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Employer Payment Summary (EPS)

Datafile Software Employer Payment Summary (EPS) The HMRC will use the values from the individual FPS files throughout the tax month / quarter to determine what payment value they are expecting from your company - accumulating the NIC’s,...

Auto Payments List

Datafile Software Auto Payments List The Auto Payments list reports employees set to receive payment direct into their bank accounts.The report lists the employees, the bank references and their net pay. You can create a BACS payment file to...

Submit P45(3) or P46 on Add of New Employee

Datafile Software Submit P45(3) or P46 on Add of New Employee New options have been added to allow the submission of the P45(3) or P46 forms when you add an employee to the Payroll system. The P45(3) is submitted when the new employee gives you...

Maintain Employee File

Datafile Software Maintain Employee File This option allows you to change the ‘add’ and ‘amend’ employee maintenance screens as well as the extra maintenance options. Actions prefixed with ‘***’ have no...

Employer Alignment Submission (EAS)

Datafile Software Employer Alignment Submission (EAS) This option is only used on first implementation of Real-Time Updating for the tax reference. It is one-time only submission, sent once per Datafile payroll company, that allows the HMRC to...

Using the HMRC DPS Mailbox

Datafile Software Using the HMRC DPS Mailbox Firstly, this option is only applicable on a terminal with access both to the Datafile Payroll system and the Internet! Selecting the DPS option opens the message centre and displays the messages...

NI Verification Request (NVR)

Datafile Software NI Verification Request (NVR) A National Insurance number uniquely identifies an employee. An NVR submission allows employers to validate and employee’s National Insurance Number or request one where a new or existing...

Payroll Extra - Payroll Authorisation Input Status

Datafile Software Solutions Payroll Extra - Payroll Authorisation Input Status Payroll procedures may mean that authorisation is required before the Payroll is run for the period – this may be from a manager, from a head office or may be...

Special 161+ Print Items

Datafile Software Special 161+ Print Items The payroll documents and the P11 statement reports allow a range of special items to print. These include values set in the system profiles for payroll, such as the company name and address, with...

Full Payment Submission (FPS)

Datafile Software Full Payment Submission (FPS) This is the most common submission procedure which will need to be submitted for each payroll run, the HMRC will use this submission to calculate how much PAYE and NIC is due from your business each...

Print P45 to PDF Form

A new option has been added to Payroll to print the P45 document to a PDF form document template. This allows you to print the P45 from the software to plain paper without ordering HMRC stationery. If enabled, then when print the P45 the...

Payroll Considerations - Link to Job Costing

Datafile Software Payroll Considerations - Link to Job Costing If you are using job costing, you can link it to your payroll (or payrolls). In this case you enter time sheet details direct into your job costing system, and transfer these...

P11 Transaction File Database Structure

Datafile Software P11 Transaction File Database Structure This database is maintained and used by the system for P11 reporting. This list allows you to see what the data items hold for use in reports and documents. You can add your own data...

Include Statutory Payments in Gross Pay

Datafile Software Include Statutory Payments in Gross Pay When an employee is paid a statutory payment such as sick pay or maternity pay then this value is updated into the Gross Additions total. Selected options such as Pension Calculations,...

Payroll Extra - Payroll Check Spreadsheet

Datafile Software Solutions Payroll Extra - Payroll Check Spreadsheet In payroll various items, such as Current Gross Pay, are only calculated as part of the payroll run procedure which restricts the amount of reporting that can be performed...

P45 Leavers - Document Design Manager

Datafile Software P45 Leavers - Document Design Manager The P45 Leavers document is designed as per the other documents and offers similar parameters options to the bank giro credit – general details/parameters and employee items to be...

Payroll Considerations - Payroll “Plus”

Datafile Software Payroll Considerations - Payroll "Plus” Payroll Plus is an accessory available on the Premier product level that increases the number of switches and overtime rates allowed.If in use then extra employee databases are used...

Extra File Scans

Datafile Software Extra File Scans This option allows you to set the authority level to enable the facility to scan documents against the employee record within the Ledger Enquiry. Set the authority level as required (0-9 where 0 is the highest,...

Copy SW to EMP (1/2) - Copy SW to EMP (2/2)

Datafile Software Copy SW to EMP (1/2) - Copy SW to EMP (2/2) Only applicable if using Payroll Plus. Allows definition of up to 20 copy items from the switch file to the employee file, actioned on payroll run. You may want to set copy items...

Pension Auto-Enrolment

Datafile Software Pension Auto-Enrolment Automatic Enrolment – What is it? The government has introduced a new law to make it easier for people to save for their retirement. It requires all employers to enrol their workers into a qualifying...

Memo Facility Configuration

Datafile Software Memo Facility Configuration The Memo facility allows you to record notes against employee records. Within the Ledger Enquiry Manager you have the option to define, for all applications, where the memo files are stored,...

Transaction Items

Datafile Software Transaction Items This option is only applicable if Premier and the payroll transaction file is in use X Data Item Type Description Employee No N Holds the employee record number Emp Code X (10) Holds the unique employee...

Summary of Payroll Controls

Datafile Software Summary of Payroll Controls This report is usually configured to show such details as employee name, gross pay, tax, national insurance contributions, sick pay and net pay. The report includes in the footer the breakdown of...

Payslip Design - Document Design Manager

Datafile Software Payslip Design - Document Design Manager To design a payslip layout for the payroll select the option ‘Payroll Documents’ from the Document Design menu and then select Payslips. The system then asks for the...

Documents Enquiry

Datafile Software Documents Enquiry The documents enquiry allows you to view and reprint the payslips for the employee. Cheques, Bank Giro Credit, the P14/P60 documents and the Employee Record Print can also be saved for reprint based on...

Adjust Basic Pay by Statutory Payment Values

Datafile Software Adjust Basic Pay by Statutory Payment Values When a salaried employee is in receipt of Statutory Pay an employer often ‘offsets’ these values against the employee’s normal pay so that they continue to receive...

Appendix - End of Year Returns

Datafile Software Appendix - End of Year Returns Prior to the introduction of RTI in 2013/14 you submitted returns at the end of the tax year. If you are asked to re-submit for earlier years (failed to send originally / sent with wrong tax...

National Health Insurance Table

Datafile Software National Health Insurance Table As with the tax bands and rates, the NI bands and rates are required in this part of the payroll System Profiles must be correct in accordance with the latest details issued by your tax...

Application Manager

Datafile Software Application Manager Select the Application Manager (Diamond and Premier only) menu option gives a further sub-set of actions.The options available on this menu are discussed in their own sections later on where...

Employee Record Print

Datafile Software Employee Record Print This document generates a one-page summary per employee of details including (by default) the year-to-date pay breakdown (additions, deductions, tax contributions, etc.) Additional Documents Two of the ...

Payroll Extra - Multiple Company Pension Schemes

Datafile Software Solutions Payroll Extra - Multiple Company Pension Schemes The pension options within the Datafile Payroll application allow for one company pension scheme, a stakeholder pension scheme and for additional voluntary...

Payroll Document Facilities

Datafile Software Payroll Document Facilities This option provides maintenance facilities for the saved documents files available for the payroll. Clear By Date This option allows you to clear the saved documents file using date criteria....

Ledger Enquiry - Print Employee Calendar Entries

Datafile Software Ledger Enquiry - Print Employee Calendar Entries This new feature adds a PRINT option to the Employee Calendar facility available within the Employee enquiry tools in the Ledger Enquiry. Select the PRINT option displays...

Database INI Settings

Datafile Software Database INI Settings The Employee database can be accessed within the Word template options as well as mirrored to SQL.You may also wish to restrict the items from the employee file that can be viewed subject to authority...

Payroll - Options for File Access and Application Security

The payroll application can be one of the most sensitive applications within the Datafile system with heavily restricted access requirements. In considering access rights you will need to consider not just the menu applications within Datafile but...

Windows 10 1803 Update / Windows Defender

Windows 10 1803 Update / Windows Defender The latest version of Windows Defender installed with the Windows 10 1803 update can block connections to the HMRC for FPS / EPS submissions in some circumstances – the system reporting a &lsquo...

AEO – Attachment of Earnings Orders

Datafile Software AEO – Attachment of Earnings Orders This option allows you to apply up to four attachments of earnings orders against an employee.Name- Enter the title of the attachment or earnings order – this will usually be the...

Submit P45 On-Line

Datafile Software Submit P45 On-Line This feature adds the option to send the P45 returns online via XML to the HMRC as part of the procedure for marking an employee as a leaver. If you elect to proceed then the system begins the XML submission...

TAX – Global Changes of Account Code

Datafile Software TAX – Global Changes of Account Code During the tax year – normally at the start and occasionally at week 7 – the HMRC uplifts employee tax codes. The normal global changes are applied by Datafile as part of the...

Ledger Enquiry Manager

Datafile Software Ledger Enquiry Manager The Ledger Enquiry Manager (Diamond and Premier only) allows you configure the display screens for the Employee Ledger Enquiry. Enquiries Allowed for this Company Although there are no specific...

Expand Data Files

Datafile Software Expand Data Files If not setting the auto-expand option for the transaction file, or to expand the employee files then this option allows you to expand the data files as necessary. Note if you expand the employee file the...

Payment Adjustment Analysis

Datafile Software Payment Adjustment Analysis This report is used to analyse all the payments, deductions and repayments which are handled by the payroll switches mechanism. It lists, by department, the switches configured, the number of...

Payroll Profile

Datafile Software Payroll Profile You specify here a number of general parameters concerning the type of payroll for this company, payment methods, pension and holiday pay arrangements, and (if paying by cash) the rules for the number of coins...

Employee Optional 7/11

Datafile Software Employee Optional 7/11 X Data Item Type Description X Accum Switch K K, L } X Accum Switch L K, L } X Accum Switch M K, L } As for switches A-J above X Accum Switch N K, L } X Accum Switch O K, L } X Accum Switch P K, L }...

Payroll Considerations - Using the Payroll

Datafile Software Payroll Considerations - Using the Payroll The Datafile Software payroll system works in a distinct cycle of three stages: Input payroll details and try out the payroll run Run the payroll for real, print reports and...

Company/Bank Details

Datafile Software Company/Bank Details The first screen of the Company/Bank Details allows you to specify details of the company for which this payroll is to be used and details of the company bank account and tax officePayroll Name The name...

Payroll Utilities

Datafile Software Payroll Utilities Selecting the Utilities option displays a menu of extra facilities.

Payroll Year-End

Datafile Software Payroll Year-End The end-of-year procedure is similar to the period-end procedure except that it also resets the year-to-date values and removes any employees who have left during the tax year.The year-end process steps through...

NEW – Add New Employees

Datafile Software NEW – Add New Employees This option is used to add new employee details or — at initial set-up time — to enter existing employee details. Make sure that you have entered details of your departments (or just one...

Compact & Audit Database

Datafile Software Compact & Audit Database The internal processing of databases does not necessarily re-use the space occupied by records that have been deleted. New records are always added to the end of the file. Therefore, over a...

Employee Optional 5/11

Datafile Software Employee Optional 5/11 X Data Item Type Description X Basic Hours K, L Basic Hours worked in this period X Basic Hours/Value K, L Basic Pay paid this period X Overtime 1 Hours K, L } X Overtime 1 Value K, L } Holds the...

Employee-2 File Database Structure

Datafile Software Employee-2 File Database Structure This database is maintained and used by the system for year-end reporting, director and statutory payment calculations. This list allows you to see what the data items hold for use in...

Bank Giro Credits - Document Design Manager

Datafile Software Bank Giro Credits - Document Design Manager The design and parameter options available for the bank giro credit are identical to the cheque layout previously with two exceptions. You do not have an option that the bank giro...

Payroll Considerations - File Relationships

Datafile Software Payroll Considerations - File Relationships The main files of the payroll system are the employee files – the employee files are split over (up to) five databases, the record number in each relating to the same employee. As...

Payroll - Furloughing Employees

Furloughing Employees If you cannot maintain your current workforce because your operations have been severely affected by coronavirus (COVID-19), you can furlough employees and apply for a grant that covers 80% of their usual monthly wage costs, up...

Report Coinage Analysis

Datafile Software Report Coinage Analysis This report only lists employees who are marked as receiving payment in cash. It shows the net pay for each employee and the division into notes and coins to satisfy the net pay. If you elect to...

What is the DPS Secure Mailbox?

Datafile Software What is the DPS Secure Mailbox? When you register and activate the PAYE Online Service, the HMRC set up a secure online mailbox for you. This is a delivery point for online messages that the HMRC send you. The mailbox ensures...

Recall Standard Text

Datafile Software Recall Standard Text Recall Standard Text allows you to attach a word or phrase to a specific key combination (such as + ). Up to fifteen phrases can be entered and these are available for update into a...

End of Year P60 (P14) - Document Design Manager

Datafile Software End of Year P60 (P14) - Document Design Manager This document is designed in the same manner as the other documents earlier and offers the same parameter options as the Bank Giro Credit – General Details/Parameters and...

Payroll 2013/14 Upgrade Notes

Datafile Software Payroll 2013/14 Upgrade Notes Questions for the Employer What is your Employer Accounts Office Reference? This is a mandatory item for submission of RTI returns to HMRC. As part of the year-end process the operator will be...

P11 Reports

Datafile Software P11 Reports The P11 database records as a transaction the pay details by employee for each period. These can be used to supply information that can be used for completion of the Deductions Working Sheet and the Employers...

Input Payroll Details

Datafile Software Input Payroll Details This part of the payroll allows you to enter all the variable details for the current pay period – holiday pay, sick pay or statutory payments, overtime pay and so on.You do not need to make changes in...

Select Key Definition

Datafile Software Select Key Definition Whenever you press , to select an employee, the details displayed can be configured to show what you require. This is done via the ‘Select Key Definition’. You select the...

XML Submissions to the HMRC

Datafile Software XML Submissions to the HMRC Options within Datafile allow for the submission of P45(1), P45(3), P46 and P14/P35 end of year documents to the HMRC as an alternative to producing printed copies. Communication processes when...

Cheque Design - Document Design Manager

Datafile Software Cheque Design - Document Design Manager To design a cheque layout for the payroll select the option ‘Payroll Documents’ from the Document Design menu and then select Cheques. On selection of the cheque layout...

Link to Company Constants Extra Payroll Data Items

If your ProFiler application is linked to an application company and uses a constant file then profiles are available to pick up selected details from application company files. Details include the Company Name and Address, Tax Rates, Sales...

Payments and Deduction Table

Datafile Software Payments and Deduction Table In addition to standard deductions and payments (for example: statutory sick pay, holiday pay, National Insurance contributions, tax, company pension), you may define further payments,...

Bank Giro Credits

Datafile Software Bank Giro Credits This option prints the bank giro payment slips which you can pass direct to your bank to pay employees marked for bank giro payment. You would need to print a separate payslip for these employees.

Payroll Considerations - Holiday Pay

Datafile Software Payroll Considerations - Holiday Pay There are two methods available to you to handle holiday pay: Give extra pay in the last period before the employee goes on holiday. This is usually given in terms of weeks or days pay...

Restore Payroll Files

Datafile Software Restore Payroll Files When you run the payroll the system creates a backup of the payroll files to allow you to restore, via the System Status, and re-run if further amendments are required. In addition, as part of the...

P11 (Premier only)

Datafile Software P11 (Premier only) Whist the P11 transaction database is available for all product levels; the enquiry option here is only available for Premier users. The option displays records for the employee from the P11 transaction...

Overtime Rate Table

Datafile Software Overtime Rate Table Here you specify the different percentage factors for overtime that are to be applied to the employee hourly/overtime rate. For each overtime rate you wish to use you enter the factor and the description...

Print Payslips

Datafile Software Print Payslips This option allows you to print the employee payslips. Payslips are driven by a document format – designed via the Document Design Manager. Firstly, if you select to print the payslip prior to running the...

Transactions (Premier only)

Datafile Software Transactions (Premier only) This option display records for the employee from the Premier transaction file – a record is generated for each pay period the employee is paid. These transactions are usually cleared as part of the...

End of Year P14 Document

Datafile Software End of Year P14 Document This option produces a P14 document for each employee.

Year End Procedures

Datafile Software Year End Procedures These procedures allow you to print a P35 listing and the P14 End-of-Year document before running the year-end processes and updating the tax table for the next tax year. In earlier tax years you would...

Process Payroll

Datafile Software Process Payroll This option runs the payroll for real; you would normally have checked that the payroll is correct by running the Check Report described above. The payroll often means more to employees than anything else in...

Special Facilities

Datafile Software Special Facilities P11 Transaction Pointers The P11 file is a detail file off the main employee file and contains transaction history. For standard payroll operation you do not need record pointers to link the employee file...

Employee Switch DB

Datafile Software Employee Switch DB This option is only applicable if Premier and using Payroll Plus X Data Item Type Description X Current SW From K, L } Enter the data item numbers for the first X Current SW To K, L } and last switch...

Employee-3 File Database Structure

Datafile Software Employee-3 File Database Structure This database is maintained and used by the system for attachment of earnings orders. This list allows you to see what the data items hold for use in reports and documents. No Data Item...

Student Loan Deductions

Datafile Software Student Loan Deductions The ‘Student’ option allows you to mark an employee as being applicable for student loan deductions to be calculated. Apply Student Loan Deduction Set to apply student loan deductions for this...

Payroll Input

Datafile Software Payroll Input This screen allows selected configuration for the payroll input option. During Option 1 (Enter All Details) Suppress the input of Basic / Overtime During Option 1 (Enter All Details) Suppress the input of Pay ...

Pension Contributions

Datafile Software Pension Contributions This report lists the year-to-date pension contributions, including stakeholder and minimum COMP (F, G, or S NI categories) contributions for the employee and the employer.

Payroll Considerations - Trying Out the Payroll System

Datafile Software Payroll Considerations - Trying Out the Payroll System You can start to use the system immediately on the DEM company supplied with your system. The outline description below assumes that you have read the Using Datafile...

Employee Basic Pay List

Datafile Software Employee Basic Pay List This report lists the employee’s normal basic pay plus overtime rate and switches in use. You have the option to include employees who have left during the tax year when printing this report.

Database Audit

Datafile Software Database Audit Use this option to check the internal integrity of any of the Payroll application files. If you’re sure that a particular record is in the file but you cannot select it via the indexes then you might...

Copy EMP to TX (1/4) - Copy EMP to TX (2/4) - Copy EMP to TX (3/4) - Copy EMP to TX (4/4)

Datafile Software Copy EMP to TX (1/4) - Copy EMP to TX (2/4) - Copy EMP to TX (3/4) - Copy EMP to TX (4/4) Only applicable if Premier. These options allow the definition of up to 40 copy items from the employee file to the...

Period End / Start Next Period

Datafile Software Period End / Start Next Period You use this option to close the current period and start a new period. Before running this option you should ensure the nominal ledger has been updated – if configured to update from the...

Payroll Configuration

Datafile Software Payroll Configuration Your Datafile Software payroll system has a wide range of possible facilities, and you can undertake a great amount of structuring so that it suits your particular operation. This section describes how...

Employee Record Print - Document Design Manager

Datafile Software Employee Record Print - Document Design Manager This document is designed in the same manner as the other documents earlier and offers the same parameter options as the End of Year Report – General Details/Parameters and...

Improvements to Employee Maintenance and Payroll Input

Datafile Software Improvements to Employee Maintenance and Payroll Input As with the Sales/Purchase Ledger, this release brings a new interface to the employee maintenance and payroll input procedures within Payroll. The first change is to the...

Employee Mandatory 2/4

Datafile Software Employee Mandatory 2/4 X Data Item Type Description NI-Reference X (9) Holds the national insurance number for the employee. NI-Table Letter X (1) Holds the NI category of the employee – other than on first add of the...

Taxation Table

Datafile Software Taxation Table The tax bands and rates which are required in this part of the payroll System Profiles must be correct in accordance with the latest details issued by your tax office. Every Spring Datafile Software sends...

Transaction / Detail Enquiries

Datafile Software Transaction / Detail Enquiries This option gives you the ability to configure the display of the transaction enquiries available for each employee. On selection of this option you are able to set the authority levels for...

Payroll Considerations - Payroll "Switches"

Datafile Software Payroll Considerations - Payroll "Switches” Different companies have widely differing requirements for including additional payments, deductions, repayments and other financial matters on their payroll. Datafile Software...

Run the Payroll

Datafile Software Run the Payroll This is the option where you configure the run of the payroll for real. There are two aspects of the run process you can configure – the run report, and the department update. The Payroll Run Report The...

Department Items

Datafile Software Department Items The department database is primarily free-form holding only the items you require for department analysis and the nominal update. Items are updated based on the copy items set within the ‘Run the...

Fax Printing - Document Design Manager

Datafile Software Fax Printing - Document Design Manager Selected fax software, such as Tobit David and Zetafax, allow programs to pass information to them with regards to fax and contact details. This option allows you to enter those commands...

Mark Employee as Leaver / Print P45

Datafile Software Mark Employee as Leaver / Print P45 This option allows a direct call to facility to mark an Employee as a leaver and to print their P45.Details within this option were discussed in the Employee Details section earlier.

Payroll Considerations - Employee File Data Items

Datafile Software Payroll Considerations - Employee File Data Items A payroll is complex to define and set up due to the large number of payment and deduction options which may exist on any one payroll — fortunately, it is easy to run...

Minimum Wage Checks

Datafile Software Minimum Wage Checks A new option has been added to the Datafile Payroll system to validate the hourly rate of an employee against set minimum wage rates for his/her age. During the payroll input, the print of the &lsquo...

Employee Transaction Listing (Premier only)

Datafile Software Employee Transaction Listing (Premier only) This report, available on the Premier suite only – and then only if using the transaction file, produces a ‘statement’ style report showing details from the employee...

Payroll Considerations - Pension Schemes

Payroll Considerations - Pension Schemes A wide variety of pension schemes can be supported including the special contracted-out money payment (COMP) schemes and Stakeholder pension schemes. Payments may be made by both employee and employer to...

Set Auto Expand Data Files

Datafile Software Set Auto Expand Data Files Datafile reserves a fixed space for database files and you need to expand that space should the file become full. This option allows you to set internal system parameters so that it automatically...

Introduction

Datafile Software Introduction The Datafile payroll system can either be used on its own, or as an integral part of your Datafile Software installation with links to nominal ledger and job costing. However you plan to use your payroll system, you...

Report Birthdays on Payroll Run

Datafile Software Report Birthdays on Payroll Run When running payroll an employee’s age can be important consideration for the likes of minimum wage rates and employee NI contributions, it can also be useful in knowing when to send...

Launch Other Programs

Datafile Software Launch Other Programs The Ledger Enquiry allows up to eight (subject to screen resolution) program actions to be triggered for the current employee. This could include updating the employee record or launching a ProFiler entry...

Employee National Insurance

Datafile Software Employee National Insurance This report lists the employee’s national insurance contributions and the pay on which this was based for both the current period and the year-to-date (for the active/latest NI category...

Job Timesheets

Datafile Software Job Timesheets LIFO Set to display timesheets in LIFO – last in first out – order. If set then you should ensure that the transaction data item Employee-No is a secondary index for speed purposes. List Items Here you can...

Employee Details

Datafile Software Employee Details This section of the payroll allows you to add and amend employee records, amend their non-standard payments, deductions, and repayments, change National Insurance categories, and flag employees who have...

Check for Active Submissions

Datafile Software Check for Active Submissions When you submit files to the HMRC if the website is busy then the communication could repeatedly poll.If this polling occurs the option is available to SKIP the acceptance/rejection response to the...

Document Design Manager

Datafile Software Document Design Manager The Document Design Manager is available on the main ‘Installation’ menu for Compact and Professional users, for Diamond and Premier users it is available on the ‘Application...

Payroll Ledger Enquiry

Datafile Software Payroll Ledger Enquiry The Ledger Enquiry is probably the most used and important tool for enquiry. You can access the Ledger Enquiry from practically anywhere in the system and enquire upon the employee records, view and...

Employee Optional 8/11

Datafile Software Employee Optional 8/11 X Data Item Type Description X YTD Basic Hours K, L } X YTD Basic Value K, L } X YTD Overtime 1 Hours K, L } X YTD Overtime 1 Value K, L } Holds the YTD accumulation of basic X YTD Overtime 2 Hours K...

Printer Settings - Document Design Manager

Datafile Software Printer Settings This option allows you to set a default printer and tray for the payroll document. Clicking the drop-down list shows the printers available from the pc for you to select, after selecting the printer the...

Benefits in Kind / Company Cars

From the start of the 2016/17 tax year employers could choose to account for the tax on benefits in kind through PAYE each payday. For more details review the HMRC website at: https://www.gov.uk/guidance/paying-your-employees-expenses-and...

Audit Dept/Employee Pointers - Audit Employee/Trans Pointers - Audit Employee/P11 Pointers

Datafile Software Audit Dept/Employee Pointers - Audit Employee/Trans Pointers - Audit Employee/P11 Pointers These options check and reset the relationship between the employee file and the department/transaction files.Note that the...

Employee Optional 11/11

Datafile Software Employee Optional 11/11 X Data Item Type Description Overtime Rate 1 M } These items allow the entry of a specific Overtime Rate 2 M } overtime rate to be used for each band Overtime Rate 3 M } overriding the hourly...

Employee Optional 3/11

Datafile Software Employee Optional 3/11 X Data Item Type Description Pension Rate – ER K, L Holds the rate or fixed amount of pension contributions to be made by the employer. The system profiles determine how the value here is to be...

Statutory Pay Schemes

Datafile Software Statutory Pay Schemes As with tax and NI these values are updated automatically as part of the year-end for users on the Gold update. SSP Lower Limit SSP Higher Limit SSP Payment Maximum Number of Weeks to be Paid in a Year...

General Document Design

Datafile Software General Document Design On select of the Document Design Manager you are given a list of the documents available to be configured for Payroll. On selection of a document type you are asked for the document pathname. If you...

Employee Optional 9/11

Datafile Software Employee Optional 9/11 X Data Item Type Description Department Split No 1 N, T } Department Split No 1 % K, L } Department Split No 2 N, T } Department Split No 2 % K, L } Department Split No 3 N, T } Holds the...

Payroll Considerations - Departmental Analysis (Diamond and Premier only)

Datafile Software Payroll Considerations - Departmental Analysis (Diamond and Premier only) In some industries it is common for employees to work in more than one part of the company during a payroll period. For example: a shop assistant may...

Payroll Considerations - Year End

Datafile Software Payroll Considerations - Year End Although the system takes a backup of the files at this point you may want to consider keeping a separate copy of your year-end payroll files (to April 5th) under a different company name...

End of Year (P35) Listing

Datafile Software End of Year (P35) Listing This report lists the employees, together with their PAYE and NI contributions. Totals are also given for statutory payments, and student loan deductions.

Set Application Code Formats

Datafile Software Set Application Code Formats Although the employee file doesn’t have a prime-index Premier users can set a code format for the employee if they are using the ‘Unique Employee Code’ functionality. There...

Commence Next Payroll Period

Datafile Software Commence Next Payroll Period When you run the Period End Procedure the current values and pay status for all employees are reset. Two parameters on this screen allow you to keep selected values. Remember Previous Department...

Principal Features

Datafile Software Principal Features General Multi-company payroll Multiple payrolls for same company Weekly, fortnightly, or calendar monthly payroll User-definable tax and NI rates and bands User-definable documents such as payslips,...

Employee Optional 4/11

Datafile Software Employee Optional 4/11 X Data Item Type Description Switch T Factor M Holds the rate factor used by this switch X Current Switch K K, L } X Current Switch L K, L } X Current Switch M K, L } Holds the values paid by the...

Copy SW to TX - Copy Pay to TX

Datafile Software Copy SW to TX - Copy Pay to TX Only applicable if using Payroll Plus, these options allow the definition of up to ten copy items from the switch file to the Premier transaction file and from the overtime file to the...

Employee Mandatory 1/4

Datafile Software Employee Mandatory 1/4 X Data Item Type Description Title X (3) } Forename X (15) } Employee Name Surname X (17) } Full Name & Group of the above three items Date of Birth E Employee Date of Birth Date of...

RE-START A Former Employee Rejoins (Premier only)

Datafile Software RE-START – A Former Employee Rejoins (Premier only) In some industries it is common for an employee to be laid off and rehired, possibly more than once, during the tax year. As each period of employment requires a...

Copy Pay to EMP (1/2) - Copy Pay to EMP (2/2)

Datafile Software Copy Pay to EMP (1/2) - Copy Pay to EMP (2/2) Only applicable if using Payroll Plus. Allows definition of up to 20 copy items from the overtime file to the employee file, actioned on payroll run. You may want to set copy...

Application Screen Layouts

Datafile Software Application Screen Layouts This option allows access to the ‘Maintain Employee File’ section of the Application User Facilities.Refer to this section above for further details.

Enquiries Configuration

Datafile Software Enquiries Configuration This option allows you to configure the Ledger Enquiry for each of the applications. After selecting the application a list of available options are displayed.

Employee Optional 6/11

Datafile Software Employee Optional 6/11 X Data Item Type Description X YTD Pension Employer K, L Holds the YTD contributions made to the pension by the employer X YTD Pension Employee K, L Holds the YTD contributions made to the pension...

Calendar

Datafile Software Calendar This option gives the ability to record against each employee record a visual display of when the employee has taken holidays, been off sick, late, etc. Marking the Days To update the display select the Calendar...

Controls and Audit Manager

Datafile Software Controls and Audit Manager The Controls and Audit Manager contains all the utility routines used to check the integrity of the database files and to undertake various housekeeping actions. The tools supplied allow: Audit...

Payroll - Employee Assessment for Auto-Enrolment and Set Password by Employee for Emailed Payslips

Employee Assessment for Auto-Enrolment A new option has been added to perform the pension auto-enrolment assessment within the Payroll. This option ties in with the Company Pension Scheme(s) that can be defined within Payroll. ...

Payroll Extra

Datafile Software Solutions Payroll Extra Payroll Extra is a new Datafile Addition available to the Payroll application that provides additional features with regards Payroll processing, calculation and reporting.

Ignore Records on F4 Lookup

Datafile Software Ignore Records on F4 Lookup When using the Ledger Enquiry all employees may be accessed and this option allows you to restrict and ‘hide’ selected employees from display. You may for example wish to hide directors or...

Employee Optional 2/11

Datafile Software Employee Optional 2/11 X Data Item Type Description SSP Qualifying Days N Number of days the employee usually works in the week. X SSP Days Paid N The number of days SSP paid this period X SSP Amount Paid K, L The amount...

Employee Optional 1/11

Datafile Software Employee Optional 1/11 X Data Item Type Description Date Started E Holds the date the employee began their employment X Pay Periods Paid N Used to note the number of periods paid in the current pay period. Required for 2 and 4...

Timesheets

Datafile Software Timesheets This option, available if Job Costing in use and linked to Payroll, allows the listing of any timesheet entries for the employee. The option displays records for the employee from the job transaction file. VIEW...

Department Summary

Datafile Software Department Summary This report is used to analyse elements of employee’s pay – i.e. total gross pay, total NI, etc – by department. As with the previous report you may select whether you wish to see totals for each...

Employee Mandatory 4/4

Datafile Software Employee Mandatory 4/4 X Data Item Type Description X YTD Gross Pay K, L This holds the gross pay for the year including basic pay and overtime plus SMP/SPP/SAP/SPP etc. X YTD Gross Additions K, L Additional pre-tax...

Employee Optional 10/11

Datafile Software Employee Optional 10/11 X Data Item Type Description SMP QW Period } SMP Average } SMP High Weeks Left } These items are no longer in use. SMP Low Weeks Left } SMP is now recorded on the employee 2 SMP Current Weeks ...

Employer National Insurance

Datafile Software Employer National Insurance The reverse of the above in that it lists the employer national insurance contributions and the pay on which this was based.

Pre-Payroll Check Report

Datafile Software Pre-Payroll Check Report This option allows you to configure the payroll check report – the trial run of the payroll to check that everything has been entered. The set-up for this report, and in fact, most listing reports...

Employee Mandatory 3/4

Datafile Software Employee Mandatory 3/4 X Data Item Type Description Basic Pay K, L Either basic wage or salary, value left at zero if hourly paid.If payroll configured for weekly, 2-2-weekly or 4-weekly periods then the value here is per week...

Department Analysis Headings

Datafile Software Department Analysis Headings This option lets you name the departments you wish to use in this payroll. The number of departments you can set up is determined by the number of records in the department database. The...

Security and User Manager

Datafile Software Security and User Manager The Security and User Manager, available on Professional upwards, allows you to set authority levels and passwords on specific application options and to define any user authority overrides....

Payroll Check Report

Datafile Software Payroll Check Report The pre-payroll check report is effectively a dummy payroll run so that you can see all the details are correct before you commit yourself. If you find any errors, then you can go back to the input routines...

Reports

Datafile Software Reports Selecting the reports menu offers a comprehensive selection of reporting options. When selecting to run the majority of these reports, if the payroll has not been run for all employees you will be warned accordingly....

Special Reports (including P11)

Datafile Software Special Reports (including P11) This option allows you to configure the special reports and documents, the P11 reports and the P45 document. The reports listed here are those on the right-hand side of the payroll reports menu....

Alternate Panel Settings

Datafile Software Alternate Panel Settings The Ledger Enquiry has two panels between the enquiry screen and the enquiry actions that can be used to display additional data. This can include saved notes, emails or documents as well as the...

Employee Number Year End Reset

Premier Only Payroll generally uses the record number as the employee number but Datafile Premier Users have the facility to use an alternate reference for this. Where employees are often hired and re-hired throughout the year an option...

Standard Reports & Payslips

Datafile Software Standard Reports & Payslips This option allows you to configure the standard reports printed from the payroll. The reports on this menu with the exception of the payslip are accessed via the left-side of the payroll...

SWITCHES - Payments, Deductions and Repayments

Datafile Software SWITCHES – Payments, Deductions and Repayments This option enables you to register the special payments, deductions and repayments (known as switches) which apply to each employee. The payroll may have up to 80 of these ...

Year End Procedures - Application User Facilities

Datafile Software Year End Procedures - Application User Facilities This option allows you to configure selected features of the year-end procedure. You can configure if holiday pay values are to be retained, whether employee transactions...

Additional Reports

Datafile Software Additional Reports This option lists all the Report Generator reports defined against the payroll files.

Cheque Payments

Datafile Software Cheque Payments This option is used to print pay cheques for those employees marked as being paid by cheque. It is a similar type of document to a payslip and is designed via the Document Design Manager. In fact you can...

Application User Facilities

Datafile Software Application User Facilities The Application User Facilities allow configuration of the individual Payroll options – this facility is only available for Diamond and Premier Users.

Database Profiles

Datafile Software Database Profiles Database Profiles are the interface between the program and the databases, allow the program to read/update the data and interpret the values contained within. The data item profiles for Payroll are...

Payment (O/T) Rates DB

Datafile Software Payment (O/T) Rates DB This option is only applicable if Premier and using Payroll Plus X Data Item Type Description X Curr Hours From K, L } Range of data items holding the overtime X Curr Hours To K, L } hours worked in...

Link to Report Generator Label

Datafile Software Link to Report Generator Label If you have Report Generator label reports defined against the employee file then the Ledger Enquiry allows you to print a label for a specific employee. This enquiry function by default allows...

Payroll Considerations - Statutory Payments

Datafile Software Payroll Considerations - Statutory Payments The current SSP - Statutory Sick Pay, SMP - Statutory Maternity Pay, SAP – Statutory Adoption Pay, and OSPP – Ordinary Statutory Paternity Pay and ASPP – Additional...

Payroll System Status

Datafile Software Payroll System Status This option is for information only and lists the items displayed when the system status option is selected from the payroll menu.

Edit System Status Display

Datafile Software Edit System Status Display Each application has a ‘System Status’ option that summarises the key facts about it, such as files, their sizes, how full they are, the current period number and period dates. You can...

System Profiles

Datafile Software System Profiles Selecting the payroll system profiles offers a menu of options.

System Status

Datafile Software System Status Selecting this option displays a summary of the current status of the payroll system. PAYROLL — displays the identifying code and the name of the payroll in use. FILES — displays the total number...

Apprenticeship Levy

As an employer, you’ll have to pay the Apprenticeship Levy each month from the 6th April 2017 if you: Have an annual pay bill of more than £3 million Are connected to other companies or charities for the Employment...

OTHER – Extra Amendment Screens

Datafile Software OTHER – Extra Amendment Screens This option allows you up to six extra screens for making amendments of various types to the employee records. Diamondand Premier Users can adapt and configure these screens as required.

Unique Employee Record - Add Next Employee

By default, Datafile Payroll uses the record number as the employee number and when adding new employees, you can enter ‘N’ to automatically assign the next employee reference. When using the alternate ‘Unique Employee...

Payroll FAQ - Correcting Payroll Errors

I've Processed The Payroll For The Period But Beed To Correct An Error? Datafile has options to restore the payroll so you can amend and re-run and this is a straightforward process provided you have not started the next period. However, there...

Employee File – Full Screen Design (Premier only)

Datafile Software Employee File – Full Screen Design (Premier only) In Premier systems you have the option to create two user-defined screens in which to display details from the employee file. On selection of this option you are asked if...

Payroll FAQ - FPS Submission Error

I've Tried to Submit My FPS but Reporting an Error Detected Generally if an FPS reports an error has been detected then will relate to an employee change within the current pay period. For example if you’ve added a new employee then a...

Payroll FAQ - Claiming The Employer Allowance

How Do I Claim My Employer Allowance From The HMRC To claim the employer allowance you need to submit an Employer Payment Summary (EPS). You generally only have to submit an EPS if you are claiming back any statutory payments (SMP etc.) or if you...

LEAVE – Mark Employees as Leavers

Datafile Software LEAVE – Mark Employees as Leavers Although you may mark an employee as having left, their records remain on the files for the remainder of the tax year – however, it cannot be amended and no further payments are made....

NI – Update the Employee National Insurance Category

Datafile Software NI – Update the Employee National Insurance Category This option is used specifically for changing an employee’s NI category. For end-of-year reporting the system needs to keep notes of earnings and amounts...

AMEND – Amend Existing Employee Details

Datafile Software AMEND – Amend Existing Employee Details This option allows you to amend the employee’s details. Only one screen is displayed for this option – the second and third employee maintenance, switches and overtime screens...

STAT – Statutory Payment Details

Datafile Software STAT – Statutory Payment Details This option allows you to mark an employee as being in receipt of SMP – Statutory Maternity Pay, SAP – Statutory Adoption Pay, or OSPP – Ordinary Statutory Paternity Pay or ASPP –...

Employee File – Item Screen Design

Datafile Software Employee File – Item Screen Design If Diamond (or Premier and you don’t wish to use the full screen design) then this option allows you to quickly configure the display of up to 32 items from the accounts file in...

PENS – Stakeholder Pensions

Datafile Software PENS – Stakeholder Pensions Select this option if the employee is contributing to a stakeholder pension, and/or the employer is contributing on their behalf. Scheme Number (Employee Reference) Enter the stakeholder scheme...

ALL – Amend All Employee Details

Datafile Software ALL – Amend All Employee Details Only available for authority level 0 users this option allows you to amend an employee details.Unlike the amend option this action uses the same screen(s) as the new action and allows you...

Print P45 to PDF Form (2021)

A new option has been added to Payroll to print the P45 document to a PDF form document template.This allows you to print the P45 from the software to plain paper without ordering HMRC stationery. If enabled, then when print the P45 the system will...

HMRC Submission Viewer

As part of the payroll processing each period you will send a Full Payment Submission to the HMRC.This submission includes the individual employee records, what they’ve earned this month and in the year-to-date and what they’re National...

Additional Lookups for Maintain Employee

The Employee maintenance screens within Payroll allowed the facility of one lookup database, from this release this has now been increased to three lookup databases. Installation Application User Facilities New parameters have been added to the...

Payslips – Year-to-Date Value Printing

As part of the payslip design you have options to print the likes of Overtime, Statutory Payments and Additional Payment/Deductions as ‘blocks’ of items rather than printing the individual data items. Printing as a block has an advantage...

Payslips – Conditional Text Labels

As part of the payslip template, you may use text labels for values such as Student Loan, Pension and National Insurance contributions. When printing the values for these items you can control whether the value prints as zero or blank on the payslip,...

Reports – Remember Report Sequence

When printing payroll reports the system allows you to set a report sequence based on either the employee number order, employee order within department or a ‘year-end’ sequence (directors then employees). Unless the report set as a ...