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Enter Transactions in Repeating Batches Payroll transactions occur on a regular basis. Staff receiving a salary are paid on a monthly basis and staff who receive wages may be paid on a weekly, fortnightly basis, etc.

The principles for salaries and wages are the same, but salaried staff and staff receiving wages, may have different allowances and deductions.

- It is recommended that you create a journal (batch) for salaries and for each of the wage groups (weekly, fortnightly, etc.). The reason for this is that you may need to post the transactions on a monthly, weekly or fortnightly basis to the ledger.
- You may add your salary, wages, payroll journals (batches) in the Setup→System Parameters→Batch Type menu option.
- As the nature of payroll transactions is repetitive of nature, it is recommended that the transactions be entered in a Repeating Batch in the Edit→Repeating Transactions menu option.

Once the salary calculations are finished and the paysheets are finalised, you only need to open the repeating transactions batch. You need to carefully check that the basic salary, wages and / or allowances, as well as any deductions and employers contributions, etc. is correct. If necessary, you need to change any amounts, or insert the transactions if there are new allowances and or deductions. If an allowance or deduction is not applicable to a month, you may simply delete the transaction from the batch. A payroll journal would normally consist of four sections in which you may add columns to analyse the payroll for each of your pay groups:

1. Earnings - Basic salary or wage and any other columns to analyse the allowances, and any other remuneration payable to the staff receiving salaries or wages. These columns need to add up to the gross pay.
2. Deductions – columns for each of the deductions applicable to the salaried staff or applicable to the staff receiving wages. These columns need to add up to the total deductions.
3. Net Pay – the amount that the staff will be taking home (gross pay less the total deductions).
4. Employer’s Contributions – Any amount that the employer should contribute towards certain deductions deducted from an employee’s salary or wage.

The following is an example of a spreadsheet which can be used to summarise the payslips for employees:

- Using the basic information on this spreadsheet, or any other payroll report, transactions can be entered in the repeating batch.
To Enter Payroll Transactions in a Repeating Batch:

1. Click on the Edit→Repeating Entries menu option.
   - Keyboard Access: Press the Alt+E+R keys on your keyboard.
   
   The Batch Type Selection screen listing all the available batch types is displayed:
   
   - The Debit and Credit Unposted column will not be displayed on the Batch Entry Selection screen for Repeating Transactions. If you see this column on the Batch Type selection screen, close or exit it and access it on the Edit→Repeating Transactions menu option.
   - If no contra account is displayed on the Batch Type selection screen, you need to set the options for the batch. If you have not yet set the selected journal (e.g. General or Payroll Journal) up for the specific transactions; or if your requirements should change, click on the F10: Setup icon, or press the F10 key on your keyboard, to set your batch up.
   - The Amount Entry field should be set to allow both debit and credit for Salaries or Wages.
   You need to enter debit transactions for the expenses (salaries and / or wages and employer contributions) and credit transactions for the deductions.
   - You may enter the Payroll transactions in the General Journal. If the Payroll Journal is not available, you may exit the Repeating Batch Entry facility and create a Payroll Journal in the Setup→System Parameters→Batch Type menu option.
   If you have payrolls for employees paid on different pay periods (e.g. monthly, fortnightly or weekly, you need to create a Payroll Journal Batch Type for each of the pay periods.
2. Select the Payroll Batch Type (e.g. Salaries and Wages, General Journal or any other Journal) in which you wish to enter the Payroll transactions.
3. Click on the Open button. The Batch Entry screen for the Payroll Journal or other selected Batch Type will be displayed.
4. Enter the transactions in the batch entry screen in the normal way.
   It is recommended that the following guidelines be followed when entering transactions in the batch:
   1. Reference number - Use the employee number or personnel number for transactions regarding the basic salary or wages and deductions. This would be the basic information displaying on the paysheet for an employee. You may use a general or other reference number for transactions regarding the employers’ contributions.
   2. Date - Select the date of the payroll. It is usually the last day of the pay period or the pay date.
   3. Group the transactions for each employee together as it will make it easier to edit the transactions for each employee when the employee’s payslip changes from month to month. In the first row you would enter the basic salary, and from the second row onwards any allowances. After entering the salaries and allowances, you need to enter the deductions for the same employee.
   4. Finally enter the employer’s contributions (e.g. Unemployment Insurance Fund (UIF), National Insurance Contributions (NIC) for United Kingdom based users, Pension Schemes, Provident Funds, Medical Aids, etc.).
5. The Repeating Transactions screen (Payroll Journal or General Journal) in which you have entered Repeating Transactions for Salaries or Wages, should reflect as follows:
   
   - The Batch Entry screen for the selected Payroll Journal or other batch is indicated as a Repeating Entries batch as follows:
   1. In the place of the alias * Repeating Entries * will be displayed on the title bar.
   2. The F6: Post icon will be inactive since repeating transactions can not be posted (updated) to the ledger.
   3. The rows for the transactions are displayed in a light pink background colour.
      - Since no Tax is applicable to these transactions, you may select to hide the tax column, Exclusive and Inclusive icons, as well as the lookup facility in the Setup Options for the Payroll Journal as in this example, (or the General Journal}.
6. Click on the F5: Balance icon, or press the F5 key on your keyboard, to balance the batch.
   TurboCASH will create the balancing entry to the contra account (which should be the salary control account). The description field will display BALANCING ENTRY - Payroll Jnl or other selected Journal.
   - The net amount of the balancing entry should be equal to the total amount for the Net Pay that you need to pay to each of the employees (by cheque, cash or bank transfers).
   - When the Net Pay is paid to the employees the payment of the Net Pay will be entered in the Payments Journal. The transactions would be allocated to the Salary Control Account.
7. Click on the F8: List icon, or press the F8 key on your keyboard, to list the transactions in the batch.
   - It is recommended that this list be retained and checked, when the salary or wages payslips is finalised. You may need to insert new transactions for new allowances or deductions, and you may have to edit amounts if it is changed for the specific pay period.
8. Press the Esc key on your keyboard to close or exit this repeating batch.
9. If you do not wish to enter or edit transactions in another repeating batch, press the Esc key again to exit or close the Batch Type Selection screen.

To Add a new Employee:

1. Select the row or transaction where you need to add the employee (it is recommended that the employee’s transactions be inserted according to the Employee number in the reference column.)
2. Click on the ^N: Insert icon to add new rows or lines.
3. Enter the basic salary, allowances and deductions.
4. Change the recalculated amounts for the employer’s contributions.

Delete an Employee from the Payroll:

1. Select the employee number
2. Click on the ^D:Delete icon to delete each transaction for the employee.
3. Change the recalculated amounts for the employer’s contributions.

If a new transaction (allowance or deduction) is payable or deductible:

1. Select the row or transaction where you need to add the allowance or deduction (it is recommended that the employee’s transactions be inserted according to the Employee number in the reference column.)
2. Click on the ^N:Insert icon to add new rows or lines.
3. Enter the allowances or deductions applicable in the inserted line or row.
4. Change the recalculated amounts for the employer’s contributions, where necessary.

- If the changes are not of a permanent nature, you need to edit the Repeating Transactions before importing the transactions in this repeating batch in a normal batch.

- If the changes are of a temporary nature and only apply to a specific period (e.g. the amount for overtime for a month changes, or if a bonus or leave pay is paid), you may edit these transactions after this batch is copied or imported into the batch in the Input→Repeating Transactions menu option.

— digidan 2006/11/02 17:42