Analysis By Code Report

The Analysis By Code (ABC) report provides an overview of actual transaction details, grouped by category and extended codes, and can be customised in different ways, such as by Enterprise, Bank Account, and Date Range, or if you want to report on specific codes.

TIP: If you want a report to view your budget, try the Cashflow Detail report. It displays both budget and actual information.

Scenario:

Steph and Johnny purchased a John Deere 8345R and recorded this information in their Cashmanager RURAL farm business, as well as monthly hire purchase payments. They use the Analysis by Code report to show the capital outlay for the tractor and the remaining amount owing.

Note: The report will only be as good as the data you record, so it’s important to regularly update your financial data, including livestock quantities and Kg/MS.

Report Options

Options - use this tab to select a date range or financial year and to show any additional notes within transactions.

Codes - customise the report parameters by selecting specific codes.

Tip: To select specific codes from the list (eg Sheep Sales & Purchases) hold down the Ctrl key while making your selection. To select a block of codes from the list, click on the first code, then hold down the Shift key and click on the last item.

Filter - use this tab to filter the transactions out by a particular bank account or Enterprise if you use these functions in your Cashmanager RURAL farm business.

Don’t forget to click on Update Report to display your selection in the report.

Record transactions in the Livestock screen

When recording stock transactions, it’s vital to include as much information as you can so that the Livestock Rec. can provide you with accurate information about what stock is on hand, and what stock numbers are required on a month by month basis to optimise productivity and achieve business goals.

• The type of event
  Is it a birth, sale/purchase, or death/missing?

• The date the event took place
  If it is a cash event, what is the sale or purchase date?

• The correct stock class
  Should the stock class be recorded as a Ewe Hogget or Two Tooth?

• Quantities and weights
  Are you recording carcass or live-weight?

Coding to the right animal

It’s important to remember that your animals will age up to the next stock class at the end of your financial year. This means that, to ensure you have accurate tallies in your Livestock Rec, you must code any stock transactions back to the stock class they opened as at the beginning of the year.

Tip: If you don’t want stock to age at the end of your financial year, you can turn off the automatic age setting and do it manually.

Creating a stock transaction

To create a stock record you can either:
A) Double click or right click on the grid point cell for the required stock class and transaction month.
B) Click on New Other from the toolbar.

You will be prompted to select the type of transaction you wish to enter and once the worksheet, located in the Worksheet Item tab, has turned blue it means the worksheet is in edit mode for you to enter the transaction detail.

Editing a stock transaction

While some actual stock information can be edited in the Livestock screen, such as quantity, weight and stock class, we recommend you go back to the best source of truth, the bank transaction within the Transaction screen.

Tip: You can quickly and easily locate stock transactions while in the Transaction screen by using the Filter button in the toolbar . Click Filter Clear from the toolbar to revert back to your original view.

For more information on editing transactions in the Transaction screen, click here.

1. Identify the stock class and transaction month for the event you wish to view or edit.
   If you wish to view or edit the record, double click on the grid point (called a cell) for the required stock class and transaction month.

This will put the bottom panel for the monthly view into edit mode for update.

2. If there are multiple events, select the correct record from the worksheet list that is to the left of the edit panel.

Tip: To edit a stock transaction, double click on the event in the worksheet list or highlight the transaction in the list and double click on the transaction in the Worksheet Item tab.

3. Edit details in the transaction and click OK to save the changes.

Navigate around the Livestock screen

When you first open Livestock you will be presented with eight Livestock screen options.

What does each option give you?

Option	Function
Transactions (Livestock Rec.)	This option displays actual stock transactions (Sales & Purchases) originating in the Transaction screen and flows into your actual Livestock Reconciliation. Non cash events such as Births and Deaths & Missing need to be entered into this screen.
Compare to Last Year	This option allows you to compare two years of actual information. It will only appear if there are at least two financial years to report on.
Create Budget	Use this option to create multiple budget scenarios, whether it’s rolling over into the next financial year, or to see if you can lease the neighbouring block.
View / Edit Budget	Once you have created your budget, use this option to view it or make any changes or updates.
Actuals over Budget	Use this option to compare your actual stock transactions to budgeted items for the same period, to see if you’re on track. You can either view both lines up to a specific date i.e. the latest reconciled month of actual transactions, or for the whole year, so you can see budget items for the rest of the year.
Revision	This option enables you to see actual and budget information together. It’s a great way to check if you’re on target with projected stock events such as Sales & Purchases, as you can check stock on hand at the revision date.
Advanced View	Use this option to pick and choose the information you want to see on Line One and/or Line Two in your Livestock Rec.
Recent	This option shows you your last 10 views. To provide quick access to Livestock views that are frequently accessed they can be pinned to the screen.

To open an option select it, fill in the criteria as prompted, and then click , which appears to the lower right of the screen.

To cancel the intended action click Cancel, which appears to the lower left of the screen. This will return you to the Livestock Screen Options screen.
Once you have opened a Livestock Screen Option your default view will be a monthly Stock Flow view.
To navigate around the monthly view you can click, double click, right click or use the toolbar.

The Toolbar

Option	Function
Transaction	To move to the Transaction screen.
Cashflow	To move to the Cashflow screen.
Change View	You can return to Livestock Screen Options at any time by selecting the Change View option within the Livestock toolbar.
Sale	To record a budgeted sale. Actual sales must be recorded in the Transaction screen.
Purchase	To record a budgeted purchase. Actual purchases must be recorded in the Transaction screen.
New Other	To record a birth, death/missing, transfer or killed transaction.
Opening Numbers	To record the opening tally for a specific stock class, or to open the opening tally worksheet for all stock classes of a particular category. If you are using enterprises you can set the opening numbers for each stock class for each enterprise.
Print	To print the image displayed. The print function is WYSIWYG. That is, what you can see on the screen is what is printed.
Filter (and Filter Clear)	To split operations by enterprise and to enable budgets to be viewed by individual enterprise you apply a filter. If you wish to remove the filter by enterprise (or turn it back on) use the Filter and Filter Clear options on the Livestock toolbar.
Calculator	To open and use the Cashmanager RURAL calculator.
Last Year	You can move back through previous years’ livestock transactions (budget or actual) if they exist for the view you initially selected from screen options.
Next Year	You can move ahead to the next year’s livestock transactions (budget or actual) if they exist for the view you initially selected from screen options.

Monthly views

The default view in your database is set to monthly, which displays a summary of actual, budget or revised movement each month

1. By stock type such as sheep.
2. Opening livestock figures.
3. Closing Livestock figures.
4. A list of events recorded for each stock class i.e. MA Ewes.
5. Total stock units and/or stock numbers for the stock type selected and the whole farm. For dairy these figures reflect total cows milked.

By clicking on a cell within the monthly view, you can view transactions and events that occurred for the selected stock class and month.

The monthly view can also be changed to display a specific stock class and the events that have been recorded, such as Sales and Deaths & Missing, by:

a) Single click your mouse on the animal in the Monthly Views tree.

b) Double click your mouse on an animal in the Stock Class column.

Annual views

The annual view displays a 12 month summary of recorded stock movement for the year in your database. Livestock transaction records can’t be edited while you’re in this view, you will need to move into monthly livestock view.

To move into a monthly view you can either double click on a cell for the selected stock class or activity, or select the Monthly View button in the bottom left corner of your screen.

There are four types of Annual views:

• Stock Rec. Detail
  Displays the livestock activities associated with the actuals, budget or revised data being viewed and shows the same detail as the Detailed Stock Reconciliation Report.

  The opening and closings stock unit summary at the base of the page allows you to determine (at a glance) the annual change in livestock numbers and stock units.

• Stock Rec. Summary

  Displays the summary of livestock changes associated with the actual, budget or revised data being viewed and shows the same detail as the Stock Reconciliation Summary Report.

• Whole Farm Policies
  Provides an overview of the farm’s stocking policy for the actual, budget or revised data being viewed.
  For each category within your business (for example, Sheep, Beef or Dairy) the view displays:

  • A graph of opening stock units, by class (as a percentage of total stock units)
  • A graph of next year’s opening stock units after ageing, by class (as a percentage of total stock units)
  • A table of actual (and budget if applicable) opening stock units for each year, and the percentage of change, and variation to budget, if applicable
  • A table of actual (and budget if applicable) opening stock balances as percentages for each year, and variation to budget, if applicable

• Stock Category Summaries
  For each stock category the Stock Category summary will show:
  • A graph of opening stock units, by stock class
  • A graph of next year’s opening stock units after ageing, by stock class
  • A table of opening numbers and stock units for each year, by stock class

Milk Production in the Cashflow screen

When creating a new budget, the Dairy Forecaster allows you to predict quantities of milk solids and the payments that will be received for these. Be aware that payments are received the following month and this impacts the start and end of your financial year.

You can view milk production income within the Dairy Forecaster or on the Cashflow screen as part of your wider budget. You can also use the Cashflow screen to see how your budgeted milk production income compares with your actual transactions.

Let’s work with Patrick to see how his Milk Production payments appear in his budget. First some background information:

• Patrick is a dairy farmer supplying to Fonterra.
• Patrick’s financial year runs June-May.
• Patrick uses Period End accounting.

Patrick completes his Dairy Forecaster - Budget Worksheet and ends his production year with a quantity of 7000kg/MS in May. The Dairy Forecaster predicts this will generate a monthly production payment of $25,620 (excl get).

Although the income is generated by the farm in May, it is not received until June - the start of Patrick’s new financial year. It therefore appears on his Cashflow screen in the Period End column.

If Patrick was viewing Actual transactions, this Period End data would automatically flow into the Cashflow screen for his next financial year under the Last Year section. When creating a stand-alone budget, he needs to manually enter payments that relate to the previous financial year’s milk production.

1. Retro payments should be entered against the extended code LS, or Last Season’s Defer Figures need to be calculated within the budget worksheet.
2. The Milk Production payment for May’s milk in his previous financial year was $29,479 (GST excl.). He enters this into his budget under Last Year - Income - Milk Production.

Patrick wants to see how his completed budget compares with his actual transactions. He can do this by viewing his budget on Line One and his actual transactions on Line Two.

To do this he:

• Clicks on Change View
• Selects Advanced View
• Selects his Actual data to appear on Line Two (and chooses the same financial year as his budget).

Patrick can still click on the This Seasons row (in any of the blue cells) to bring up the Dairy Forecaster and amend his budget if he wants to bring it more in line with his actual data.

Tip: You can also use <F2> as a keyboard shortcut to bring up the Dairy Forecaster (as long as one of the blue cells in the This Seasons row is currently selected).

How does the Dairy Forecaster differ from a Milk Income transaction?

The Dairy Forecaster is a budgeting tool that can be used when editing budgets in the Cashflow screen. It is not used to record actual Milk Income transactions.

When you are viewing your Transactions (Actual Cashflow) in the Cashflow screen the Dairy Forecaster is not available. Clicking on the Dairy Forecaster button will bring up an error message and clicking on This Seasons will bring up a summary of your actual Milk Income transactions.

Tip: It is your Milk Income actual transactions that flow through to the Dairy Production graph on the Dashboard and are used in Transaction reports.

Set up Farmlands monthly statement feed

Cashmanager RURAL online now receives all your Farmlands purchase information automatically.

Once set up, your Farmlands transactions will arrive each month, pre-coded, with additional purchase information loaded directly into notes.

How to Setup your Farmlands Monthly Feed

If you are a new Cashmanager RURAL user:

1. Login to MyFarmlands.

2. Select Cashmanager RURAL from the menu.

3. Click on the link 'Visit the Cashmanager RURAL website'.
4. Register as a Cashmanager RURAL user.
5. Follow the prompts to purchase a farm business subscription with your Farmlands card.

If you already have a database subscription with Cashmanager RURAL:

1. Fill out the Farmlands authority form.
2. Email the completed form to onlinefeeds@crssoftware.co.nz.

How to Import your Farmlands Monthly Feed

Your Farmlands monthly statement will be ready to feed into your Cashmanager RURAL online farm business by the 15th of the month.

Follow the instructions below to move purchase information into your farm business Transaction screen.

1. Login to your Cashmanager RURAL online farm business.
2. When you enter the Transaction screen, you will be prompted to bring in the Farmlands purchase information for the prior month.

Important: If you import bank transactions or use Bank Feeds, click No. It's better to bring the statement into the bank transaction - Find out more here.

3. If there is more than one statement waiting to be imported, you will need to select the correct month.

Note: If you record more than one bank account in Cashmanager RURAL, make sure you select the correct bank account for this transaction.

4. The statement will appear in the Transaction screen for you to complete coding. Though most of the purchase lines are pre-coded, there may be one or two lines that require a code.

Once a category code has been allocated to each transaction line, click Ok to save the transaction.

Tip: The statement feed doesn’t automatically correspond to imported bank transactions, so check that the transaction date reflects the actual date you paid your Farmlands account.

Relevant Topics

Best Practices - Import Third Party Transactions

How to avoid having duplicate trader transactions

The team on the Helpdesk often get asked "what can I do to stop having duplicate trader transactions in my database?"

If you use Bank Feeds, or import transactions from your bank, the easiest and most accurate way is to bring the statement directly into the imported bank transaction. This ensures that:

• You don’t end up with duplicate records that could be included in your GST return

• It retains the integrity of the bank transaction

• Includes all the rich information that you expect to see in your trader statement

Import your trader statement in 5 easy steps

Make sure you've imported and coded your bank transactions first including the transaction for your trader account.

If you're not sure what to code it to, try FW (Farm Working). Once you import the trader statement, you'll be able to allocate the correct code to each item.

STEP 1.
Locate the bank transaction in Cashmanager RURAL and put it into edit mode. When the bottom of your screen turns blue, the transaction is ready to edit.

Tip: To identify a bank transaction that has been imported, look for the + symbol in the Page column.

STEP2
Click on Import and select the trader you want to import.

If you have saved a .csv file to your PC, browse for the file and click OK. If you use the Farmlands Feed, you can choose which statement period you want to import.

STEP 3
Click Yes to bring the statement items into the bank transaction.

The transaction now becomes a split or multi-line transaction while still retaining the transaction date and amount that was paid from your bank account.

STEP 4
Every line needs a category and extended code before you can complete the transaction. Try Autocoding to quickly code each item.

STEP 5
Once each item has been coded, click Ok to save the transaction.

TIP: Want to know how to properly record your milk income? Have a look at How to enter a split or multi-line transaction.

Relevant Topics

Reconcile transactions
Farmlands Feeds
Scan my Bills

Livestock Glossary

Term	Definition
Actual	An actual sale or purchase of livestock. This information is always captured in the Transaction screen to reflect what happened at the bank.
Ageing	The number of stock that, as at balance date, will be aged out of one stock class into another, ready for the start of the next financial year.
Births	The number of animals born into a stock class.
Budget	Record opening stock numbers, planned purchases and sales and other stock movements i.e. deaths and missing to identify numbers and stock units month by month.
Category	Or Stock Category. Normally a species of animal, but may also be a different class of the same species, such as stud cattle as opposed to the commercial herd. Or on a dairy farm – separate herds.
Deaths and missing	Stock that has died, or stock that cannot be accounted for.
EFS	Economic Farm Surplus. EFS is a measure of farm profit. It is Farm Income less standard Farm Working Expenses after selected Adjustments (such as depreciation). Mortgage interest is not included in Farm Working Expenses.
Grid	The monthly view provides livestock values in a grid. The grid represents stock classes as rows and the months being columns.
Killed	Stock killed for personal use.
Livestock Reconciliation	Livestock reconciliation (stock reconciliation or stock rec) is the matching of all documented livestock transactions to the physical paddock records within a financial year. That is: Opening Numbers, Births, Stock purchased, Stock sold, Killed, Deaths and Missing, Transfers in/out, Year-end Numbers, Ageing Out/In, Year-end Numbers, Ageing Out/In, Next Year's Opening Numbers, Opening and Closing Stock Units.
OFS	Operating Farm Surplus. OFS is Economic Farm Surplus (EFS) less interest.
Revision	A revision is the combination of actual transactions (sales and purchases) to a specific date plus budget figures for the remainder of the year.
Stock Category	As per the definition for Category above.
Stock Class	Within each category, stock class represents an age group or type of stock. For example, for the category sheep, stock classes are: MA ewes, 2th ewes, ewe hoggets, sale lambs, hoggets, wethers and sires.
Tick box	A tick box (tickbox, checkbox, or check box) is a tool that allows the user to make multiple selections from a number of options, or to have the user answer yes (ticked) or no (not ticked) on a simple yes/no question.
Toolbar	A toolbar contains a group of frequently used buttons, icons, and menus suitably located for quick reference.
Transfers	The transfer of stock between classes within the same livestock reconciliation. Every transfer out must be matched with a transfer in. Common use is where in-calf heifers are separated from dry heifers or where some mixed age ewes are transferred to a cast for age class. Transferring between enterprises is another use, but if their value is included a better technique is to create sales and purchase records.
User	A user in this context is a person who uses Cashmanager RURAL.
WYSIWYG	An acronym. ‘What you see is what you get!’

Import Payroll Information

Cashmanager RURAL has a facility which allows you to import your data from one of the compatible payroll programs. It simply adds the appropriate lines to your transaction list, including information such as gross, PAYE, allowances and deductions. The payroll programs that are currently able to export data to Cashmanager RURAL are as follows:

New Zealand	Australia
AcePays	Payforce
IMSPayroll	SmoothPay
SmoothPay	Crystal Payroll
Crystal Payroll
Pay Sauce

For information on how to export the wage file out of your payroll program, please contact the relevant support desk.

Once the file has been generated through your payroll software, it is a simple matter to import that into the Transaction screen.

How to Import the payroll file into Cashmanager RURAL

First, each employee needs to be recorded as an other party in your farm business.
Important: The other party name needs to be exactly the same as the name entered into your payroll
program in order for Cashmanager to recognise the information that is being imported.

Once you have entered your employee information into Cashmanager RURAL, you can import the payroll file.

1. From the Transaction screen, click the Import menu and select Payroll.
2. Select the Payroll Format from the Dropdown list.
3. Select the Account number if you have more than one bank account setup.
4. Click Change Folder and browse to where your Payroll data was exported to.
5. Select your data to import.

NOTE: For IMS payroll click on Tools - Export - CASHmanager Rural to export the file out of IMS.

Optional: Click the Codes Tab and select what Category and Extended codes Gross, PAYE, Deductions, Allowances, Student Loan and KSE get allocated to.

Click on OK. The information will be added to your Transaction screen in date order.

For information on how to export the pay file out of PaySauce (previously Simply Payroll), check out their video

Create a split or multi-line transaction

Separating and recording each item within the same invoice/statement means you will have a more detailed picture of your expenses and income, which can be useful for making financial decisions or when analysing the performance of your business.

Using the sample milk production supplier statement below as an example, there are four key pieces of information that you’d need to consider when recording the milk transaction. Although it could be entered as a single-line transaction, reflecting only what happened at the bank, it’s better to create a multi-line transaction so that you can separate out costs and income:

1. The amount deposited into or paid out of your bank account.
2. The gross income amount before any deductions such as DNZ levies or FarmSource purchases.
3. The Kg/MS produced for the period ended.
4. A breakdown of any deductions i.e. splitting FarmSource purchases between calf rearing, shed expenses and animal health or any other expenses incurred.

In the examples below we’ve used a milk payment to show the amount banked, what was actually produced and the dollar value associated with it, and deductions.

TIP: If you want to separate items on a trader statement i.e. Farmlands or FarmSource, check out our topic on how to import it directly into the bank transaction. This way you're ensuring the integrity of the banked amount, while capturing all the purchase/sale details.

Create a multi-line transaction while importing bank transactions

In the Load Bank Transactions screen you'll notice the Date and Amount fields for each transaction are greyed out and can't be changed.

This is because they have come from your bank; they're the best source of truth so why should you need to change them?

However, you can easily turn them into a multi-line transactions by adjusting the Code Amount and the aligned codes to reflect gross income and deductions.

If you enter a Code amount smaller or larger than the total Amount, another line will be created for the transaction until the remaining amount balances back to the banked amount.

1. Allocate the category and extended codes correspond to the item you're recording.

2. Enter the GST inclusive amount that corresponds to the item you’ve coded.

3. Record any quantities like kg/MS or stock tallies that relate to the item you've coded.

4. Click OK to create a new line in the transaction, or press Tab until a new line is created.

Because the Code amount doesn’t equal back to the Amount from the bank, a remaining amount of -$12,000.00 is required to balance the transaction.

Continue to enter item amounts and codes until the transaction balances back to the banked amount.

Manually create a multi-line transaction

Before you start, it’s a good idea to understand how this screen behaves when entering multi-line transactions.

Bank details - The top half of the screen should always reflect what happened at the bank i.e. the date the transaction occurred, the amount that was deposited or paid out, and the payee.

Code details - The second half of the screen displays management and coding information i.e. where the costs/income are allocated within the business and the amount associated with each item. This is where you can manipulate the Code amount to reflect gross income and deductions.
If you enter a Code amount smaller or larger than the total Amount, another line will be created for the transaction until the remaining amount reaches $0.00.

1. Enter the Transaction date as it appears on your bank statement.

2. Enter the Amount that appears on the bank statement or total amount you anticipate paying or receiving.

Optional: Record the payee details (this can be handy if you need to locate the transaction later).

3. Allocate the category and extended codes that relate to the item you’re recording.

4. Enter the GST inclusive amount that corresponds to the item you’ve coded.

5. Enter any quantities i.e. Kg/MS or stock numbers.

Because the Code amount doesn’t equal back to the Amount above, a remaining amount of $12,000.00 is required to balance the transaction.

6. Click Ok or press Tab on your keyboard to create a new line within the transaction.

Continue to enter item amounts and codes until the transaction balances back to $0.00.

How to Create a Payslip

Tip: Wagebook isn’t a payroll programme and doesn’t calculate wage information, so you will need to enter it manually. It does have a handy built-in feature that enables you to link to Inland Revenue’s website and their ‘PAYE/KiwiSaver deductions calculator’. It’s a good idea to discuss with your accountant how to break down a payslip into its different parts (such as Gross, PAYE, KiwiSaver etc.) and the various rules that apply to each part. For example, KiwiSaver isn’t deducted from Accommodation allowances so this needs to be calculated separately from Gross earnings before tax. It’s important to get it right so that you don’t have to tidy anything up down the track! Click here for information on correcting an error in a Pay Worksheet after the payslip has been issued.

Let’s look at how to create a payslip using employee Fred Framer as an example. We begin in the Wagebook screen by clicking New to bring up the Pay Worksheet.

Step 1: Select your employee from the Employee drop-down list.

Tip: You will need to have already Set Up an Employee before you can create a payslip for them. As part of this process, you will have assigned them a unique code and this is what will appear on the drop-down list. For example, Fred Framer’s shorthand code is FRED but if the farm then employed Fred Granger, they might be assigned FREDF and FREDG as codes.

Step 2: In Period End, select the last day of the pay period.

Step 3: In Pay Date, select the date that payment occurred.

Tip: This must match your bank statement. Be aware that payments may be impacted by public holidays or weekends. For instance, John automatically pays his employees on the 1st of the month but if this is a Saturday or Sunday then payment is deferred to the next working day. Some months he needs to enter the 2nd or 3rd as the Pay Date.

Step 4: Select what tab you want to work in. We recommend working through them in order.

Pay Tab

You will need to enter each component of the payslip as a separate line item and code it appropriately. If you are unsure, please discuss with your accountant or contact our Support Centre.

Scenario: Fred Framer is paid fortnightly by direct credit to his bank account. He receives a salary of $40,000 p.a. He also receives $200 per week accommodation allowance, $1 per week dog allowance (for each of his three dogs), and a $5 per week allowance for wet weather gear. His income tax (PAYE) is calculated based on his salary + accommodation + dog allowance. His KiwiSaver is calculated on a 2% contribution from salary + dog allowance. He also has $200 per week deducted as rent for living on-site.

Step 5: Select the type of payment from the drop-down list. The type selected determines how the information in each line is pulled into the IR345 and IR348 reports.

For example, GR (Gross) is selected for Fred’s salary payment (including tax).

Step 6: Review Category and Extended Code; these should populate automatically based on the type of payment. The Category code should be WA (Wages) and the Extended Code will vary and can be changed if required. These codes will also appear in reports generated from the Transaction and Cashflow screens.

For example, Fred’s Gross salary payment is WA:PERM (Wages:Permanent) .

Step 7: Enter the payment amount. For example, Fred’s Gross salary payment is $1538.46.

Step 8: Review the Comment and add additional notes if required. This field will populate automatically based on the type of payment and you can add additional notes by clicking on the folder icon. These comments will not be displayed on the Pay Worksheet but they will be printed on the Payslip.

For example, a note is added that Fred’s three dogs are named Hunter, Jess, and Fido.

Step 9: Keep adding separate lines for each part of the payslip until you have completed them all. You can add lines by right clicking and selecting from the drop-down menu or by using the keyboard shortcut Insert.

As you add lines to the Pay Worksheet, the figures in the top right hand corner will change. You can use this to check progress and confirm that you’re entering information correctly.

Tip: Clicking on the PAYE Calculator will bring up Inland Revenue’s PAYE/Kiwisaver deductions calculator in a separate window.

Leave Tab

Tip: Wagebook isn’t a payroll programme and doesn’t calculate or record accrued leave. This information will need to be calculated and tracked manually, or by using payroll software.

Holiday leave is entered on two tabs: Pay and Leave.

On the Pay tab enter the Holiday pay as you would the Gross amount but select HOL (Holiday Pay) as the Type. Enter other components of the payslip as you would normally.

On the Leave tab record what type of leave was taken, how many days were used, and a detailed comment to jog your memory later (i.e. the kind of leave, reasons, dates etc.). These will appear on the payslip.

Tip: Annual, Sick, or Other can be selected as types of leave. Use ‘Other’ for Bereavement or Paid Parental leave.

Leave must be recorded in the payslip that covers the same period that the leave was taken.

Imagine that Fred took two weeks off work (instead of working on the farm as he does in our other scenario). See how this would change his Pay Worksheet and Payslip in the screenshots below.

Holiday Pay Tab

Holiday Leave Tab

Payslip

Direct Credit Tab

Tip: This tab will only appear if you have selected Direct Credit when setting up the employee. It is for paying wages directly from Cashmanager RURAL. If you have set up a Direct Credit at your bank branch or through online banking then select Manual payment during set-up.

Click here for information on How to Set Up Direct Credits.

KiwiSaver Tab

KiwiSaver contributions are entered on two tabs: Pay and KiwiSaver.

The Employee contribution is entered on the Pay tab. It needs to be entered as:

It needs to be manually calculated based on the percentage nominated by the employee on their KiwiSaver Deduction form (KS2).

The Employer contribution is entered on the KiwiSaver tab.

The Employee contribution is pulled through from the Pay tab and will appear greyed out.

The Employer contribution should be the full amount (Gross) that is contributed to the employee’s KiwiSaver for that pay period.

The ESCT amount is the taxable portion and needs to be entered separately. The tax rate for ESCT is based on the employee’s gross earnings.

Tip: Clicking on the PAYE Calculator will bring up Inland Revenue’s PAYE/KiwiSaver deductions calculator in a separate window. It is also a good idea to speak with your accountant and Inland Revenue if you have any any questions about KiwiSaver calculations.

Printing a Payslip

To view a payslip, select it on the Wagebook screen and either click on the Preview button or click on Reports > Payslip.

See below for an example of Fred Framer’s fortnightly payslip for working on the farm.

Employers are legally required to provide a payslip for each pay period to their employees. You can provide your employees with the payslips created in Cashmanager RURAL by printing, saving as a PDF and emailing manually, or emailing directly from Wagebook*.

*This requires Microsoft Outlook and software conflicts may prevent this function working.

Step 1: Select the row showing the pay worksheet you want to print or export.

• Tip: You can use the filter to help you find particular pay worksheets. You can filter by employee and/or by Pay Period End Date. For instance, filtering to find all pay worksheets for Fred Framer after 01/01/2016.

Step 2: Click on Reports and select Payslip.
Step 3: Choose your method.

1. Click Print Report. This will send to a printer or save as a PDF document depending on your print settings. You can change your default setting by clicking on Print Options.
   • Tip: Once you are happy with your default print setting, you can simply click on the Print button on the Wagebook screen.
2. Click Export and select Email PDF. Click Other Party and then select the employee from the dropdown list.
   • Tip: The employee’s email address will appear automatically if it was entered when they were set-up. To add or edit the email address later:
     • Go to Setup and select Other Party.
     • Select the employee and click Edit.
     • On the Details tab, add the email address.
     • Click OK to save changes.

Tip: You can also select Other and then manually type in the email address you wish to send to.

Other Relevant Topics

What is Wagebook?
How to Set Up an Employee.

IRD resources (NZ)

(IR335) Employer’s Guide.
PAYE/KiwiSaver Deductions Calculator.
Taxing Holiday Pay.
Employer monthly schedules: Getting it right.
KiwiSaver for employers.

ATO resources (AUS)

Tax and super obligations.
Work out tax to withhold and super to pay.