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Elosimple excel accounting User Guide

Eloroll excel template User Guide A user friendly MS Excel Payroll; eases preparation of monthly payrolls

Peter Elolo Darrah, C.A.(Gh) Tax Audit, DTRD, Ghana Revenue Authority elodarah@yahoo.com +233244592866 +233202441763

Thursday, March 28, 2013


eloroll excel template

FOREWORD ................................................................................................................................... 3 GETTING STARTED ...................................................................................................................... 3 HOW TO OBTAIN A COPY OF THE eloroll excel template .................................................... 3 HOW TO SAVE A COPY OF THE eloroll excel template ......................................................... 3 HOW TO OPEN THE eloroll excel template ............................................................................. 3 OVERVIEW OF eloroll EXCEL TEMPLATE ................................................................................ 4 eloroll SHEETS ........................................................................................................................... 4 Index sheet ............................................................................................................................... 4 payroll sheet ............................................................................................................................. 5 journal sheet ............................................................................................................................. 5 payslips sheet ........................................................................................................................... 6 PAYEreturns sheet ................................................................................................................... 6 SSNITreturns sheet .................................................................................................................. 7 BankAdvice sheet ..................................................................................................................... 7 MonthlyOvertime sheet ........................................................................................................... 8 Bonus sheet .............................................................................................................................. 8 HOW TO USE eloroll EXCEL TEMPLATE ............................................................................... 9 INDEXING .............................................................................................................................. 9 PAYROLL................................................................................................................................. 9 JOURNAL .............................................................................................................................. 10 PAYSLIPS ............................................................................................................................... 11 PAYE RETURNS .................................................................................................................... 11 SSNIT RETURNS ................................................................................................................... 11 BANK ADVICE ....................................................................................................................... 11 INDEPENDENT MODULES ....................................................................................................... 12 MONTHLY OVERTIME ........................................................................................................... 12 BONUS ...................................................................................................................................... 12 SECURITY..................................................................................................................................... 12 SHORTCUT KEYS ........................................................................................................................ 13 CONCLUSION .............................................................................................................................. 14

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eloroll excel template

FOREWORD

eloroll excel template has been designed to ease preparation of payrolls. Monthly payrolls with payslips as well as PAYE and SSNIT returns are accurately prepared with ease. The previous month’s workbook roll is copied and modified for use in preparing payroll for the current month. Therefore the workbook-roll for January (e.g. 01 Jan) is copied and renamed 02 Feb. It is expected that the user should maintain all monthly rolls (January-December) in one main folder. This folder could be named after a particular year (e.g. 2013 Payroll). However, the eloroll is only effective and accurate to the extent that the formula cells are compliant with the tax laws and not inadvertently removed or altered by the user. The user, therefore, is ultimately responsible for the accuracy of the records prepared; using this template.

GETTING STARTED HOW TO OBTAIN A COPY OF THE eloroll excel template The template can be obtained through the contacts on the Index and CashJournal sheets (i.e. +233244592866, +233202441763 or elodarah@yahoo.com). Also, you may purchase from this website: http://www.excelville.com/

HOW TO SAVE A COPY OF THE eloroll excel template It is important to have MS Office Application which should be of a version not lower than MS Office 2007 before the template can be saved on your system. If there is a lower version like MS Office 2003 on your system, then the template must be saved as MS Office Excel 2003 before copied for transfer (saving).

HOW TO OPEN THE eloroll excel template A password request may be prompted at each time that an attempt is made at opening a protected template; which must be supplied by the user.

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eloroll excel template

OVERVIEW OF eloroll EXCEL TEMPLATE

eloroll SHEETS We have the following sheets in eloroll excel template Workbook: Index sheet

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eloroll excel template payroll sheet

journal sheet

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eloroll excel template payslips sheet

PAYEreturns sheet

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eloroll excel template SSNITreturns sheet

BankAdvice sheet

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eloroll excel template MonthlyOvertime sheet

Bonus sheet

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eloroll excel template

HOW TO USE eloroll EXCEL TEMPLATE

INDEXING All the resources in eloroll excel template workbook are found in the index sheet. Each of these is linked (i.e. hyperlinked) to its location in the workbook. The index page is accessible on any resource in the workbook. Alternatively, simply click on the sheet tabs:

PAYROLL The payroll has been designed for accepting individual pay data that enables the concurrent production of payslips, a journal, a bank advice, PAYE and SSNIT returns. Just before you start anything, look for cell E3 to edit the date (i.e. month, year). This should affect the journal, payslips, returns and bank advice. Entries are not expected on the journal, PAYE and SSNIT returns; at all. The main interface for entries is the payroll. In the event of listing employees, non-SSNIT contributing employees should be placed at the tail end of the list and the SSNIT fund formula (5.5%) deleted. This action ensures that no gaps are left in the SSNIT Returns as the NonContributors are not expected to appear on the returns. Some entries are, however, expected on non-variable fields like bank information on the payslips.

We need to observe the payroll table as shown below:

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eloroll excel template

COLUMN

USER’S REQUIRED RESPONSE

FUNCTION

Staff ID

Make entry

Staff Number

Employee’s Name

Make entry

Formal identity

Position

Make entry

Rank or designation

Registered SSNIT number

Make entry

SSNIT registration number

Basic Salary

Make entry

Basic salary assigned

Allowance

Make entry

Any variable or constant allowance

Gross Salary

No entry

Formulated

5.5% SSF

Make entry if registered

Formulated but delete if not contributing to SSNIT

Reliefs

Make entry if any

Referring to personal reliefs; marriage, child, old age etc.

Taxable Income

No entry

Formulated

Income Tax

No entry

Formulated

Loan Deduction

Make entry if any

Can be modified

Monthly Deduction

Make entry if any

Can be modified

Welfare Deduction

Make entry if any

Can be modified

Total Deduction

No entry

Formulated

Net Pay

No entry

Formulated

The payroll table can be compacted by a click on the minus (-) above G1 and O1 and also expanded by a click on the plus (+).

JOURNAL The journal provides proof of the arithmetical accuracy of the prepared payroll. The totals on either side need to agree before any assurance can be placed on the figures to be disbursed to employees and other payroll related creditors like SSNIT and the Tax Authorities.

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eloroll excel template

No entry is expected in the journal.

PAYSLIPS Individual payslips depend on the payroll entries except for Bank information. The user is, therefore, expected to provide and update the bank details on each employee. Also, the first payroll heading can be edited by the user to include the entity or user’s name which should affect every payslip.

Each A4 sheet contains two (2) payslips. It is suggested that the user can economise on paper usage by cutting a printed sheet into two halves.

PAYE RETURNS

The returns roll is already a product of the payroll. The user is not expected to make any entry on the PAYE Returns table.

SSNIT RETURNS

The returns roll is already a product of the payroll. The user is not expected to make any entry on the SSNIT Returns table.

BANK ADVICE

The bank advice is already a product of the payroll. The user is not expected to make any entry on the bank advice. This is based on the assumption that all employees have their accounts with one bank.

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eloroll excel template

INDEPENDENT MODULES MONTHLY OVERTIME The overtime table is not dependent on the payroll. It is a stand-alone module. It is designed in such a manner that only Qualifying Employment Income (QEI), of which the overtime is already a part of, is considered for overtime tax computation. The user is advised to transfer supposed overtime amounts which exceed the QEI threshold to the payroll platform.

BONUS The bonus table, as well, is not dependent on the payroll. Like the overtime, Qualifying Employment Income is considered for bonus tax computation. Users are reminded that the bonus amount is already a portion of the QEI.

SECURITY It is possible to loose all your documents unexpectedly due to the presence of virus in your system; loss of soft materials. How about the possibility of hardware loss through theft, robbery, fire, damage etc.? That is all the more reason one needs to give prior attention to matters of security in a computing environment. To safeguard your work, please do the following from time to time:  Check on your system’s health status; Go to start and click on ‘control panel’ and then on ‘Review your computer’s status’ or ‘Action Center’ to check on the effectiveness of your Anti Virus Application.  Scan your system and memory sticks (pen drives) on suspicion of a virus.

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eloroll excel template  Ensure that you have a backup and get an external storage device i.e. pen drive, hard drive etc for backing up important documents. Hint: do not keep your system (computer) and the secondary drive together.  Important documents or files may be attached to emails or uploaded to a trusted site (e.g. Google Drive) on a dedicated remote server.  Save Financial Statements and CashJournal (the combined Cashbook and Journal) in a PDF to avoid unwanted alterations.  You may put a password on your documents to restrict or prevent access. (Hint: please do remember the password).

SHORTCUT KEYS The following shortcut keys could help in saving time spent on performing some basic but important tasks: Press this key F1 Ctrl+C (or Ctrl+Insert) Ctrl+X Ctrl+V (or Shift+Insert) Ctrl+Z Ctrl+Y F2 or fn+F2 Ctrl+home Ctrl+Right Arrow Ctrl+Left Arrow Ctrl+Down Arrow Ctrl+Up Arrow

To do this Display Help Copy the selected item Cut the selected item Paste the selected item Undo an action Redo an action Rename the selected item Move the cursor to the beginning of the document Move the cursor to the beginning of the next word Move the cursor to the beginning of the previous word Move the cursor to the beginning of the next paragraph Move the cursor to the beginning of the previous paragraph

Ctrl+end Ctrl+Shift with an arrow key Ctrl+A

Move the cursor to the end of the document

F3 Ctrl+Shift+plus

Search for a file or folder Insert a selected row or column in MS Excel (Hint: select row or

Select a block of text Select all items in a document or window

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eloroll excel template Press this key

Ctrl+minus Ctrl+;(colon) Ctrl+’(apostrophe) Alt+Tab Alt+F4

To do this column by clicking on the row or column label) Delete a selected row or column in MS Excel (Hint: select row or column by clicking on the row or column label) Insert date in an MS Excel cell Repeat a an action in the previous MS Excel cell above Switch between open items Close the active item, or exit the active program

CONCLUSION The eloroll excel template is a concept formulated for spreadsheet users desirous of preparing payrolls for any entity. This is no accounting software but rather an idea facilitating spreadsheet accounting. The useful advantage offered is that; by making the entries in the payroll one concurrently produces a payslips and returns. This concept is very reliable as it is capable of preventing errors except for the fact that no one else can be held accountable for your own inputs apart from your good self. Users are advised to be conscious of any change in the tax laws which might affect any formula in the template. Thank you very much for your contribution in making this dream a reality.

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ELOROLL  

Spreadsheet template for processing payroll with slips for up to 200 employees; meant for Ghana

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