(upbeat music)
- [Instructor] Hi, this is a video for running a pay
using Smart Payroll.
First of all go to the Smart Payroll website
www.smartpayroll.co.nz and when you get there
click on the green Login button.
Enter your username and your password
and click login.
You'll see four or five colorful boxes
and when you want to run your pays, click on Run a Pay.
Here, you'll be on the screen Pay Run List,
which is your main screen for paying staff
and you come back anytime by clicking Run a Pay in blue.
You'll also see all of your employee's names
down the bottom and also the date, make sure
that that's correct for when you want to pay them.
If you need to change the date, come over to your right
hand side and click the little across arrow
to take you through to the next pay period.
Once your on the correct date, come down
to the three blue buttons, One Touch Pay,
Check Payroll, and Process Payroll.
First of all, click on One Touch Pay
and the hours will fill in for all the employees
who are paid the same each pay run.
Note that One Touch Pay will only work if no pays
have been entered for this pay run yet,
otherwise you'll have to enter the hours
for each employee yourself.
For example, Anna doesn't have any hours.
So double click straight on Anna's name,
and you can enter her hours on her details screen.
You'll also need to enter the number of days paid,
so the amount of days that you're paying Anna for.
And once you've filled in those boxes,
click on the blue save button on your right.
And those changes will be updated.
To get back to your main screen, click Back to Pay Run
or Run a Pay.
If Anna took some leave in this pay period,
come down and click Add Leave Item.
Take note of the current leave balance is for Anna,
for example, currently she has 46.34 hours
of annual leave owing and nine days sick.
If she would like to take some annual leave,
come to the leave type column and click
on Select a Leave.
You'll see all the different types of leave
so let's click on Annual Leave for example.
Put in the dates that Anna was away.
If it was only one day that Anna was sick or away,
click in the same date.
These dates are inclusive.
The hours will most likely fill in automatically
but you can change these.
The rate will also calculate based on what
Anna was paid over the last 52 weeks.
Do not change the rate without calling the Help Desk
on 0-800-101038.
To add another leave item, come down to the bottom
left hand side and click Add Another Leave Item
or to cancel a leave, you can click the red rubbish button.
Click okay when finished to return to the
pay detail screen for that employee.
Back on the pay detail screen, click save.
And then to return to the list of employees,
you can click Run a Pay in blue at the top
or Back to Pay Run on the right.
Now you're nearly finished.
The last steps are to check the pays and to send
off the pay slips.
Come down to your second blue button, Check Payroll.
Click okay to the little message that comes up,
but don't click the generate reports for manual pays only.
Some reports will now start to load and here you
can check the summary of what everybody was paid
and check that everything is correct.
When you're happy with all the details,
click back to Run a Pay in blue.
And it's now time to finalize the pay run.
First of all lock in the pays and update all reports
so your records are correct.
Come down and click on Process Pay Run,
the third blue button.
Here you'll need to enter the direct credit date.
It will default to today but you can change it
to another date if you prefer the money
to be processed later.
This can be changed for up to four weeks in advance.
Once you've entered the date, click submit.
Click okay or yes to proceed.
And you'll now see a green line saying the Pay run
has been closed for this pay period.
The last step is to send off pay slips.
Click on display pay slips on the left hand menu.
You can either print the pay slips or email them.
To print, stay on the standard pay slips tab.
Scroll down to the bottom of the screen
and click display.
Here the pay slips will come up and you can click
on the print icon or right click to press print.
If you'd like to email them, come back to the display
pay slips on the left and click on email pay slips.
Make sure that everybody has the correct email address
or enter in any that are missing.
Also make sure that it is selected on PDF attachment.
If you've made any changes, come down
and click update employee details or otherwise
click email employee pay slips to send off the pay slips.
And then to get back to your main screen,
you can click back to Run a Pay in blue.