On this tab, you can enter general information about a payroll sheet: department, pay period, and transaction type (Advance as first part of the salary or Salary as the full pay amount or the pay amount minus advance). Also, you can populate the document fields from a base document, such as Payroll Calculation, Vacation, Termination, or Sick Leave.
The required fields are: Department, Registration Period, Transaction Type, and Entity.
The "Payroll Sheet (create)" form. The Main tab
In the Department field, select the department (with its subdivisions) for payroll sheet.
<Auto> in the Number field indicates that a unique code will be assigned to document when you save it. You can edit this number if needed. The From field is populated with the current date, which you can change if needed.
In the Transaction Type field, you can select the type of payments to be listed in the document from the following options:
- Advance: You enter the payment amount manually for each employee. No preliminary calculation is required.
- Salary: With this option selected, the document is populated with the pay amounts calculated for this pay period and adjusted for paid advances. You can edit the amounts only to decrease them; the application will not let you exceed the unpaid balances.
In the Entity field, select the legal entity of your company for which this document is created. The Entity field is available if the Multi-Company Accounting option is selected on the Administration > Settings > General Settings form. The default entity for all users can be selected on the Accounting > Master Data > Entities form. Also, you can specify your personal default entity, for details refer to Personal Settings.
In the Registration Period field, select the pay period for which the employees will be paid.
Optionally, in the Basis field, you can select a document of the Payroll Sheet, Sick Leave, or Vacation type as the basis – in this case only the amount listed in the documents will populate the Payroll Sheet.
In the Comment text box, you can provide any additional information that is relevant to this payroll sheet.
The link below the Basis field indicates the calculation currency (that is, the currency of the Payroll Sheet or Sick Leave or Vacation) and the currency of this document (that is the currency of the payments). You can select other currencies if needed. Clicking the link opens the Prices and Currency dialog box where you can select the currencies and specify their exchange rates with respect to the national currency.
The Prices and Currency dialog box
The document totals and other Information
At the bottom of the form, the Payment Amount field shows the document total to be paid to the employees listed in the document. This amount is calculated automatically as the sum of the payment amounts listed on the Employees tab and benefit payment amounts on the Provisions tab.
Also, at the bottom of the form, you can view the author of the payroll sheet and the current status of the document; it can be one of the following:
- New (document was created, but not recorded)
- Not Posted (document was recorded, but not posted)
- Posted (document was posted)
- Marked for Deletion (document was marked to be deleted)
Also, you may need to provide the employees with the details of their pay calculation. For this, you can use the Payslip report which is located here: HR and Payroll > HR and Payroll Reports > Payslip.
The toolbar buttons
After filling out the form, click the Save button to save your work, or click Post to save and post the payroll sheet, or Post and close to save the payroll sheet, post it, and close the form.
Click the Settings button to change positions of the Department and Registration Period fields. if you need any of them on the Main tab,
make sure that the In header option is selected for this field. If you need a field as column on other tabs, select the In tabular part option.
The Document Settings dialog box
To easily generate payments to the employees listed in the payroll sheet, click the Generate button and select the payment type from the following options:
- Check Issued
- Bank Payment
- Cash Payment
- Money Payment (Plan)
The payment documents will be generated in the currency that was selected as the payment currency.
For description of other buttons, refer to Document toolbar.