Payment Summaries

From Polygon Back Office,

Select Payroll from the main menu,

Then select Payment Summaries

Please note that only allowances that have been tagged to print separately on the payment summary (see the section on setting up Allowances and Deductions File for more detail) will be shown in the allowances section of the payment summary. Allowances that have not been tagged to show separately have been added to the gross payment figure for the employee. Allowance that have been tagged not to be shown on the payment summary are totally excluded, they are not listed in the allowances section and neither are they added to the gross salary amount.

Additional Allowances can be added from this form by clicking on the Line Item buttonand then selecting an allowance/deduction from the Payroll Allowances Pick List the amount of the allowance can be changed in the amount column to the right of the description column.

For more information about completing the reportable FBT or CDEP fields, please contact your accountant or financial advisor.

Complete any figures which need to be recorded in the Lump Sum Payments section.  If you need to issue an employee with an Eligible Termination Payment (ETP) Payment summary, press the browse button next to the text saying "C - use ETP payment summary" circled below.  This will load the ETP Payment Summary Update form.  Check these figures and correct any errors.  Tick the processed tick box to mark this ETP payment summary as checked.  Only processed ETP payment summaries will be included in ETP payment summary run reports.  Ticking the Amended tick box to will add a a note saying "This is an amended payment summary" at the top of this ETP payment summary.  

For advice on completing either the Lump Sum Payments or the ETP Payment Summary, please contact your Accountant or Financial Advisor.

The following options are available from the ETP Payment Summary Details form

•Saving - Click the OK button to save changes, or click the Cancel button to discard changes;  

•Printing - Once an ETP payment summary has been saved it can be printed by re-opening and clicking the Print button.  If an ETP summary is marked as processed, it will also be included in the ETP Payment Summary Run Report (see below).  All processed ETP Payment summaries can be printed from the ETP Payment Summary Run Report (documented below);

•Deleting - Clicking the Delete this ETP Payment Summary button will remove this ETP payment summary from the system.

Individual Payment Summaries

Individual payment summaries can be printed individually by clicking the Print button on the Payment Summary Details form.  The name of the authorised person is entered automatically. This name can be edited if needed.  

Printing All Processed Payment Summaries

All payment summaries which are marked as processed can be printed together by running the Payment Summary Run report.  

To run this report:

•From Polygon Back Office,

•Access the Reports File by selecting Reports from the main menu, or clicking the Reports button on the toolbar.

•Scroll down to the Polygon Payroll [Payment Summaries] heading;

•Highlight Payment Summary Run, then click the Select button;

When the selection criteria form is loaded:

•Specify which financial year this report will be run for by entering end of financial year date at the top of the form;

•The name of the authorised person is automatically entered . This name can be edited;  

•Leave the Nominate Employee tick box un-ticked in order to print payment summaries for all processed employees;

•Click the Print button to display a payment summary PDF report, click the print button to print a hard copy of this report or save a PDF copy.

Emailing Payment Summaries

If you have entered email addresses for your employees in the Employee Update Form you may choose the email their payment summaries rather than printing them out.

To do this:

•From Polygon Back Office;

•Access the Reports File by selecting Reports from the main menu, or clicking the Reports button on the toolbar;

•Scroll down to the Polygon Payroll - Payment Summaries heading;

•Highlight Payment Summary Run, then click the Select button;

When the Selection Criteria form is loaded:

•Nominate an employee by ticking the Nominate Employee tick box and then clicking the browse button

•, or leave this tick box blank to include all payment summaries which have been marked as processed;

•Place a tick mark in the Generate to PDF and eMail payment summaries box;

•Enter the Message Subject and Message Text for the email message. Note: Each employee will get the same message text;

•Click  the Print button to run the report.

Polygon Payroll will generate a PDF file for each payment summary and attach them to the email messages sent to each employee.

At the completion of the email process, the report will display with the payslips, you may choose to print this, or close the report without printing.

If during the email process, there were errors reported, a report with the the error log information will be displayed e.g showing employees with invalid or missing email addresses.

Note: In order to email payment summaries, email server information must be entered into the application settings.  See section Polygon POS Management > Application Settings > General - eMail, and staff email addresses must be entered on the Polygon Payroll > Employee Details form.  

Printing & Emailing ETP Payment Summaries

ETP Payment Summaries are printed separately by accessing the ETP Payment Summary Report.  Only ETP payment summaries which are marked as processed can be printed by running the ETP Payment Summary Run report.  

To view ETP Payment Summaries:

•From Polygon Back Office,

•Access the Reports File by selecting Reports from the main menu, or clicking the Reports button on the toolbar.

•Scroll down to the Polygon Payroll - Payment Summaries heading;

•Highlight ETP Payment Summary Run, then click the Select button;

When the selection criteria form is loaded:

•Specify which financial year this report will be run for by entering end of financial year date at the top of the form;

•The name of the authorised person is entered automatically. This name can be edited if needed;  

•Leave the Nominate Employee tick box un-ticked in order to print payment summaries for all processed employees, or select an individual employee to limit the report to one Employee;

To automatically email these ETP Payment Summaries to the employee email addresses in the Employee Details File:  

•Tick the Generate to PDF & eMail payment summaries tick box;

•Enter the Message Subject and Message Text for the email message. Note: Each employee will get the same message text;

•Click the Print button to display an ETP payment summary PDF report, click the Print button to print a hard copy of this report or save a PDF copy.

Creating Electronic Media Information for the Australian Taxation Office

A record of the summaries in the format specified by the ATO can be created by Polygon Back Office for forwarding to the ATO.

To do create an ATO Disk File:

•From Polygon Back Office;

•Access the Reports File by selecting Reports from the main menu, or clicking the Reports button on the toolbar;

•Scroll down to the Polygon Payroll - Payment Summaries heading;

•Highlight ATO Export File, then click the Select button;

•Enter the Financial year ending date to specify which financial year the export file will be for;

•Employer details including Contact Name and Contact Phone are automatically filled and read-only.  These items can be edited from the Polygon POS Management Application Settings.  In the Licensing section, under the Registration heading.

•Select where to save the export file to by clicking the browse button .  

•Ensure that the Run Type is set to Production;

•On completion of the file creation, click the Create File button.

A file called EMPDUPE.A01 will be saved to the specified folder.

This file can be put on a CD-ROM, DVD(No DVD-RAM), USB/flash drive or a number of other media types and then sent to the ATO;

A Payment Summary Magnetic Media Form must be sent to the ATO with this disk.  

To Create a Magnetic Media Form:

•From Polygon Back Office;

•Access the Reports File by selecting Reports from the main menu, or clicking the Reports button on the toolbar;

•Scroll down to the Polygon Payroll - Payment Summaries heading;

•Highlight Magnetic Media Form, then click the Select button;

•Enter the year ending date to specify which financial year the form will be for;

•Select the Media Type that you will be sending to the ATO;

•In the Media Identifier box, type the words with which you will label your media – this must be no more than 6 alpha/numeric characters;

•Choose Print button to have the report previewed on your screen.  Print the report and send to the ATO with your media as described below.

Sending the Media to the Australian Taxation Office

Attach a label with the unique identification entered above to your media. For example, Advanced Computer Products & Advice Pty Ltd, might label the disk ACPA1. The identifier must be no more than 6 alpha/numeric characters.

Ensure that the ‘Magnetic Media Information, Payment Summary Reporting’ form printed has been included with your media.

The media must be packed in a disk mailer or envelope with cardboard stiffener and mailed to the following address provided on the form:

Please note that your Annual Reconciliation still needs to be completed manually and forwarded to your local taxation office by the due date.