Kitomba can help you to manage paying your employees their wages and commissions by working with Ace Payroll.
This guide has been designed to help you to understand how Kitomba works with Ace to make your pay days a little easier.
If you are new to Ace Payroll, we suggest you give their Team a call on 0800 223 729 as they are just as friendly and helpful as we are – we checked!
You need to ensure that you have already done the following;
1. Creating Commission Groups in Kitomba
2. Creating Commission Plans in Kitomba
3. Assigning Staff to any Commission Group
If you haven't completed these steps or need a refresh, read our Commissions and Payroll guides in the Knowledge Base
- Commissions guides: https://support.kitomba.com/hc/en-us/sections/115004131528-Commision
- Payroll guides: https://support.kitomba.com/hc/en-us/sections/115004131508-Payroll
Setting up Kitomba
Once you are ready to use both Kitomba and Ace Payroll together, you will need to tell Kitomba that you are going to use Ace Payroll.
Set Ace Payroll as your External Wage Package in the Admin Tab under Preferences.
Wages in Ace Payroll
If you want to use the information generated by Kitomba to work out your wages with Ace Payroll, then you will need to setup Ace Payroll to understand what Kitomba is telling it.
You also need to know how Kitomba is sending information to Ace Payroll so you know what the figures are that you will use.
- Employee ID’s
The first thing to do is to click on the Employee section in Ace Payroll and Modify Employee Details for your Staff into the Ace Payroll system and Ace will show you the ID number assigned to each of your Staff People.
This ID number is the number you will enter into Kitomba on each Staff Persons record in the Kitomba Admin Tab.
These ID numbers must match to ensure the correct person is paid the correct amount.
To record your Commissions from Kitomba, Ace Payroll uses Allowances.
All of your Commission Plans from Kitomba can be totaled up and recorded into one Allowance in Ace. This is what we call the Default Setup.
- Default Setup
This is the fastest and easiest way to setup and use Ace Payroll.
You will need to create an allowance by clicking on the Allowances Section and Add a new Allowance.
A good suggestion for the name of this Allowance is General Commission, but you can name your Allowance as you choose.
Set the Calculation Method to be Fixed Unit Value $1.000
The first allowance you create with Ace Payroll is always given the Reference Number 1 and this will be the Default Allowance and will be used for all of the Kitomba Commissions you haven’t specifically set
- Advanced Setup : Specific Commissions
Use the Advanced Setup if you would like to track specific Commissions and show them separately on the payslips.
Firstly set up a new Allowance in Ace Payroll for the specific Commission you wish to Track.
This is the Reference Number from Ace Payroll. This number is assigned automatically when you create an Allowance
Now go into Kitomba, open up the Commission and set the Reference in external wages package to be the Allowance number from Ace Payroll
You can link two or more Commission Plans in Kitomba to one Allowance in Ace Payroll. Kitomba will add up the totals for each Staff Person and Import one figure as the Ace Payroll Allowance.
- Adding Allowances to Staff
Now that you have your Allowances set up, you need to tell Ace Payroll which Staff will receive which Allowances.
You can do this by clicking on the Employee section and Modify Employee Details for your Staff into the Ace Payroll system.
Select the Staff Person you wish to modify Click on Allowances and Add an Allowance
In the Add Allowance screen, choose the allowance from the drop down and click GO.
This will add the selected Allowance(s) to your Staff Person.
Running the Wages Report in Kitomba
When you get to the end of your pay period, you will need to run the Wages Summary.
1. Go to the Reports tab.
2. Locate and click on the Wages Summary report - you'll find it in the Staff and Wages section of the Report tab
3. Set the Start Date and End Date to reflect your pay period.
4. Click Execute and the Report will be shown on screen.
5. Check your figures and click Export to put this in a format that Ace can read and give the file a name.
When you save your file, it is advised that you save it in your winpay folder. Kitomba will find this folder automatically if your winpay directory is correctly installed to C:/winpay
You should save your exported file with a specific name – import.txt
Importing the Commissions
To Import the information into Ace Payroll, click on the Utilities Section and click on Import Data
When the Import Dialogue box appears, you should check that the filename is correct and the folder Ace is looking in is correct.
Then click the GO button.
Now that you have imported your data from Kitomba into Ace Payroll, it is time to pay your staff! Click on the Calculate Pays button to take you into the Wages Screen.
In the Wages Screen, you will need to enter the Rate (your Staff Persons hourly Rate)
You will see that after the import, the hourly rate is the only part you need to fill in manually. Kitomba will have brought in the number of hours your staff have worked and their commission amounts. You will only need to fill in the Rate once, after the first time, Ace will retain this information. Once you have completed the pay adjustments, continue your normal process including bank transfers/direct credits, payslip printing and Filing Pay’s.