At any given time in the payroll process, an employee always has a status associated with it. In order to move the payroll into a new period every employee has to go through the entire payroll cycle in each payroll period (week, month …).

To check the current employee’s status just select the Employee Maintenance menu. You will find the status displayed for each individual employee in the 2nd last column on the presented screen.

Payroll > Employee Maintenance

The payroll statuses can only follow the below described route and to calculate the payroll correctly each employee has to go through all the statuses (with the exception of the status NEW) in each payment period.

You will also find that certain functions in COINS are linked to specific statuses, for example: you can only enter or edit timesheets while the status is START, EFT submission is only possible when employees have status ACCEPTED.

A blank status represents that the employee is new. It does not appear in every Payroll cycle, it only applies to a new starter before the first calculation.

This is the only status where you are permitted to enter or edit timesheets. Enter employees’ timesheets include all the variable elements of pay which tend to change every payroll period.

Once a payrun is complete, by using the action ‘Post Batches’ in the ‘Costing Workbench’ the status of incomplete changes to Posted on the workbench and updates the ledgers with payroll cost. It also will reset employees back to the status of START.

Calculates Gross and Net pay as well as PAYG, company oncost including Super SGC based on provided input.

The calculation will create (Frequency) payroll reports accessible from the ‘Reports’ Menu. Ensure that payroll reports are run and checked using the appropriate enquires to ensure the data is correct.

Use ‘Reset’ functionality to return to START status and amend the input and then calculation to adjust the results.

The calculation process allows you to include employees calculated earlier by selecting ‘This and Previous’.

Watershed. No real action, only to denote the calculation is correct. Use ‘Accept Payroll’ and the Next button.

Cannot use ‘Reset’ to return to START status. Too revert to CALCED use Change ‘Employee Status’ found under ‘Maintenance’ Menu.

Creation of the EFT file for payment of wages will only be successful when status of all implicated employees is ACCEPTED.

By selecting ‘EFT Output and Print’ COINS will create an aba file in which you can import into your banking software.

You will find the created file in the Report Status, My Files.

Payslips can be produced any time once the status in PAID. Use the ‘Print Payslips’ function to create.

NOTE:

Create EFT will automatically create the Single Touch Payroll file and the SuperPay Day file for submissions.

This will undo the payroll calculation by setting the employees status to START and restoring the to-date and associated figures to the position they were in immediately before the pay calculation was run.

This process can be completed on all employees or a selection of employees by using the ‘Employee Selection Tab’ to specify which employees to include.

This functionality allows you to change the pay status of selected employees. It is not recommended to change the status from PAID to START, as this will not change the payment data. Instead, change the status to CALCED, then use the ‘Reset’ to reset the data.

You cannot change an Employee Status if the ‘Costing Workbench’ has been posted as the posting will reset all employee statuses to START.

‘Change from Status’ is available for - ALL

CALC

ACCEPTED

PAID

‘Change to Status’ available for - CALC

ACCEPTED

PAID

NOTE:

With the introduction of Payday superannuation v12.05 this process will be restricted. Payroll parameter SuperPayAdminList will list the users or groups who will have permission to cancel EFT files for superpay and change employee status.

Careful consideration must be given when changing employee status as to what has been submitted to ATO and super clearing houses.