1. Elosimple excel accounting User Guide
Eloroll excel
template
User Guide
A user friendly MS Excel Payroll; eases
preparation of monthly payrolls
Peter Elolo Darrah, C.A.(Gh)
Tax Audit, DTRD, Ghana Revenue Authority
elodarah@yahoo.com
+233244592866
+233202441763
Thursday, March 07, 2013
2. eloroll excel template
FOREWORD ................................................................................................................................... 3
GETTING STARTED ...................................................................................................................... 3
HOW TO OBTAIN A COPY OF THE eloroll excel template .................................................... 3
HOW TO SAVE A COPY OF THE eloroll excel template ......................................................... 3
HOW TO OPEN THE eloroll excel template ............................................................................. 3
OVERVIEW OF eloroll EXCEL TEMPLATE ................................................................................ 4
eloroll SHEETS ........................................................................................................................... 4
Index sheet ............................................................................................................................... 4
payroll sheet ............................................................................................................................. 5
journal sheet ............................................................................................................................. 5
payslips sheet ........................................................................................................................... 6
PAYEreturns sheet ................................................................................................................... 6
SSNITreturns sheet .................................................................................................................. 7
BankAdvice sheet ..................................................................................................................... 7
MonthlyOvertime sheet ........................................................................................................... 8
Bonus sheet .............................................................................................................................. 8
HOW TO USE eloroll EXCEL TEMPLATE ............................................................................... 9
INDEXING .............................................................................................................................. 9
PAYROLL................................................................................................................................. 9
JOURNAL .............................................................................................................................. 10
PAYSLIPS ............................................................................................................................... 11
PAYE RETURNS .................................................................................................................... 11
SSNIT RETURNS ................................................................................................................... 11
BANK ADVICE ....................................................................................................................... 11
INDEPENDENT MODULES ....................................................................................................... 12
MONTHLY OVERTIME ........................................................................................................... 12
BONUS ...................................................................................................................................... 12
SECURITY..................................................................................................................................... 12
SHORTCUT KEYS ........................................................................................................................ 13
CONCLUSION .............................................................................................................................. 14
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3. eloroll excel template
FOREWORD
eloroll excel template has been designed to ease preparation of payrolls. Monthly payrolls
with payslips as well as PAYE and SSNIT returns are accurately prepared with ease. The
previous month’s workbook roll is copied and modified for use in preparing payroll for the
current month. Therefore the workbook-roll for January (e.g. 01 Jan) is copied and renamed
02 Feb. It is expected that the user should maintain all monthly rolls (January-December) in
one main folder. This folder could be named after a particular year (e.g. 2013 Payroll).
However, the eloroll is only effective and accurate to the extent that the formula cells are
compliant with the tax laws and not inadvertently removed or altered by the user. The user,
therefore, is ultimately responsible for the accuracy of the records prepared; using this
template.
GETTING STARTED
HOW TO OBTAIN A COPY OF THE eloroll excel template
The template can be obtained from the address on the Index sheet (i.e. +233244592866,
+233202441763 or elodarah@yahoo.com).
HOW TO SAVE A COPY OF THE eloroll excel template
It is important to have MS Office Application which should be of a version not lower than MS
Office 2007 before the template can be saved on your system. If there is a lower version like
MS Office 2003 on your system, then the template must be saved as MS Office Excel 2003
before copied for transfer (saving).
HOW TO OPEN THE eloroll excel template
A password request may be prompted at each time that an attempt is made at opening a
protected template; which must be supplied by the user.
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4. eloroll excel template
OVERVIEW OF eloroll EXCEL TEMPLATE
eloroll SHEETS
We have the following sheets in eloroll excel template Workbook:
Index sheet
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9. eloroll excel template
HOW TO USE eloroll EXCEL TEMPLATE
INDEXING
All the resources in eloroll excel template workbook are found in the index sheet. Each of
these is linked (i.e. hyperlinked) to its location in the workbook. The index page is accessible
on any resource in the workbook.
Alternatively, simply click on the sheet tabs:
PAYROLL
The payroll has been designed for accepting individual pay data that enables the concurrent
production of payslips, a journal, a bank advice, PAYE and SSNIT returns.
Just before you start anything, look for cell E3 to edit the date (i.e. month, year). This should
affect the journal, payslips, returns and bank advice.
Entries are not expected on the journal, PAYE and SSNIT returns; at all. The main interface
for entries is the payroll. In the event of listing employees, non-SSNIT contributing
employees should be placed at the tail end of the list and the SSNIT fund formula (5.5%)
deleted. This action ensures that no gaps are left in the SSNIT Returns as the Non-
Contributors are not expected to appear on the returns.
Some entries are, however, expected on non-variable fields like bank information on the
payslips.
We need to observe the payroll table as shown below:
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10. eloroll excel template
USER’S REQUIRED
COLUMN RESPONSE FUNCTION
Staff ID Make entry Staff Number
Employee’s Name Make entry Formal identity
Position Make entry Rank or designation
Registered SSNIT number Make entry SSNIT registration number
Basic Salary Make entry Basic salary assigned
Any variable or constant
Allowance Make entry allowance
Gross Salary No entry Formulated
Formulated but delete if not
5.5% SSF Make entry if registered contributing to SSNIT
Referring to personal reliefs;
Reliefs Make entry if any marriage, child, old age etc.
Taxable Income No entry Formulated
Income Tax No entry Formulated
Loan Deduction Make entry if any Can be modified
Monthly Deduction Make entry if any Can be modified
Welfare Deduction Make entry if any Can be modified
Total Deduction No entry Formulated
Net Pay No entry Formulated
The payroll table can be compacted by a click on the minus (-) above G1 and O1 and also
expanded by a click on the plus (+).
JOURNAL
The journal provides proof of the arithmetical accuracy of the prepared payroll. The totals on
either side need to agree before any assurance can be placed on the figures to be disbursed to
employees and other payroll related creditors like SSNIT and the Tax Authorities.
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11. eloroll excel template
No entry is expected in the journal.
PAYSLIPS
Individual payslips depend on the payroll entries except for Bank information. The user is,
therefore, expected to provide and update the bank details on each employee. Also, the first
payroll heading can be edited by the user to include the entity or user’s name which should
affect every payslip.
Each A4 sheet contains two (2) payslips. It is suggested that the user can economise on paper
usage by cutting a printed sheet into two halves.
PAYE RETURNS
The returns roll is already a product of the payroll. The user is not expected to make any
entry on the PAYE Returns table.
SSNIT RETURNS
The returns roll is already a product of the payroll. The user is not expected to make any
entry on the SSNIT Returns table.
BANK ADVICE
The bank advice is already a product of the payroll. The user is not expected to make any
entry on the bank advice. This is based on the assumption that all employees have their
accounts with one bank.
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12. eloroll excel template
INDEPENDENT MODULES
MONTHLY OVERTIME
The overtime table is not dependent on the payroll. It is a stand-alone module. It is designed
in such a manner that only Qualifying Employment Income (QEI), of which the overtime is
already a part of, is considered for overtime tax computation.
The user is advised to transfer supposed overtime amounts which exceed the QEI threshold to
the payroll platform.
BONUS
The bonus table, as well, is not dependent on the payroll. Like the overtime, Qualifying
Employment Income is considered for bonus tax computation. Users are reminded that the
bonus amount is already a portion of the QEI.
SECURITY
It is possible to loose all your documents unexpectedly due to the
presence of virus in your system; loss of soft materials. How about the
possibility of hardware loss through theft, robbery, fire, damage etc.?
That is all the more reason one needs to give prior attention to matters of
security in a computing environment.
To safeguard your work, please do the following from time to time:
Check on your system’s health status; Go to start and click on
‘control panel’ and then on ‘Review your computer’s status’ or
‘Action Center’ to check on the effectiveness of your Anti Virus
Application.
Scan your system and memory sticks (pen drives) on suspicion of a
virus.
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13. eloroll excel template
Ensure that you have a backup and get an external storage device
i.e. pen drive, hard drive etc for backing up important documents.
Hint: do not keep your system (computer) and the secondary drive
together.
Important documents or files may be attached to emails or
uploaded to a trusted site (e.g. Google Drive) on a dedicated
remote server.
Save Financial Statements and CashJournal (the combined
Cashbook and Journal) in a PDF to avoid unwanted alterations.
You may put a password on your documents to restrict or prevent
access. (Hint: please do remember the password).
SHORTCUT KEYS
The following shortcut keys could help in saving time spent on performing some basic but
important tasks:
Press this key To do this
F1 Display Help
Ctrl+C (or Ctrl+Insert) Copy the selected item
Ctrl+X Cut the selected item
Ctrl+V (or Shift+Insert) Paste the selected item
Ctrl+Z Undo an action
Ctrl+Y Redo an action
F2 or fn+F2 Rename the selected item
Ctrl+home Move the cursor to the beginning of the document
Ctrl+Right Arrow Move the cursor to the beginning of the next word
Ctrl+Left Arrow Move the cursor to the beginning of the previous word
Ctrl+Down Arrow Move the cursor to the beginning of the next paragraph
Ctrl+Up Arrow Move the cursor to the beginning of the previous paragraph
Ctrl+end Move the cursor to the end of the document
Ctrl+Shift with an
arrow key Select a block of text
Ctrl+A Select all items in a document or window
F3 Search for a file or folder
Ctrl+Shift+plus Insert a selected row or column in MS Excel (Hint: select row or
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14. eloroll excel template
Press this key To do this
column by clicking on the row or column label)
Delete a selected row or column in MS Excel (Hint: select row or
Ctrl+minus column by clicking on the row or column label)
Ctrl+;(colon) Insert date in an MS Excel cell
Ctrl+’(apostrophe) Repeat a an action in the previous MS Excel cell above
Alt+Tab Switch between open items
Alt+F4 Close the active item, or exit the active program
CONCLUSION
The eloroll excel template is a concept formulated for spreadsheet users desirous of preparing
payrolls for any entity. This is no accounting software but rather an idea facilitating
spreadsheet accounting.
The useful advantage offered is that; by making the entries in the payroll one concurrently
produces a payslips and returns.
This concept is very reliable as it is capable of preventing errors except for the fact that no
one else can be held accountable for your own inputs apart from your good self.
Users are advised to be conscious of any change in the tax laws which might affect any
formula in the template.
Thank you very much for your contribution in making this dream a reality.
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