“Paysheet” Scenario
Step 1: Calculating the Amount Payable to an Employee
To create a Paysheet, click the Create button:
Field completion:
Paysheet Card page
| Field | Description |
|---|---|
| No. | Automatically generated based on the numbering series specified in the General module settings. |
| Document Date | Working date. The field value can be changed manually. |
| Posting Date | Working date. The field value can be changed manually. |
| Posting Description | Description of the document posting. Filled in manually. |
| Status | Permitted values: • Open • Released |
| Total Amount | Value calculated automatically as the sum of the document lines. |
| Number of Records | Value calculated automatically as the number of lines in the document. |
| Type of Paysheet | Available values: • Salary Payment • Tax Payment |
| Accrual Period | Salary period for the payout. |
| Payment Purpose | Payment purpose for paysheet export. |
| Send Calculation to Employees | If checked, an email is sent to the employee based on the paysheet. |
| Company Bank Code | Select the bank code from which the employee payments will be made. |
| Payment By | Employee code whose full name will be displayed in the printed form of the paysheet under "Payment By". |
| Verified by Accountant | Employee code whose full name will be displayed in the printed form of the paysheet under "Verified by Accountant". |
| Prepared by | Employee code whose full name will be displayed in the printed form of the paysheet under "Prepared by". |
| Checked by | Employee code whose full name will be displayed in the printed form of the paysheet under "Checked by". |
To generate payment lines in the paysheet, you need to run the automated payment document creation function Payments – Suggest Payments to Employee
Filling in the report launch parameters.
Report: Suggest Payments to Employee
| Field | Description |
|---|---|
| Start Date | Automatically filled with the first day of the “Payout Period” from the Paysheet. Can be changed manually. This is the date from which salary accrual/payment documents will be selected. |
| End Date | Automatically filled with the last day of the “Payout Period” from the Paysheet. Can be changed manually. This is the date up to which salary accrual/payment documents will be selected. |
| Posting Date | The posting date that will be specified in the “Posting Date” field of the payment document. Automatically filled with the “Posting Date” value from the Paysheet. |
| Interperiod Payments | This field must be enabled to process payroll documents for inter-period payments. If not enabled, only final payroll accrual operations will be processed. |
| Payment Source | You must specify the payment source from which the payable amounts will be calculated. |
To generate payment documents, click ОК.
The following parameters are included in the payable amount generation:
Settings for the “Suggest Payments to Employees” report
| Field | Description |
|---|---|
| Value in the “Calculation Group Code” field of the payroll document has or does not have the “Interperiod” setting | If the report is run with the “Interperiod Payments” setting enabled, the payable amount will be calculated based on payroll document lines within the specified dates, where the calculation group type has the “Interperiod” setting. If the report is run without the “Interperiod Payments” setting, the amount will be calculated based on payroll document lines within the specified dates, where the calculation group type does not have the “Interperiod” setting. The balance for the vendor of type “Person” will be checked – if it is lower than the document amount, it means that a previous payment (advance or other inter-period payment) was made, and the final amount will be calculated accordingly. |
| “Payment Source” on the report launch page | When calculating the payable amount, payroll document lines and vendor transactions are additionally split by the value of the “Payment Source” field. |
| “Additional Account for Person” setting in the posting group | When calculating the payable amount, payroll document lines and vendor transactions are additionally split by the “Additional Account for Person” value. |
| “Split Social Insurance Sick Leave by Orders” in “HR and Payroll Module Setup” | Payroll document lines and vendor transactions are additionally split by the “Order No.” value and the “Sick Leave” type. |
The paysheet can be Released by clicking the Release button on the Home tab to protect it from accidental changes and to export the paysheet to a file.
Step 2: Generating Tax Payment Amounts
To automatically generate payment documents for tax payments, use the report Generate Payroll Tax Payments, which can be launched from the Actions – Payments tab on the Paysheet card.
If the “Check Balance (DOC) Before Payment” setting is enabled on the tax authority card, the payment amount may be adjusted based on the vendor’s balance.
For Vendors with the Tax authority vendor type, the Check tax balance attribute has been added: Empty, Up to date, Up to period. When the “Up to period” attribute is set (provided that Check Balance (LCY) for Payment = Yes), the final payment of taxes for the period does not take into account the payment of taxes of future periods.
Step 3: Taxes Calculation based on Employees Detalization
The system enables forming tax payments based on detailed information for each employee, rather than on the overall balance with tax authorities. This allows to:
- correctly determine tax amounts for final payments;
- avoid errors when a client has multiple payroll projects (i.e., payer accounts);
- properly allocate taxes in case of termination after an advance payment;
To enable forming tax payments based on detailed information for each employee, the setting Calculate Taxes based on Employees Detalization must be activated on Human Resources Setup.
When the Calculate Taxes based on Employees Detalization setting is active, the following logic will be applied.
Creation of a Payroll Sheet with the type Salary Payment
When creating a payroll sheet, the Payroll Sheet Tax Detalization page will be populated with tax information linked to a specific salary payment from the employee’s payroll sheet. You can view the created records on the page via the Tax Detalization action located in the lines area of an unposted or posted payroll sheet. The page contains the following fields:
Page Payroll Sheet Tax Detalization
| Field | Description |
|---|---|
| Employee No. | The employee to whom the tax applies. |
| Tax Vendor No. | The tax authority in favor of which the tax is accrued. |
| Amount | The tax amount for a specific employee and tax authority. Can be changed manually if the line status = Blank. When the salary amount to be paid changes in the payroll sheet line, the amount is updated automatically. |
| Payment Source | The source of tax payment: Employer or FSI. |
| Posting Group | The payroll posting group for the tax payment. |
| HR Order No. | HR order number. Filled in for sick leaves paid by FSI, if the Divide FSS Sick Leave Orders setting on the Human Resources Setup is set to Yes. |
| Payroll Document No. | The payroll document number from which the tax was taken. |
| Status | Line status: • Blank • Released • Posted • Reversed. The field is not editable. |
Lines created on the Payroll Sheet Tax Detalization page can be edited or deleted if the payroll sheet has not yet been Released or Posted.
When creating a Payroll Sheet with the parameter Payment Between Period = Yes, the system:
- selects accruals in payroll documents with the type Between;
- looks up corresponding taxes for such accruals via Base Detail;
- groups tax amounts by Employee No., Tax Authority, Payment Source, Posting Group, HR Order No. (for FSI sick leaves);
- creates personalized records for tax amounts for each employee on the Payroll Sheet Tax Detalization page.
Note: only tax elements whose element type equals:
- Income Tax
- Military Collection
- Funds
- Deduction
- Pension Deduction
will be included in the detalization table, and only if the payroll document defines a Payroll Posting Group with the Vendor Type — Tax Authority.
Special logic is defined for the element type Funds, namely:
- Funds' tax amounts are not grouped by Posting Group and HR Order No. The payment source for this tax is always Employer. One line is created for Funds with the total payment amount per employee, regardless of the number of lines created for this employee in the payroll sheet. The tax is linked to the first employee line in the payroll sheet by order.
- if the Suggest Employee Payments report is run with Payment Source = Employer, Funds' taxes are searched for both Employer-funded and FSI-funded transactions. In this case, the entire Funds amount will be included in the payroll sheet detalization under Employer.
- if the employee’s payroll document contains income funded only by FSI, then the Funds amount will be included in the payroll sheet detalization under FSI.
When creating a Payroll Sheet with the parameter Payment Between Period = No, the system:
- first determines the full tax amount per employee and corresponding tax authority;
- finds previously paid amounts in the detalization table with the Posted status (amounts posted from the tax payment sheet). Note: applying entries in the Vendor Ledger Entry (tax authority) does not affect determining whether a specific tax transaction was paid. The payment fact for a specific tax is determined exclusively by the Payroll Sheet Tax Detalization table.
- subtracts them;
- the difference, i.e., the remaining amount to pay, is included in the detalization of the final payroll sheet.
When changing the payment amount in a Payroll Sheet line, the system checks whether there are tax amounts linked to this payment on the Payroll Sheet Tax Detalization page. If there are, the system prompts to recalculate tax amounts. If the user clicks No, only the salary payment amount changes, and the tax amounts remain unchanged. If the user selects Yes, then:
- the new payment amount is saved in the payroll sheet line;
- the previous amount is stored in the Original Amount field;
- the system calculates a change coefficient;
- the taxes linked to this payment are recalculated proportionally.
Note: if there are several lines for the same employee in the payroll sheet, then when changing the amount in any of them, you should separately check the recalculated Funds amount. The system automatically recalculates Funds only when the amount is changed in the first employee line by order, since this tax is linked to it. However, even in this case the recalculation coefficient may be inaccurate. Therefore, in all situations where an employee has multiple lines and a manual amount change occurs in any of them, the Funds amount must be checked and, if necessary, adjusted manually.
Creation of a Payroll Sheet with the type Tax Payment
To create a tax payment sheet where the payment amounts for each tax authority are calculated based on the personalized data on the Payroll Sheet Tax Detalization page, you need to enable the Calculate Taxes based on Employees Detalization checkbox when launching the Suggest Income Tax Payments report. When the Calculate Taxes based on Employees Detalization parameter is enabled, the options in the Check Vendor Balance field become locked and unavailable.
With the setting active, the system forms the tax payment sheet exclusively based on the amounts in the detalization table, namely:
- groups taxes by Tax Authority;
- creates one line in the payment sheet for each unique Tax Authority;
- the payment amount is determined as the sum of all personalized payments for that tax authority in the detalization;
After creating lines in the tax payment sheet based on the detalization, the Amount field becomes read-only. If you need to adjust the payment amount for a tax authority, you must change it on the Payroll Sheet Tax Detalization page. To do this, either drill down from the “Amount” field or open the detalization page via the Tax Detalization action in the tax payment sheet lines area. Changing the amount in the detalization automatically updates the amount in the corresponding line of the payment sheet.
If the tax payment sheet needs to be created not based on the detalization, but using the standard options in the Check Vendor Balance parameter on the Suggest Income Tax Payments report request page (for example, by the overall balance of the tax authority), then the Calculate Taxes based on Employees Detalization checkbox can be disabled, and the required option selected in the Check Vendor Balance field. In this case, the suggested tax payment amounts will follow the standard algorithms, without filling in or using amounts from the Payroll Sheet Tax Detalization.
In case of reversing a payment to a tax authority in the Vendor Ledger Entry, if a corresponding line is found in the tax payment sheet, it is marked Reversed = Yes. If there are records in the Payroll Sheet Tax Detalization table linked to this payment, their status changes to Reversed.
If a payment sheet is deleted, all detalization records linked to it are also deleted.
Step 4: Paysheet
From the Paysheet, depending on its type, you can generate printed forms for salary and tax payments using Actions – Payments – Print Paysheet.
A special export paysheet was created for GIG contractors.
A Personal Payment Assignment button has been added. If enabled, the payment purpose is filled in from the Labor Contract: Date + Contract Number. Example: Payment for services under Contract No. TRD00001 dated January 01, 2021, VAT exempt. Beforehand, you must select the export format on the bank card. To export, run Export – Export Salary Payments.