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24 October 2017 Register  Login


What do I do if I want to use payslip stationery?
Does 12Pay integrate with accounts software? 
How do I pay expenses such as travel or mileage? 
I have just realised that one of my employee's pay is wrong for a previous period. Can I do anything about that? 
Why does the system pay for a full week or month if an employee starts or leaves during the week or month? 
Why does the software still pay full wages for people who are sick or absent for maternity leave? 
When I pay an employee SSP why does the system take it away again with an equal deduction? 
Why are some or all of my employees not being paid? 
Why is the button for moving on to the next period greyed out? 
Why are company names limited to 35 characters? 
Why isn't the system paying anything for an SSP/SMP/SAP/SPP absence? 
Why do some of my employee names appear in red on the navigator? 
Why can't I see all of the payment and deduction codes in the dropdown box on the Pay tab? 
How do I set up my system to send payslips by email? 
How do I set up my system to send payment SMS to employees? 

 

What do I do if I want to use payslip stationery?

12Pay prints blank paper payslips as standard. You can select stationery payslips on the Reporting tab if you have a Premium Licence. Select one of the many stationery styles from the Payslip Style dropdown box. RS34 is a selfseal mailer, for example.

You can buy the blanks for those payslips here

When printing them make sure that you select Page Scaling or None in the Adobe print dialog.

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Does 12Pay integrate with accounts software?

Yes, the paid for version of 12Pay integrates well with KashFlow. We know that you want to spend your time on what you do, not struggling with complicated software trying to understand how it works. Kashflow is software that works how you’d expect it to work, without using confusing jargon or complicated processes. Try KashFlow, free for 14 days.

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How do I pay expenses such as travel or mileage?

You can create any number of your own payment or deduction codes for this kind of requirement. The following screenshots show a code being created that can be used to pay mileage @35p/mile:

How to set up an expenses payment code in 12Pay

How to set up an expenses payment code in 12Pay

Note that the Before Tax, Before NI, and Before Pension boxes are not ticked, but the Standard Payment and Variable Payment boxes are ticked. This allows this payment/deduction code to be applied either on the employee's Pay tab as a regular payment, or on the employee's This Period tab as a one off.

  • To pay miles at 35p a mile enter the number of miles in the Units box on the employee payment tab when making a payment, or leave the units blank and just enter a value in the Pay box when making the payment
  • In this instance we've also ticked the Hours Rate Pay Payslip box on the Advanced tab. This means that when there are units and a rate, they will be shown on the payslips as well as the actual calculated payment

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I have just realised that one of my employee's pay is wrong for a previous period. Can I do anything about that?

We encourage people to think of the button to advance to next period as final. That is good practice and you should try to avoid going back and altering things.

But in fact there are several options. Here is one of them. (You will need a Premium or Bureau Licence for this):

  • Go the employee's PAYE tab and find the PAYE P11 line in the spreadsheet at the top of the form that you would like to go back to. Right click on that line and a context menu will appear
  • Select the Rewind to Redo dd/mm/yy option on the context menu to redo that line and all the other lines since then
  • You'll be asked to confirm that you really want to do this once for each period that you're removing
  • Now the employee has had their recent P11 and payslip data completely removed you need to recalculate those periods for them
  • You will find that the employee is also in a new payroll on their own, dated in the week/month that you moved back to
  • Enter the employee's pay/hours etc. for the period that you are re-doing, just as if you were doing it for the first time. They're on their own in this new payroll so you can calculate, print payslips, etc., without any danger of affecting other employees
  • Once you're happy with the employee’s revised pay, advance the new payroll as normal to the next period. The system will prompt you to file an FPS (Full Payment Submission) and you should do this, to correct the earlier misfiling
  • Repeat the last two steps until either (a) the employee has caught up with the other employees in their normal payroll or (b) you've given them all the payments that you want to give them
  • Click the new Return button visible on the employee's PAYE tab. The employee will automatically be returned to their normal payroll, where they can continue to be paid as usual
  • The new payroll that was created when you rewound the employee at the start of the process is now empty. The system will automatically remove it next time you use the software
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Why does the system pay for a full week or month if an employee starts or leaves during the week or month?

For part periods you need to either enter a deduction on the employee's current period tab, or alter their pay at the bottom of their main tab for one period. You have the option of ticking the Part Pay Part Periods box when setting a payment up on the employee's Pay tab, in which case the software will use its own formula for calculating the value of part weeks or months (the daily rate for a part month can be altered on the Advanced tab of the payroll form).

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Why does the software still pay full wages for people who are sick or absent for maternity leave?

If you want to deduct pay when people are away you should enter a deduction (a negative payment) on their period payments tab. You do have the option of ticking the Part Pay Part Periods box when setting a payment up on the employee's Pay tab, in which case the software will use its own formula for calculating the value of part weeks or months.

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When I pay an employee SSP why does the system take it away again with an equal deduction?

Many employers continue to pay their employees when they’re sick. The software has an option to pay SSP then deduct it on a different code so that the company can reclaim SSP from HMRC but the employee doesn't get paid twice.

If you don't pay your employee when they are sick you need to switch off the deduction. Un-tick the Offset SSP box on the Advanced tab of the payroll maintenance form. You will still need to enter an appropriate deduction for the employee for the days they were away, because the software doesn't know how much to deduct for sick days.

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Why are some or all of my employees not being paid?

There are several reasons why employees might not be paid. For example, they might not have joined the company until after the current pay period ends. If you want to see a summary of the payroll with reasons why certain employees aren't being paid you can click the Status box in the middle-right of the payroll form. 

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Why is the button for moving on to the next period greyed out?

Every time you alter anything on any employee the system expects that employee to require recalculation. The Calculate button will become enabled, but the buttons for printing reports and advancing to the next period will be unavailable.

Press the calculation button, check that ALL of the employees are now being correctly paid for the current period, and then press the button to advance to the next period.

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Why are company names limited to 35 characters?

HMRC limits the length of certain fields when submitting returns. Company names are limited to 35 characters. Other fields in the software are also limited, such as employee names and addresses.

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Why isn't the system paying anything for an SSP/SMP/ShPP/SPP absence?

To find out why there is no payment for an SSP/SMP/ShPP/SPP absence, click on the Absence line on the employee's Absence tab and select Edit Absence or View Absence. This form shows the reason for the absence. 

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Why do some of my employee names appear in red on the navigator?

The names of employees who have left appear in red. If they haven't had a P45 printed they appear in bright red; once they have been P45’d the red becomes paler.

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Why can't I see all of the payment and deduction codes in the dropdown box on the Pay tab?

The Pay tab is for making regular payments, every pay period. Some of the payment and deduction codes aren't suitable for regular payments. You should use the Week n/Month n tab on the employee form when making payments for the current period only, such as bonus or commission.

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How do I set up my system to send payslips by email?

We have set up a page showing you how to configure 12Pay to send payslips by email.

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How do I set up my system to send payment SMS to employees?

You need to:

  • Purchase a Bureau licence
  • Set up emailing from 12Pay
  • Sign up with and purchase a pack of texts from Green Text
  • Click the Mail... button on the Employer form. Fill in the SMS Template text box with:

{0}.PIN@sms160id.textapp.net

  • Replace the word ‘PIN’ with your Green Text system PIN (visible in the Green Text user profile after sign up)
  • The From address of your email set up must match the Green Text user that you're using i.e. you must set up a user on your Green Text account with the email address that your 12Pay emails appear to come from
  • Open the Payroll form and click on the Reporting tab. In the SMS text box enter something like this:

YourCoName|Hours {0:0.##} Pay £{1:#,##0.00} paid on {2:dd/MM/yy}

  • Everything before the | appears as the SMS sender. The rest is the SMS message, which you can type how you like (up to 160 characters) subject to:

{0:0.##} will be the hours taken from the payslip. To exclude any payment codes from the hours total go to the Advanced tab of the Payment Code definition and tick the box that says Exclude from Holiday Accrual

{1:#,##0.00} will be the net pay taken from the payslip

{2:dd/MM/yy} will be the payroll date taken from the payslip

To carry out an SMS run click on the Payslips button at the bottom of the Payroll screen. Select Email Payslips then Test SMS or Live SMS. You can use the SMS Test option to check how many text messages will be sent

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