Farmpro FAQ

1. Click on set up icon
2. Click on About software
3. A pop up will display the software version
4. If you are unsure about your current version, call the DFM office to confirm
   1. You can also view the software version on the top/middle section of Farmpro home screen

Troubleshoot steps: Check start date vs the day that the employee started clocking/getting paid. The start date should be the day that the employee started clocking/getting paid

• Click on set up icon
• Click on the 'data imports' tab
• Click on New – you can now import your hours from your excel document

Make sure that the file is saved as a .csv document before importing

• Click on set up icon
• Click on IRP5/IT3 documents
• Click refresh (bottom left corner
• The documents will then be created. Click on post 'test' and import to easy file for validation
• When post 'test' passed, click on post 'live' for auditing

Regional settings are your date and time settings. Your regional date and time settings should be set as follows:

• Short date: dd/MM/yyy e.g. 01/01/2000
• Short time: HH:mm e.g. 00:00
• Decimal settings should be set to a full stop.

Any other regional settings will not be compatible with DFM software programmes as date and times will not display correctly.

• Click on setup icon in the home screen
• Click on payroll systems
• Click on new
• Name your payroll system and set it up as required
• Remember to make the current period 'active'

If you need further training, call DFM office

• Click on setup icon in the home screen
• Click on Attendance groups
• Click on new
• Name your attendance group
• Select the type of attendance
• Add the hours in summer and winter times
• Your hours will automatically calculate in the Week length section – add the number of working days
• You can add grace periods in the 'clock grace periods' section if required
• Click ok

If you need further training, call DFM office

As per South African labour law employee's are entitled to:

• 20 holiday leave days per year
• 5 initial sick leave days for first 6 months and 30 sick leave days over 3 years - after 6 months of employment
• 3 compassionate leave days per year.

Entitled leave are calculated per period worked or per time worked.

When allocating leave days to an employee, the calculated leave days will decrease.

If you need further training, call DFM office

Unlike absent hours, AWOL (absent without leave) is usually unauthorised and unpaid.

This could mean that the attendance group is not set up correctly.

• Click on set up icon
• Click on Attendance group
• Select your current attendance group and click on properties
• Make sure that you are in the correct times i.e. summer/winter
• Make sure that hours worked is 45 hours over 5 days

If you need further training, call DFM office

• Click on setup icon
• Click on payroll systems
• Select your payroll system and click properties
• Click on Pay input tab
• Click on R06 field
• In field properties, enter the following formulas below:
• V01 = R06*1.5 (Overtime1) V02 = R06*2(Overtime2 overtime tariff)

  If V fiels are already in use, call DFM office for support

• Click on the Payslips tab
• When inserting the field on your payslip, change the field number to V01 for Overtime1 and do the same for Overtime2. The tariff will pull through

If you need further training, call DFM office

• On the payslip page, you can choose as many envelopes you want to print on an A4 page by changing the number next to 'envelopes per page'

If you need further training, call DFM office

• Click on setup icon
• Click on payroll systems
• Select your payroll system and click properties
• Click on Payslips tab
• Once you have your payslip structure ready, you can insert the fields required e.g. Gross:
  1. Click on the 'insert field' button
  2. Make sure that you are in the correct data field (which in this case will be Pay input filed)
  3. Select a field number by clicking on 'select field'
  4. The Pay input screen will pop up so you can now click on N01 (which is the Gross field number)
• The same process is done to insert all of the fields you want on your payslip.
• To change Data field options, click on the drop down box. Next to Data field

NB: the more you play around with the system, the easier it will be to understand.

If you need further training, call DFM office

YES you can! By following the steps below:

• Go to employee personal page
• Edit the individual employee
• Click on 'Remarks'
• Add a remark in the period that you require
• Close personal page and go to the payslip page for the correct payroll system
• Click on insert field
• Select 'remark' in the Data field tab

The remark will now pull through for the selected period and individual employee

If you need further training, call DFM office

Firstly, check that your Farmpro version is ETI compatible. IF not, you call DFM office to upgrade your version.

If you have an older version, the ETI formulas will not be on your system. The ETI formulas will either be sent to you via email for you to insert manually, or you can request a Teamviewer session at a charge of R250

After the ETI formulas are in, training can then be given on how to claim for ETI telephonically or remotely.

If you need further training, call DFM office

The system has a built in list of SARS codes, you can simply just select which codes you require

• Click on setup icon in the home screen
• Click on payroll systems
• Click on payroll systems
• Select payroll and click on properties
• Click on Pay input tab
• Click on SARS tab (the last tab to your right)
• You can now add SARS codes to the selected fields by clicking on the empty field and selecting the code
• Click OK

If you need further training, call DFM office

SARS tax tables should be updated every year. See if it is updated below:

• Click on System Settings
• Select System Setup
• Click on the Tax Table tab
• Check if your tax tables for the current tax year is up to date

If your tax tables are out of date, please call the DFM office for assistance.

• On the Employees module, edit the employee you wish to terminate
• Click the 'terminate employment' block
• Select the exact date on which he/she left and reason for leaving
• This needs to be done before you end a period so the employee does not roll over into the next one as an 'active' employee.

If you need further training, call DFM office

• On the Employees icon, untick the 'Active employees only' box and edit the employee you wish to re-activate
• The current status and status at period end will be greyed out
• Tick the Terminate employment at period end box and change the status at period end to 'Active'
• Tick the NEW or Re-employed during this period box and make the current status 'Active'
• Change the 'date employed from' to the day the employee start clocking
• Untick the Terminate employment at period end box

The employee will now be active again in the current period

NB: make sure that you are in the correct period when changing the current status to active. Also make sure that the Date employed from date is correct.

If you need further training, call DFM office

• Click on employee personal icon on the home screen
• Select the employee and edit the profile
• Change the payroll system

NB: make sure that you change the employee before a new period starts, so that the employee can be active in the new period

If you need further training, call DFM office

• Click on setup tab and open payroll system page
• Select the payroll system you want the grid for and click on properties
• Click on the Pay input tab
• Click on the Grid edit tab (it will be displayed on the top right corner next to the SARS tab)
• Add numbers into the field that you would like to see in the grid in an oeder and click OK
• You will now see the grid displayed in the order that you wanted. You can now choose to add colours to your columns by right clicking on their headings

If you need further training, call DFM office

Team viewer sessions are charged at flat rate of R250 per query/per day. Our consultants will try to assist you telephonically before offering a TeamViewer session. All Team Viewer session are recorded for record keeping purposes.

Yes. Users can create as many payroll systems/companies as needed. Each payroll system is created with its own unique setup. For instance, the user can create a Weekly and a Monthly system on the same program, each with its own unique deductions and additions, payslip and employee list. The user can also freely switch between payroll systems in the program, i.e users don’t have to log out of one system to log in to another.

None whatsoever. Users can create as many employees per payroll system as desired.

A quick and easy way to backup any of the DFM Software Packages to an external HDD or external location whether the software is DFM Probe Utilities, ICS1, Farm Pro, MB4000, etc. is to do the following.

DFM would recommend you take the entire Folder and zip it as we have had cases where backups take some time and then clients would close the software causing incomplete backups, when restoring the data is corrupted as the backup has not completed.

When any DFM Employee does the installation for you, the software is installed on the C: Drive under a folder call DFM Software or DFM Technologies. If your software is installed under Program files, please call DFM and have DFM Guide you on backing up your data as Windows will generally push all data in the Virtual store as a security measure.

1. Step 1: Locate the software folder, Right Click on your desktop shortcut of the Application; in this example we are going to use DFM Probe Utilities and Select Properties. The below screen will be displayed.
   
   The Start in address is where the software is being started from, the Target address is the one we interested in as this one holds the main Database especially when working from a server. The Target address is "C:\DFM Software\DFM Probe UtilitiesGPRS\DFM Probe Utilities.exe"
   
   
2. We now confirmed all software is installed under the C:Drive under DFM Software. To backup all of them, See below two options
   1. We could Copy the entire DFM Software Folder onto a network location or external device , Right click the folder and select Copy, Paste onto the backup device.
   2. We can first Zip the folder so that you can save space on your backup device. To do this, right click on the folder, select Send to Compressed Zip folder.
      
      
      
      Once completed, Copy the zip file onto the backup device.

We provide free telephonic support on all our products. We employ consultants specific to each of the products we provide that will be able to assist with any problem. If a physical problem is reported, a consultant will set up an appointment to visit the site at the earliest time possible.