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Phoenix Payroll Users Manual

System Overview

Main Form

Upon successful login to Phoenix Payroll, you will be brought directly to the Main Form.  The Main Form serves as Phoenix Payroll’s main graphical user interface (GUI) and was intuitively designed with standard windows components to ensure ease of use for any user who is familiar with the Windows operating system.

A brief description of each of the components you will find on the Main GUI is listed below:

Section Buttons

Section Buttons on the left of the Main Graphical User Interface (GUI) provides easy access to Phoenix Payroll’s key sections. 

Phoenix Payroll has five (5) key sections:

  1. Employees – The Employees Section is where employee records are maintained.  This section displays a listing of all employees stored in the system.  To access a particular employee’s record, simply select the employee and right-click and select the “Properties”.  Double-clicking on a particular employee will have the same effect.  See the section entitled “Employees section” for more details.
  2. Schedules –  The Employee Schedules Section allows you to maintain employees’ schedules.  The first column lists all employees which are configured as “Attendance based on employee schedules”
  3. Tables –  The Government Tables Section displays the actual government deduction tables referenced by the system when processing payroll.  See the section entitled Tables section for more details.
  4. Recurring –  The Recurring Section is where users can add additional earnings or deductions.  These additional earnings or deductions may be scheduled or preprogrammed to recur for a specific period of time, thus the term “Recurring” entries.  See the section entitled Recurring Entries for more details.
  5. Calendar –  The Calendar Section displays the calendar of holidays and special days as prescribed by law.  Users may add or edit special days or holidays in order to conform to the national and local government holiday declarations. See the section entitled Calendar section for more details.
  6. Payroll –  The Payroll Section is a step-by-step wizard that guides the user in processing company payroll.  The Payroll Wizard is made up of four basic steps:  (1) Select the Payroll Cut-off/Pay Period; (2) Input Attendance Records; (3)  Additional Earnings/Deductions; (4) List of employees to be processed; (5) Process/View Employee Pay; and finally (6) Report Generation.  See the section entitled “Payroll Wizard” for more details.

Main Data Panel

The Main Data Panel changes in display, depending on what section is currently selected by the user.

When you are on Employees Tab, you can right click anywhere on the Main Data Panel and a drop-down window will appear displaying the following functions:

  1. New – To create new employee records
  2. Properties – Opens for viewing or editing the currently highlighted item on the current section you are in.
  3. Select All – To select all employees in “Main Data Panel” list for batch update actions.
  4. Delete – Allows for a way to delete entire entries and/or related materials on the section you are in. Note: deleting employee records with existing payroll process is prohibited.
  5. Find – Allows you search a particular employee by name, email or employee ID.
  6. Filter – Filter view of employees using various filter options.
  7. Manage Columns – Allows you to insert or remove a column from the display panel.

Note: You can rearrange the columns by dragging the column title.  You may sort the list view by clicking the column header.

Status Bar

The Status Bar at the bottom of the screen shows pertinent information concerning the current status of the system.

Tools Section

Displays menu tabs of available functions and features.

Print

The Print Tool Button provides a drop-down menu of the common reports found in Phoenix Payroll.

Action

The Action Tool Button provides a drop-down menu of other important tools and features that comes with Phoenix Payroll.  The Action Tool Button provides access to the following Tools and Features:

  • 13th Month Pay Wizard – This menu item runs the 13th Month Pay Preparation Wizard, which will assist you in processing 13th month payroll for your employees.  See Error! Reference source not found. for additional details.
  • Annual Reports Preparation Wizard – This menu item runs the Annual Reports Preparation Wizard, which will assist you in preparing annualized reports, such as BIR 2316, BIR 1604CF, Alphalist Schedules, Certificates of Contributions, etc.  See Using the Annual Reports Preparation Wizard for additional details.
  • Employee Attendance Monitoring Wizard – This menu item launches the Employee Attendance Monitoring Wizard, which can assist you in generating reports useful for monitoring employee attendance records in detail.  See Using the Employee  Attendance Monitoring Wizard for additional details.
  • Custom Report Builder Wizard – This menu item can create or generate a report which is fully customizable.
  • Government Deduction Certification Wizard – This menu item runs the Government Deduction Certification Wizard, which can assist you in preparing certifications of contributions or remittances to all employees or a select group of employees who require them.  See Using the Government Deductions Certification Wizard for additional details.
  • Export Remittance Wizard – This menu item is an Excel export utility for bank remittance files (Payroll Bank file; Government remittance files).  See Using the Export Remittance Wizard for additional details.
  • Incentives Wizard – This menu item provides access to the Incentives Wizard, which is a useful module for preparing bonuses, incentives, or other additional earnings of your employees.  See Using the Incentives Wizard for additional details.
  • Last Pay Wizard – This menu item provides access to the Last Pay Wizard module, which facilitates preparation of employees’ final, separation, or terminal pay and the generation of pertinent reports.  See  Using the Last Pay Wizard for additional details.
  • Leaves Conversion Wizard – This menu item provides access to the Leaves Conversion Wizard, which is a useful tool for the preparation of leave credits for conversion to cash equivalent and for inclusion to employees’ payroll.  See Using the Leaves Conversion Wizard for additional details.
  • Transfer Employee Data Wizard – This menu item is for multi-company setup that allows you to transfer employee record from one database to another.  See Using the Transfer Employee Data Wizard for additional details.
  • Tardies/Absences Notification Utility – This menu item allows you to generate a list of employees based on the no. of tardiness, undertime or absent entries in a specific period. This utility provides option to notify selected employees via email.  See Using the Tardies/Absences Notification Utilityfor additional details.
  • Encode Contribution Remittances – The Encode Contribution Remittances feature provides the means for encoding details of contribution remittances to the different government agencies (PhilHealth, Pag-Ibig, BIR).  Information such as payment dates, SBR numbers, etc. can be inputted here, which are then printed on the many different government certification reports found in Phoenix Payroll.
  • Salary On-hold List – The feature provides you to create a list of employees whose salaries are on-hold. This means that even if they are included in payroll processing, they will not be included in bank remittance file.  Resigned employees will automatically be included in the Salary On-hold list.
  • Export data files – The Export data files feature provides a means for outputting payroll data for a specific pay period onto a Microsoft Excel worksheet.
  • Import Employee Records – The Import Employee Records feature provides a means for importing employee 201 file records from CSV files.  See Annex B for the proper CSV format for importing employee 201 file records via this feature.
  • Import attendance data – The Import attendance data feature provides a means for importing summarized attendance records from CSV files.  See  Annex C for the proper CSV format for importing attendance records via this feature.
  • Export data files – The Export data files feature provides a means for outputting payroll data for a specific pay period onto a Microsoft Excel worksheet.
  • Import/Update Employee Records – The Import/Update Employee Records feature provides a means for importing employee 201 file records from CSV files.  See Annex B for the proper CSV format for importing employee 201 file records via this feature.
  • Import Payroll Records – The Import Payroll Records feature provides a means for importing the employees’ historical payroll records CSV files.  See Annex F for proper format of importing payroll records via this feature.
  • Import Project Cost Items – The Import Project Cost Items provides you to upload project codes with corresponding description.  See Annex F for proper format of importing job codes via this feature.
  • Payroll Bank Wizard – The Payroll Bank Wizard option runs the Automated Bank Remittance System, which facilitates the generation of net payroll amounts for transmittal to your bank.  This feature varies little in functionality, depending on the bank code selected.  See Error! Reference source not found. for more details.
  • Launch PhilHealth Program – The Launch PhilHealth Program feature tells Phoenix Payroll to automatically output payroll data for a selected pay period onto the PhilHealth remittance program and executes the program for preparation of reports and/or generation of PhilHealth diskette.
  • Launch SSS Remittance Program – The Launch SSS Remittance Program feature tells Phoenix Payroll to automatically output payroll data for a selected pay period onto the SSS contribution remittance program and executes the program for preparation of reports and/or generation of SSS contributions diskette.
  • Launch SSS Loans Program – The Launch SSS Loans Program feature tells Phoenix Payroll to automatically output payroll data for a selected pay period onto the SSS Loan Payments program and executes the program for preparation of reports and/or generation of SSS Loan Payments diskette.
  • Launch SSS File Generator – The Launch SSS File Generator feature tells Phoenix Payroll to automatically output payroll data for a selected pay period onto the SSS contribution remittance program and executes the program for preparation of reports and/or generation of SSS contributions diskette.
  • Pag-Ibig Export Utility – The Pag-Ibig Export Utility feature tells Phoenix Payroll to generate the Pab-Ibig CSV files for Pag-Ibig Remittances and Pag-Ibig Loan Payments for a selected pay period.
Preferences

The Preferences tab provides a drop-down menu of system settings including system security settings.

Find

The Find Button is triggered by hitting ctrl + f.  This is used for locating employee records quickly.

Help

The Help Button provides a drop-down menu of help options (i.e., display currently logged-in Users, Running a patch update, Legends, Product Registration, Release Notes)

Information Bar

The Information Bar provides you with general information on what particular section you are in. 

Application Bar

The Application Bar displays the title of the application, which is Phoenix Payroll, together with the license edition you are currently running.  For example, if your system is running the Unlimited Edition, the Application Bar will display Phoenix Payroll – Unlimited Edition.