Frequently Asked Questions

How do I add a new crop year to my settings?

First, check that the crop year is listed inside the Crop Year static table (Database » Static Records » Crop Year).
If it is not listed, create the new crop year.

Next create the link between company, farm and the new crop year inside Database » Annual Information » Farms.
Be sure to click on Save.

Go back to the CY Settings and refresh. The latest crop year is now listed.

I have installed a new printer and now when I print a report, the last column values appear on a second page when before everything fit on the same page.

Sugar4 reports are set to have a page margin of 0.25 inches but some printers override the page setup.
To adjust the margins go to Database » Page Setup.
Change the margins so that the report pages do not overflow.

If you are using a dot matrix LX 300+ printer, please consult your printer manual to see how to adjust the default left margin.

Where can I get a listing of my fields?

Sugar4 reports the field listing by month or by culture.
Access them from: Reports » Fields » Field Listing

When I try to view the Payroll Summary (with fields) report I get an error: The expression you entered…too complex…. What happened?

There is a problem with the volume in one of your daily time records.
First you must find the daily time and then make the necessary changes.

Go to Reports » Farm » Manpower Complement.
The date range should be the same as your payroll period. Look for any earnings that show up as #Error instead of a proper amount.

Take note of the date, field number, employee and work.
Go back to the Field Input (Field » Field Input – either Labor or Extras) and go to the date and field you noted earlier. Now find the employee and his work. Delete that DTR and enter the daily time again.

Prepare the payroll and you will be able to view the Payroll Summary (with fields).

When I open Sugar4 I get the following message: “Unsafe expressions are not blocked”. What do I do?

Open Microsoft Office Access 2003.
Go to Tools » Macro » Security.
Set the Security Level to Low.
The next time you open Sugar4 you will see the Login screen first.

There is a new SSS table but when I make the payroll, Sugar4 still computes contributions using the old values. How do I change this?

You need to update the reference table that Sugar4 uses in determining SSS contributions.

Go to Database » Static Records » SSS Table.
Change the lower and upper income brackets and define the new range of contribution as set by SSS.

Note: This also applies to the Phil. Health table.

Is it okay to adjust a rate?

Before changing rates, keep the following in mind:

• Will you use the rate again?
  For certain activities, rates are incremental e.g. Weeding rates increase depending on the weed coverage, so you may have rates like: Weeding 500, Weeding 550, Weeding 600.
  In this situation, you should just a new rate to the Rates and Wages table.

  If the wage is changing based on a labor order e.g. increase in the minimum daily wage, then you need to edit the rate for the specified work.

• Have you finalized your current payroll?
  Make changes to rates only after you have written the current payroll and before entering new daily time records.
  Otherwise existing, unpaid daily time earnings for that activity will reflect the new rate.
  If the rate changes in the middle of the payroll period, add it as a new record.

Why is SSS/Phil. Health not being deducted in the payroll?

These are the factors that Sugar4 takes into account when deducting SSS or Phil. Health:

• Does the employee have an SSS/Phil. Health number?
  Go to the Employee’s 201 record and check if his SSS/Phil. Health number has been filled up.
  If it is set to None, Sugar4 will not deduct contributions.

   

• Does the employee have previous deductions for the month?
  Check previous payrolls for the month to see if SSS or Phil. Health has been deducted.
  If he has previous deductions then his earnings for this payroll are not enough to put him into the next bracket.
  If he does not have prior deductions for the month, then his earnings are not enough for the minimum SSS/Phil. Health bracket deduction.

One employee has an SSS number and his earnings meets the minimum bracket requirement. Why didn’t Sugar4 deduct SSS?

Sugar4 uses an employee’s monthly earnings as the basis for computing SSS deductions. A person’s monthly earnings will be different from his payroll earnings if the payroll period covers 2 months e.g. February 26 to March 4.

* Pay ending date is less than the 6th day of the month:
Sugar4 uses the balance of earnings for the previous month. If his earnings do not put the employee into the next bracket, additional deductions are not computed.

EXAMPLE:
Juan de la Cruz earned P1,100 for the period Feb. 26 to Mar. 4.
The break down is: Feb. 26 – Feb 28 (P200), Mar. 1 – 4 (P900)

Since the pay ending date (Mar. 4) is less than 6 days, Sugar4 computes SSS for the month of February. With previous SSS deductions, Juan’s earnings of P200 is not enough to move him into the next bracket and no further deductions are made.

* Pay ending date is greater than the 6th day of the month:
Sugar4 uses the current month’s earnings. In this situation, the employee’s earnings for the current month (March) is not enough to reach the minimum SSS bracket.

EXAMPLE:
Juan de la Cruz earned P1,100 for the period Feb. 26 to Mar. 10.
The break down is: Feb. 26 – Feb 28 (P200), Mar. 1 – 10 (P900)

Since the pay ending date (Mar. 10) is greater than 6 days, Sugar4 computes SSS for the month of March.
Juan’s earnings for March is only P900 and so SSS is not deducted.