This section describes how to import a file containing employee salaries into MAXMONEY. This process allows for the generation of payments on active and due loan installments, with the option to create an output file showing the remaining salary balances after loan payments.

Important: This process requires the import file to have a record ID column.

MAXMONEY Setup

The group setup administrator for the legal entity must perform the following configurations in MAXMONEY.

User Access

Ensure that the relevant user roles have access to the necessary functions:

1. Go to Setups > Security > Roles > Edit Role.
2. Verify that the following resources are selected:
   • Processing: Client: Process Payroll (to execute the payroll process)
   • Processing: View Logs (to view the results of the payroll process)
   • Setup - Bank Accounts (to set up the bank account)
   • Setup - File Layouts (to set up the file layout)
   • Setup - Financial Events (to set up the Event)
   • Setup - Financial Ledgers (to set up the Ledger)

Financial Ledgers

Set up a ledger for your bank account.

1. Navigate to Setups > Accounting > Financial Ledgers.

2. Add a new ledger for your bank account.

   Example:

   • Ledger: 6800-0001
   • Description: Bank Account

Financial Events

Set up an event for the payroll receipt.

1. Go to Setups > Accounting > Financial Events.

2. Add a new event with the following details:

   • Description: Payroll Receipt Import
   • Transaction Description: Payroll Receipt Import
   • Dr: 6800-0001 (Bank Account)
   • Cr: 6620-0000 (Client (Debtors) Control Account)
   • Event Attribute: Salary Deduction Receipt

   Example: During the receipt process, the system will debit your bank account ledger and credit the client (debtors) control account ledger.

File Layout

Create a new file layout for the payroll import.

1. Go to Setups > File Layouts > Add New File Layout.

2. Select "Manually" for "Add File Layout."

3. Complete the following fields:

   • Description: Enter a descriptive name for your file layout (e.g., "Monthly Payroll Import").
   • Enabled: Select this checkbox.
   • Link Detail Entries to: Choose an option based on what's available in your file (e.g., "Employee ID," "Client Number").
   • Record Identifier: Select this checkbox. This is a required column for the payroll process.
   • Number of Header Lines: Enter the number of header lines if your file does not use a record identifier.
   • Number of Trailer Lines: Enter the number of trailer lines if your file does not use a record identifier.
   • Additional Header: Not applicable for this process.
   • Additional Trailer: Not applicable for this process.
   • Format: Choose the format that matches your file type (e.g., "CSV," "Excel").
   • User Transaction Counter: Unselect this checkbox as it's not applicable to the import file.

4. Click Save.

Setup File Columns

After saving the file layout, you must define its columns.

1. Highlight the new File Layout header.

2. Click the Detail-button.

3. For each column in your file, you must add a new detail entry.

   • Record Identifier Column Example: Define the column that serves as the record identifier.

   • Linking Column Example: Define the column used to link the salary entry to a client or loan (e.g., "Client ID").

   • Amount Column Example: This is a mandatory column. It represents the salary amount from which the system will process loan payments.

     • Type: Amount will be a number with two decimal places (e.g., 4321.99).
     • Type: Amount in Small Currency will be the number multiplied by 100 (e.g., 432199 for a value of 4321.99).

   • Type: Replacement Tokens: Use this type for most other columns in your import file, excluding the Amount column and the Record Identification column.

Bank Account

Set up the bank account and link it to the file layout for payroll processing.

1. Go to Setups > Bank Accounts > Add new Bank Account.

2. Complete the following details:

   • Description: Enter a descriptive name for the legal entity’s Bank Account (e.g., "Payroll Deduction Bank Account").

   • Enabled: Selected.

   • Financial Ledger: 6800-0001. This ledger will be debited during the receipt process, and the client will be credited.

   • Complete the Account Information section:

     • Bank
     • Branch Code
     • Bank Account Type
     • Bank Account Number

   • Complete the Payroll Processing section:

     • Payroll Processing Account: Selected.
     • Receipt Event: Select your "Payroll Receipt Import" event from the list. The description of this event will be used during the receipt process.
     • Input file Layout: Select your payroll import file layout from the list.
     • Create Output File: Select this checkbox if you want to generate a file showing the remaining salary balances.
     • Output file Layout: If "Create Output File" is selected, choose the appropriate file layout for the output.

Processing the Payroll File

Once all setups are complete, you can import and process the payroll file.

1. Save the file containing the salaries to your PC.
2. Go to Processing > Client > Process Payroll.
3. Enter the Processing Date. This date will appear on your financial statements.
4. Select the file you saved on your PC.
5. Choose the Bank Account you set up specifically for the payroll process.
6. Click the Finish button to start the process.
7. Go to Processing Status to monitor when the process is "Completed."

Viewing Processed Payments and Logs

After the payroll process is complete, you can view the results.

View Processed Payments

You can view the receipts generated by navigating to Reporting > Loan > Receipt Detail.

View the Log

To view details of the payroll process:

1. Go to Processing > Logs > Payroll Process.

2. Highlight an entry.

3. Click the buttons to print the Report and Log.

4. Click the Details button to view the individual entries that were processed.

5. Click on the Payroll Output File button to view the generated output file, if enabled.

   Note: A log file will always be created. However, if any data issues in the file cause a rollback during execution, the log file will not link to the header entry.