PPR2000
(An Year 2000 Compliant Personnel & Payroll System)
Developed by Softools Middle East, Dubai
Important Notice: Read This Document Before Using System
Requirements
PPR2000 requires following configuration to run:
 A Pentium based system
 Any Windows system that can run Access 2000 or Access 2000 Run-time
 MS Access 2000 / Access 2000 Run-time (can be downloaded from Microsoft web-site)
 Printer
Overall System
Main Menu in PPR2000 System is divided in 3 sections:
1. Maintenance: to maintain master data tables
2. Tasks: to perform monthly operations for payroll
3. Information: to retrieve information from the system
In the first month, master data will be built-up using various options under Maintenance. Subsequently you will
come to Maintenance only to perform routine changes (like adding a new employee, salary change etc.)
Tasks are performed every month to complete the attendance, print middle of month payslips, calculate payroll,
print pay roll etc.
Information section is used to view and print reports.
Installation
Installing PPR2000 software
PPR2000 is installed after downloading “PPRnnnn.EXE” file (nnnn stands for version) from Internet into a
temporary folder. This is done as under:
1. Open the downloaded file in the temporary folder by double clicking it (or from Start | Run).
2. Continue Installation of PPR2000 evaluation system.
You MUST leave the default folder to install as C:\PPR2000. Please Do Not change it.
‘Personnel and Payroll System’ group will be installed and will appear in Start | Programs.
Installation will copy following files in C:\PPRDEMO:
 PPR2KDAT.MDB
 PPR2KFRM.MDB
 PPR2KHIS.MDB
 PPR2KUPD.MDB
 PPR2KMAN.DOC (this file; it is also available separately)
 SOFTOOL6.MDW
 Wrkgadm.exe
PPR2KDAT.MDB contains only data that is created and processed every month. NEVER over-write this file
with another file, unless asked specifically to do so by Softools Middle East.
PPR2KFRM.MDB contains all the programmatic logic of the system. No data is contained in it. Therefore you
can safely over-write this file with any new one sent by Softools Middle East.
WARNING: DO NOT INSTALL IN ANY OTHER FOLDER THAN ADVISED ABOVE. IF YOU ALSO
INSTALL A COPY OF PPR2000 IN ANOTHER FOLDER ON THE SAME MACHINE, PPR2KFRM.MDB
OF OTHER FOLDER WILL CONTINUE TO USE C:\PPR2000\PPR2KDAT.MDB. THEREFORE PLEASE
DO NOT DO THIS.
Printer Setup – A Special Note in Advance
Under Maintenance, there is an option to setup printers for reports and forms. Page size and orientation
are already set for every report. You should set the printer for every report before trying to pre-view or
print. Failing to do so will result in wrong formatting and in worst case, even system crash as MS
Windows (95/98/NT) are known to misbehave if printer settings are illegal.
Starting PPR2000
After the system is installed, take following steps:
First Time
PPR2000 is a secured database system. Therefore before being able to use the system, you have to Join the
SOFTOOL6 Workgroup. This is done by running the Workgroup Administrator. This is how you do it:
1. For MS Access 2000:
Start Workgroup Administrator from ‘Personnel and Payroll System’ group, created during installation.
For MS Access 2002/2003:
Start MS Access 2002/2003. Select Tools->Security->Workgroup Administration
2. Click “Join” (NOT Create)
3. Click ‘Browse’ and navigate to c:\ppr2000 folder and highlight SOFTOOL6.MDW.
4. Click Open, OK, OK and then EXIT and you have joined the SOFTOOL6 workgroup!
Every Time
1.
2.
3.
Start PPR2000 from ‘Personnel and Payroll System’ group.
MS Access Logon screen will ask for Name and Password. Enter “sysadmin” or “ppr2000” or any other
valid PPR2000 system user id in name. Leave password blank (default) or enter the correct password.
PPR2000 will ask for user id and password. Enter ‘sysadmin’ or “ppr2000” for both User ID and Password
(you can change password later).
This will bring the Main Menu on the screen.
Main Menu is divided into Maintenance, Tasks and Information menu items. Under Maintenance, you perform
initial setup and other occasional tasks. Under Tasks, you perform all the necessary steps to run monthly payroll
and under Information you get most of the reports.
If you are evaluating the system, you may be impatient to see what the payslip and other reports look like based
on your company’s sample data. If so, go to end of this manual and follow the “Fast Tracking the Demo” steps.
Setup
Common Parameters
The first step is to define common parameters. This can only be done by user “sysadmin or “siteadmin”.
Common Parameters are used in the whole system to tailor PPR2000 to suit your organization. Following
section describes how to do this.
From Main Menu, click Maintenance | Maintain Common Parameters (select). The Common Parameters
Maintenance form opens up. It has 10 Tab sheets.
Organization Tab
1.
2.
Make sure your company name is properly spelled here (not applicable for Evaluation pack). This is fixed
at the time of purchasing license and cannot be changed. This will be used in Payslips.
Next, You can have your organization divided into (up to) 4 levels. For example, whole company may be
divided into Divisions. Each Division may have several Departments in it. Each Department may have
several sections under it. And each section may have several workbenches within it. It is not necessary to
use all 4 levels (most hotels have only two levels for example, - like Rooms Division and then departments
within it such as Front Office, Housekeeping etc). Level1 is the top most level (Division in our example).
Enter what you would like to call level 1, level 2 etc.
Cost Centre
Every employee belongs to a cost centre. Among other things, Cost Centres are used for producing Liability
reports, Expense JV reports etc. PPR2000 allows you to have two types of cost centres:
1. First, dependent on the Organization Structure (defined in Organization Tab)
2. The other unrelated to organization structure - Independent Method.
You can have either or both of them. Usually companies go for organization structure based only.
Note: Organization Structure based CC is called type 1 and Independent Method CC is called type 2.
For Organization Structure based Cost Centres, you have to tell what levels of organization structures combine
to form a cost centre. Your company may be divided into three levels (Division, Department and Sections), but,
if you wish, your cost centres may constitute of first two levels only (Division + Departments). Check
appropriate box.
Renamed As
Banquet Rate Used: Banquet feature allows you to pay your employee for extra work done (not over-time!)
during the month at a fixed rate for that employee. Each employee can have different rate. This field tells system
whether you will use this feature or not.
Following fields can be renamed so that forms and reports will display them with the new labels:
 Banquet
 Food
 Special
 Deduct1
 Deduct2
 GOSI
 GOSI cc
 Loan1 and
 Loan2
Care should be taken to ensure that new label is not too long to fit the forms and reports.
General
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OT3 Used: Check if OT3 is used, else leave it unchecked.
Project Used: To tell system whether you use Projects for attendance data or not.
Personnel Function: This is optional and will be available only if purchased. PPR2000 allows Personnel
Department and Accounts Department to segregate their areas of responsibilities. Select "Don't Use" for no
segregation. Select "Changes Only" to segregate the responsibility of making changes in employee data
related to salary and entitlements. Select "Leave Only" to segregate data entry responsibility related to
Vacation, Tickets and End of Service. And, select "Change & Leave" to segregate both above mentioned
jobs.
Employee ID Length: Enter length of employee ID field. The Normal range is between 3 and 6 .
Export To TAS: This is optional and will be available only if purchased. PPR2000 allows Personnel data
to be exported to SME's Time & Attendance System (TAS2000) to reduce data entry work. If selected,
when a cost centre is added or an employee added, this data is exported to TAS2000 automatically.
Import From TAS: This is optional and will be available only if purchased. PPR2000 allows Attendance
Data to be imported from SME's Time & Attendance System (TAS2000) to absolutely minimize data entry
work at the end on month.
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GOSI Used: If GOSI is used a standard deduction as a percentage of (basic salary + HRA +Conveyance+
Food All + Special All) is made. At the same time employer also makes contribution as per rules on similar
lines. GOSI is so named after government requirements in KSA.
The Default %ages are set here in Default Deduction and Default Contribution.
Dirhams: Name of units of currency. (Like Riyals in KSA, Dirhams in UAE)
Fils: Name of currency with less than one unit value (Halala in KSA, Fils in UAE)
Dhs: Short name of currency
First Month: Determines which calendar month is the first month for the company. For example, if your
company's fiscal period is from April to March, enter 4 here. This is used for determining when End of
Year processing is to be performed.
Default Basic Pay Type: Select the one that (from monthly/daily/hourly) your company uses for salary
rate.
Default Sick FP Entitlement: How many days Full Pay Sick Leave can most of the people avail. Each
employee can have different at the time of employee record creation.
Default Sick HP Entitlement: How many days Half Pay Sick Leave can most of the people avail. Each
employee can have different at the time of employee record creation.
Currency Decimals: In UAE, Saudi enter 2. In Oman, Bahrain, Kuwait use 3.
Calculations
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
15.
16.
17.
OT1 Multiplier: If for OT1 you pay 1.25 times normal salary, enter 1.25 here
OT2 Multiplier: See OT1 for explanation
OT3 Multiplier: See OT1 for explanation
Off Day Multiplier: See OT1 for explanation
Holiday Multiplier: See OT1 for explanation
Default Banquet Rate: Each employee can have different rate. However if most of the employees have
same rate, you can enter it here to reduce data entry work while creating employee record.
Banquet Rate Time Unit: System simply multiplies rate by units of work done to arrive at amount to be
paid. Whether that rate is for hour or day is up to you. Whatever you enter here, will appear in the system at
appropriate place.
Using renaming, rate and Time unit of Banquet, it can be used as a non standard earning.
Variable Hours Per Day: This option (available if purchased) allows you to enter different basic hours for
different employees. Overtime is given to an employee if he works for more than basic hours. In a day.
Variable Days Per Month: This option (available if purchased) allows you to enter different basic working
days in a month for different employees.
Attendance Data In: While entering attendance data for each cost centre, the unit of attendance is
determined
Days In A Month Logic: Number of days in a month affect daily rate (for monthly rate employees) and
hence over-time, Off days calculations etc. Select Calendar Days if every month number of days change
depending on the month of the year. Select Fixed if you have fixed days in a month for payroll calculation
purposes (say 30 for example). If you must enter manually every month, select Manual.
Days in Month: Enter the number of days in the month. This is to be entered once only if Days In A Month
Logic is not manual.
Hours in A Day: Enter number of hours of service that makes one day (8 usually).
Use Days/Hours For Hourly Rate (OT only): This option tells whether hourly rate (for OT) is calculated
based on days in a month and hours in a day or not. Usually this is selected. Below option is available only
if this option is NOT selected.
For Hourly Rate, Divide Basic By: If previous option is NOT chosen, then enter here the standard number
of hours on a month for calculating hourly rate for OT purpose (208 is a commonly used number).
Gratuity Logic: Four methods are available:
 "Years and Days" logic (1): It will divide the period of service between years completed and
remaining days. The remaining days will be converted to fraction of year by dividing them by either
366 or 365 depending on whether remaining period for completing full year of service contains 29th
February or not. The DAILY RATE is = monthly salary * 12 / 365.
 "1 Year = 365 days" logic(2): The total number of days worked by the employee is divided by 365 to
calculate number of years worked. The DAILY RATE is = monthly salary * 12 / 365.
 "Years and Days" logic (3): As (1) above except The DAILY RATE is = monthly salary / 30.
 "1 Year = 365 days" logic(4): As (2) above except The DAILY RATE is = monthly salary / 30.
Minimum Service For Gratuity: Indemnity is paid only if the employee has worked for this much time.
18. Gratuity Rate 1 up to First _N_ Years: Rate 1 (entered in Category Master Maintenance) is applied for
first N years of service and Rate 2 after that. For example if 21 days for first 5 years and 30 days after that,
then enter 5 in this field (you should have entered 21 and 30 in Rate1 and Rate2 respectively in the
Category Master for that category).
19. Country Name (For Gratuity): Select the country (at present only UAE is supported).
Paid Leave
This is the place to define how Paid Leave is accrued and what all is included in the Paid Leave
1. Basic Pay is always included
2. Select whether HRA, Conveyance All, and other two allowances are included in Paid Leave Salary or not.
3. Full HRA Paid During Leave: Select this if HRA not paid as part of ‘Leave Salary’, but paid as part of
normal salary during the period of leave.
4. Days Accrual Logic: Select between equal every month (e.g. 2.5 days per month for 30 days/year) or
proportionate to the number of days in a month (e.g. 30*28/365 in February for 30 days/year).
5. Leave Salary Daily Rate Logic: Select whether monthly salary/30 or annual salary/365 is used.
Bank
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
To: The Manager (for example)
Bank Name: Self Explanatory
Bank’s Address Line 1: Self Explanatory
Bank’s Address Line 2: Self Explanatory
Account Number: Your account number with your bank
Para Under Table: Kindly debit our …..
Thanking You: Thanking you (for example)
For Company: For
Signatory’s name: Name of person who will sign the cover letter
Signatory’s Designation: and the designation
Documents
1.
2.
3.
4.
5.
Specify the users who will see the document expiry report when the user starts the program. Ensure that
each user id is between the “+” character. For example if user sysadmin and john should see the report then
enter +sysadmin+john+
Similarly define who will get the pop-up message
And similarly, who will be asked if expiry message should be emailed or not (a working email client like
Outlook, Eudora is needed on the PC where PPR2000 is running, if email is to be sent).
Enter email addresses of employees who should be sent these reminder emails
Also define the number of days within which the expiry is happening for taking actions definede above
Birthday
1.
2.
3.
4.
5.
6.
Specify the users who will see the Birthday reminder op-up message. Ensure that each user id is between
the “+” character. For example if user sysadmin and john should see the report then enter
+sysadmin+john+
And similarly, who will be asked if Birthday reminder message should be emailed or not (a working email
client like Outlook, Eudora is needed on the PC where PPR2000 is running, if email is to be sent).
Enter email addresses of employees who should be sent these reminder emails
Also define the number of days in advance Birthday reminder actions, defined above, will take place.
Select whether birthday wishes are sent to the birthday baby or not
Construct birthday wishes message in the box provided. The text entered here is to be done in a special
way. This text is divided into 4 parts, delimited by “/”. To understand this take the following text as an
example:
Dear/We wish you many many many happy returns of the day and much more!! Hope you have a great day
and may all your wishes come true./With best regards,/Team - Softools Middle East
If the name of the employee is Sachin Tendulkar and the email address of is [email protected],
an email will be sent as:
To: [email protected]
Dear Sachin Tendulkar
We wish you many many many happy returns of the day and much more!! Hope you have a great day
and may all your wishes come true.
With best regards,
Team - Softools Middle East
To be noted that such an email will go out only if PPR2000 is opened on the Birthrate.
Status
1.
2.
3.
4.
Processing YearMonth: Enter the year and month (in YYYYMM format) for the first ever processing
period of PPR2000. For example if you purchased PPR2000 in April 2000, but for some reason started the
first payroll processing for the period July 2000, enter 200007 here. IT IS ABSOLUTELY IMPORTANT
THAT YOU CREATE EMPLOYEES AND START PAYROLL FOR THIS MONTH (200007 IN OUR
EXAMPLE) AS YOUR FIRST PAYROLL OF THE SYSTEM. Similarly if you purchased PPR2000 in
March 1999, but started using system w.e.f. January 1999 payroll data, you MUST enter 199901 here since
1999 Jan is the first month of payroll processing - as far as PPR2000 is concerned.
Imported From TAS: Shows status of whether data from TAS2000 has been imported yet or not.
Calculations Done: Shows status of whether Payroll Calculations have been done or not (diagnostic
purposes)
Payslip Printed: Shows status of whether Payslips have been printed or not (diagnostic purposes)
User Configuration
Create New User Modify Password
The “siteadmin” user can Create or Delete users
Each user can change (only) own password
Define Roles
System maintains ‘Roles’. A group of users can be assigned same ‘Role’. Roles are maintained here. The
‘View/Create/Modify/Delete’ privileges are defined for each role.
Define User's Role
User is linked to a Role here.
Privilege Maintenance
Privileges of each Role are maintained here. Select a ‘Role’ and then for each Form/Report specify exactly what
privileges are allowed. For Reports only ‘Read’ permission is meaningful.
Define User's Data Scope
You can define whether a certain organization level group of employees are within the scope of a user or not.
This is defined by entering +user1+user2+…+ in the “Users” column. At least one user should have scope for
all the Org Level1 groups – for payroll calculations.
User’s data scope can be defined selectively for each Level group.
Define User Type
A user type can be one of four types. This is determined by User level. User level 1-9 can perform all
operations. User level 10 to 19 can perform Personnel Type of job, User Level 20 to 29 can perform Accounts
type of jobs only. User Level 80 to 89 can do PRO type of work only.
Lookup Tables
General
Following lookup tables have to be filled up with information before we can create Employee Master records:
Bank
Category
City
Cost Centre
Country
Designation
Nationality
Non Standard Earnings/Deductions
Organization Level 1
Organization Level 2
Organization Level 3
Organization Level 4
Profession
Project
Religion
Ticket Destination & Price
Entering Data In Lookup Tables
Data in lookup tables is entered using a form. On Main Menu, click Maintenance and then Select desired form.
You can use alphanumeric code for all the tables. Simply enter a code and then enter description for that item.
Example: For Bank lookup table, suppose you are using Commercial Bank of Abu Dhabi. You may like to
enter code CBAD and description Commercial Bank of Abu Dhabi. Alternatively you may like to give a code
01 for this bank, or BK01 or any alphanumeric code that makes sense to you. The choice is yours. Banks are
used for preparing bank statement after payroll calculations.
Creation of codes and entering descriptions is very intuitive and does not need further explanation, except for
the following:
Category:
Employees can be categorized like Management, Senior Executives, Executives, Workers etc (these are just
examples). You can define different gratuity levels for different category.
Cost Centre:
1.
2.
For organization based cost centre, you can change description
You can create cost centre which are independent of organization
Non Standard Earnings/Deductions
NSED code and decriptions, up to 100 (00 to 99) can be created here. These codes are used while entering non
standard earnings and deductions at the time of monthly attendance and other details.
Organization Level:
This is related to Common Parameters Organization and used for creating Organization Structure based records.
The upper level (e.g. Level 1) record must be created before creating lower level (say level 2) record. Taking the
example of Rooms Division and Front Office and Housekeeping, you must create Rooms Division Code using
Organization Level 1 first (say code 01), before making codes for Front Office, Housekeeping (which are
departments under Rooms division). You can create Front Office code 01 and Housekeeping code as 02 (for
example). If Cost Centre was Organization Structure based and stopped at level 2, then Cost Centre will be
automatically be created as 01010000 and 01020000 respectively with cost centre type as 1.
Project:
Enter Project Code if you are using projects in your company for payroll purposes. Leave code 00000000, as it
is required.
Ticket Destination & Price:
This is used for calculating Annual ticket liability. If two rates are to be entered for same destination (say you
have business class entitlement for senior staff and economy for others), you can create different codes, for
example MUMB and MUME for Mumbai business class and Mumbai economy class.
Employee Master Maintenance
Using this form involves the following:
1. To Add a new employee click 'Add' button.
2. To View/edit an existing employee click 'Lookup' button.
3. To Delete an employee click 'Delete' button. You can not delete an employee if history exists for him.
4. To Save new employee information or changes in existing employee, click Save button. When you Save, if a
mandatory field is not filled up, you are not allowed to save the record. You must correct this situation or
undo.
5. To undo a change BEFORE it was Saved click Undo. Be careful while entering new employee data. You
may erase all data entered for an employee by mistake, when you only wanted to undo the current field and
will have to enter all over again! If you made a mistake in a field, you can undo by pressing ESCAPE key
ONCE only. If you press it twice all your new data / changes of the record will vanish!
Employee Master Maintenance screen is divided into 5 tab sheets.
Personnel Data
Personnel details are filled in this sheet. All fields are self-documented. Last Service date is to be entered when
an employee is leaving.
Salary Data
Again, all fields are self-documented. Please note the following, though:
1. Banquet (or whatever it was renamed to) rate can be changed from the default.
2. You can use Payslip Serial to print payslips in the order of your liking.
3. Enter Deduction 1 and 2 amounts for standard deductions so that you do not have to enter it every month.
4. In GOSI (if used) field enter a number for deduction and company contribution. Payroll will deduct a
percentage from the basic pay and other allowances.
5. In loan fields enter Original Amount, Balance (opening of month) and monthly repayment installment. For
a new loan, the Original and Balance amounts will be same.
6. In case loan recovery is to be stopped temporarily, you can enter till which month it needs to be stopped.
7. Bank details are entered for salary transfer to bank. Cash and Hold are two special bank codes. They are not
included in Bank Statement with Cover Letter.
Entitlement
For a new employee, enter following fields only:
1. Tickets per year
2. Ticket destination
3. Annual leave entitled
4. Sick days FP entitled
5. Sick days HP entitled
For an old employee, enter all other data fields except indemnity.
When en employee's ticket entitlement changes, system must know if it is applicable to previously pending
tickets also (for example a manager gets married) or applies only from now on (for example an employee gets a
promotion).
Note 1: The automatic YTM calculations for ticket and leave are done first time only (i.e. when new employee
record is created). If you do not enter ticket price, entitlement, leave entitlement at this stage, you will have to
enter these figures manually later.
Note 2: The changes in salary and entitlement are done through another form for "Changes" if the
responsibilities for Changes have been segregated between Personnel & Accounts.
Documents
Enter Document Number and expiry date for all the different documents. Exception reports are created based on
these fields.
Address
Enter local, home and emergency information here for the employee.
Payroll processing
Payroll processing consists of
1. Attendance data preparation
2. Check attendance data for completion
3. Print cost centre wise benefits report.
4. Print cost centre wise NSE/D (non standard earning/deduction) report.
5. Print Other Earnings/Ledger Deductions Details
6. Calculate payroll
7. Print payslips
8. Print all other reports
9. If required rollback employee master to before calculations status, make corrections and re-run payroll.
10. Prepare next month data
11. If required print payslips in the middle of the month.
Import Attendance Data From TAS2000: This option is available if purchased.
Payfile Attendance Data Entry
This screen has 4 sections.
1. Common part
2. Attendance tab
3. Benefits tab
4. NSED Details
Common
In Common section, enter the non-standard earnings and deductions. This also shows Sick leave status. Also,
please note that 'Without Pay Days' will be used for deducting indemnity at the time of employee's exit from the
company and should be used for Leave Without Pay AFTER the employee has joined company.
An employee who has joined in the middle of month, a message will come that "Total days are not tallying. Do
you want to correct now?". This message should be ignored. If such a message comes when you feel that
attendance is actually correct, it can be ignored by selecting "No". For example if an employee joins on 20th of
June, enter 11 days worked under his cost centre. DO NOT ENTER 19 DAYS AS LEAVE WITHOUT PAY
for his first month.
If the attendance is incorrect it will be caught at "Check Incomplete Attendance" step.
Attendance
Enter Cost Centre and days worked, OT hours works and Sick days under that Cost centre. There can be one
record per cost centre.
Benefits
OT1/2/3, Offdays and Holidays
Add: If an employee has worked overtime or on non-working days but not compensated, you can accumulate his
extra time through this field.
Availed: If the extra time that was accrued earlier was compensated by means of some leave, enter in this field.
Encash: If employee is to be paid for the extra time, enter in this field.
Amount Paid: If amount is already paid during the month, enter that amount here.
Amount to Pay: The amount that must be paid along with this month's payslip.
Ticket: Enter Ticket quantity availed this month. Amount already paid in middle of month and that to be paid
with payslip.
Leave: Like tickets. Also enter from/to leave
Indemnity: Enter amount paid if any and amount to be paid.
Note: If Personnel & Payroll department responsibilities are segregated, the leave, ticket and EOS jobs are
handled through a different form for Leave Tickets and EOS.
NSED Details
Other Earnings and Ledger Deductions are explained here. These details are shown in Pyslip.
Middle of Month Payslip
You can print payslip for a person in the middle of month without completing attendance for other employees.
You must enter full attendance data for this employee though.
Cost Centre Wise Benefits Report
This report shows amount related to leave, ticket, indemnity, pending OTs and pending off/holiday transactions
entered. This works as monthly log and helps toward completeness and correctness of transaction data entry.
Print Other Earnings/Ledger Deductions Details
This report shows detailst related to non standard earnings and deductions transactions entered.
Cost Centre Wise NSE/D Report
This report shows amount related to non standard earnings and deductions transactions entered. This works as
Check Incomplete Attendance
This will show records of all employees for whom attendance data has not been completed. In order to calculate
payroll, this report should be blank.
Pay Calculation
Payroll calculations are done. Employee master is changed during this step. If you wish to re-run the payroll,
you must Rollback. Caution: Please take backup of PPR2KDAT.MDB at this stage.
Payslip Printing
You are now ready to print payslips. Adjust printer if required.
Prepare Next Month Data
Print ALL reports before this step. This is an irreversible step.
Rollback
See Pay Calculations.
Information
More than 25 reports are available under Information. Overall more than 30 reports are available.
Employee List allows you to take list by different attributes.
Bank Statements, Ex-employees, Cost Centre wise salary, Leave,Ticket,Gratuity statements, Manning Analysis,
Leave/Ticket information, Organization based payroll reports and many more other useful reports like project
wise salary are available. Please go through each for better understanding.
The Every Month PPR2000 DOs and DON’Ts
DOs
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1. Make sure that standard (Employee Master Maintenance) and non-standard
(Payfile Attendance Data Entry) entries have been made for current month.
2. Enter 'benefit' entries wherever required.
3. Take back-up of PPR2KDAT.MDB file
4. If TAS interface is available, click "Import from TAS" to import
attendance data. Otherwise enter attendance data in “Payfile Attendance
Data Entry”.
5. Go through remaining steps in "Tasks" and run the payroll.
6. Take backup after calculations
7. Print all Reports
8. Take backup after doing "Prepare Next Month Data"
9. Do "Prepare Next Month Data".
DON'Ts
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1. Do not enter 'unpaid days' when an employee joins or leaves company in
middle of month. System takes care of these days automatically.
2. Do not skip the backing up database step.
Fast Tracking the Demo
1. Let us assume that your company is divided in divisions. And each division is divided into
departments. Let us codify two divisions:
Division Code
10
20
Description
Sales and Marketing
Finance and Accounts
Let us codify 2 departments in each division:
Division
Department Description
10
10
Domestic Market
10
20
International Market
20
20
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10
20
Finance Department
Accounts Department
Let us assume that although your company is organized in two levels
(division/department), the cost-centre figures in your G/L are entered at division
level. In other words, Division is your cost-centre.
Let us assume that 3-digit employee number is good enough.
2. Now do the following:
Main Menu -> Click Maintenance -> Maintain Common Parameters
Click on “Costcentre” tab and select Division as
your cost-centre:
Now click on “General” Tab and enter 3 in Employee ID length:
And now click on “Status” and in the ‘Processing
YearMonth’ field, enter 200601, to denote that
your starting month is January 2006.
Finally, click on Apply and Exit.
Let us now quickly create the master records for Divisions and Departments:
Under Maintenance, click on Division and enter as below:
Now create Departments under each division. Under Maintenance, click on Department and
enter as below:
At this stage you will notice that (click on Cost Centre) cost centres are automatically created
as it has ben defined to be organization based (and linked to Division).
Here, please close all forms, Quit PPR2000 from Main Menu and start again.
You can now create Employee Master records. You can use existing look-up tables for
city/country/religion/profession etc (remember its just evaluation and you can always spend
more time to create these values exactly as per your requirements – for the time being let us
move quickly to more interesting things).
Under Maintenance, click on “Employee Master Maintenance”. Read the warning message
about leave and ticket – it is important that when you are doing your actual data entry, you be
ready with these information. On the main screen click on “Add” and you can now create a
new employee record. All fields are very easy to understand so there is no need to explain
here. First create just one record for employee id 001. Choose your own numbers and data.
Running Payroll
On Main Menu, click on Tasks. Then click on “Payfile Attendance Data Entry”. Let us
assume that we need to deduct Dh. 50 from his salary this month (Dh. 30/- towards
telephone/fax and Dh. 20/- for passport). Enter 50 in “Ledger”. Then click on “NSED
Details” and select phone/fax for 30/- and passport for 20/-. Click “Exit” to leave this form.
Click on “Pay Calculations” to calculate the payroll.
Now you can see payslips and all other reports