Forbes Payroll is a payroll package designed to be very easy to use. It is intended for use by accountants doing a number of small payrolls.
8.1.1 Features of the package
Weekly, monthly and annual payroll.
PAYE and NI calculations and SSP, Student Loan, etc calculations
Printing of payslips on a laser printer or inkjet.
Printing of monthly employer's summary.
Completion of P11 calculation sheet.
Links to ProTax-P60 and P11D packages
Print on pre-printed stationery - P60 (both Landscape and Portrait), P14, P45
8.2 Getting Started
8.2.1 Starting the payroll program
Alternatively select the employer in the client database and choose Payroll from the Tools menu.
8.2.2 Company Details
Select Details from the Company menu to set up the company details.
8.2.3 Adding employees.
Click on the Add button in the Employee group. Fill in the employee's details.
The rate field is for the default monthly or weekly gross pay. This can easily be overridden later. It is important to fill in the taxcode box.
8.2.4 Employee details.
Click on the Add button in the Employee group. Fill in the employee's details.
The rate field is for the default monthly or weekly gross pay. This can easily be overridden later. It is important to fill in the taxcode box.
further details can be completed by pressing the details button
8.2.5 Changing year.
Go to Tools then User Setup.
8.2.6 Saving the payroll.
Choose Save from the File menu. Forbes PAYE suggests a filename. You should override this if it is different from you client code.
8.2.7 Opening an existing payroll.
Choose Open from the File menu. Select the payroll you have previously saved.
8.3 Entering Pay
8.3.1 Entering pay for a period
To enter pay for a period, first select an employee (single click), then press the Add button.
Enter the period number, e.g. 2 for month 2 (May) or Week 2 if weekly paid employee and the gross pay.
The tax code for the period will be picked up from under employee details.
To go back and change pay for a period, select the period and press the Edit button.
8.3.2 Entering pay and tax from a previous employment.
Select the employee. Select the pay period when the information becomes available. Press the Edit button to bring up the details of that particular pay period. Press the Prev Emp tab. Fill in the details of gross pay and tax from the previous employment.
8.4 Performing calculations
8.4.1 P11 Calculations
Click on the P11 tab to the bottom of the payroll screen. You get the choice of Tax and NIC, Tax only or NIC only
This will complete a P11 calculation sheet for the currently selected employee. (Below is an example of choosing Tax only).
8.4.2 NI tables
If you need to use a NI table other than table 'A' for an employee, change the table by selecting the employee and pressing the Edit button to bring up their details. Modify the NI table.
To retrospectively change the NI table selection for a previous pay period, select the period and use the Edit button.
8.4.3 Directors NI
For calculating directors NI press the director button under employee details.
8.4.4 Monthly payroll
Click the Payroll tax and then the Monthly or Weekly to produce a total of all employee pay.
8.5 Printing
8.5.1 Printing Payslips
Select the employee and period of choice and press the Payslip button. In the payslip screen that appears, use the printer icon or File then Print to print the slip. Once you have printed the paylip, close the payslip window by choosing File then Close or clicking on close box in top right of the payslip window.
To print payslips for all employees, use the 'All payslips' button. Individual employees can be excluded by ticking using the 'no payslip' box under employee details.
A pre-printed payslip, printed through PDF can be chosen from the File, Print, On pre-printed stationery, provided the Payslip tab is selected. This will launch Adobe Acrobat and you can print the payslip(s) through there.
8.5.2 Detailed breakdown of pay
Select the employee and the period. When the Pay dialog appears as below, click on the description button.
Enter the descriptions and amounts.
You can also enter an optional code starting with a # sign.
When you press OK, the totalled income will go into the gross box.
8.5.3 Detailed breakdown of deductions
When the pay dialog is displayed, press the "Other" button.
This will bring up the other pay details dialog shown below.
Press the "Details" button, to bring up the pay details dialog shown below
Enter the descriptions and amounts.
You can also enter an optional code starting with a # sign.
8.6 P14 / P60 completion
8.6.1 Starting a P14 or P60 Form
P14 and P60 printing requires a supply of the Inland Revenue stationery (Portrait or Landscape version).
There are different ways of preprinting the P60 or P14.
8.6.2 PDF printing
Once the payroll is complete for the year. Click on the EOY tab. A summary of the P14/P60 data is diplayed. The default settings are for portrait forms. To select Landscape, go to tools, user setup and tick 'use landscape P14s'. Once chosen the orientation, go to File,Print,On Preprinted Stationery.
A print adjustments box will appear as shown. These can be changed depending on your particular printer. The default settings should be acceptable for most printers. See 'adjusting the printer parameters' below for a more detailed explanation on these adjustments. Adobe Acrobat should launch provided it is installed (if not go to www.adobe.com and download for free or see our cd). The P60/P14 can then be printed from there.
8.6.2 Printing through ProTax
The software allows you to complete the form on the screen. The software will then print onto the Inland Revenue stationery in the correct boxes.
To start a P14 or P60 use the P14/P60 choose the appropriate menu command from the employee menu. ProTax will now load. To print, go to the File menu and Print (ensuring you choose Landscape as this is the only option for this method of printing). For adjusting the printer parameters see below.
8.6.3 Adjusting the printer parameters
Choose Tools then User Setup and then Printing to display the following screen:
The offset parameters, horizontal and vertical affect the positioning of the top left of the output.
They are specified in units of mm. If your output is coming out say 2mm too far to the right, subtract 2 from the value in offset horizontal. In the example above it would be reduced to -2. Similarily increasing horizontal offset will move the output further to the right. To adjust the boxes along the top of the form, reduce vertical offset to move the output up and increase it to move it down.
Vertical offset is also specified in units of mm.
Once you have the boxes correctly aligned down the left and along the top of the form, you can adjust the remaining boxes using horizontal and vertical scaling.
These are percentages. If your printer were perfect these would both be set at 100%.
Looking at a box towards the bottom right, such as Tax Credits in this employment, reducing horizontal scaling by increments 1% will move the contents of this box approximately 3mm to the left. Increasing the scaling will move it to the right. Reducing vertical scaling in increments of 1% will move the contents up by approximately 2mm. Similarily increasing vertical scaling will move it down the page.
Once you have adjusted the top left using the absolute horizontal and vertical offset in mm, and adjsted the bottom right using horizontal and vertical scaling, then all the boxes in between should fall into place. We would strongly recommend make a note of the settings in case you reinstall.
8.7 P45 completition
To produce a P45 go to the View, P45 menu and this produces a summary of the necessary P45 data. To print, this, go to File, Print, On pre-printed stationery and this will print out the P45 on the Inland Revenue supplied form
8.8 Internet filing of end of year returns
It is now possible to file the P35/P14 data by internet.
You will need to make sure you have been quite thorough in filling out the company details. See section 8.2.2 above.
Once you are happy all the data is complete, Save, then go to the Company menu and select P14.
This will launch ProTax. You can print the P60s as detailed in section 8.6 above.
To Produce a summary of the data to be transmitted, click on the Summary tab of ProTax. See section 2.4 of the manual for more information on the summary View.
To transmit the return to the Inland Revenue, click on the FBI tab.
Transmission is the same as for SA100s and is covered in chapter 14 of this manual.
