appear in the company list in the Open Company window.

The Setup Assistant takes you through a series of screens in which you choose how you will process. You can change any of these settings later, once the system creates the company.

Each company has an 8-character name, which becomes the folder name. You can choose where to install the company data.

If you create a company in a multi-user environment, other workstations need to link to the company.

The Setup Assistant creates a working company.

Chapter 4 – Working with Companies Backing Up Company Data 35

Backing Up Company Data Making security copies of your data is essential. The database is stored on your hard disk and the hard disk is subject to hardware failure, physical damage from natural events and theft. The information you store in your database is worth thousands of times as much as the physical hardware.

Note You must put backups on removable media such as CDs or tape drives. A backup on the same physical computer as the data is inadequate. You should also keep some of these copies in a separate geographical location to ensure their safety.

We provide a backup tool for smaller companies to use. If your data is large, you should look at third party alternatives for reliable backups. For example, if you backup onto a tape drive, the tape drive manufacturer usually provides you with the appropriate software to make your backups. The software usually contains some form of scheduling, so that the system can perform the backups at night or after normal working hours.

You should spend some time ensuring that your backup routines are in place, that they are in fact carried out and that the data you are backing up can be restored should the need arise. You should check the latter point regularly.

We recommend the following backup regime:

Daily backups made onto separate backup devices each day you work. In other words, do not overwrite yesterday’s backup with today’s backup. Using the daily strategy, you can go back 5 working days if you need to.

Additional backups made at the end of every week, again on separate devices. This lets you go back a few weeks if you need to.

An additional backup made at the end of each month, which you keep for at least a tax year.

An additional backup made at the end of the tax year, which you keep forever.

To backup via Pastel Payroll HR, choose the File…Backup menu option:

Choose where to back up the data.

If you store images (photos) of the people, you can back up the images as well. This takes extra time and space.

The backup name will default with the system date but you can change it and it will add an H to the company name

Chapter 5

HR Setup

In this chapter, we present an overview of the setup screens.

Company Parameters Users and Passwords

User Defined Fields People Security Groups

Chapter 5 – HR Setup Company Parameters 37

Company Parameters In this function, you set company parameters, data entry formats and payroll processing rules. To access this function, select the Setup…Company Parameters menu option:

On the Company Information tab you enter the company details.


On the Addresses tab you enter the postal and physical address of the company and any additional addresses, e.g. branches.

Here is the Settings tab:

Specify how to enter and display numbers.

Specify how to enter and display dates.

You can use global numbering for people codes. If you do, set the next number here. The alternative is to allow users to enter their own numbers.


The Skills & Equity tab:

The Documents tab:

Chapter 5 – HR Setup Users and Passwords 40

Users and Passwords Access security is a vital aspect of your business processing. You need to ensure that you allow access to your system only by persons you authorise. You should also restrict which areas of the system each user can access. You accomplish all this in the Setup…Users / Passwords menu option:

In the Type of User field, you specify broad access permissions:

Access Level What it Does

HR Administrator This type of user can access all areas within the system

HR Manager This type of user can access all areas within the system

HR User This type of user can access all areas within the system except Import / Export and Backup

Supervisor/Line Manager

This type of user can access the same areas as an HR User except for the following: Process Actions, Process Disciplinary, Process Performance Review

Employee This type of user can only view reports

In the Options frame, you specify what the user van and cannot do.

Chapter 5 – HR Setup User Defined Fields 41

User Defined Fields User defined fields are optional additional fields you can add to the person file.

To access this function, select the Setup…User Defined Fields menu option. In this function, you maintain the field names.

Once you create these fields, you can enter values for them in each person's record:

To create a user-defined field, all you have to do is enter its description.

Chapter 5 – HR Setup People Security Groups 42

People Security Groups People Security Groups are used to link people to. Users are then linked to security groups to give them access to specific groups of people.

To access this function, select the Setup…People Security Groups menu option.

Chapter 6

HR Maintenance

In this chapter, we look at the people Masterfile and its supporting files.

People Masterfile Disciplinary Non-Payroll Managers Performance Management Company Structure Documents Assets Training Equity

Chapter 6 – HR Maintenance People Masterfile 44

People Masterfile In the People Masterfile you enter the person’s information.

To access this function, choose the Edit…People menu option.

In the Personal Details tab you enter personal information and you can add a picture for the person.

In the Addresses tab, you enter the physical-, postal- and business addresses of the person.


In the Contacts tab you can enter contact numbers and names.

In the Job Details tab you enter job related information.

The Employment History tab displays the different positions a person held in the company.


The Working Days tab displays the hours and days the person works.

The Leave tab displays leave balances per leave transaction.

On the Medical tab you can enter medical aid information for the person and his dependants.


The Co. Assets tab is used to link assets that were issued by the company to a person.

On the Training tab you can enter all the courses a person attended as well as the costs of the courses.

On the Education tab you enter the educational qualifications of a person and when it was achieved.


The Actions tab can be used to record any actions that should be taken for a person.

The Disciplinary tab displays the disciplinary details for a person.

In the Reviews tab you view reviews done for a person.


You can enter equity information for the person on the Equity tab.

Chapter 6 – HR Maintenance Non-Payroll Managers 50

Non-Payroll Managers In the person record, you can link the person to the person they report to. This person can either be another person in the company, or it can be a person you create in the Non-Payroll Managers function.

To access this function, select the Edit…Non-Payroll Managers menu option:

Chapter 6 – HR Maintenance Company Structure 51

Company Structure Departments Create departments that exist within your company. A person can be linked to a department.

Job Classifications Create job classifications that will be used in the occupation details screen.

Occupation List You can create the occupation list and then link an occupation to a person.

Occupation Details The Occupation Details screen is used to see a detailed description and the requirements for a specific occupation. It can be useful when there are vacancies to be filled.

Assets Asset Types Create different asset types to use in the company assets screen. If there is strict control over an asset, only one person can be linked to an asset.

Company Assets The Company Assets screen contains detailed information about an asset.

Disciplinary Steps You enter the disciplinary steps in this screen and the number of days it is valid for. The Disciplinary Reasons screen also makes use of these steps.

Reasons The program ships with default disciplinary reasons but you can also add reasons. For each disciplinary reason, you can select the disciplinary steps to follow.

Incident Categories Enter the incident categories in this screen. The incident categories are used in the disciplinary process.

Chapter 6 – HR Maintenance Performance Management 52

Performance Management Performance Ratings The performance ratings are used when processing a performance review.

KPA’s A Key Performance Area can be defined as a specific goal or target an employee has to achieve while performing a specific job.

KPI’s A Key Performance Indicator can be defined as a specific task an employee must complete within a relevant key performance area.

Performance Reviews A performance review consists of KPA’s and KPI’s to make up a score that must be achieved.

Documents Document Types Create a list of document types that will be used to classify documents.

Attached Documents There are a few screens from where documents can be attached. The Attached Documents screen displays all these documents on one screen.

Training Institutions Enter the institution name and contact details and address on the Institution screen.

Course Types Make a list of all the course types that have already been completed by people and add new ones when a person attends a new course type.

Qualification Types Enter all the qualification types that people have obtained or which they are still completing.

Chapter 6 – HR Maintenance Equity 53

Equity Workplace Categories Enter all the workplace categories applicable to your company.

Chapter 7

HR Processing

In this chapter, we look at how you process HR.

Actions Disciplinary Performance Review

Chapter 7 – HR Processing Actions 55

Actions You use the Actions screen to process an action that must be taken for a person.

Chapter 7 – HR Processing Disciplinary 56

Disciplinary In the Disciplinary screen you record a disciplinary procedure for a person.

Chapter 7 – HR Processing Performance Review 57

Performance Review In the Performance Review screen you record the scores a person achieved when his performance review was performed.

HR Reporting

In this chapter, we present an overview of the HR reporting function. This section also includes Custom Reports, which allows you to create your own reports.

HR Reports Custom Reports

Chapter 8

Chapter 8 – HR Reporting HR Reports 59

HR Reports In this section, we look at the HR reports.

To access reports choose the View…menu option, select the sub-menu of reports and then the actual report you require.

The View menu has the following sub-menus:

People Reports Report Summary

Asset Register This report prints the asset register.

Birthday Listing This report prints a birthday listing for the company.

Certificate of Service This report prints a certificate of service for a selected person.

Educational History This report prints the educational history for a selected person.

Employment History This report prints the employment history for a selected person.

Increases Due This report prints a list of increases due for the company.

Medical Information This report prints the medical information for a selected person.

Personal Profile This report prints the personal profile information for a selected person.

Signature Listing This report prints a listing of all the people in the company and a line where they can all sign.

Timeline of Events This report prints the all the HR activity for a person in sequence.

Training History This report prints the training history for a selected person.

Statistics Report Summary

Departmental Head Count This report prints the head count per department.

People per Age Group This report prints the people per age group.

Employment Equity Overview This report prints an overview of the employment equity.

Listings Report Summary

People by Department This report prints a listing of all people in a specific department in the company.

Non-HR Managers This report prints a listing of all the non HR managers.

Departments This report prints a listing of all the departments in the company.

Job Classifications This report prints a listing of all the job classifications.

Chapter 8 – HR Reporting HR Reports 60

Listings (Continued) Report Summary

Occupations This report prints a listing of all the occupations.

Occupation Details This report prints a listing of all the occupation details.

Asset Types This report prints a listing of all the asset types with the total purchase price and the total market value.

Company Assets This report prints a listing of all the company assets with the purchase price and date and the market value and the scrap date and reason.

Disciplinary Steps This report prints a listing of all the disciplinary steps.

Disciplinary Reasons This report prints a listing of all the disciplinary reasons.

Incident Categories This report prints a listing of all the incident categories.

Performance Ratings This report prints a listing of all the performance ratings.

Key Performance Areas This report prints a listing of all the key performance areas.

Key Performance Indicators This report prints a listing of all the key performance indicators.

Performance Reviews This report prints a listing of all the performance reviews.

Document Types This report prints a listing of all the document types.

Training Institutions This report prints a listing of all the training institutions.

Training Courses This report prints a listing of all the training courses.

Qualifications This report prints a listing of all the qualifications.

Forms and Templates Report Summary

Disciplinary Enquiry Outcome You can print this form to record the outcome of the disciplinary enquiry.

Employment Contract This report is a template for an employment contract.

Grievance Form You can use this form to record a grievance.

Notice to Attend a Formal Disciplinary Enquiry

You can use this template to give a notice to a person who must attend a disciplinary enquiry.

Written Warning This report is a template for a written warning.

Performance Review This report is a template for a performance review.

Chapter 8 – HR Reporting Custom Reports 61

Custom Reports In the Custom Reports option you are able to create your own reports. The three available options are:

View Reports

Edit Reports

Report Assistant

View Reports You use this function to view reports you have designed.

To access this function, select the View…Custom Reports…View Reports menu option.

Click the Browse button to search for the report you want to print.

Click the Test Connection button to make sure that the connection between the data source and the company you are using is functional.

The Pervasive Data Source Name is the company name with REPORTS added in front of it.

Edit Reports The Edit Reports option is used to design a custom report and to preview the report you designed.

To access this function, select the View…Custom Reports…Edit Reports menu option.

The Design Report tab can be used either to design a report from scratch or to apply finishing touches to a report designed with the Report Assistant.

Change the Fields section by adding fields or deleting fields. When you edit the report using the assistant, the report layout will not change but the fields will update.

Save the reports in any folder you created or in the default location.

The Preview Report tab displays a sample of the report. If any parameters exist, the parameter values must be defined before the report can be generated.

The Custom Report Preview displays all the selected data in the format defined during the setup of the report.

Chapter 8 – HR Reporting Custom Reports 62

Report Assistant The Report Assistant allows you to create and customise new reports according to your specific requirements.

To access this function, select the View…Custom Reports…Report Assistant menu option.