SLAMS PAYROLL

USER GUIDE

SoftClans Technologies Limited

Address: P.O Box 36907-00200 Nairobi, Kenya

Tel: +254 20 208 7923, +254 787 611 237

Email: [email protected]

Website: www.softclans.co.ke
 1. INTRODUCTION.................................................................................................................................................................3

1.1 INTRODUCTION............................................................................................................................................................................... 3
1.2 SLAMS PAYROLL SYSTEM SUMMARY...............................................................................................................................3
1.3 ABBREVIATIONS..............................................................................................................................................................................3

2. USER MATRIX USED FOR ASSIGNING ROLES TO DIFFERENT USERS.....................................................5

3. USER ROLES AND PERMISSIONS...............................................................................................................................6

3.1 ADMINISTRATION.................................................................................................................................................................................. 7
3.2 SETTING PERMISSIONS.............................................................................................................................................................12
3.3 USER RESPONSIBILITIES..........................................................................................................................................................13

4. USER ACCOUNT CREATION.......................................................................................................................................15

5.PARAMETERS....................................................................................................................................................................19

5.1GENERAL PARAMETERS..................................................................................................................................................................... 19
5.2 MASTER RECORDS.............................................................................................................................................................................. 25

6.LOGIN AS PAYROLL ADMIN........................................................................................................................................33

7.PAYROLL..............................................................................................................................................................................34

7.1 PAYROLL PROCESSING...................................................................................................................................................................... 35

7.1.1 Basic Pay......................................................................................................................................................................................... 35
7.1.2 Recurrents........................................................................................................................................................................................ 39
7.1.3 Variations......................................................................................................................................................................................... 42
7.1.4 Overtime........................................................................................................................................................................................... 44
7.1.5 Absentism......................................................................................................................................................................................... 45
7.1.6 Payroll Processing....................................................................................................................................................................... 47
7.2 PERIOD-END PROCESSES................................................................................................................................................................. 49
7.2.1 Capturing Payroll Journal........................................................................................................................................................ 49
7.2.2 Approve Payroll............................................................................................................................................................................. 50
7.2.3 Closing a Payroll Period........................................................................................................................................................... 52
7.3 PAYROLL REPORTS.............................................................................................................................................................................53

Page 2 User’s Guide

 1. INTRODUCTION

1.1 INTRODUCTION
SLAMS Payroll system stands as a pivotal asset in the proficient administration of employee
compensation, meticulous adherence to legal and tax regulations, and the preservation of precise records.
It serves as a linchpin for an organization's fiscal stability and reputation while fostering trust among
employees in the punctuality and accuracy of their remuneration.

Employing cutting-edge computer technologies, harnessed through decades of industry experience and
user feedback, it presents a solution that not only streamlines operations but also empowers innovation
and data-driven decision-making. This robust solution has been meticulously crafted with insights from
seasoned Human Resources experts, aiming to augment your organization's employee management
processes, ultimately delivering enhanced value.

1.2 SLAMS PAYROLL SYSTEM SUMMARY

SLAMS is an integral module within the comprehensive SLAMS Human Resource Management System
(HRMS), which serves as the primary source of data for processing payroll within the organization. This
guide offers a detailed, step-by-step roadmap to assist payroll administrators in effectively utilizing the
system to process payroll.

1.3 ABBREVIATIONS
Some of the common abbreviations you may encounter during the use of this document include:

Term Definition

BOMRA The Botswana Medicines Regulatory Authority

SLAMS SoftClans Leveraged Advanced Management System

HRMS Human Resource Management System

ERP Enterprise Resource Planning

GL General Ledger

JV Journal Voucher

Page 3 User’s Guide

 2. USER MATRIX USED FOR ASSIGNING ROLES TO DIFFERENT USERS

Page 4 User’s Guide

 3. USER ROLES AND PERMISSIONS

User groups are just a set of users who are related somehow.

Access roles gives permissions to the user groups.

system administrator is responsible for user permissions and roles enforcing strict access control. It also
plays a critical role in managing and securing sensitive financial data, ensuring that the right people have
the right access whereby ensuring that users can only perform actions and access data that are necessary
for their job responsibilities and maintaining compliance with legal and regulatory requirements.

Enter BOMRA system URL

“http://localhost/slamshr_bomra/”

“http://149.102.141.123:90/slamshr_bomra/” in your browser (Google Chrome, Firefox) provided by

your system administrator.

Step 1: Use your web browser and navigate to the system URL provided by your system administrator,
enter the username and password provided and click “Login” to log in to your user account for easier
identification.

Make sure you are logged in as a payroll admin to be able to assign user groups as shown.

Page 5 User’s Guide

 3.1 Administration
Login as a payroll admin to set administrator.

1. users

Navigate to Administration ->User

One will be able to see a list of users who have been assigned different roles by the payroll admin and is
able to delete or deactivate a user on clicking action tab.

Page 6 User’s Guide

 2. User groups

Step 1: To set User Groups, navigate to Administration ->User Groups

Step 2: One will be able to see a list of users.

Step 3: One can either edit or delete a user group as shown.

Step 4: To add a new user group, click “add user group” button as shown.

Page 7 User’s Guide

 Step 5: A pop up window will be displayed.

Add a group then save as shown

Note: After adding a user group ,one can now authorize what the modules users can access when different
user group is set to them.

3. Access roles

Step 1: To set Access Roles, navigate to Administration ->Access Roles

Step 2: One will be able to see a list of user groups and different Access roles set to them.

Page 8 User’s Guide

 Step 3: To see Access roles set to different user groups, click a user group as shown.

Step 4: One can either edit or delete Access roles set to different user groups.

Page 9 User’s Guide

 Step 5: To add a new Access Role, click “add access roles” button as shown.

Step 6: A pop up window will be displayed.

Add access role then save as shown

Page 10 User’s Guide

 3.2 Setting Permissions
Payroll Admin Access to all HR modules

Administrator Access user profile and administration module

HR Admin Has access to all HR module except the payroll module

Page 11 User’s Guide

 3.3 User Responsibilities.
Payroll Admin 1. Managing organization's payroll process
2. Setting user groups in the HR system

HR Admin 1. User account creation

Page 12 User’s Guide

 Administrator 1. Edit, add and delete users, User Groups and Access Roles

Employee 1. Defaulted to accessing employee profile and update except the employee
details tab.

Page 13 User’s Guide

 4. USER ACCOUNT CREATION

Note: we will use administrator as an example but payroll admin can set any

Step 1: Navigate to Employees -> Employees.

A list of employees will be displayed as shown below and select the employee you want to give the user
group.

Step 2: Navigate to profile -> employee details to see if the user group is set to administrator. If not
then click edit button to set it as shown.

Page 14 User’s Guide

 Step 3: On clicking edit the below screen will be shown. Set the User Group and save profile.

Step 4: on saving the profile tab, navigate to the overview tab and send a welcome message to the
employee given the administrator role.

Page 15 User’s Guide

 Step 5: An email will be sent to the employee with details to login to the system.

On clicking Activate one is prompt to the login page to activate the account by entering the username
and password provided.

Step 6: On login into the system, the only accessible modules will be the self-service portal where he will
only update the profile tab but not the Employment details tab.

Step 7: One is be able to change the password after login as shown

Page 16 User’s Guide

 A pop window will be displayed, change the password and click reset password.

Page 17 User’s Guide

 5.PARAMETERS

When one comes to payroll one has access to payroll parameters and general parameters.

Click to access the parameters as shown.

Note: These parameters are categorized based on the modules in the HR system.

5.1General parameters
1. Company - Contains details about the company.

2. Title codes – Data imported on the system

Page 18 User’s Guide

 To set title codes

Click add new to add a new title code and save.

On saving, it will appear on the employee’s module as shown

3. Gender code

To set gender code

Page 19 User’s Guide

 Click add new to add a new gender code and save.

On saving, it will appear on the employee’s module as shown

4. Designation – positions held in the company.

To set designation

Click add new to add designation and save.

Page 20 User’s Guide

 On saving, it will appear on the employee’s module as shown

5. Branch code

To set branch code

Click add new to add a branch code and save.

Page 21 User’s Guide

 On saving, it will appear on the employee’s module as shown.

6. Department code

To set department code

Click add new to add a new department code and save.

Page 22 User’s Guide

 On saving, it will appear on the employee’s module as shown

7. Country codes

To set country code

Click add new to add a new country code and save.

Page 23 User’s Guide

 On saving, it will appear on the employee’s module as shown

5.2 Master records

1. Tax tables

To set Tax tables

Click add new to add a new Tax band and save.

Page 24 User’s Guide

 2. Payslip Items

To set Payslip Items

Click add new to add a new pay item and save.

On saving, it will appear on the employee’s module as shown

Page 25 User’s Guide

 5.3. Payroll Parameters

1. Bank Codes

To set bank Codes

Click add new to add a new bank code and save.

Page 26 User’s Guide

 On saving, it will appear on the employee’s module as shown.

2. Currency Codes

To set Currency Code

Click add new to add a new Currency code and save.

On saving, it will appear on the employee’s module as shown.

Page 27 User’s Guide

 3. Payroll Periods

To set Payroll Periods

Click add new to add a new Account Period and save.

On saving, it will appear on the employee’s module as shown

Page 28 User’s Guide

 4. Payment Mode

To set payment mode

Click add new to add a new pay method and save.

On saving, it will appear on the employee’s module as shown

5. Pay Bands

Page 29 User’s Guide

 To set pay bands

Click add new to add a new pay band and save.

On saving, it will appear on the employee’s module as shown.

6. Pension Groups

Page 30 User’s Guide

 To set Pension groups

Click add new to add a new pension group and save.

On saving, it will appear on the employee’s module as shown

Page 31 User’s Guide

 6.LOGIN AS PAYROLL ADMIN

Login as a payroll admin to access the payroll module

Upon successful authentication, one will be directed to the BOMRA system main page then navigate to
payroll module as shown below.

Page 32 User’s Guide

 7.PAYROLL

The SLAMS Payroll is a flexible customizable module that enables management of a company’s payroll
and seamlessly integrates with the SLAMS GL for financial reporting or any other ERP. The payroll
process includes basic pay for all positions in the organization, recurrent items, overtime, absenteeism,
and bonuses.

This will be based on the configuration set by the Human Resources Manager to generate accurate pay
slip for the employees/staff. The SLAMS Payroll also provide generation of reports for example
generating report on how many pay slips were generated in each period and others.

Payroll management:

 Manages Employee Information Efficiently.

 Specify the pay, deductions, leave, and other benefits.
 Generate a pay slip with the click of a mouse.
 Create and oversee payroll procedures based on salaries structures assigned to the employees.
 Produce all the employee, attendance/leave, payroll, etc. reports.

The payroll module is as shown below.

Step 1: Click on “payroll”. One will be able to see summaries of net pay for the company for current
periods and previous periods.

Page 33 User’s Guide

 7.1 Payroll Processing
This is where the actual payroll processing including all aspects related to payroll, commences with the
calculation of the basic pay, which serves as the foundation before any allowances or deductions are
factored in and before an employee begins to receive their earnings."

Note: Hover the cursor on Processing to process basic pay

7.1.1 Basic Pay

To process basic pay:

Step 1: Navigate to Processing -> Basic Pay.

Step 2:

i) One can either select the employee to set the basic pay and click “Edit “as shown.

ii) Or one has an option of uploading excel file with the basic pay of all employees in the list.

Page 34 User’s Guide

 with their back pays months on clicking upload then Choose the file and “ submit” as shown and click
“Process” tab to see the updated list of basic pay of the employees updated

And the back pays updated on variation tab

Page 35 User’s Guide

 (Navigate to Processing-> Variation) of each employee by choosing an employee as shown.

Step 3: The basic pay of the employees will be updated and a success message will be displayed stating
“Basic pay processed successfully” as shown below.

Page 36 User’s Guide

 After processing the basic pay, one can now start setting up everything else eg recurrents, Variations,
overtime, Absentism.

These items are configurable and can be customized.

Navigate to payroll and click the icon to access the payroll parameters as shown.

The following screen will be shown for easier customization of the items eg recurrents, Variations,
overtime, Absentism.

Page 37 User’s Guide

 Note: Hover the cursor on Processing to process Recurrents.

7.1.2 Recurrents
To process recurrent items:

Step 1: Navigate to Processing -> Recurrents.

Step 2: Select the employee and click “Add” to add a new recurrent item to the selected employee.

Page 38 User’s Guide

 Step 3: Choose an item then add amount and click “process” to process the new recurrent item to the
selected employee as displayed below.

After a new recurrent has been created, a success message stating “Item processed successfully” will be
displayed as shown below.

Select the payslip item to edit/modify and click “Process” as shown. The employee’s entitlement of
recurrent items will then be updated as shown below.

Page 39 User’s Guide

 Select the payslip item to delete and click “Process” as shown.

The employee’s entitlement of recurrent items will then be deleted and a success message displayed as
shown.

Page 40 User’s Guide

 Note: Hover the cursor on Processing to process variable payslip items.

7.1.3 Variations
To process variable payslip items:

Step 1: Navigate to Processing -> Variations.

Step 2: Select the employee and click “Add” to add a new variable item to the selected employee or
select an existing item and click “Edit” or “Delete” then process.

Page 41 User’s Guide

 Select the payslip item to add/modify and click “Process” as shown above. The employee’s entitlement of
variable items will then be updated with a success message stating “Item processed successfully” as
displayed below.

Note: Hover the cursor on Processing to process overtime.

Page 42 User’s Guide

 7.1.4 Overtime
To process overtime:

Step 1: Navigate to Processing -> Overtime.

Step 2: Select the employee and click “Add” to add overtime to the selected employee or select an
existing item and click “Edit” or “Delete”.

Select the payslip item to add/modify and click “Process”. The employee’s overtime entitlement will then
be updated as shown.

Page 43 User’s Guide

 Note: Hover the cursor on Processing to process absentism.

7.1.5 Absentism
To process absentism:

Step 1: Navigate to Processing -> Absentism.

Step 2: Select the employee and click “Add” to add an absenteeism item to the selected employee or
select an existing item and click “Edit” or “Delete”.

Page 44 User’s Guide

 Step 3: Select the payslip item to add/modify and click “Process” as shown above. The employees’
absentism records will then be updated as shown below.

After setting up recurrents, Variations, overtime, Absentism, one can now start processing payroll and this
process can be run as many times as one would like no limitations.

Note: Hover the cursor on Processing to process payroll.

Page 45 User’s Guide

 7.1.6 Payroll Processing
To process the payroll:

Step 1: Navigate to Processing -> Payroll.

Step 2: Select details of the payroll you want to run as shown below and click “Process Payroll”.

On completion, a success message will display at the bottom of the message. Note that this process may
take longer depending on the number of employees in the payroll.

Page 46 User’s Guide

Page 47 User’s Guide
 7.2 Period-End Processes
After processing payroll, the next step is to capture JV, approve payroll and close the payroll period.

7.2.1 Capturing Payroll Journal

Anything that happens in an organization at the end of the day has to be accounted for in financial system
so as to generate profit and loss statement balance sheet.

The system generates a payroll which has account transactions.

Note: Hover the cursor on Period End to capture JV.

To capture a payroll journal:

Step 1: Navigate to Period End -> Capture JV.

Step 2: Enter the journal parameters as shown below and click the “Generate JV” button or “Print JV”
button as shown below.

Once the generation process is complete, a success message will display at the bottom of the page.

Page 48 User’s Guide

 7.2.2 Approve Payroll
On approving payroll, the system avails payslips to employees profile as shown.

Note: Hover the cursor on Period End to capture payroll Approval.

To capture a payroll Approval:

Step 1: Navigate to Period End -> Approve Payroll.

Page 49 User’s Guide

 Step 2: A pop-up Screen will be displayed. Enter the payroll approval parameters and click the
“Approve” button as shown below.

On Approval, a success message stating “Payroll approved updated successfully” will be displayed at
the bottom of the page as shown.

Page 50 User’s Guide

 7.2.3 Closing a Payroll Period
Payroll periods should be closed to enable processing the payroll for the next period.

Note: Hover the cursor on Period End to Close Period.

Step 1: Navigate to Period End-> Close Period.

Step 2: Enter the period closing parameters as shown below then click “Close Period”.

This process will automatically rollover all reccurent items including basic pay to the new month so as
not to define those items anytime when payroll is processed and all figures generated to do accounting in
the financial system.

7.3 Payroll Reports

All payroll reports can be printed under the navigation item “Reports” as shown below.

Page 51 User’s Guide

 Enter the report parameters on the window that pop-up on selecting the report needed and click “ Preview
Report” to preview the reports.

Page 52 User’s Guide