<%@LANGUAGE="JAVASCRIPT" CODEPAGE="65001"%> Training & Support | FAQ

     
 
PayEasy FAQ
  Demo  
     
     
  • Frequently Asked Questions
  • Multi-user setup
  • Procedures
PayEasy+HR FAQ On this page you will find questions that are frequently asked, mostly "How do I ?" type queries.
Feel free to write to us here in case you were hoping to find an answer to a question that you believe must be added to this FAQ section.
   

 

  1. goto I am asked "Do you want to block unsafe expressions?". What should I do?
  2. goto Why are PAYE amounts wrong in the reports?
  3. goto I cannot see an employee in the payroll, but I entered her information.
  4. goto I cannot change the field Basic Salary.
  5. goto We do not use SDL. Can I use this Payroll package?
  6. goto I accidentally posted the month before I was ready. How can I undo this?
  7. goto I want to automatically add an advance each month for some employees. Is this possible?
  8. goto I have lost the tab sheet Appraisals. How can I get it back?
  9. goto How can I change the name of my company in the setup?
  10. goto I think Overtime for Public Holiday + Night should not be 210% but 200%.
  11. goto I want to add another loan for an employee who has already a loan running.
  12. goto I cannot change the rights level of the first user.
  13. goto I have forgotten the password.
  14. goto The installation key provided is refused by the program.
  15. goto I keep on getting error messages.
  16. goto I terminated an employee, and deleted his record. Now he does not appear in semi-annual and annual reports.
  17. goto How do I create reports in pdf format?
  18. goto I cannot open my data file.
  19. goto I cannot install the software.
  20. goto I want to email salary slips to our other office in another town, but I cannot export them to Word or Excel, to email them.
  21. goto File | Restore does not work. How can I restore a backup?
  22. goto PayEasy wants me to use the UK date format.

 

1. I am asked "Do you want to block unsafe expressions?"
  A. Configure Access Macro settings:
  • Access 2010 - 2019, 365: Start the Access program. Select: File - Options - Trust Center - Trust Center settings. Tick "Enable all macros".

B. Configuration for Windows 7, Windows 8, Windows 10

  • Set the date format to dd/mm/yyyy.
2. Why are PAYE amounts wrong in the reports?
  Check settings in Data Entry | Configuration | PAYE, SDL
- You may be using the wrong PAYE table.
- The field "PAYE table in use" may be wrong.
Note that PAYE is based on the Taxable income: Gross minus Pension.
3. I cannot see an employee in the payroll, but I entered her information.
  - You omitted to enter compulsory data, marked with *
- You left the basic salary to be 0.
Run Report | Tabular overview for the month | Incomplete Employee Data.
4. I cannot change the field Basic.
  If you don't use salary scales, set the employment Grade to "-"
5. We do not use SDL. Can I use this Payroll package?
  In Data Entry | Configuration | PAYE, SDL set the SDL percentage to 0.
6. I accidentally posted the month before I was ready. How can I undo this?
  - File | Rollback. Remove permanently the recent month, so opening the previous month for editing.
or:
- File | Restore. Restore your recent backup.
7. I want to automatically add an advance each month for some employees. Is this possible?
  - In Data Entry | Configuration | Earnings, Deductions | Deductions make a line with "Deduction=Advance 50k, Recurrent=ticked, Type=TZS, Qty=50,000, Taxed=un-ticked"
- In Employee Info | Employment Details, select the employee and add a Recurrent Deduction=Advance 50k
- You can see the advances after Posting or Resetting the payroll.

8. I have lost the tab sheet Appraisals. How can I get it back?
  In Data Entry | Users | Pages shown in Employee Info tick the Active box for Appraisals.
9. How can I change the name of my company in the setup?
  You cannot change it. If you really need it to be changed, send a request to info@payeasy.co.tz. At a fee we will change the name.

10. I think Overtime for Public Holiday + Night should not be 210% but 205%.
  Change the rate in Data Entry | Configuration | Financial | Overtime table.
11. I want to add another loan for an employee who has already a loan running.
  The software supports only one loan at a time. Enter the name of the Employee, and choose to adjust the loan.
12. I cannot change the rights level of the first user.
  The Rights level of the first user in the list cannot be changed, or deleted. This is done to ensure that the SysOp keeps access to the user setup.
13. I have forgotten the password.
  Call 027-254 5898 or 0754 490 867, or email us to ask for assistance.
14. The installation key provided is refused by the program.
  Check and if needed correct the date and time on your computer.
15. I keep on getting error messages.
  Make sure your PC is free of viruses, spyware and adware. If this problem persists, contact info@payeasy.co.tz
16. I terminated an employee, and deleted his record. Now he does not appear in bi-annual reports.
  When you terminate employees, change their status from 'On Post' to 'Terminated'. Only use Delete to remove wrong records.
17. How do I create reports in pdf format?
  Install pdf writing software, such as Adobe PDF, or the free FoxitReader.
18. I cannot open my data file.
  The data file has been corrupted. Zip it and send it to info@payeasy.co.tz for recovery. We charge for this service. Alternatively, use your most recent backup file.

There are three main causes of corruption in data files:

i. Interrupted write operation

You should always quit Access properly by clicking Exit or Close on the File menu. If a database is open and writing data when Access is abnormally shut down, the data file my be corrupted. This can happen if the computer is manually turned off without first shutting down Windows or if power is lost.

ii. Faulty networking hardware

In this case, the file is corrupted by some outside cause. The cause can be one or more links in the hardware chain between the computer that the database resides on and the computer that has the database open. This list includes, but is not limited to, network interface cards, network cabling, routers, and hubs.

iii. Opening and saving the data file in another program

Data files that were opened and then saved in a program other than Access cannot be recovered. For example, Microsoft Word allows you to open an Access database and then save it. The database would be unrecoverable because the binary structure is scrambled and therefore unreadable to Access. Using a backup copy of the file is the only solution in this case.
19. I cannot install the software.
  Download the installation notes.
20. I want to email salary slips to our other office in another town, but I cannot export them to Word or Excel, to email them.
  Version 2.24 introduced emailing of salary slips: Reports | Salary slips | Email pay slips
21. File | Restore does not work. How can I restore a backup?
 

File | Restore does not work if the Windows Permissions are insufficient, or if the total length of the path name and file name exceeds 200 characters. Either shorten the path and file name, or restore manually:

1. Close PayEasy
2. Open Windows Explorer.
3. Rename your current data file, for example company.mde, to companyOLD.mde
4. Identify the most recent backup. Copy it. Rename the copy to company.mde.
5. Open PayEasy, use company.mde.

22. PayEasy wants me to use the UK date format.
 

In East Africa we use the UK date format, while Windows comes with the US date format set as default.
At start up, PayEasy checks if the UK format has been set, if not then it displays a warning.

To change to the UK date format in Windows:

  1. Start button (Windows 10: Right-click the start button)
  2. Control panel
  3. Region and Language
  4. Set the format to English (United Kingdom)
  5. Make sure that the Short Date = dd/MM/yyyy


When installed on a network, PayEasy can be used by several users at the same time.
PayEasy software is installed on each user's PC, t
he data file is stored on a shared drive or a server.
PayEasy Sharing

  1. Set up Windows networking correctly.

    • The shared folder where your PayEasy data file is located should have full write permissions to all PayEasy users.

    • Check that firewall settings, if any, do not block access to the company file.

  2. If you use a server, copy the PayEasy data file to it. The default data file name is DataPE.mde

  3. No extra licenses are needed for each PayEasy installation.

  4. Each computer must open the PayEasy data file in the shared folder.
 

Payroll is a complex business and that is precisely the reason why many businesses and organisations prefer to use PayEasy software. Below are seven procedures we advise you to follow, to use the software effectively.
Procedures
 
  1. Keep up to date with the latest legislation. The TRA issues occasional updates to their PAYE system which adjusts the amount of tax an employee should pay. If these adjustments are not made, the staff member will be charged incorrect amounts. This website publishes the latest PAYE tables.

  2. Run the payroll in time. Staff rightly expect to be paid on time, and running payroll late may mean that staff are late being paid. This will have an adverse impact on staff loyalty and morale. It is crucial that a payroll company is reliable and does not miss deadlines.

  3. Keep TRA deadlines. It is vital that you submit forms and pay tax and pension contributions due in time, as there are hefty penalties if deadlines are missed.

  4. Allow for computer problems. Some glitches in software and hardware are inevitable, so make sure you start preparing the payroll well before the month's end. Make sure you make backups, and also keep off-site backups of your data.

  5. Save records. By law, all information linked to staff payments and payroll should be kept for four years. TRA can demand to see this information at any time for audit purposes, and if the information is not available, hefty penalties can be imposed.

  6. Filing System. Old fashioned manual systems can lead to documents being lost. This can make payroll inaccurate and cause inconvenience to both your business and your employees. Companies that use an electronic filing system and scanned documents are likely to lose less paperwork.

  7. Avoid mistakes. Human error is inevitable but having a well-trained and competent staff should minimize the risk of mistakes and errors.