Default GL accounts for the item ( that is used as material in production) are predefined; however, you can select another accounts for particular items and for particular groups.
The following field is required: GL Account in Production.
Accounting parameters of the materials in the production (create) form
You can leave the Entity field empty if the settings are intended for all entities. Select the entity is the parameters are intended for the particular entity.
You can leave the Department field empty if the parameters are intended for all departments and you can select the department to which the parameters are applicable.
You can leave the Business Activity field empty if the parameters are related to all business activities . You must select the particular business activity if the items selected in the Item field is related to this particular business activity.
You can leave the Item field empty if the parameters are related to all items. If you select the item group, the parameters will be applied to all items the group contains.
In the Expense Item field, you can select the expense item intended for direct cost calculation. It is used for item write-offs from the warehouse to production.
In the GL Account in Production field you can select the account is intended for recording the costs of work in progress (unfinished goods).
The toolbar buttons
Click Save and Close to save the item default parameters or changes to such parameters. Click Close to close the form without saving.
2.17. Employees
To access the Employees master data, go to HR & Payroll > Master Data > Employees if the HR and Payroll module is enabled and to Accounting > Master Data > Employees if the HR and Payroll module is not available.
The master records of the Employee type contain information about the employees who work or worked for the entity.
The Employees list
The master records can be arranged in a hierarchical structure by using groups (folders). The number of hierarchy levels is virtually unlimited.
Initially, there are no employees in the system.
Note. If the Multiple Positions per Employee option is selected on the Administration > Settings > HR and Payroll form, before you can start creating master records for employees, you may need to create master records for individuals—at least, for those persons who hold multiple positions.
Toolbar buttons
Click the Create button on the toolbar to add a master record for employee. For details, refer to Adding an Employee.
To edit the existing employee, double-click the line with this employee's name or select More Actions > Edit.
Click Create Group on the toolbar to create a group. For details on creating a group and setting up its default GL accounts, see Adding a Group of Employees.
For each entity, you can select an employee and click the Set as Default Responsible button to make this employee's name appear in documents as the name of default responsible person.
As the Employees list is populated, you can change its display settings. Click More actions on the toolbar and select Configure list. For more information on the list settings, see Work with the item list.
Available links
On the form, the only available link is[ Employee GL Accounts|9660b550-8f9b-4369-8463-c611f26c44bb] which opens the list of available sets of default GL accounts. You can use the same default GL accounts for all employees, or you can assign specific accounts to specific groups of employees, or specific employees.
The GL accounts that will be used for any employee for whom (or group in which the employee is a member) no specific default accounts assigned are listed in the table's first row with no name in the Employee column.
2.17.1. Adding an Employee
On the Employees (create) form, some fields appear only if the Enable the HR and Payroll module option is selected on the Administration > Settings > HR and Payroll Module form.
There are two required fields: Individual and Full Name.
The "Employees (create)" form.
If the employee is included in a specific group, select this group in the Folder field.
<Auto> in the Code field indicates that the system will assign a unique code to the new employee record once you save it. As this code may be used as the employee ID in the application as well in paper documents, you can edit it if needed.
Use the Employment Type toggle to select the employment type:
- Main Work Place: To indicate that this employee works only for this company.
- Additional Work Place: To indicate that this employee works not only for this company.
Optionally, select the individual in the Individual field from the list of individuals. However, if you do not specify the individual, the system will create the individual for the employee automatically on saving the record, using the name, birth date, and gender of the employee.
In the Full Name field, type the first, last, and middle names of the employee.
Optionally, in the Gender field specify the employee's gender and in the Birth Date field the employee's birth date.
Also, select or create a bank account for this employee. To create a bank account for the employee, click the leftmost button in the field or click the Bank Accounts hyperlink (on the toolbar).
The Include in WPS File option is available if the Use WPS option is selected on the Administration > Settings > HR & Payroll form. If the Include in WPS File option is selected for this employee, then in the Labor ID field (which appears), enter the identifier (up to 14 characters) of this employee in the WPS system; generally it is a work permit number. After that, the company will be able to deposit this employee's salaries or wages to the employee's bank account via the WPS system.
The toolbar buttons
Click the Save button to save the new record or the Save and close button to save the record and close the form.
Click the Edit GL Accounts button to open the list of default GL accounts that will be used for transactions on behalf of this employee. Note, that you will be prompted to first save the employee record. For details on editing the accounts, see Adding an Employee. GL Accounts.
Available links
Also, the toolbar includes the following hyperlinks:
- Main: To access the form where the main information about employee is available.
- Employee GL Accounts: To access and edit the list of GL accounts that will be used by default for transactions related to the employee.
- Accruals and Deductions Plan: To view the accruals and deductions used for the employee.
- Bank Accounts: To view the list of bank accounts associated with the employee.
- Employments: To view all the employment contracts and contract changes associated with this employee.
2.17.2. Adding a group of employees
In the Description field, enter the group description. If the created group is a subgroup or a part of another group, specify the parent group in the Folder field.
The "Employees (Create folder)" dialog box
Click Save to save the group. Click Save and close to save the group and close the dialog box.
Click the Edit GL Accounts button on the toolbar to review the GL accounts assigned to the group. (Alternatively, click the Employee GL Accounts link in the dialog box.) This opens the Employee GL Accounts dialog box.
Note. Initially, the fields are populated with the default GL accounts for all employees. To access these default accounts, click the Employee GL Accounts link on the top of the Employees list—this opens the Employee GL Accounts form. The default accounts are listed in the first table row for which in the Employee column there is no name.
If you need to use specific GL accounts for employees of this group, edit the accounts listed in this dialog box.
The Employee GL Accounts dialog box
In the Human Resources field, you can select a liability account to be used for recording unpaid compensation amounts due for this group of employees. The corresponding expense accounts are associated with the accrual and deduction types assigned to the employees of the group.
In the Prepaid Business Expenses field, select an asset GL account to be used for recording advances to the group of employees for paying their business expenses.
In the Unpaid Business Expenses field, select a liability GL account to be used for recording unpaid employee expenses in cases the expense report amounts exceed the respective advance amounts.
In the Loan field, select an asset GL account to be used for registering loans provided to the group of employees.
In the Interest on Loan field, select an income account to be used for registering interest on loans provided to the group of employees.
In the End-of-Service Benefits Provisions field, select a liability GL account to be used for accruing the amounts of end-of-service benefits available to this group of employees.
In the End-of-Service Benefits Expenses field, select an expense GL account to be used for recording the monthly expenses associated with end-of-service benefits accrued for this group of employees.
Click the Save and close button to save the changes to default accounts and close the dialog box or Close to cancel the changes and close the dialog box.
The assigned accounts will be used as default accounts in documents for all employees of this group.