Depending on how many employees you have, it may be simpler just to enter the July Pays into the new File ?
Regardless of which option you go with, the opening balances for Leave Hours will still need to be entered into each relevant employee's record. I would do this FIRST:
- "Edit Employee" > "Payroll & Compensation Info" tab > "Leave Details" (Note the "Hours available as of .." Date & enter balances in line with that date)
- I recommend using "Every Hour" as the "Accrual Period" to ensure accuracy & allow for any part-time hours. As a guide, on a 38-hr week, the hourly accrual is approx 0.07694 hours for Holiday/Annual Leave & half that (0.03847 - which RA defaults to 0.03833 due to rounding) for Personal (Sick) Leave. Obviously this is based on the standard 4-week AL / 2-wk PL/SL entitlement. If you are covered by an Award or IFA that provides in excess of this, the calc ise:
If you decide to use YTD summaries rather than entering the July pays, you will need to specify 3 dates when you enter these in a new RA Company File:
The date your payroll liability & expense accounts are affected (eg when RA increases all liability accounts & affects each expense account associated with payroll items)
The date your payroll bank accounts are affected (eg when RA starts recording net pay cheques in your bank account)
The date of the first paycheque you create using RA payroll.
These dates can be the same or different, depending on your payroll situation.
- Go to "Employees" (along top toolbar) > "Setup YTD Amounts"
- Follow the onscreen prompts, with " ... affect liability and expense accounts" date set to 01/07/18 & " ... affect your payroll bank account" from actual payment date. "Earliest RA Payroll Date" will be the date for weekly pay payroll commencement in the new File.
- Next you will "Enter Summary" for each employee. (Note the From & To Dates - these should be from 01/07/18 the last date prior to processing weekly payroll in the new File)