Start using Celery Payroll in less than 7 steps
Basically, it all comes down to creating a Celery account and then create employers and employees. If you have to do this manually, this might take a lot of time. But because Celery has created the opportunity to import both employer and employee data from Excel and CSV files or from Payroll4 and Payroll Pro software data, this time-consuming task can be reduced to a few minutes in Celery.
The steps that should be taken are as follows:
- Create a free Celery trial account on our website;
- Upgrade this account into a normal paid account;
- Create an employer
- Create employees
- Make sure for each employee that all data is imported correctly and/or fill in missing information in Celery;
- Generate a test run in Celery and compare the Celery payroll calculations with current pay slips;
- Optional: change the standard Celery GL accounts to your own GL accounts.
1) Create a free Celery trial account on our website
Go to www.celerypayroll.com and open a free trial account on the Homepage by entering your email address and the company name, and click on ‘Start now’.
The company name entered will also be your URL. It is therefore recommended to enter a short name or even an abbreviation. However, afterwards you can always still change the URL and account name in Celery in 'Account/Account Information/Edit'.
After having clicked on ‘start now’, you will enter a screen “Welcome to Celery’ in which some more personal information will be requested and your password will be registered here. Celery checks for weak and strong passwords. If you fail to choose a strong password, it is advisable to include a 'space' in your password. A 'space' often makes a strong(er) password from a weak password.
By clicking on the 'next' button you confirm to agree with our General terms and conditions and in the next screen you will have the following choice:
- Start with a demo employer that includes several employees or
- Continue with an empty account and complete it later with your own employer and employee data.
If you choose demo employer, you must select a tax country. After that the payroll will fill itself. If you do not want a demo employer, then please choose empty account and afterwards create your own employer and employees.
If you did choose demo employer, but you want to create a payroll yourself, you go to Employer and click on ‘Add Employer’. After that you can create your own employer and employees.
In your mailbox, you will receive a confirmation that your trial account is created with relevant account information and the URL of your Celery account. Please save this email.
In this trial account, you can test Celery for free for 30 days and process up to two pay runs. These pay runs can moreover be re-opened and removed, and then again two new pay runs can be processed.
2) Upgrade this account into a normal paid account
If you like Celery and you want to use Celery without the limitations of the trial account, you need to upgrade your account in Account with the ‘Upgrade Account’ button.
After clicking this button, you must enter your invoice details, and after that Celery will generate a one-time setup invoice of USD 15.00 (excl. Tax) for you. By email you will receive a link to your invoice. Our invoices can be paid online via credit card or bank transfer. If you pay by credit card, your account will directly be upgraded and you can instantly start working with Celery without any restrictions. If you pay by bank transfer, your account will be upgraded as soon as your payment has been processed.
3) Create an employer
Creating an employer is being done by clicking on ‘Employer’. In Celery labels in bold are required fields to enter information and if you see a line under the label, an explanation is available if you hold your mouse over the label in question.
3.1) Import employer data using an Excel or CSV file
Importing more employers at the same time is also possible using a list of employers in Excel or CSV file. This option and an example of the import files can be found under ‘Account/Import & Export/Import Employers’.
4) Create employees
Creating an employee is being done by clicking on ‘Employees’. Prompted during creating employees is the choice of employee category. In each category, it is explained what this category is intended for.
4.1) Import employee data using an Excel or CSV file
Importing more employees at the same time is also possible using a list of employees in Excel or CSV file. This option and an example of the import files can be found under ‘Account/Import & Export/Import Employees’.
4.2) Import the employee data from a Payroll4 or Qwanto! backup
Make a backup of the payroll in Payroll4/Qwanto from which you want to import employees in Celery. This will be a ZIP file. If several Payroll4/Qwanto payrolls must be imported, it is necessary to create a separate backup for each payroll. Preferably, you should then add the name of the employer in the file name of the ZIP file so that it is clear you select the correct file during import.
Go to ‘Account/Import & Export/Import Employees’ and choose ‘Payroll4 Import’ or 'Qwanto! Import' and select the Zip file with the backup. After that the employee data will be imported into Celery. Employees that are out of service will be imported with the status ‘out of service’ and for that reason they can also be imported without any problems.
4.3) Import the employee data from Payroll Pro Classic data
Check in Payroll Pro the employer number from which you want to import employees into Celery. Then select in the PRW folder with the corresponding employer number all Payroll Pro data (except for the folder ‘BACKUP’), and create this selection with a right click and choose ‘Send to’ into a ‘Compressed (zipped) Folder’. This will create a ZIP file.
Go to ‘Account/Import & Export/Import Employees’, choose ‘Payroll Pro Import’ and select the Zip file. Employees that are out of service will be imported with the status ‘out of service’ and for that reason they can also be imported without any problems.
4.4) Import the employee data from a Payroll Pro Ultra backup
In order to import employees through a Payroll Pro Ultra backup file, you need to pack a recent backup file (.bak) as a .zip file and save this on your computer. Then go to ‘Account/Import & Export/Import Employees’ and choose ‘Payroll Pro Ultra Import’ and select the file that was saved. After that the employee data will be imported into Celery. Employees that are out of service will be imported with the status ‘out of service’ and for that reason they can also be imported without any problems.
5) Make sure for each employee that all data is imported correctly and/or fill in missing information in Celery
Celery imports as many employee data as possible from the import files, but it can happen that you still need to add or adjust certain details yourself.
For example, you must consider entering the following information yourself, if applicable:
- Other wage components other than the fixed gross monthly or hourly wages, such as additional (un)taxed allowances;
- Provisions of the vacation allowance and 13th month;
- Pension plan contributions and vacation day settings;
- Taxed fringe benefits such as the company car and phone etc.;
- Entering various deductions and deductions such as loans to other banks;
- Entering bank account numbers with deductions for other (banking) institutions;
- Other settings than the standard settings of social security premium contributions for employers and employees, for example, if the employer pays the full social premiums (also the employee parts);
- ZV premium per employee should be switched off if the employee is not insured for ZV. Celery, moreover, only applies ZV premium if a 5 or 6-day workweek is registered in Curacao and St. Maarten payrolls. In Aruba payrolls also employees that work less than 5 or 6 days per week can be ZV insured;
- Only one bank account for the net pay per employee is imported, if an employee's net salary is paid to multiple bank accounts, the other accounts must be entered in Celery;
- (Study) data from children must be entered and/or updated and
- Tax items such as fiscal allowances for Children, Old Age, Sole Earner and Small Income Allowance (Reparatietoeslag) and Basic Discount should be applied if applicable, or switched off.
6) Generate a test run in Celery and compare the Celery payroll calculations with current pay slips
The above-mentioned information must be adjusted or entered manually in Celery. However, entering other information that is not mentioned above may occur. It is therefore always recommended to process a test run and to check the employee data by comparing your current pay slips with the Celery pay slips.
7) Optional: change the standard Celery GL accounts to your own GL accounts
The standard Celery chart of accounts contains more than 70 different GL accounts. So basically, after creating employees, you can immediately process a pay run and a proper salary journal will be generated.
If you wish to enter your own chart of accounts in Celery go to ‘Employer/General Ledger codes’.
The best way to do this is to renumber and possibly rename an existing Celery GL account. By doing so, already connected wage codes to this GL account, will stay connected to the new GL account.