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Introduction

It is always easier to change payroll software at the beginning of the year, before any payments are processed. However, it is still possible to change mid-year.

There are two ways to transfer data depending on how far into the year you are, how many employees there are and the payment frequency.

Step one: Calculate the number of payments. You can do this by multiplying the number of employees by the payment frequency and how far into the year we are. For example, if it is March, with 5 monthly paid employees, then there are 5 x 3 (months to march) = 15 payments.

Step two: Depending the on the number of payments and how difficult they are to replicate, decide on whether you wish to enter year to date figures or re-process the payments in Payback.

We would recommend re-processing the payments if at all possible. This way you have the benefit of a 'parallel run' so you can be confident that Payback is returning the same values as your old payroll software. You will also have all the payslips available.

If there are too many payments to re-process or the payments are complex, you can enter year to date figures instead following these instructions.

Entering year to date figures

Once you have set up the employees and retrieved their RPNs, the next step is to enter year to date figures. In the employee screen there is a Year to Date button. Click this.

You will be presented with a screen with three tick boxes. Tick the middle box, that says 'I am moving payroll software mid year.'

If on the the old payslip there is a section that says 'last employment' with figures in it, also tick the first tick box that says 'This employee has just started employment with this company'

Click the next button.

 

 

Old payslip figures

Refer to the last payslips produced from your previous payroll software. You will be entering these into Payback.

Note that the important figures have had letters assigned to them.

In this example, the employee was weekly paid, and the payslip cumulative figures are for all payments up to and including week 19. This is important!

Previous employment

If there were figures in the previous employment section of the old payslip, copy these into the P45 section of the Payback year to date screen. 

See how the figures map by referring to the letters opposite

 

It is important to enter a start date for the employee. If you do not know the start date of the employee, enter 1 January of the current year. This is so that the P45 figures are also applied.

Old payroll system figures

Click Next and repeat the process for the Old Payroll System figures.

(Note, if the employee did not work anywhere else during the current year, you only need to input the figures indicated in this step)

When you have finished inputting the figures, click the Finish button and then click Update Employee

 

Pay attention to the apply to year (circled). Make sure that it is the current year.

Important Notes

In the above example, the cumulative figures were for up to and including week 19.

This means in this example the first period you should process in Payback is week 20. If you process any other week, the figures will not be correct.

This is all because of the way the PAYE system works. It is all cumulative and relies on previous weeks' figures.

You'll have to enter year to date figures for all the employees. A payment isn't processed in Payback until you click Pay and payments should be processed in date order.

The good news is that you only need to enter year to date figures once for each employee. After that, processing payments will be much easier.

Try out a fully functional version of Payback. You can process payroll for all your employees for 2 pay periods.

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