Entry Code Maintenance

Entry Codes are set up and configured under the Payroll tab → Entry Codes and can also be accessed from the Setup tab → Tables → Entry Codes.

Open

The Entry Code Maintenance screen has 5 configuration tabs:

• Entry Codes

• Calculated Amounts and Account Dimensions

• Accumulators

• Categories

• Comments

Open

Entry Codes tab

The Entry Codes tab is used for Entry Codes definition and configuration. Here you can add new entry codes or adjust the existing ones.

Section 1

In the top part of the screen, there is a Manage Menu.

When you open this tab, in the top part of the screen there will be a Manage Menu.



  It contains the controls used for:
      -    creating new entry codes;
      -    deleting/ duplicating the existing ones;
      -    filtering (see more under the Options sub-tab section);

Section 2  

At the left side of the screen, there is a list of all the available entry codes.

• Allowance entries are black.

• Deduction entries are red.

• Net Payments and Total Tax entries (over 900) are blue.

Section 3

To the right of select the Entry Code, there are nine configuration tabs.

Let’s talk about the purpose of each tab separately.

General sub-tab

This tab contains the main information about the payment transaction.

• Entry Code – unique numeric identifier of the payroll entry. Each Entry Table can contain max 999 entry codes.

• Passive – when this option is ON, the entry code will be set to inactive (in case it is no longer used).

• Text – the entry code name.

• Category – a field that allows linking an Entry Code to some Category serving as a grouping criterion for different entries. For more information see the section Categories.

• Alternative Text – the alternative name of the entry code (e.g. in another language).

• Never Tax Exemption (Norwegian only):
  The option is only relevant for the ECs that are normally a part of the basis for a tax deduction (defined with the EC payroll script setup).
  When the option is ON, it excludes any amounts calculated in payroll entries with this EC from the basis for a Norwegian tax deduction.
  When the option is OFF, the amounts calculated will be included in the tax basis according to the person’s tax exemption code (full, half, none).

ADDITIONAL INFO SECTION

Allows to add Payroll (Payment) Additional Info or Text (Comment) to the manual payroll entry.

When you select one of the options and add text or additional Info to the record, a yellow folder icon will appear in the Ref cell, indicating that there is some extra information for this record.

COMMON PAYMENT RECEIVER SECTION

It is possible to link any Entry Code to a Common Payment Receiver. Usually, it is used for deduction entries.

The functionality is designed to be used with any type of electronic bank interface but can also be used for manual processing of payments.

• Common Payment Receiver – used to define common payment receiver from the list of all the receivers that were added in the Contacts module.

• Amount ID - indicates which calculated amount will be fetched on the additional payment list for the common payment receiver and the payment list by entry code.

• Pay Out by Entry Code - option is enabled only when the entry code is a deduction, "Additional payment" is off and the Common payment receiver has been set up in Contacts → Receiver bank → Payroll information tab. It makes a sub-report "Payment by entry code" (on the payment list) to group payments in one line independent of how many persons actually have payment with this entry code. All transactions are included in the telepay file for the following balance actions: Interplay, Bank of Philippine Island, and Banco de Oro.

ENTRY CURRENCY SECTION

For a single Entry Code, an entry currency may be defined. This will be an alternative to companies not using Payscales in certain currencies and is recommended for use only for very special needs.

• Code - sets default currency to be used for the entry field1 (L21) on the Entry Code. L21 is also known as the Amount field.

• Additional Code – outdated, not used.

• For Accounting – affects the currency in the standard Accounting Voucher report. When the entry code is reported in the Accounting Voucher with some account, its amount will be in this currency.

ALWAYS GENERATE ENTRY CODE SECTION

Allows to set any of the existing Entry Codes to be generated together with the selected entry. So-called child-parent relation.

When the Entry Code is defined under the Always Generate Entry Code Section, during calculation, the system will automatically create an auto-generated entry code, in addition to the parent entry.

When a ‘parent’ entry code record is deleted – this auto-generated entry will be deleted as well.

DEBIT/CREDIT SECTION

• Allowance / Deduction - specifies a type of the transaction, whether a value has to be added or subtracted from the Net Entry.

PAYMENT TRANSACTION CODE SECTION

Allows to set a code to be used when generating Telepay files for NETS balance action. Used to create different OS2, OS5, OS8 records in the file for amount of Union & Pension Fund that have different Oversalesart.

Options sub-tab

Under this tab, we set additional calculation requirements that should be applied to the selected transaction.

• Remove from Pay Slip when CaculatedAmount1=0 - If the option is selected and the result of calculations for this entry code is 0 (in other words Calculated Amount 1=0 or L61=0), it will be not shown on the Pay Slip.
  To check more about the Calculated Amount check section on the Calculation sub-tab.

• Advance Entry Code - identifies that this is an advance entry. When the option is ON, this Entry Code will be included in the standard Advance payment list report.

• Unique Auto Entry - If selected, the entry will be created only once during creating Auto Entry. Days (Entryfield2, L22) and amounts (Entryfield1, L21) will be summed if there are several activities generating the same entry.

• Unique Auto Entry by PayScale - enabled only if Unique Auto Entry is set. When it is ON, the auto-entries with the same PayScale will be merged into one.

• Export Quantity to Accounting - If selected, the entryfiled2 (normally days or quantity) of the entry will be exported to an account which is defined with an option Export Quantity selected (Database > Maintenance > Tables > Payroll > Accounts). (Used for exporting data to "Rubicon" system).

• Quantity in Hours - Indicated that the entryfiled2 stores hours, not days. (Used in the report PENSJONSTRYGDEN FOR SJØMENN to calculate a column Dager. The formula is Days = Hours / Hours_Per_Day where Hours_Per_Day is defined in the Global Settings)

• Transfer to History Even If Calculations Are Zero - If selected, the entries will be always transferred to history (from a table PW001PAY to a table PW001PYH) during month closing, even if a calculated amount 1 is 0. Also, such entries will be always calculated during payroll calculation, when the company option Exclude Fixed Entries and Do Not Exclude Fixed Deductions And Fringe Benefits is checked.

• Create Vessel Section on Pay Slip - If selected, the entry will start a vessel section on the payslip reports.

• Allotment Entry - Indicated that the entry is an allotment entry.

• Rounding with Currency - when ON, “Calculated amounts 1-11” will be rounded to the entry code currency if the entry code currency is defined.

• Calculate fixed entries also for de-active persons. If this is a fixed entry and the option is checked, the entry will be still included in payroll recalculation for the de-active persons. It is needed in case the person is to be paid after his/her employment for the company comes to an end, but he should still be paid some additional expenses afterward.

• Calculation After Tax Entry - The entry will be calculated after tax entries have been calculated.

• Generate Leave Days Paid Activity -the option allows selecting the activity(es) that should be generated once this entry code is added. It is required for the entries that payout salary for the accumulated leave days. The generated activity will have the same number of days as the entry, but with the opposite sign, since the person receives payment for those days and they should be deducted from the leave account. You can read more about it in our article on the Leave Account.

• Leave Pay Entry - If selected, a leave paid activity, an activity for which an option Leave Paid is selected in the activity properties in the General Codes table, will be created in the current period during payroll calculation.

• Auto Entry Always by Activity - The entry will be always created as an Auto Entry for a corresponding activity even if according to payscale settings or organization settings it should not be created.

• Show Secondary Currency - For such an entry a second currency amount will be displayed in payslips. The second currency is defined in the company properties.

• Auto Entry by Real Calendar - When the entry is being generated as an Auto Entry, days (Entryfield2) are calculated according to the real calendar, but not 30 days regular.

• Disabled Account Dim2 - The Accountdim2, which normally stores vessel information, will not be filled in during month closing.

• Apportionment - An apportionment entry is handled especially in the accounting voucher.

• Onboard Code - Indicates that the entry is an onboard entry. Used only to have a possibility to see all the onboard entries in a separate view under the Entry Codes Maintenance screen.
  
  
  

   

• Store Daily Worktime - the option is outdated and not used.

• Keep Dim2 When Month Closing - If selected, the entry will keep the account dim2 during month closing if it is a fixed entry.
  If cleared, the account dim2 is reset after being transferred to history (PW001PYH).

• Reduction at Month Closing - Entry field 1 is reduced by a value of a Calculated amount 1 during month closing and saved in a new period: Entryfield1= Entryfield1-Calculatedamount1.

• Set Amounts to Zero at Month Closing - For fixed entries Calculated amounts will be reset to zero (in PW001PAY).

• Show Amount Column with Two Decimals - when set ON then corresponding Entry Code shows field Amount with 2 decimals.

Input sub-tab

On the Input tab, you can see all the fields that are available for the selected payroll transaction.

Some of them are default and can not be adjusted. Others can be customized and used for various purposes.

Those titles will be displayed in the Payroll module when adding or editing this specific entry.

Calculation sub-tab

Under the Calculation tab, it is possible to set up different calculation rules for this entry.

The rules on this page can overwrite what is set for the same fields on the Input page.

You have to be careful and make sure that there is a consistency between both pages.

PRIORITY SECTION

Priority number

Priority number is a parameter between 0-99 which identifies the calculation order of the entry codes. Entry codes with the lowest numbers are calculated first.

Impact on Other Code

When the option is ON, the program runs an automatic calculation of payments the moment this entry has been registered, without having to push the "Calculate" button.

Impact on Screen Accumulators

When the option is ON, the program automatically updates the accumulators for earned/ deducted amounts at the bottom of the entries screen as soon as the registrations are completed, without having to push the "Calculate" button.

ACCOUNTING SECTION

Account DIM2 - Account DIM12

Those fields are used for accounting purposes. Mainly for grouping of the accounts in the Accounting Voucher report.

You can learn more about those fields in the following chapter on Payroll: Accounting principles .

FIELDS SECTION:

Pay Slip sub-tab

On the Payslip tab, you specify what information will be shown on the Payslip report.

The number of columns and their names can not be changed, but the displayed value is specified by the user.

The displayed information can be previewed under the Payroll Module > Payslip tab.

Accumulators sub-tab

On the Accumulators tab, you specify which permanent accumulators should collect the amounts from this transaction.

For more details see the article on the

Annual sub-tab (Danish only)

This tab is used for the configuration of Danish Annual Summary Codes that are to be reported to the government under the selected entry.

• The AS Codes are defined yearly on each entry.
  - The current codes are displayed under the This Year tab.
  - The codes that were used for previous years can be reviewed under the Previous Years tab.

• All the AS Codes are split by the National Code.
  Only the codes defined under the selected National Code will be available for the selection. 

• Each AS Code should be set on the proper entry code field. The field may contain amount or quantity.
  The information under the field will be send to authorities under this containing AS Code.

How to set the AS Code on the entry

To add a new code:

1. Selected the needed field from the available list.

2. Open its details with

3. Click to add an AS code.

EDAG sub-tab (Norwegian only)

This tab is used for the configuration of the Entry Codes to be reported to the Norwegian Tax Administration (Skatteetaten) through the A-Melding under a certain Inntekttype.

The Inntekttype should be set on the proper field containing the amount or quantity.
Based on the selected Inntekttype additional information might be required: Fordel, Beskrivelse etc.

ADP sub-tab (US only)

The ADP sub-tab is available only for companies where the Payroll code is set to the US under Organization Structure -> Company -> Payroll.

This setup will be used for ADP export that is used by American companies.

For each Entry Field and Calculated Amount, we can define the Code Header, Code Value, and Field Header.

The headers are the text strings being displayed in the header record; the code value will be in the Code Header column. The field values, like calculatedamount1, etc. are added in the Field Header column.

Calculated Amounts and Account Dimensions

On this page you can define generic names to be used for the Calculated Amount fields (L61-L71) and Account Dimension fields (L31-L42).

Accumulators

Categories

To provide a more logical grouping to the Entry Codes, it is possible to divide them into Categories.

Under the Categories tab, we define the types of EC Categories that we want to have in the system.

Each “EC Category” consists of a Category Code and Text (like in General Codes) and can be set passive if not used anymore:

1. Code – a unique identifier of this option. Can be a maximum of ten characters long.

2. Name – a category name field.

3. Passive - when this option is ON, the category will be set as inactive.

How to link set the Category on the entry

After the “EC Categories" are defined, you can go to the Entry Code Maintenance > General tab and link each Entry Code to the right “Category”.

The EC Category (Code and Text) will be then displayed in the Entries screen and in the EC Details window.

Comments

Validity Check

In the chapter on the Input tab, we learned about the Validity Check. Which is a functionality that allows adding a pre-defined drop-down list of values to the fields on the manual entry. 

One of the options for the “Validity Check” is Comments. It allows you to add a drop-down list of predefined comments on some input fields.

Once the list is ready and the field is set with the Validity Check > Comments, the drop-down for comments will be available in the Entries tab.