As 2019 (and the decade) draws to a close, we’d like to thank you for choosing SimplePay as your payroll software provider. We really value the loyalty, ideas, feedback and love that we get from you, our clients.
We would also like to take this opportunity to reflect on the year that has been. 2019 was certainly a year of growth for our team. We changed our branding to better represent ourselves as a global entity and were honoured to be nominated as a Xero App Partner of the Year for South Africa. Some of the major features and functions that we accomplished were:
Custom items based on system items, and the subsequent expansion of this feature
Custom employee fields in Basic Info
A new leave days report
Customisation of employee self-service
Bulk actions for once-off payslips and overriding payslip end dates
Additional customisation for employee payment dates
QuickBooks integration upgrade
Automatic logout for idle accounts
In 2020, you can expect the team to continue striving to enhance your payroll experience. As always, all added features are completely free for all and do not change the monthly fee that you pay.
We have already begun work on a Partner Programme, and look forward to sharing more about this exciting new offering early in the new year.
From all of us here at SimplePay, have a joyful festive season. We are looking forward to a great 2020 together!
We are happy to announce a new security feature as part of our ongoing commitment to protecting your data and helping you stay safe online. We already have the highest of security standards in place, and last year we introduced an optional 2-factor authentication feature to prevent access to your account if someone has your password. Now, our optional timeout feature allows you to choose how long the system can be left idle for before automatically logging you out of SimplePay.
With this new feature, if you forget to log out of SimplePay, the next person that uses that computer or electronic device will not have access to your account. This is especially beneficial to you if you share computers in the workplace, if you work on public computers or if you are concerned that someone will use your electronic device when you leave it unattended.
To access this feature:
Go to the Profile iconand select User Profile
Click on Lock screen after timeout
Select a timeout option.
If you select ‘Disabled’, you will not be logged out of the system, no matter how long a page has been left idle for.
If you select a time from the menu (e.g. ‘1 hour’), it means that the system will log you out if there has been inactivity for the time specified.
Just another way that SimplePay is helping you take care of your sensitive employee data.
As the year draws to a close, our holiday elves have been bustling behind the scenes to enhance your payroll experience, focusing on our QuickBooks integration. SimplePay integrates with both QuickBooks and Xero, allowing you to send your payroll information straight from SimplePay into your general ledger accounts with the click of a button. This means that you do not have to switch between systems to transfer information, saving you time and reducing the possibility of human error.
You’ll be happy to hear that our QuickBooks integration has been refined to give you an upgraded user interface and setup. These improvements will make the process easier to navigate and simpler to understand if you wish to integrate your payroll and accounting information.
If you have already integrated QuickBooks and SimplePay in the past, please note that you may be required to re-authenticate your account due to the work done behind the scenes.
For more information on integrating SimplePay with QuickBooks, head on over to our help page.
SimplePay is delighted and proud to announce that we have been chosen as a finalist for the App Partner of the Year: South Africa for the Xero Awards taking place in March 2020. Xero is the leading cloud-based accounting software in the market and we are honoured to be recognised for our integration and synergy.
As SimplePay uses the same approach to Xero integration in all our regions, you can be assured that you are receiving the same quality features no matter what region you are in. We aspire to be finalists in all regions when these awards are announced in the future.
A huge thank you to our wonderful team. Your dedication and commitment to making SimplePay the best cloud-based payroll system for our customers has made this possible. And of course, an even bigger thank you to our customers. Without your support, loyalty and feedback, we wouldn’t be what we are. We look forward to continuing to serve your payroll needs.
To find out more about SimplePay’s integration with Xero, head over to our help page here.
Introducing the latest system expansion from the SimplePay team: employee leave expiration for leave days carried over.
With our aim to give you the ultimate payroll experience, you can now customise your leave settings even further by specifying how long leave carried over from a previous leave cycle remains valid for. For example, you might have a policy that any unused leave from 2019 may carry over to 2020, but if it is not used by the end of June 2020, it will expire and be forfeited.
This is usually done to ensure that your employees’ leave does not excessively accumulate. In addition, by prompting employees to take their leave in due course, it leads to increased employee well-being which has long-term benefits for both employees and the company. Before implementing this on the system, ensure that it aligns with your company’s leave policy and your employees’ contracts to avoid any labour disputes.
To make use of this new feature
on current policies, follow these easy steps:
Go to Settings > Leave.
Click on View next to the leave type that you wish to edit.
Under Available Entitlement Policies, click on View next to the entitlement policy that you wish to edit.
If the Allow leave to be carried forward to next cycle? checkbox is set, there will now be an additional line that appears under it.
In the new field , enter the number of months that leave must be held for before expiring.
If you are creating a new leave policy, you will be able to follow the same process when creating the entitlement policy.
For more information on creating and editing leave entitlement policies, head over to our help page here.
We have been working on expanding our self-service functionality recently and are pleased to announce that we have added two new features. These changes allow you to disable different types of self-service requests (i.e. leave and / or info update requests). You’re now also able to hide leave balances for all or some of your leave types.
You can make these setup changes by navigating to Employees > Self-Service > Settings and then selecting either General or Leave from the drop-down menu.
To disable self-service request types, select General from the menu and select whichever types of requests you would like to disable for self-service. Once you’ve done this, self-service users won’t be able to submit any new requests for the type you disabled.
To hide leave balances, select Leave from the menu and uncheck the leave types for which you would like to hide the balances. After you’ve done this, self-service users won’t be able to see their leave balances for the specific leave type, but will still be able to submit requests.
We hope that these new features improve your payroll processing experience.
For more information on how to make these changes, please refer to our help site pages here or contact our support team.
Three weeks ago we released this blog post announcing that you can now edit payment dates for payslips per employee on the employee’s profile, as well as in bulk. This feature lay the ground work for us to develop further customization to payment dates, giving you more flexibility in specifying when the payment for an employee occurs.
We are happy to announce that this further customization is now available. The changes are as follows:
For fixed payment dates, you can now specify whether the date specified refers to the previous month (i.e. payment is made in advance), the current month or the next month (i.e. payment is made in arrears).
For relative payment dates, you can specify how many days the payment is processed before or after the payslip date.
The payment date options are dependent on the type of pay frequency:
Monthly and twice monthly pay frequencies have the option to use either fixed payment dates or relative payment dates.
Pay frequencies that are weekly or every two weeks make use of relative payment dates.
More information about pay frequencies and payment dates can be read on this help article.
Just another way that we continue to ensure that you get payroll that simply works!
We are happy to announce two enhancements to the system regarding dates used on payslips:
Payment Dates per Payslip
Setting up the payment date for employees is done when adding a new pay frequency. All employees on that pay frequency therefore have the same payment date reflected on their payslip. However, we realise that you may have different payment policies for employees on the same pay frequency. Therefore, we have now added additional flexibility which enables you to select a different payment date for each employee and each payslip.
To customise the payment date for a payslip:
Go to the employee’s profile and click on the date next to Payslip.
Click on Change Date.
Scroll to the Change Payment Date section and enter the new date of the payslip.
Click on Change Payment Date.
To check the payment date for an employee for a payslip, simply hover over the calendar icon next to the payslip’s date:
Bulk Date Changes
The changing of payment dates for payslips, as well as overriding of payslip end dates can be done in bulk. Overriding end dates is used to extend or shorten the payment period for a specified payslip. To change either of these dates in bulk, go to Employees > Bulk Actions and then click on Payslip Dates under Payslip Inputs.
Information about these new features and enhancements can be found in the following help page articles:
Sometimes small changes make a big difference, so you may spot some modifications that we have made to leave.
A new report
We have added a new report called Leave Days Report. This report shows the specific days that employees have taken/will take leave for the specified leave type and period. It complements our current Leave Report, which shows you the total number of leave days taken during the period, made up of the individual days shown on the Leave Days Report. This added leave report will simplify your payroll duties, as you can confirm leave dates with employees or managers. It is also useful in the management of employees and communication with other departments.
Visual tweaks to entitlement policies
We have made it clearer to see whether or not an employee is on the default company leave policy. When going to an employee’s profile and clicking on Leave > Entitlement Policies > Edit, (company default) will now display next to the leave policy if the employee is on the company’s default policy. In addition, we have updated the heading to display as Active Entitlement Policies.
You can still see the company default policy by going to Settings > Leave > View (next to the leave type) and scrolling to the bottom. However, we have changed the heading to Active Entitlement Policies (company defaults) to align with the changes made in the employees’ profiles.
We hope that these small changes will make a big difference in your payroll experience. If you need any help with leave management, refer to our help page here. For more information on reports, click here.
We are happy to announce that we have increased our bulk actions functionality to include bulk actions for once-off payslips. If you have multiple employees with once-off payslips and need to add items to these payslips, you can now do so in bulk by going to Employees > Bulk Actions.
From here, you can select either Payslip Inputs or Clocking Imports. Then click on Switch to once-off payslips and capture your data accordingly. Please take note of the following:
Payslip Inputs: As always, only once-off items (i.e. no regular items) and Basic Salary can be added to once-off payslips.
Clocking Imports: Only Basic Salary and custom items with Payslip Inputs are supported for this method.
To read more about these functions, the following help pages are available: