Setup Company

How to Add a New Company

A VIP Consultant will install the initial system for you and define all system parameters to suit your requirements.

 

Thereafter when you want to add a company to your existing list of companies, the following options are available:

  1. You may contact the VIP Call Centre for assistance, or
  2. Add a new company from the Company Listing Screen.

 

Adding a Company from the Company Listing Screen

When you click on the <Add Co> button on the Company Listing Screen, the Add Company Screen will be displayed.

 

Add Company Screen

The Add Company Screen is split into various functions:

  1. Copy Entire Company,
  2. Copy Company Structure,
  3. Import a Company,
  4. Create a New Company,
  5. VIP Wizard, and
  6. Delete a Company.

 

 

How to Copy Entire Company

This option enables you to start a new company by copying an existing company with all its employees.

 

VIP Premier Payroll:

When licensed for Job Management, you will not be allowed to copy the entire company at all.

 

A list of all existing company numbers and names that exist within the VIP directory will be displayed. You must select the company from which the copy is to be made.

 

A list of all the available company numbers in the VIP directory will be displayed. You must select the company number to which they want to copy.

 

The Company Status for the new company must be selected. The options are:

  • Live,
  • Dormant, and
  • History.

 

VIP Premier Payroll:

When licenced for ESS, Premier HR or InfoSlips (e-Solutions) you will not be allowed to copy the entire company to a Live Company Status.

VIP Classic Payroll and VIP Essentials Payroll:

When licenced for InfoSlips (e-Solutions) you will not be allowed to copy the entire company to a Live Company Status.

 

When you click on <Continue>, a message will be displayed confirming the selections made.

 

If you select <Yes>, another message will be displayed stating that the copy process has successfully been completed.

 

If the copy procedure for a Live Company has resulted in the number of maximum employees allowed for your VIP directory to be exceeded, a message will be displayed, the company will be copied BUT the Company Status will be changed to Dormant.

 

The company is now immediately listed on the Initial Entry Screen’s list of companies.

 

 

How to Copy Company Structure

This option allows you to start a new company by copying the structure of an existing company.

 

A list of all existing company numbers and names that exist within the VIP directory will be displayed.

 

You must select the company from which the company structure is to be copied.

 

A list of all the unused company numbers in the VIP directory will be displayed.

 

You must select the company number to which they want to copy.

 

When you click on <Continue> , a message will be displayed confirming the selections made.

 

If you select <Yes> , the Basic Company Information Screen will be displayed.

 

 

The fields will be populated with the details of the company copied from.

 

Once fields have been modified to fit the new company’s specifications, you can proceed to the following Selection Screen.

 

Complete the fields on all tabs:

  • Basic Company Information,
  • Address Details,
  • Contact Information,
  • Additional Information, and
  • Employment Tax Incentive.

 

 

Earning Definitions

  • If Standard Earning Definitions is selected, then only the Basic Salary line will be created in the company.
  • If All Earning Definitions is selected, then all the Earning Definitions of the source company will be copied to the new company.

Deduction Definitions

  • If Standard Deductions is selected, then only the PAYE (Tax), U.I.F. and S.D.L. Deduction Definitions will be created, depending on the Tax Country of the new company.
  • If All Deduction Definitions is selected, then all the Deduction Definitions of the source company will be copied to the new company.

Calculation Definitions

  • If No Calculation Definitions is selected, then no Calculation Screen Definitions will be copied from the source company.
  • If All Calculation Definitions is selected, then all the Calculation Screen Definitions of the source company will be copied to the new company.

Hours Definitions

  • If No Hours Definitions is selected, then no Hours Screen Definitions will be copied from the source company.

  • If All Hours Definitions is selected, then all the Hours Screen Definitions of the source company will be copied to the new company.

Methods of Calculation

  • If No Methods of Calculation is selected, then no Methods of Calculation will be copied from the source company.
  • If All Methods of Calculation is selected, then all the Methods of Calculation of the source company will be copied to the new company. This option is only available if All Earnings, Deductions or Calculation Definitions are selected.
  • Selected Methods of Calculation allows you to specify whether they want to copy either Earning, Deduction, Special or Calculated Methods.

Payroll System Description Codes

  • If No Description Codes is selected, then no Payroll Description Codes will be copied from the source company.
  • If All Description Codes is selected, then all Payroll Description Codes will be copied from the source company. This option is only available if All Earnings, Deductions or Calculation Definitions are selected.
  • Selected Description Codes allows you to specify which of the Payroll Definitions you want to copy from the source company.
  • Batch Layouts and Transaction Codes are only available if All Earnings, Deductions or Calculation Definitions are selected. If PM Descriptions is selected, an additional Selection Screen will be displayed.

 

Depending on the Payroll System you use and the modules for which you are licenced, some options may be disabled in this section.

 

Reports and Payslips

  • If Standard Reports and Payslips is selected, then only the Standard Payroll Reports and Payslip, as applicable to the company setup, will be created.
  • If All Reports and Payslips is selected, then all Reports and the Payslip will be copied from the source company, including reports found on the Reports 101 – 200 and Reports 201 – 300 tabs (VIP Premier and VIP Classic Payroll). This would typically be customised reports and reports for additional modules.
  • Selected Reports allows you to specify which of the Module Reports you want to import. Only the modules for which they are licensed will be enabled. All reports for that specific module will be imported. The available modules are as follows:
    • Payroll Reports and Payslips (disabled because is always imported).
      • Personnel Module.
      • Job Costing.
      • Leave.
      • Job Management.
      • Equity.
      • Skills.
      • HR.

 

Depending on the Payroll System you use and the modules for which you are licenced, some options may be disabled in this section.

 

Miscellaneous

All the items listed here will already be selected. You must un-tick what you do not want to copy.

  • Leave Control Screen.
  • Industrial Councils (Only available if All Earnings, Deductions or Calculation Definitions are selected).
  • General Ledger (Only available if All Earnings, Deductions or Calculation Definitions are selected).
  • InfoSlips.
  • Payment Periods (This is the dates displayed on the Shifts Worked Screen (SW). If you select not to copy this and you transfer employees with YTD values into the new company, the SW Screen will be clear and the Period Analysis Report will not work).
  • Access Control.

 

Depending on the Payroll System you use and the modules for which you are licenced, some options may be disabled in this section.

 

 

  • If the Personnel Module Descriptions was ticked on the previous screen, then the PM Description Codes Screen will be displayed.
  • If No PM Description Codes is selected, then no PM Description Codes will be copied from the source company.
  • If All PM Description Codes is selected, then all PM Description Codes will be copied from the source company.
  • Selected PM Description Codes allows you to specify which of the PM Descriptions you want to copy from the source company.

 

 

If Selected Reports were specified earlier per Module, the system will stop now at each report imported, indicating the Report Number and the line number to which the report has been imported. Click on <Continue> to proceed.

 

Once all reports have been imported, a message will be displayed stating that the copy process has been successful.

 

 

The last step of the Copy Company Structure procedure is to confirm the company dates for the new company.

 

The dates will default to that of the source company.

 

To amend any of these details, click on <Change Dates> at the bottom of the screen.

 

The following fields can be amended:

  • Processing Date.
  • Processing Period within Month (Non-monthly companies).
  • Processing Period within Tax Year.
  • Company Start Date for Tax Year.
  • Company End Date for Tax Year.

 

To save the company dates, click on <Continue>.

 

The company is now immediately listed on the Initial Entry Screen’s list of companies.

 

 

How to Import a Company

This option will display a list of companies that are in the VIP directory but that do not appear on the Initial Entry Screen’s list of companies. You can select the company number to be imported.

 

If the Import Company procedure has resulted in the number of maximum employees allowed for your VIP directory to be exceeded, a message will be displayed, the company will be imported BUT the Company Status will be changed to Dormant.

 

If there are no companies available to import, a message will be displayed and then the user will be returned to the Initial Entry Screen.

 

 

How to Create a New Company

This option will allow you to add a new company by completing all the necessary screens.

 

A confirmation message will be displayed to ensure this is what the user wishes to do.

 

A list of all the unused company numbers in the VIP directory will be displayed.

 

You must select the company number they want to use for the new company setup.

 

A list of all the Tax Countries that you are licensed for will be displayed. You must select the applicable Tax Country for the new company.

 

From here all the usual Add Company Screens must be populated.

 

 

The Add Company Wizard is a guided, quick setup to define a company, with basic or minimum parameters and access.

 

The Add Company Wizard has well defined screens, explaining exactly what information is required, with Mandatory Information indicated with a red icon.

 

The process can be canceled at any stage by clicking on the <EXIT> button.

 

You can move back between the different screens by clicking on the <BACK> button and move forward between the different screens by clicking on the <NEXT> button. The <NEXT> button will only be visible if all the mandatory fields have been completed and if the input has passed the validation tests.

 

Dates are an integral factor for Statutory calculations, so ensure that the dates on this screen are indeed correct.

 

ONLY in Companies set up for RSA, will this screen be followed by a screen listing pre- defined Earnings and then pre-defined Deductions that are most often used, linked to Methods of Calculation, where applicable. These defaults can be removed or selected again, except for Earning Line 1 and Deduction Lines 1 - 3.

 

This screen is followed by the Access Control Screen which sets up the Advanced Access Control, even if all the other companies in the directory are set up on the Basic Access Control.

 

This is followed by a screen that summarises the Company Parameters.

 

Take note of the screens mentioned here that need to be visited once the Add Company Wizard has been completed, in order to complete the finer details.

 

This screen can be printed out for easy reference by clicking on the <PRINT> button.

 

On completion of the Add Company Wizard, the Standard Reports for the selected Tax Country will be created.

 

 

How to Delete a Company

This option will allow you to delete a company.

 

Two warning messages will be displayed:

  1. To prompt you to consider making a backup.
  2. To warn you that the delete process cannot be undone.

 

A list of all existing company numbers and names that exist within the VIP directory will be displayed. You must select the company to be deleted.

 

All users should be out of VIP before attempting to delete a company.

 

The system will need a password to complete the process. The password must be set to Full Access for Basic Company Information on Advanced Access Control on Advanced Page 1 and to Full Access for Payroll Definitions on Advanced Page 3. Company Information must be set to Full Access on Basic Access Control.

 

If the password is set to Full Access, then a final Confirmation Message will be displayed, allowing you a chance to cancel the Delete Company procedure.