Enployee Journal scenario
Employee Journal is the main tool for manually changing the list of accruals/deductions/calculations assigned to an employee. Employee Journal can be used to record some HR orders. The most common types of orders recorded through the journal can be as follows:
• Employee reward order,
• Administrative penalty order,
• Order on providing an employee with benefits/social allowances determined by law,
• Application for provision to the employee of deductions determined by law,
• Order on providing an employee with financial assistance or a gift.
The Employee Journal is used to record both individual and group accruals and deductions. The principles of working with the Employee Journal are the same as for any other type of journal in the Microsoft Dynamics system. For the journal, different templates and sections of different types of orders can be generated. Employee Journal templates are defined on the Employee Journal Templates page. The system does not support archiving of employee journal lines, that is, after posting, journal lines are deleted. Posting an Employee Journal line with the Timesheet and Time Activity Code settings allows you to create timesheet details. When canceling the payroll register, the previous values of the timesheet details are returned (before posting the line from the Employee Journal).
Step 1: Employee Journal Structure
Employee Journal page
| Field | Description |
|---|---|
| Posting Date | Accrual/deduction posting date. |
| Period code | Accrual/deduction payment period. By default, the period code is determined based on the posting date. If necessary, the period code can be changed. The period code determines the inclusion of accrual/deduction in the payroll document, if this is defined for the payroll element (Payroll Elements scenario. |
| Document No | Internal document number. |
| HR Order No. | HR order number from HR Order No Series. The number will be assigned during posting or when using the Get HR Order No function. |
| HR Order Date | HR order date. |
| Employee code | Employee code. |
| Element Code | Payroll element code corresponding to accrual/deduction. |
| Posting Actions | Posting actions: • Create – Create a new accrual/deduction. • Update – change the amount for existing accrual/deduction the code of which is indicated in the Apply to the transaction number field. • Close – close the existing accrual/deduction the code of which specified in the Apply to the transaction number field. The closing date must be entered in the End Date field. In this case, it is not necessary to fill in the Amount field. |
| Apply to the transaction number | Code of an existing transaction from the Employee Legder Entry that needs to be changed in accordance with the instructions in the Posting Actions field. |
| Description | Text description of accrual/deduction/withholding. |
| Description (English) | Text description of accrual/deduction/witholding in English. |
| Start date | Start date of accrual/deduction/withholding. |
| End date | End date of accrual/deduction/withholding. |
| Accrual Period From | Code of the initial period for which the accrual/deduction/witholding was made. |
| Accrual Period To | Code of the last period for which accrual/deduction/witholding was made. |
| Quantity | Quantity. The calculation of some elements depends on the quantity. |
| Paid days | Calculation. Some elements depend on the value of Paid Days. |
| Payment Percentage | The calculation of certain elements depends on the payment percentage value. |
| Payroll Posting Group | Accrual/deduction posting group. The field value is determined automatically. You can change the value manually. |
| Currency code | The currency code must be specified if the amount is entered in a currency and the calculation of the payroll element uses a function that converts the amount in the currency to the amount in the local currency. |
| Calendar code | The employee’s calendar code. The field value is determined automatically and is non-editable. |
| Payroll Calc Group | Code of payroll calculation group. The field value is determined automatically and is non-editable. |
| Contract number | The number of the employee's labor contract. The field value is determined automatically and is non-editable. |
| Contract number | The number of the employee’s labor contract. The field value is determined automatically and is non-editable. |
| Element Priority | Is used when it is necessary to determine the order in which lines with the same element are added to the payroll document. A numeric value is specified starting from 1 (highest priority). When adding a line to a payroll document, lines with one element will be added in order, starting with the highest priority. This is relevant if the element selects the base of previous lines one by one, for example with writs of execution. Read more in the Writs of Execution scenario. |
| Vendor Deductions | Filled in automatically. |
| HE Order No Series | Series of HR order numbers. |
| AE Period from | Determines the first day of the period for calculating average earnings. Typically, the length of the period is one year. |
| AE Period to | Determines the last day of the period for calculating average earnings. Typically, the length of the period is one year. |
| Person Relative Code | Code of a person’s relative. |
| Reason Code | Identifies the reason code, an auxiliary source code that allows you to track the transaction. |
| Dimension 1 Label Code (Costcentre Code) | The code determines the Dimension 1 Label Code, which is one of two global dimension codes configured in the G/L Settings window. |
| Dimension 2 Label Code (Pyelm Code) | The code determines the Dimension 2 Label Code, which is one of two global dimension codes configured in the G/L Settings window. |
| Document Type | Specifies the type of related document. |
| Vacation Type | Vacation type. |
| Sick Leave Type | Type of sick leave. |
| External Document No | Identifies the number of the document associated with the customer or vendor numbering system. |
| External Document Date | External Document Date. |
| External Document Issued | External document issued. |
| External Document Description | Description of the external document. |
| Line Status | Determines the status of the Open/Issued line. |
| Payment Recipient Code | Identifies the non-employee payment recipient number. |
| Full name | Full name, filled in automatically. |
| Original amount | Original amount. |
| Original Payroll Transaction No | Filled in automatically. |
| Responsibility Center | Filled in automatically. |
| Vehicle code | Fixed asset number. |
| Bonus type | Filled in automatically. |
| Element type | Filled in automatically. |
| Bonus period | Select the appropriate payroll period. |
Step 2: Functional buttons of the Employee Journal
To create journal lines, use the Suggest Lines function. The Suggest Payroll Setup Lines report In the Filter: Employee area, define the parameters for selecting the list of employees for whom journal lines should be generated. On the Payment recipients tab, you define the parameters for selecting a list of NOT employees for whom journal lines should be generated. The Calculation for Payment Recipients option is selected if it is necessary to make a calculation for the payment recipient. On the Parameters tab, define the main parameters of journal lines:
| Field | Description |
|---|---|
| Posting Date | The value specified in the field will be indicated in the Posting Date field of all generated document lines. |
| Period Code | The value specified in the field will be indicated in the Period Code field of all generated document lines. By default, the period code corresponds to the field value specified in the Posting Date field but can be changed manually. |
| Document Date | The value specified in the field will be indicated in the Document Date field of all generated document lines. |
| Document number | The value specified in the field will be indicated in the Document number field of all generated document lines. |
| HR Order No Series | Series of HR order numbers. |
| Next HR Order No | Next HR order number. |
| Element code | The value specified in the field will be indicated in the Element code field of all generated document lines. |
| Amount type | Amount type. |
| Amount | Amount charged/deducted. |
| Start date | The value specified in the field will be indicated in the Start Date field of all generated document lines. |
| End date | The value specified in the field will be indicated in the End Date field of all generated document lines. |
| Clear Lines | Enable this option if you want to clear existing journal lines. |
| Posting actions | Posting actions: • Create – Create a new accrual/deduction. • Update – change the amount of existing accrual/deduction the code of which is specified in the Apply to transaction field. Close – close the existing accrual/deduction the code of which is indicated in the Apply to transaction field. The closing date must be entered in the End Date field. In this case, it is not necessary to fill in the Amount field. When you select the Update or Close action, lines are selected from the Employee Ledger Entry according to the parameters specified on the Parameters tab. |
| Bonus period | Set bonus period. |
Manage – Delete – delete the current line from the journal.
Print – print the order.
Post – a journal line is posted: the line is deleted from the journal; a transaction is created in the Employee Ledger Entry. Afte this, it is possible to add the transaction to the payroll document.
Issue – issue the selected line.
The Actions – Functions – Get HR Order No tab:
The function allows you to ‘take’ the HR order number and assign it to all journal lines. Thus, from the journal it will be possible to generate a printed form of an order for other accruals or deductions displaying the number of the HR order. The Actions – Functions – Suggest vacations for recalculation tab The function allows you to recalculate vacations from previous periods if bonuses were entered with the base month of previous periods.
| Field | Description |
|---|---|
| Period code | Period during which recalculation is made. |
| Document No. | Document number. |
| Bonus Element Filter | Select which bonus element to check for recalculation. |
| Vacation Elements Filter | Select the vacation element to be recalculated. |
After filling out all the lines, post them.
Note! It is necessary to check that, for the vacation elements in the Recalculation element code, the recalculation element is set up.
Related – Line tab:
Employee Card – opens the card of employee specified in the current journal line. Element Card – opens the card of the element specified in the current journal line. Dimensions - dimensions of the current journal line. HR Order Text – on the page you can select a text template that generates the text of the order according to the rules described in the Text Templates scenario. The selection should be made on the first line of the journal and the order should be printed from there. You can cancel entered transactions that were not used in payroll documents through the Payroll Elements Ledger Entry on the employee card. Go to the employee card: The History tab Payroll transactions Payroll Elements Ledger Entry – a ledger entry with accruals/deductions of the employee opens. Next, find the entered line or several lines, select them, and click Related – Transactions – Cancel transaction. The line will be deleted.