Updating Payroll Data

Update Payroll Data

Using this feature you can update details of the payroll data in a batch mode. When you select a Vessel or Personnel List etc, crew members who fall under the selected grouping for whom payroll data has been entered will be displayed. You can then proceed to update all the relevant details for all these crew members on the same screen.

Note: The difference between this feature and the Batch Entry feature is that the Batch Entry feature only displays one main record for each crew member. For example, to add overtime details for a crew member, you would need to add the combined overtime information for the crew member as one entry. However in the Update Payroll Data feature, if three overtime insertions have been made to his record, then three records would be displayed for this crew member.

Note on Wage Validity: A back-end System configuration is available where, if the configuration is turned on, the System will check for any expired or invalid wages in an Activity or an Account Period and prompt you if any were found. The configuration can be set to either allow you to continue after the prompt or stop you from proceeding until the expired/invalid wages have been resolved. Please note that this feature is a back-end database-controlled configurable feature. If you would like to explore the option of including this feature, please contact BASS Support.

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Performing Batch Update Payroll Data for OT Earn
Performing Batch Update Payroll Data for Other Earning
Performing Batch Update Payroll Data for Bonded Stores
Performing Batch Update Payroll Data for Cash
Performing Batch Update Payroll Data for Travel
Performing Batch Update Payroll Data for Communication
Performing Batch Update Payroll Data for Other Deduction
Performing Batch Update Payroll Data for Compulsory Allotment
Performing Batch Update Payroll Data for Voluntary Allotment

Performing Batch Update Payroll Data for OT Earn

Screen Navigation: Payroll - Update Payroll Data - OT Earn tab

To perform a batch update of payroll data for overtime earnings:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

2. The Update Payroll Data screen is displayed. Use the search field to carry out a search for crew members based on either Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period). Ensure that the correct account period has been entered and click Go.

Note: Click the search icon in the search field to make your selection of Vessel, Personnel List, Pool, Agent, Crew or All (i.e. all crew members based on the entered account period) from a list in the relevant pop-up window.

3. The crew members based on your selection will then be displayed on the screen. Under the OT Earn tab, you can enter excess overtime/double bottom hours worked by the crew members in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date the crew member worked overtime.
Type	Select the type of overtime, i.e. 'Excess OT' or 'Double Bottom' (allowance for crew working on tankers with a double bottom).
Department	Use the Lookup function to select the department the crew member falls under.
Charge To	This field gives you the option to charge the overtime to owners, charterers or other cost centers.
Dispute	Select this check box if there is any dispute regarding the overtime hours worked.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Hours	Enter the amount of overtime hours the crew member worked. Note: The total excess overtime hours cannot exceed 1500 hours. This is as per the validation that has been set in the System.
Rate	Use the Lookup function to select the overtime rate applicable to the crew member.
Rate Currency	The rate currency will be automatically displayed based on the rate selected.
Amount	The total amount payable based on the rate and hours worked will be automatically calculated by the System.
ROE	The exchange rate of the overtime earning currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew ROE	The exchange rate of the overtime earning currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Other Earning

Screen Navigation: Payroll - Update Payroll Data - Other Earning tab

To perform a batch update of payroll data for other earning:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Other Earning tab, you can add all earnings which are outside the crew members' regular incomes or expenses incurred in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date that this other earning occurred.
Cost Element	Use the Lookup function to select the cost element of the other earning.
Department	Use the Lookup function to select the department that the crew member falls under.
Charge To	This field gives you the option to charge the amount to owners, charterers or other cost centers.
Cash	Select this check box if the other earning was paid off in cash. Other earnings transactions carried out in cash will not be displayed in the Payroll Summary.
Status	Select the status of this other earning record.
Dispute	Select the check box to indicate if there is a dispute regarding the payable amount.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Beneficiary Name	Use the Lookup function to select the crew member's beneficiary, if this amount is to be sent to the beneficiary. For instance if the crew member is being paid off via his beneficiary.
Pay From	The start date of a special holiday bonus calculation will be automatically displayed, as selected on the Special Holiday Bonus screen.
Pay To	The end date for a special holiday bonus calculation will be automatically displayed, as selected on the Special Holiday Bonus screen.
Currency	Enter the currency of the other earnings.
Amount	Enter the amount of the other earnings.
ROE	The exchange rate of the other earning currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the other earning.
Crew ROE	The exchange rate of the other earning currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Comments	Include comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Bonded Stores

Screen Navigation: Payroll - Update Payroll Data - Bonded Stores tab

To perform a batch update of payroll data for bonded stores:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Bonded Stores tab, you can enter details of items taken by the crew members from the ship store i.e. bonded stores items in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date the bonded stores transaction was carried out.
Material	Use the Lookup function to select the item that was taken from the store. Make your selection from the Bonded Stores pop-up window that is displayed.
Description	The description of the item will be automatically populated upon bonded stores selection in the Material field.
Material Quantity	Enter the quantity of the item taken.
Material Price	The price of an item will be automatically populated based on the selection in the Material field.
Cash	Select this check box if the transaction was carried out in cash. Note: Cash sales of bonded stores items are shown in the Ship's Account whereas non-cash sales are shown as deductions in the Payroll Summary.
Dispute	Select this check box if there is any dispute regarding this transaction.
Currency	Use the Lookup function to select the currency of the transaction.
Amount	The total cost of the item taken from the store will be automatically calculated based on entries in the Material Quantity and Material Price fields.
ROE	Enter the exchange rate of the transaction currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the transaction.
Crew ROE	The exchange rate of the transaction currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Cash

Screen Navigation: Payroll - Update Payroll Data - Cash tab

To perform a batch update of payroll data for cash:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Cash tab, you can enter in a batch mode details of cash advances taken by the crew members for the purposes of making deductions from their wages or to indicate that the crew members were paid off in cash upon sign off.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date the cash advance was given to the crew member.
Pay Off	Select this check box if the crew member's wage is being paid off in cash upon sign off.
Cost Element	Use the Lookup function to select the cost element for which this cash was given. For example, a license expense.
Source	The source of the cash, for instance, 'Master', 'Office' or 'Port Agent'.
Port	If 'Port Agent' was selected in the Source field, then specify the port where the cash was received by the crew member.
Port Agent	If a port was selected in the Port field, then specify the port agent from whom the cash was received by the crew member.
Office	If 'Office' was selected in the Source field, then specify the office from which the cash was received by the crew member.
Dispute	Select this check box if there is any dispute regarding this transaction.
Cheque No.	Enter the cheque number of the amount given to the crew member.
Currency	Use the Lookup function to select the currency in which the cash was given.
Amount	Enter the amount of the cash given to the crew member.
ROE	Enter the exchange rate of the cash amount currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the cash.
Crew ROE	The exchange rate of the cash amount currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Travel

Screen Navigation: Payroll - Update Payroll Data - Travel tab

To perform a batch update of payroll data for travel:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Travel tab, you can enter travel costs for the crew members and their dependents, which are recoverable by the company in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date of the travel.
Dispute	Select this check box if there is any dispute regarding this transaction.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Currency	Use the Lookup function to select the currency in which the travel cost was paid.
Amount	Enter the amount incurred by the company for the travel.
ROE	Enter the exchange rate of the travel cost currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the travel cost.
Crew ROE	The exchange rate of the travel cost currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Communication

Screen Navigation: Payroll - Update Payroll Data - Communication tab

To perform a batch update of payroll data for communication:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Communication tab, you can enter the communication costs incurred by the company for the crew members' use of e-mail, telex and telephone services in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date the communication service was used by the crew member.
Cash	Select this check box if the transaction was carried out in cash.
Communication Type	Use the Lookup function to select the type of communication service that was used by the crew member.
Dispute	Select this check box if there is any dispute regarding this transaction, if any.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Currency	Use the Lookup function to select the currency in which the communication service charge was incurred.
Amount	Enter the amount incurred for the use of the communication service.
ROE	Enter the exchange rate of the communication cost currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the communication cost.
Crew ROE	The exchange rate of the communication cost currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Other Deduction

Screen Navigation: Payroll - Update Payroll Data - Other Deduction tab

To perform a batch update of payroll data for other deduction:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Other Deduction tab, you can enter any other miscellaneous crew wage deductions that do not fall under any of the previous tabs in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The date the expense was incurred by the company.
Cost Element	Use the Lookup function to select the cost element for this expense.
Cash	Select this check box to indicate a cash payment to the crew member or his beneficiary (i.e. the selection made in the Beneficiary Name field).
Status	Select the status of this record.
Dispute	Select this check box if there is any dispute regarding this transaction.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Beneficiary Name	Use the Lookup function to select the crew member's beneficiary if you are using this Other Deductions feature to pay off a crew member's wages by paying the wages directly to the beneficiary. Use this in combination with the Cash check box.
Currency	Use the Lookup function to select the currency in which the charge was incurred.
Amount	Enter the total amount incurred.
ROE	Enter the exchange rate of the expense currency against the base currency.
Amount	The amount in the base currency will be displayed based on the exchange rate.
Crew Currency	The crew currency of the expenses.
Crew ROE	The exchange rate of the expense currency against the crew currency.
Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this transaction.
Comments	Include any comments, if any.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Compulsory Allotment

Screen Navigation: Payroll - Update Payroll Data - Compulsory Allotment tab

To perform a batch update of payroll data for compulsory allotment:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Com. Allotment tab, you can enter compulsory allotment details for the crew members in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Allotment Detail tab:
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The allotment date.
Beneficiary Name	Use the Lookup function to select the beneficiary for this allotment. The beneficiaries listed for selection are retrieved from this crew's profile record. Upon selection of the beneficiary, all allotment details entered in this crew member's profile record will be populated here. You can edit these details as required or add missing details. Note: The beneficiary will only be available for selection if, in the crew profile record, you have selected the beneficiary to receive a compulsory or voluntary allotment and this record must carry an 'Approved' status.
Allot. Type	Select the compulsory allotment type using the available drop-down menu.
Account No.	The beneficiary's account number will be automatically populated by the System based on the beneficiary selected.
Status	Use the drop-down menu to select the status of this allotment. This is where you can approve or cancel an allotment. Note: The ability to change the status of an allotment request would depend on the user's access rights.
Payment Mode	Select the mode of payment of this allotment.
Cost Element Pay Off	Use the Lookup function to select the cost element for this allotment, if applicable.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this allotment.
Fixed On	Select whether the payment is to be fixed on crew currency or payout currency.
Currency	Use the Lookup function to select the currency in which the allotment is to be made.
Amount	The allotment amount that is to be deducted from the crew member's wages.
ROE	The exchange rate for conversion into base currency.
Amount	The amount in base currency will be automatically displayed based on the exchange rate.
Crew Currency	The crew currency of the allotment.
Crew ROE	The exchange rate of the crew currency as against the base currency.
Crew Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Payment Method	Select the method of payment of the allotment.
Comments	Include any comments, if any.
Bank tab: The bank details will be automatically retrieved from the crew's profile record. You can edit these details as required.
Miscellaneous tab: Here you can track payment dates and even the cheque number of the payment.
Auto Deduction	If an auto deduction allotment is made, then the figure that was automatically deducted for the crew member will be displayed in this field. You can click the Lookup function to view the Auto Deduction Details.
Manual Deduction	If a manual deduction for allotments was made, you can click the Lookup function in this field to view the Manual Deduction Details.
Batch ID	The batch ID that this allotment belongs to.
Payment Date	Use the calendar function to select the date the payment was made.
Cheque No.	Enter the cheque number of the payment.
AL Posting Date	Use the calendar function to select the date this transaction was posted to accounts in the Accounting System.
Wage Deduct Month	Enter the month the wage was deducted for this allotment.
History Transaction	Click this button to view the transaction history of allotments made. You may then select a particular record and click Import Allotment to overwrite a current record, if required.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

Performing Batch Update Payroll Data for Voluntary Allotment

Screen Navigation: Payroll - Update Payroll Data - Voluntary Allotment tab

To perform a batch update of payroll data for voluntary allotment:

1. From the HR Manager main menu, click Update Payroll Data under the Payroll menu.

3. The crew members based on your selection will then be displayed on the screen. Under the Vol. Allotment tab, you can enter voluntary allotment details for the crew members in a batch mode.

4. Enter information in the relevant columns OR click on the Crew IPN record to enter more detailed information:

Field	Description
Allotment Detail tab:
Crew IPN	The crew number that is created by the System for the crew member will be automatically displayed.
Date	The allotment date.
Beneficiary Name	Use the Lookup function to select the beneficiary for this allotment. The beneficiaries listed for selection are retrieved from this crew's profile record. Upon selection of the beneficiary, all allotment details entered in this crew member's profile record will be populated here. You can edit these details as required or add missing details. Note: The beneficiary will only be available for selection if, in the crew profile record, you have selected the beneficiary to receive a compulsory or voluntary allotment and this record must carry an 'Approved' status.
Allot. Type	Select the voluntary allotment type using the available drop-down menu.
Account No.	The beneficiary's account number will be automatically populated by the System based on the beneficiary selected.
Status	Use the drop-down menu to select the status of this allotment. This is where you can approve or cancel an allotment. Note: The ability to change the status of an allotment request would depend on the user's access rights.
Payment Mode	Select the mode of payment of this allotment.
Cost Element Pay Off	The cost element for this allotment, if applicable.
Loan Ref ID	Use the Lookup function to select the relevant loan reference ID.
Post to Account Period	Use the Lookup function to select a closed account period to which you want to post this allotment.
Fixed On	Select whether the payment is to be fixed on crew currency or payout currency.
Currency	Use the Lookup function to select the currency in which the allotment is to be made.
Amount	The allotment amount that is to be deducted from the crew member's wages.
ROE	The exchange rate for conversion into base currency.
Amount	The amount in base currency will be automatically displayed based on the exchange rate entered.
Crew Currency	The crew currency of the allotment.
Crew ROE	The exchange rate of the crew currency as against the base currency.
Crew Amount	The amount in the crew currency will be displayed based on the crew exchange rate.
Payment Method	Select the method of payment of this allotment.
Non-deductible	Select this check box to indicate that the voluntary allotment will not be deducted from the crew member's wages.
Comments	Include any comments, if any.
Bank tab: The bank details will be automatically retrieved from the crew's profile record. You can edit these details as required.
Miscellaneous tab: Here you can track payment dates and even the cheque number of the payment.
Auto Deduction	If an auto deduction allotment is made, then the figure that was automatically deducted for the crew member will be displayed in this field. You can click the Lookup function to view the Auto Deduction Details.
Manual Deduction	If a manual deduction for allotments was made, you can click the Lookup function in this field to view the Manual Deduction Details.
Batch ID	The batch ID that this allotment belongs to.
Payment Date	Use the calendar function to select the date the payment was made.
Cheque No.	Enter the cheque number of the payment.
AL Posting Date	Use the calendar function to select the date this transaction was posted to accounts in the Accounting System.
Wage Deduct Month	Enter the month the wage was deducted for this allotment.
History Transaction	Click this button to view the transaction history of allotments made. You may then select a particular record and click Import Allotment to overwrite a current record, if required.
Attachments (Paper clip icon)	Click in this column to display the Upload Manager pop-up window. Using this upload tool, you can upload and attach relevant documents to this record, for example, a soft-copy of the crew member's time sheet etc.

5. Click Save to save your entries.

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