December 14, 2018
Memorysoft Payroll Kenya Manager Software Memory International Limited Africa

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Product Short Description

PAYROLL MANAGER

The MemorySoft Payroll Manager fully manages and administers the entire Payroll and Taxation processes and automatically tracks the earnings, deductions and benefits for the purposes of reporting to Employees, Government Agencies Accounts Department and Management. The system also manages Costing Distribution, Banking Services, Payroll History Tracking, online verification of Data entry, Comprehensive Security and Integration to General Ledger, Financial Systems and other Human Resources Management Products.

Description

PAYROLL MANAGER

Introduction:-

The MemorySoft Payroll Manager fully manages and administers the entire Payroll and Taxation processes and automatically tracks the earnings, deductions and benefits for the purposes of reporting to Employees, Government Agencies Accounts Department and Management. The system also manages Costing Distribution, Banking Services, Payroll History Tracking, online verification of Data entry, Comprehensive Security and Integration to General Ledger, Financial Systems and other Human Resources Management Products.

Multiple Tax Formulas:-

Capable of computing multiple tax formulas and brackets for various countries.

Reduced Risk: –

Reduces the risk of fines due to non-compliance.

Staff Pay points:-

The system has the capacity to generate payment information by pay point basis. This then allows you to send reports to the various pay point centers e.g. Head office, Regional Office in Mombasa, Site Office in Nairobi industrial area, Branches, Factories, Distribution centers etc.

Messages:-

The system is able to broadcast messages to employees individually, globally and/or collectively grouped by Cost Center, Pay point or any other predefined categories.

Implementation:-

The system is easily installable, configurable, and usable, thus making the implementation unbelievably period short.

Multi Company Setup:-

The system supports unlimited multi companies with user definable organization charts for Branches, Departments, Sections, Stations, Cost Center, Job Groups, and Job Titles, and Company Locations.

User configuration of jobs, that will reflect an employee’s career development within the

Company by keeping records of the jobs held the profile and locations site of each job.

Multiple Location Payroll Processing:-

In case you have offices or factories in multiple locations and wish to process salary in each location and finally reconcile all data in MemorySoft can provide you with a complete solution to do that. MemorySoft is a Multi Company, Multi-Location HR software. You can create multiple offices.

Multiple Payroll Periods:-

User definable processing and payment periods, Weekly, Biweekly, Semimonthly, Monthly, Quarterly, Semiannually, yearly and Daily or any other user specified period.

It can setup multiple payment periods for different payrolls. E.g. the main administration payroll may be paid monthly while the casuals are paid on weekly, fortnightly & semi-monthly.

Multiple Currencies:-

Allows users to enter payroll amounts reconcile payroll data and get paid in any combination of different currencies available. Exchange rates for over 160 currencies can be updated every day where necessary.

The user may also choose to generate reports in various currencies. All the foreign currency transactions are eventually converted into your local currency in to facilitate tax computations.

Multiple Databases:-

Multi database system, MDBS, arise when integrated access to two or more possibly heterogeneous existing databases is required for your purposes. Memorysoft has an inbuilt architecture and mechanism to address multi databases requirements.

The software can also execute transactions that span multiple local DBMS’s without jeopardizing database consistency.

Multiple Working Shifts:-

The system supports multiple working shifts and break windows and harmonizes the timing seamlessly. The shifts supported include, multiple day shifts (e.g. morning, evening, night) weekly, fortnightly, monthly and even yearly if need be.

This facility is useful to companies with long working hours like telephone companies, hospitals, manufacturing, concerns departmental stores e.t.c

The system is able to report on short falls in the various shifts by comparing the current attendance vis-à-vis pre determined attendance setups.

Batch processing and reporting:-

Batch processing is the execution of a series of programs called jobs on a computer without manual intervention.

Jobs are setup so that they can be run to completion during non-working hours or whenever the computer is idle. This operating environment is termed as “batch processing” because the input data are collected into batches or sets of records and each batch is processed as a unit.

Terminal benefits Computations:-

The system will tax Terminal benefits using any newly introduced rules or chosen guidelines.

The terminal benefits may include gratuity from employer, gratuity from a pension fund, bonuses, payments in lieu of leave, comprehensive for restrictive covenants, severance payment due, service pay for each year worked etc.

Automated Salary Increments:-

The system supports Periodic or Annual salary increments which may be defined as per the various payroll categories /classifications.

Arrears, Adjustments and Bonus:-

All Bonus /Arrears will be distributed to their respective months of payment for the Tax computation purposes.

Court Orders:-

Support is provided for court orders, Garnishments, child and spouse support, re-imbursements tax levies and other Court imposed assessments like alimony.

Overdrawn Pay:-

The system converts overdrawn pay to the next month as a deduction. In addition, current, month-to-date, quarter-to- date and year-to-date amounts and days/hours are automatically maintained.

Earnings, Deductions and Benefits:-

The System supports unlimited manual input and rated automatic earnings, deductions, loans and benefits.

Payroll Formulas:-

The system supports unlimited formulas i.e. (Fully Formula driven).

Bank Processing & Electronic Transfers:-

The system supports user definable banking institutions.

The bank codes in use are compliant to the Countries’ Bankers Association.

System supports recording of the Company and Employee complete bank details.

It provides unlimited direct deposit designations, allowing employees to designate multiple deposits to multiple accounts and multiple banks. It can therefore split an employee’s pay over several different payment methods.

System supports the remittance of salaries and payments electronically (EDI, EFT/SFI) to paying banks. Supports user definable currency denomination breakdown and analysis for employees paid by cash using a facility called coinage analysis.

Cheque printing: –

System generates cheques for all employees paid by cheques.

Loans and Savings Processing:-

Supports unlimited number of Company, Co-operatives, Mortgages, Banks, and Credit Society loans whose decreasing balances and Interest are computed and managed to completion. The interest charged on a loan is user configurable and may be based on reducing balance or compound interest. Supports unlimited number of savings and contributory schemes, where incremental balances are maintained and interests accrued System supports the starting and stopping of loans processing at will. The user may put any loan on hold. Further provision to reschedule loan by period or amount, early completion and additional recovery make our Loan module a dynamic one to handle any kind of situation.

Vendor & Agencies processing & reporting:-

System supports multiple third party organizations that provide for staff welfare. This includes Savings schemes, Pension schemes and staff Welfare Organizations, Banking Institutions, Co-operative societies, Donor Organizations, Credit Societies, Mortgage Banks and Insurance Companies. Different Vendor based formula calculations can be configured as per Vendor unique needs.

Example two different Cooperative Vendors can charge different interest rates for the same type of loan. This facility is also used to generate reports for the vendors.

Multi Currency:-

The system supports multi-currency pay computation, with conversion between currencies occurring automatically as per user definition: – Basic salary conversion from Sterling Pounds to US $ or others.

Batch Processing:-

The System supports batch transactions posting, importation and processing. This facilitates easy Batch audit, Batch importation, Batch processing and reporting of a batch of transactions.

Automated Salary Processing:-

MemorySoft Payroll has an advanced Salary Processing module where you just need to select the criteria whose salary you need to process and after pressing “Process” within a few seconds all employees therein are processed. It can also control processing order of payroll elements. It supports multiple processing within a period thus allowing changes to be made at any time. Enables simultaneous processing of selected multiple group of employees. It is able to process a payslip online.

Hourly Wages:-

Memorysoft Payroll has provision to process salary of Hourly Wages Employees by using hours worked.

Pay slip: –

The pay slip is divided into distinct groups that display data of different caliber, on our sample we have the Header, Earning, Deductions, Taxation, Net pay, Information and Payment details sections which group related items. The report’s ending has a provision for adding messages to employees either for global or for individual employee attention. It has a ability to print pay slip on special and confidential envelops, pdf documents, e.t.c. Special messages can be communicated via the pay slip. E.g. “remember to remit your NHIF number to the payroll officer”. Pay slip can be printed vertically or horizontally. The user determines the number of pay slips to be printed per page. It enables selective printing of pay slip for individuals or selected classification. Pay slips can be printed by pay point for ease of distribution.

Payslip Sample

Memorysoft Payroll Payslip SampleMemorysoft Payslip Sample

Payroll Cost Centers: –

The system supports employee cost centers, e.g. Accounts, Sales, Administration, Production, Marketing, etc. It can automatically distribute employee’s pay into different cost center codes. This could automatically be fed into an accounting general ledger.

Cost Accounting & labour Distribution: –

The system supports employee earnings cost distribution to unlimited number of cost centers by percentage and/or constant amounts. The distributed amounts may be displayed in the pay slip and other costing reports.

Time and Attendance Clocking Interface: –

The system supports international standards clocking equipment data interface.

Payroll Reconciliation: –

The Reconciliation reports will show the variances existing on selected transactions between the current and previous months.

Tax compliant (27 countries): –

The most Tax compliant Software products anywhere in the region. Capable of computing multiple tax formulas and brackets for various countries. Reduces the risk of fines due to non-compliance. It can support user definable flexible tax groups.

Accounting package Compatibility and Payroll Journal:-

The system generates a user definable Payroll Journal that may be interfaced to all standard General Ledger accounting packages. SUN SYSTEMS, CAMELEON, GREAT PLANES, SOLOMON, PASTEL, TALLY, ACCPAC, SAP, BPCS, BAAN, SERA, SCALA, CS12, SAGE, MFG/PRO, SYSTEMATICS ACCORD, HOGIA, TETRA. etc.

Automated Increments:-

Ability to support automatic periodic increments by percentage or range.

Employee Transfers:-

MemorySoft Payroll provides facility to Transfer an Employee to any other branch, division, departments or section etc and it can track movement of an Employee across this categorizations.

Earning and deductions exemptions:-

The payroll allows the users to exempt employees from payroll elements based on various considerations. An employee who pays NSSF from another source or senior staffs who are exempted from overtime earnings, exemption of withholding tax, some wages are exempt from payroll tax as provided by the taxation act.

Automatic Staff Number Creation:-

Auto-increment allows a unique number to be generated when a new record is inserted into a table. This function would insert a new record into the database bearing the new auto-incremented number thus simplifying the work of the user tremendously.

Historical payroll data:-

This payroll allows the user to return to earlier historical payroll periods for reports of any kind by viewing and/or printing. The reports can include payslips, payroll summaries, bank remittances, tax payment reports, NSSF/NHIF/PAYE reports etc. Historical payroll periods can also be re-processed under special circumstances if need be.

Calculation of loans and amortization:-

To amortize a loan usually means establishing a series of equal monthly payments that will provide the lender with 1) interest based on each month’s unpaid principal balance, and 2) principal repayments that will cause the unpaid principal balance to be zero at the end of the loan. While the amount of each monthly payment is identical, the interest component of each payment will be decreasing and the principal component of each payment will be increasing during the life of the loan.

Data importation/Exportation:-

The import and export of data is the automated or semi-automated input and output of data sets between different software applications. It involves “translating” from the format used in one application into that used by another, where such translation is accomplished automatically via machine processes, such as transcoding, data transformation, and others. True exports of data often contain data in raw formats otherwise unreadable to end-users without the user interface that was designed to render it.

Payroll reports:-

The system generates unlimited payroll reports. It is compatible with crystal reporting. It also have an integrated builder

Calculates normal time, overtime and lost time:-

The system calculates the wages of normal time, overtime and lost time with great accuracy.

Casual Workers:-

The system computes the salary and wages for casual workers working based on unlimited shift patterns.

Automatic Periodic Deductions Controls:-

The system is able to control by not exceeding an amount preset for the total deductions or an individual deduction. An example is the limit that prohibits deductions that exceed two thirds of one’s salary.

The system is also able to discontinue a deduction when a specify limit is reached.

Other Highlights:-

  • Onscreen report preview ability.
  • Very high pay roll processing speeds.
  • Supports decentralized time and labour data input.
  • Supports grossed up calculations routine (deriving a gross pay from a net pay amount).
  • Supports refund of over deductions and calculation of the applicable tax.
  • Support voluntary deductions.
  • The system can prioritize deductions in a specified order. E.g. the statutory deductions must be deducted before loans and other voluntary deductions.
  • The system can track the location of an employee.
  • The system can track acting capacity cases of their durations.
  • The system supports centralized and decentralized human resources management.
  • The system has numerous troubleshooting tools to manage data integrity.
  • Its supports unlimited number of employees.
  • It has a facility to generate employee numbers automatically.


Earnings, Deductions, Benefits, Taxation and Loans.

Basic Salary Disturbance AllowanceInsurance Loan Balances
House Allowance Lump sum Allowance Medical DeductionsSavings Balances
Overtime Hrs @1.5/1.75/2.0 DividendsMedical Claims Cook
Overtime Amount Tax Free Payments Co-operative SharesHouse Servant
Salary Adjustments Net PayCo-operative Loan Gardener
Commission AmountValue-of-Quarters Co-operative InterestAyah
Bonus Non-Cash-BenefitsMortgage Watchman (Day/Night)
Special AllowanceLow Interest Benefit Social Security FundYear to date (YTD)
Leave Allowance Owner Occupier InterestSocial Hospital Fund Furniture
Transport AllowanceChargeable Pay Company LoansWater
Tax Free Amount Chargeable Pay PoundsPensionTelephone
Medical AllowanceTax Charged Provident FundElectricity
Staff Meals Monthly Personal ReliefStaff Welfare Pledges Security Systems
Car AllowancesPay-As-You-Earn Salary AdvancesMotor Vehicle
Duty Allowance Social Security FundCourt Orders Fuel
GratuityHospital Fund Tax LevyArrears
Terminal Allowance Service ChargeRental Value Personal Driver
Security AllowancePension Contrib. Benefit Rent ChargedBody Guard
Entertainment Pay Hire PurchaseOvertime hours Private Assistant
Acting AllowanceMid-Month P.A.Y.E YTD Home Ownership Savings
Hardship Allowance Lost HoursLost Hours/Amount Plan
Sundry AllowanceLost Days Pension (Company)N.S.S.F
Pay in Lieu of Notice Union duesLost Days/AmountEtc

Payroll Reports:-

With over 100 standard reports that can be previewed, printed, and exported to a file, you can help improve your company’s analytic capabilities and drive better business decisions.

The system will generate reports for all company requirements, categorized as: Management, Accounting, Banking, Statutory, Audit and Employee Reports.

All reports can be produced by Cost Center, by Employee, by Company and/or by other predefined criteria.

The system can produce reports bearing data from different payroll periods.

User defined headers and footers for all reports.

The user defined reports may be generated with Year- to-Date, Employee, with Balances, Vendor and Status.

A user definable multi-transaction reporter is used to produce reports with a standard format, i.e.PAYE, NSSF, NHIF, LASC, Union, Pension, Provident Fund, Payroll Summary etc.

The User friendly Reports Builder for the creation of new user defined reports. Company Cost Distribution Reporting, Developed by Ms-Excel using data imported from Memory Payroll.

The Output Modes include Screen, Printer, and to a text file.

Powerful reporting capabilities for Management, Statutory, Personnel, and Accounting reports etc. User friendly reports generator for the creation of new report formats. Output options supported are to the Screen, the Printer, and to a text File.

Memorysoft Report Builder: (Optional) is a graphical user interface (GUI) tool for the creation of production and presentation quality reports. Supports query facility for the creation of customized reports

Reports:-

  • Pay slips.
  • P9, P9A, P9A (HOSP) P10, P0A, W40,W41,W42, W43,PAYE, NHIF, NSSF Reports.
  • Statutory reports.
  • Vendor reporting, eg Saccos, Insurance and Banks.
  • Company Totals.
  • Payroll Summary.
  • Age analysis report.
  • Payroll summary report.
  • Labels reporting.
  • Loan statement reports.
  • Head count reports.
  • Line Charts, pie charts and histograms.
  • The Credit Advices.
  • Cheque Writer.
  • Cost center summaries
  • Cash Payment register.
  • Payroll Audit reports.
  • Summary reports.
  • Exemption reports.
  • Employee listing.
  • The Coinage Analysis.
  • The Bank register.
  • Negative Pay listing.
  • Data Integrity and troubleshooting reports
  • Historical data reports.
  • Company Totals.
  • Payroll Journal.
  • Stamps Analysis.
  • Coinage Analysis reports.
  • Employee listing
  • Year to date reports.
  • Employee Bio data details.
  • User definable YTD reports.
  • Payroll Reconciliation.
  • Cost percentages distribution
  • User defined Transaction
  • The Bank remittance.
  • EDI /SFI Bank Remittance reports.
  • Cash payment register.
  • Cheque payment register.
  • Credit advices.
  • Report on unprocessed transactions.
  • A listing of employees appointed during a specified period.
  • A listing of employees by gender, marital status, e.t.c
  • A listing of employees contracts.
  • Ad-hoc reporting capabilities.
  • Age analysis reports.
  • Audit reports for the auditors.

     

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