This is a quick and easy reference guide to help first time users get started with Thesaurus Payroll Manager. Additional detailed explanations and guidance can be found through the extensive built in help file which is broken down by each software feature and most common user queries. If you require help with any section as you progress through the program you should refer to the ‘Help’ menu and ‘Search for help on’ to view or print our comprehensive help file.
There are two ways to set up your employee information:
1. To set up employee records using the Revenue Payroll Notification please click here for guidance. This method is particularly useful if you have a large number of employees to set up.
2. To manually set up or update an employee’s details within the payroll software, follow the step by step instructions below. It is advisable that you enter as much information as is available to you.
Update the relevant fields with all the information available to you. The minimum required by the software is Surname and Forename. If you do not have a PPS number for an employee, the additional minimum Revenue requirement is the employee's address and date of birth.
PRSI Class
Assign the appropriate PRSI class to the employee’s earnings, if you are unsure click 'For help with class - click here'. While pay thresholds exist for the purposes of calculating PRSI, the appropriate PRSI class is not always based solely on earnings and you may need to obtain further information from the employee pertaining to their date of birth, etc.
Please refer to the Help menu within the software for the official PRSI class table publication.
Set up any relevant additions (taxable and non-taxable). Any narrative entered will print to the employee payslip opposite the addition figure.
Set up relevant deductions (allowable and non-allowable). Any narrative entered will print to the employee payslip opposite the deduction figure. If setting up Revenue-approved, tax-allowable pension deductions for an employee, you must use the dedicated pension field.
Set up a master list of departments (if relevant) which will be available to choose from across all employees. Allocate the employee to a department under “Personal Details”.
This Employment ONLY – if you choose to start using Thesaurus Payroll Manager after period 1 of the current tax year you can enter the cumulative pay, tax, PRSI and USC figures already calculated for the tax year to date within this screen. Thereafter, Thesaurus Payroll Manager will recognise these cumulative figures as those related to the tax periods passed. Calculations will commence going forward based on the start period set by the user.
Use this screen to record personnel information such as recruitment date, emergency contact details etc.
Should you receive a request from the Central Statistics Office (CSO) to complete a quarterly EHECS return then, the software features an option to automatically generate this return based on the periodical information entered into the software. Should you wish to use this feature, the CSO information must be updated by the user for each employee, including those employees who have left your employment during this tax year.
Click on UPDATE to save and activate the employee record.
Simply access Process Icon No. 2. to complete this task every pay period.
Further guidance on retrieving your employee RPNs can be found here
You can enter an employee’s pay in one of two ways:
(1) Gross Basis (pay before tax deductions)
or
(2) Net Basis (take home pay)
If you pay your employees a GROSS Wage then use one of the following options:
Both entry screens give access to the same information. The Quick Edit option lists the employees in report format whereby the user can simply select the employee by double clicking on their name from the list and enter the pay details. The Weekly/Monthly Input screen displays only one employee at a time, after entering the pay details the user will select “Update file ” or "Next" to save the changes. Due to the nature of the Quick Edit screen (to allow ease and quick pay detail input) not all features that are available within the Weekly/Monthly Input screen are available within the Quick Edit screen e.g. the option to enter a note on a employee's payslip.
Departmental Input
If you have entered Departments then you can process by department if you wish:
Choose your department from the drop down menu on the right hand side. Only those employees allocated to the chosen department will appear in the drop down menu on the left hand side for processing.
If you Pay by the Hour
If you pay your employee(s) by the hour, then enter the hourly rate for the employee. Each period, enter the numbers of hours worked for that period within the relevant fields (Standard Hours, Time and a third, Time and a half, Double time) - the hourly rate will automatically be adjusted accordingly).
Remember that if you enter the hourly rate and the hours worked, then do not enter the amount again in the 'Weekly/Monthly Basic' field - this will result in the number of hours multiplied by the hourly rate PLUS the weekly basic figure.
If you Pay by a Weekly/Monthly Basic
If you pay your employee(s) by a basic rate then enter the basic gross wage in the Monthly/Weekly Basic field.
Holiday Pay
If you are including holiday pay within a pay period then enter the amount of additional pay within the 'Holiday pay' field.
If the holiday pay is to represent future pay weeks then enter the number of ADDITIONAL weeks to which this holiday pay figure relates. The total pay will then be spread over the current week PLUS the number of additional weeks entered. The user will be prevented from processing any further payroll within the weeks flagged as holiday weeks - as tax credits, SRCOP, PRSI and USC will have been automatically allocated to the total pay figure in advance. The employee will automatically be reactivated for processing once the holiday weeks have passed. To record the number of holidays / leave days taken or to view the automated holiday entitlements calculated click “Holidays Due”. Any automated calculations are calculated on the information entered by the user to date, so the user must manually input the Days/Hours taken to date to record correctly what holidays are left due to the employee.
Include a Note on the Employee's Payslip
Optional - You can include a note on the individual employee’s payslip e.g. Annual pay review due 1st May or remaining annual leave entitlements etc. Enter the text in the box and the narrative will appear on the printed payslip for this employee only.
Additions
If you wish to include additions to your employee(s) salary, then within the Additions tab, select the type of Addition (taxable & non-taxable). Type the associated narrative in the relevant box on the left hand side and the amount of the addition in the box to the right hand side. The narrative and amount will be displayed separately to the basic pay details on the payslip.
Deductions
If you wish to include deductions to your employee(s) salary then within this tab select the type of deduction (allowable & non-allowable) and type the associated narrative in the relevant box on the left hand side and the amount of the deduction in the box to the right hand side. The narrative and amount will be displayed separately to the basic pay details on the payslip.
Illness Benefit
Illness Benefit is taxable through the employee RPN file. If you have an employee in receipt of Illness Benefit you should ensure you check for amended RPN files each pay period and import them immediately when available.
Click on Update File to save the pay details entered for this period and to preview the employee’s payslip or click Next to proceed to the next employee’s input.
If you Pay by the Hour
If you pay your employee(s) by the hour then enter hourly rate for the employee. Each period, enter the numbers of hours worked for that period within the relevant fields (Standard Hours, Time and a third, Time and a half, Double time) - the hourly rate will automatically be adjusted accordingly).
Remember that if you enter the hourly rate and the hours worked, then do not enter the amount again in the 'Weekly/Monthly Basic' field - this will result in the number of hours multiplied by the hourly rate PLUS the weekly basic figure.
If you Pay by a Weekly/Monthly Basic
If you pay your employee(s) by a basic rate then enter the basic gross wage in the Monthly/Weekly Basic field.
Holiday Pay
If you are including holiday pay within a pay period then enter the amount of additional pay within the 'Holiday pay' field to be added to this period payslip.
If the holiday pay is to represent future pay weeks then enter the number of ADDITIONAL weeks to which this holiday pay figure relates. The total pay will then be spread over the current week PLUS the number of additional weeks entered. The user will be prevented from processing any further payroll within the weeks flagged as holiday weeks as tax credits, SRCOP, PRSI and USC will have been automatically allocated to the total pay figure in advance. The employee will automatically be reactivated for processing once the holiday weeks have passed.
Recording Holiday/ Leave taken when using the Quick Edit option:
You may wish to wait to record holidays taken once all employees wage details have been updated, to save exiting this menu to access another menu and repeatedly changing menu options. To record the number of holidays/leave days taken, or to view the automated holiday entitlements calculated, you can access the employee's Holiday Calculator under Employees > Holidays, Sick Leave etc. Any automated calculations are calculated on the information entered by the user to date.
Additions/Deductions
If you wish to include additions and/or deductions to your employee(s) salary, all the additions and deductions options are shown on screen. Simply type the associated narrative in the relevant box on the left hand side, under the appropriate addition or deduction heading, and enter the amount of the addition/deduction in the box to the right hand side. The narrative and amount will be displayed separately to the basic pay details on the payslip.
Click on OK to update the employee's pay details and to return to the main employee listing to select the next employee.
To access the Net to Gross Projection screen, select “Net to Gross Projection” from the Payslip menu. From the list of employees simply click on the employee for whom you wish to enter the take home pay figure for.
Enter Desired Take Home Pay
Once an employee has been selected, a pop up box will appear on screen, “Enter Desired Take Home Pay”. Within this field enter the absolute take home pay figure for the employee. *This should equal the PAYMENT figure.**
The gross wage will be calculated automatically for you and displayed on screen. The user must then indicate if they wish to continue based on the figures entered and the associated automated calculations.
Additions/Deductions
If you wish to include additions and/or deductions to your employee(s) salary, all the additions and deductions options must be entered to the employee record under the menu Employees > Add/Amend Employees. Select the employee from the drop down list and click into the Additions or Deductions tab. Set up any relevant additions (taxable and non taxable) and deductions (allowable and non allowable). Simply type the associated narrative in the relevant box on the left hand side, under the appropriate addition or deduction heading, and enter the amount of the addition/deduction in the box to the right hand side. The narrative and amount will be displayed separately to the basic pay details on the payslip. Any figures entered will be applied to all future payments made to the employee until the user returns to this menu to remove the figures.
A preview of the employee’s payslip will automatically be shown on screen. Click on Close in order to proceed to the next employee for update or to return to amend the figures for the last employee. Once all employees have been updated, click on Close to exit to the menu and proceed to the next process.
It is recommended that you preview your payroll figures before proceeding to update your payslips by means of the "Payroll Preview" report ,which shows the payroll figures entered to date for the current pay period.
The Period Number at the bottom of the report (preview period number) is the period you are about to update/process.
All employee’s being paid for this period should be shown within this payroll preview and you should ensure the figures on screen are correct before proceeding to 'Update Payslips'.
If an employee is showing the incorrect pay figures, then double click the employee name to amend or alternatively, return to the pay entry screen (either Weekly/Monthly Input or Net to Gross Projection) to make the necessary amendments.
This report can be printed, copied or prepared as a HTML file. Alternatively, it can be emailed directly from the software to the employer email address located within File > Amend Company Details where a password can also be set to password protect the document if desired.
This section will update your payroll run for ALL EMPLOYEES for the period.
The date of the latest RPN file imported and the date that the RPN file was imported into the payroll will be displayed.
The last pay period updated will be shown (this is not available for amendment) and the payroll period that you are about to process is also shown as “Update to ... ”
The period number that you are processing is automated by the program as the next sequential pay period to process and is not available for amendment by the user. If desired, simply amend the automated pay date you wish associated to this pay period.
For weekly payroll, you will also be given an optional field in order to make reference on the employees’ payslips to the period that employees are being paid for.
Click on Update to prepare the files for processing. Once files have been successfully prepared for updating, click OK.
After every pay run, you must submit your payroll data to Revenue – most importantly, this periodic submission will need to be received by Revenue ‘on or before’ payment is made to the employees.
This periodic submission of your payroll data to Revenue is known as the Payroll Submission Request (PSR).
After updating a pay period, Thesaurus Payroll Manager will automatically create the Payroll Submission Request required by Revenue and you will see that process icon 6 will immediately prompt you that the submission is outstanding.
To submit your PSR to Revenue after you complete each pay run, click Process Icon No. 6, followed by ‘Prepare PSR’.
A summary of the PAYE, USC, PRSI & LPT totals included in the submission will be displayed on screen for you to view.
Should you wish to view the detailed contents of the PSR before submission, click 'View'.
When ready to do so, click ‘Submit PSR to Revenue’.
As soon as the submission is successfully received by Revenue, a confirmation response will be received back into the software confirming successful receipt, as well as the total amount of taxes that were included in the submission.
Please note: on closing out of the PSR utility, you will be prompted to take a backup of your payroll data.
If you are not using Thesaurus Connect, it is strongly recommended that you complete the backup process, as a backup of your payroll file will provide a safety measure should you experience any problems with your PC.
Once the payroll has been updated, then the payslips and the reports for the period are available for printing/emailing.
Choose the period for which you want to print the payslips from the drop down list of processed periods (all historical payslips can be printed by simply choosing the prior period from the drop down list).
Click on the individual employee names for whom you want to print a payslip for or choose “Select All”.
Choose the payslip type that you wish to print - 2 per page High Resolution/Low Resolution will print to plain A4 paper.
Press Print to send to the printer.
Alternatively, all employee payslips can be emailed as one PDF document directly from the software to the employer email address located within File > Amend Company Details where a password can also be set to password protect the document if desired. To email all employee payslips as one PDF document, within the print payslips utility click 'Select All' > 'Email payslips as one PDF document' > 'Yes' to proceed.
Payslips by Department
Alternatively, if you have set up employees assigned to departments, simply choose the department for which you want to print the payslips for.
All relevant employees within the chosen department will be automatically highlighted.
Choose Print to send to printer.
In order to assist the user in paying their employees, a dedicated reporting and bank payment file facility is available in Thesaurus Payroll Manager.
After updating your payroll period, simply select 'Reports > Payroll Analysis > Pay Method Summary' on the menu toolbar to find a breakdown of employees to be made by cash, cheque or credit transfer.
For employees paid by credit transfer, a Bank Payment File can be created in Thesaurus Payroll Manager to upload through your banking software.
This utility can be accessed under the Payslips menu and ‘Bank Payment File (including SEPA)’
A separate bank payment file facility is also provided for Ulster Bank Bankline users.
Further guidance on how to prepare bank payment files in the software can be find in our online help guidance.
Need help? Support is available at 01 8352074 or thesauruspayrollsupport@brightsg.com.
