Creating payroll documents

<< Prev   Next >>

To create a payroll document, use either of the following options:

Filling in payroll details automatically

To fill in payroll details automatically:

  1. Go to Payroll.
  2. Under Payroll, click Payrolls.
  3. In the Payrolls list, click Create.
  4. In the Payroll (create) window, specify the payroll general details:
    Field Description
    Registration period The pay period.
    Department The department the employees belong to.
    The field is available if the Accounting by business units checkbox is selected in Settings > Company.
    Number A payroll document ID.
    It is automatically generated when you post the payroll document.
    You can find payroll documents by ID in the Payrolls list.
    Date The date when a document is created. By default, it is the current date.
    Company A company that hired employees included in a payroll document.
    The field is available if the Manage multiple companies checkbox is selected in Settings > Company.
    The list of companies is based on the Companies catalog.
    Prices and currency A link to the settings that specify the document currency, its exchange rate and multiplier against the company's presentation currency. By default:
    • The document currency is set to the company's presentation currency. You can change it. The list of currencies is based on the Currencies catalog.
    • The exchange rate and multiplier effective on the payroll document date are populated from the Currencies catalog. You can change them if the document currency differs from the presentation currency. To change the exchange rate, click its field and enter an exchange rate or select an exchange rate effective on a certain date.
    The exchange rate and multiplier are applied to record the payroll transaction in the presentation currency for accounting purposes.
  5. Click Fill in.
    The payroll document tabs are automatically filled in. For details, see Autofill rules. You can edit the filled in values. See Filling in payroll details manually.
  6. To calculate payment amounts for the employees, click Calculate.
    The Amount column is automatically filled in according to the pay period details, calculation parameters and their values specified in each line. You can edit the filled in amounts.
    Consider the example of calculating a sales representative's salary based on sales turnover: Calculating payroll for sales representative based on sales turnover.
  7. Click Post and close.

Autofill rules

1C:Drive automatically fills in a payroll document according to employment contracts, "Transfer and promotion" documents, timesheets, and loan contracts.

To automatically fill in a payroll document, 1C:Drive does the following:

  • Takes into account the pay period, department, company, and currency specified in the payroll document.
  • Populates only the employees that have earnings or deductions in the specified currency and applicable within the pay period.
  • Populates an employee's earnings or deductions in the specified currency and applicable within the pay period.
  • Populates the start date of an employee's pay period by selecting the latest of the following dates:
    • The start date of the pay period.
    • The first date when an earning or deduction is applicable. It can be the employment date from an employment contract or the date of an employee's transfer or promotion.
  • Populates the end date of an employee's pay period by selecting the earliest of the following dates:
    • The end date of the pay period.
    • The last date when an earning or deduction is applicable. It can be the last date before an employee's termination date or the last date before an employee's transfer or promotion.
  • Populates only the hours with the REG pay code.
  • Populates the calculation parameter names from the formulas specified in the settings of an employee's earnings or deductions.
  • Determines the values of the calculation parameters according to their settings.
  • Populates an employee's taxes in the specified currency if personal income tax calculation is applied (the Use payroll taxes checkbox is selected in Settings > Payroll).
  • Populates the loan repayment details only for loans in the specified currency.

Consider the example of calculating a sales representative's salary based on sales turnover: Calculating payroll for sales representative based on sales turnover.

Filling in payroll details manually

To fill in payroll details manually:

  1. Go to Payroll.
  2. Under Payroll, click Payrolls.
  3. In the Payrolls list, click Create.

    The Payroll (create) window is displayed.

  4. Specify general details.
  5. Specify earnings and deductions.
  6. If personal income tax calculation is applied (the Use payroll taxes checkbox is selected in Settings > Payroll): Specify tax details.
  7. Specify loan repayment details.
  8. Click Post and close.

Specifying general details

To specify payroll general details:

  • In the Payroll (create) window, enter or select the following:
    Field Description
    Registration period The pay period.
    Department The department the employees belong to.
    The field is available if the Accounting by business units checkbox is selected in Settings > Company.
    Number A payroll document ID. It is automatically generated when you post the document.
    You can find the document by ID in the Payrolls list.
    Date The date when a document is created. By default, it is the current date.
    Company A company that hired employees included in a payroll document.
    The field is available if the Manage multiple companies checkbox is selected in Settings > Company.
    The list of companies is based on the Companies catalog.
    Prices and currency A link to the settings that specify the document currency, its exchange rate and multiplier against the company's presentation currency. By default:
    • The document currency is set to the company's presentation currency. You can change it. The list of currencies is based on the Currencies catalog.
    • The exchange rate and multiplier effective on the payroll document date are populated from the Currencies catalog. You can change them if the document currency differs from the presentation currency. To change the exchange rate, click its field and enter an exchange rate or select an exchange rate effective on a certain date.
    The exchange rate and multiplier are applied to record the payroll transaction in the presentation currency for accounting purposes.

Specifying earnings and deductions

To specify an employee's earnings and deductions:

  1. In the Payroll (create) window, on the Earnings and deductions tab, click Add.
  2. Enter or select the following:
    Field Description
    # The line number. It is filled in automatically and not editable.
    Adj Select the checkbox to specify the total amount of an employee's earning or deduction manually. Clear the checkbox to automatically fill in this amount according to the pay period details, calculation parameters and their values specified in the current line.
    Employee An employee that an earning or deduction is calculated for. Select the employee from the list of employees based on Employees catalog. Then, under the employee, select an earning or deduction type from the list of items based on the Earnings and deductions catalog.
    Start date The start date of the period an employee is paid for. It is filled in by default. For details, see Autofill rules. You can edit it.
    End date The end date of the period an employee is paid for. It is filled in by default. For details, see Autofill rules. You can edit it.
    Parameter A calculation parameter included in the formula of the selected earning or deduction type. For details, see Calculation parameters catalog.
    It is not editable.
    Value The calculation parameter value.
    Amount The total amount of the selected earning or deduction type. Use either of the following options:
    • Specify the total amount manually.
    • To automatically fill in the total amount according to the pay period details, calculation parameters and their values, ensure the Adj checkbox is cleared and click Calculate. You can do this after you add all the employees you need. The total amount will be calculated for all of them in one click.
    GL account A GL account for recording the amount of the specified earning or deduction. By default, the GL account is populated from the employment contract or "Transfer and promotion" document effective on the date within the pay period specified for an employee. If the GL account is missing in these documents, it is populated from the settings of the earning or deduction specified in the current line. You can select another GL account. The GL account list is based on the Primary chart of accounts.
    Income and expense items An income and expense item the specified earning or deduction is related to. By default, the income and expense item is populated from the employment contract or "Transfer and promotion" document effective on the date within the pay period specified for an employee. If the income and expense item is missing in these documents, it is populated from the settings of the earning or deduction specified in the current line. You can select another income and expense item.
    The list of values is based on the Income and expense items catalog.
    Line of business A line of business that the specified earning or deduction is related to. It is available if the Accounting by lines of business checkbox is selected in Companies > Settings. The list of lines of business is based on the Lines of business catalog (in Company > All catalogs > Company > Lines of business).
    Order An sales order or work order that the specified earning or deduction is related to.
    Project / Project phase A project or project phase that the specified earning or deduction is related to.
    The field value is populated to documents based on this document if they have the Project / Project phase field.
    The field value can be used for recording and tracking income and expenses by project or project phase. This applies if the Track income and expenses by project phase checkbox is selected in the project settings.
    To learn how to select a project or project phase, see Project selection tool.
    The field is available if both of the Project-based accounting checkbox is selected in Settings > Company.
    The project list is based on the Projects catalog.

Repeat these steps to add as many employee earnings or deductions as you need.

If an employee has several earnings or deductions, you will need to add several lines for the same employee.

Specifying tax details

This section is applicable if personal income tax calculation is applied (the Use payroll taxes checkbox is selected in Settings > Payroll).

To specify an employee's tax details:

  1. In the Payroll (create) window, on the Taxes tab, click Add.
  2. Enter or select the following:
    Field Description
    # The line number. It is filled in automatically and not editable.
    Employee, Employee ID An employee from the Employees catalog. The tax amount will be deducted from the employee's total pay specified on the Earnings and deductions tab.
    Tax A tax name.
    The tax list is based on the Earnings and deductions catalog filtered by Tax type.
    Amount A tax amount.

Repeat these steps to add as many taxes as you need.

Specifying loan repayment details

To specify an employee's loan repayment details:

  1. In the Payroll (create) window, on the Loan repayment tab, click Add.
  2. Enter or select the following:
    Field Description
    # The line number. It is filled in automatically and not editable.
    Employee An employee that repays a loan. The repayment amounts will be deducted from the employee's total pay specified on the Earnings and deductions tab.
    The list of employees is based on Employees catalog.
    Principal charged The principal payment amount to be deducted from the employee's total pay.
    Interest accrued Interest accrued on an employee's loan within the pay period of the payroll document.
    Interest charged Interest to be deducted from the employee's total pay.
    Loan contract An employee's loan contract.
    The list of contracts is based on the Loan contracts list. The list includes only the loan contract in the payroll document currency.
    Project / Project phase A project the specified loan contract is related to.
    The field value is populated to documents based on this document if they have the Project / Project phase field.
    The field value can be used for recording and tracking income and expenses by project or project phase. This applies if the Track income and expenses by project phase checkbox is selected in the project settings.
    To learn how to select a project or project phase, see Project selection tool.
    The field is available if both of the Project-based accounting checkbox is selected in Settings > Company.
    The project list is based on the Projects catalog.

Repeat these steps to add as many loan repayments as you need.

<< Prev   Next >>

Icon/Social/001 Icon/Social/006 Icon/Social/005 Icon/Social/004 Icon/Social/002