This article explains the follow-up after configuring the application. Here we'll discuss how to check, test and supplement the data entered. It may also be necessary to reconstruct the accounting records, or perhaps shadow processing is desirable.
- Journal entries
- Shadow processing
- Points to consider for shadow processing and reconstruction
Previous tips have already mentioned the importance of thoroughly checking the Excel sheet import because the data there is easy to check.
The easiest check is the run control. The run control contains many checks for the payroll processing input. Continue through to "Notifications" in the article Checking run mutations. Don't execute a run while warnings or errors are still appearing!
Nmbrs® always tries to make the notifications as specific as possible. Try to correct all warnings and errors. Contact Nmbrs® if you are not able to resolve the notifications. There's nothing more annoying than finding mistakes later on because warnings and errors were ignored when starting Nmbrs®.
With an export you can do a complete data dump (in Excel) of all data in the current environment. This has been briefly outlined in the article about importing. In the black bar, go to Settings/Payroll settings/"Import/Export advanced" and choose "Export". (Select any necessary tabs.)
Errors will inevitably occur when transferring data. Below are three ways of correcting them. Depending on the size and the amount of work involved you can select from:
Manual: Modify the data directly in the application.
Updating: It's possible to update existing fields.
New import: For numerous errors or a lot of missing data, the most sensible thing is to run the entire import again. First delete all companies from "Company management", found under settings in the black bar.
Checking employment conditions
You may find that not all employment conditions have been imported down to the smallest detail. If necessary, go through the company settings again with the help of the article "Entering a new company".
Now that the record of accounts is complete, test cases can be checked against the "old" record system. It's not advisable to check all employment conditions for all employees. This would be double handling and too much work. Below are examples of test cases for which it is a good idea to take an existing payslip and check whether the applicable tax and employment conditions match. The test cases can be easily searched according to the evaluation checklist in Step 1: Objectives and Strategy.
-First of all the specials. Again, not all specials are applicable here, just one of every type. 1.
- Employee with fixed schedule
- Part-time employee
- On-call employee
- Extra work
- Overtime hours (including or excluding the actual hour)
- Bonus hours (Including or excluding the actual hour)
- Fixed and variable amounts (travel expenses, bonus, etc.)
- Entering service
- Leaving service
- Choose standard components from Nmbrs® as much as possible and avoid using components for a purpose completely different from what the name suggests. Make sure you use hour components. This prevents errors when manually adding figures together. Paid hours may not necessarily be passed on to the tax authorities.
- In December of the current year, import the remaining (new) employees.
The only "output" of the payroll processing that can be adjusted is the journal entry. A general ledger account schedule may have been compiled during preparation of the organisation and will need to be checked. The journal post may also still be created according to the Nmbrs® standard.
To make a journal entry, be sure to execute a run that is full of test cases.
- See here how to execute a run.
- See here how to view the salarydocuments with run output.
Shadow processing (optional)
The idea in executing a shadow run of the current year is that you do the payroll processing in both the old system and in Nmbrs® for several periods. This allows you to become familiar with Nmbrs®.
- Import the relevant companies for the desired starting period of the current year.
- Process the last periods of the year to test them. Process the imported employees to verify whether the company is correctly configured.
- Any missing items, such as reserve saldo, annual salaries special rate and leave saldo, can be added in January of the new year in Nmbrs®.
- Go live with the company in Nmbrs® as soon as you're running one-to-one in the current payroll processing period. (If January is linked up, the rest is relatively simple).
- If necessary, either free up or hire extra capacity for these specials.
If you decide to start Nmbrs® during the year and payroll tax returns for the current year have already been sent, it must be "reconstructed". The reconstruction ensures that cumulative values correspond with the values previously calculated and submitted for the payslip and payroll tax return. All payslips and payroll tax returns are still calculated by Nmbrs®. This allow you to submit corrections for the current year with Nmbrs® and makes it possible to close the year finally. If you change over during the year, reconstruction is essential.
If you want to reconstruct companies in the current year, because they have to be remunerated live in the current year in Nmbrs and the cumulatives from a different payroll software application have been reconstructed, you can go through the following steps:
- Import the relevant companies including employees, with the first period of the current year as the start date.
- Configure all company settings and build the employees from the first period of the current year.
- Run the first period and check the salary output.
- Amend incorrect data, add missing data and re-run the first period.
- Repeat these steps for the remaining periods until the Nmbrs® salary output matches the output of the other payroll application as closely as possible.
- From now on you can process the company in the normal flow. You can enter, check and process the changes and generate and send the payroll tax return from within Nmbrs®.
Points to consider for shadow processing and reconstruction
- Mark payroll tax returns as sent. This means that Nmbrs® can later take this submitted tax return into account in the event of corrections.
- When submitting the first payroll tax return, make sure its serial number is higher than the last number submitted by the other application.
- Be sure that amounts AND hours match.