Pay Wages

•The Bank account appearing (pictured 1.) is the one that you have previously selected as the Payroll bank account. If necessary you can change to a different account from this screen. You will notice that the current balance of whatever account you select is shown at the right.

•The Wage Number (pictured 2.) represents the journal number of the Wage Entry you are about to create. Wages have their own register and their own unique journal number prefix ‘WJ’. Wage Journals can be viewed in their own Tab of their Transaction Register in a similar way to Purchases, Sales, and Disbursements etc.

•Use the combo arrow (pictured 3.) to choose the employee that you would like to pay.

The Employee Selection screen will also show the Job Title, Division and Last Paid date for each Active Employee.

Highlight the correct one, and select (you can use the double-click to select as well as using the Select button). The Pay Wages window will be populated from the data entered in the Employee Maintenance window.

•Use the Reference field (pictured 4.) to record a cheque number for example if you’d like to. This is an optional field.

•The date displayed is generated from the “Last Paid’ date stored in the Employee file, together with the usual Pay Day that you have selected. This date can be overwritten, but you will be warned if you attempt to record more than one wage per employee on the same day.

•If this is the last pay for an employee, tick the Termination Pay check box (pictured 5.) and enter the Termination Date. This date will be stored in the Employee File. See more information on Termination Pays.

•The Description field (pictured 6.) will be populated with the words “Wages for..” together with the employee name and pay date. You may overwrite this description if you need to.

•The fields to the right (pictured 7.) do not require any data entry, but are there to help you check what you have done.

The Hours in Standard Pay show you how many hours were recorded in the Employee file as ‘Base’ hours, whilst the Hours This Pay displays how many hours you’ve paid the employee for in this wage entry.

Pay Day, Pay Period Starting and Pay Period Ending indicate which day and and for what period this pay represents.

Note: These fields are not calculated in an existing Wage entry, only when you create a new one. That means when you open a previously recorded transaction these fields will be blank.

•Leave Entitlements (pictured 8.) give you an immediate snapshot of the number of hours being accrued in this pay, and also how many hours had been accumulated prior to this pay. The prior accumulation will not display if you open a previously recorded Wage entry.

•The Payslip comment is loaded from the Wage Setup screen but you can change it in this screen if required, although the changes will not save for further Wage entries.

•The body of the Wage entry lists all available Pay Types for the Employee with the number of specified hours and the rate if applicable.

To alter what you pay, vary the Hours. Say an employee who normally works 38 hours took one day off sick. Reduce the hours for the normal pay by 7.6 and increase the Sick Pay by 7.6.

The Hours This Pay field (pictured 7.) will remain the same.

When Sick & Holiday Leave are recorded, use the Comment field (pictured 9.) to enter the dates taken. This will print on the Payslip and be a handy reference for both you and the Employee.

If a change is to be made to the Employee wage setup, edit the Employee using the Edit button against their name. Make the required changes, Save and re-select. Wage/Salary types and amounts cannot be adjusted within the Pay Wages window, and must be changed in Employee Maintenance.

Once Commissions (either Buying or Selling) have been recorded on the stock card they can be selected for payment within the Pay Wages window. First the Employee must have a Commissions Pay Type selected, and it must be linked to the Commissions Payable account setting. Click into the Comment field and click the Edit button. The Enter Commission Comment window will open - press the Select Commissions button.

From the Stock Commissions window select by ticking the line items of the Commission you want to include in this Pay. Note that the Paid in Full column indicates to you that the stock item has been paid for.

Once a Commission has been selected into a Wages entry, the wage entry date will be saved back to the Commissions field in the stock card and it will not be available for payment again.

Once Selected, the Commissions are displayed in the Enter Commission Comment field with a description of the stock item to which the Commission relates. Press Save.

Commissions not linked to the Stock Card require a Commission Type allocated to the employee that is not linked to the Commission Payable account setting. Commission amounts are paid by entering the $ Amount, and adding a comment if required. Click into the Comment column and press the Add button. Enter the text required for that line item and press Save.

•Once the Payslip for a Wage entry has been printed, the ‘Has been Printed’ check box will be ticked.

•The Payment grid displays the breakdown of the pay required as specified in the Employee Maintenance.

•The entire Wage Entry is summarised into Taxable Pay (the amount on which tax is calculated according to the individual employee settings), Gross Pay (total earnings before tax) and Net Pay (total earnings less tax and less deductions).

•Click Print to print a payslip immediately or Process to record the Wage entry and print the payslip later, i.e. in a batch.