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Accounting in Adonis

In this chapter, we will talk about how Accounting is organized within Adonis. 

We will learn how to set it up the accounts and link them to the corresponding payments. 

We will also go through the accounting reporting available in APM and discuss the integrations we have with external accounting systems such as Vima, Oracle, ShipNet, etc.

Accounts definition

Accounts are defined under Setup > Tables > Payroll > Accounts.

Open

Once you open the configuration tab you will see the following screen.

Here you can add new accounts and configure them.

Setup options

Accounts and Payroll Entries

After you have created the accounts you can set them up to be reported under the required calculated amount on the Entry Code. Each of the amounts is reported as Debit or Credit depending on whether it is earning or deduction.

The setup can be done individually per Entry Code or for all the Entry Codes under the selected organization at once.

We will learn about each of those options separately in the following chapters

Calculated amounts 1-11

As we learned previously, Adonis allows you to run and save the result of multiple calculations within one entry code record. In total, there are 11 amounts that can be calculated and accounted Debit and Credit per one payment entry record. 

Account numbers can be set both as Debit (for an allowance) and Credit (for a deduction) for any of the calculated amounts. It is used as the balancing of positive and negative amounts reported under certain accounts.

It is quite common that a transaction code should be balanced several times, for example when the entry code is reported with several calculated amounts and each amount should be reported under its own account.

Setup per Entry Code

In order to make the setup per Entry Code, you need to open the Payroll Module > Tables > Entry Codes.

Here you can select the needed Entry Code open the Calculation tab > Fields and set up the accounts to be reported for the needed calculated amounts on this Entry Code.

• Each account code should be added with @ sign in front of it. e.g. @5000

• You can also set up a script for adding different accounts to the selected calculated amount based on a more complex rule e.g. different accounts per vessel/ department. To add a script use @@ signs in front of it.

Setup per employment organization

Accounts Debit and Credit

There is a possibility to set up the accounts specific per employment organization that is set under the Personal Details.

This is done under the Setup > Organization structure > Selected organization > Payroll > Accounts section.

Here you can set up the accounts in the same way as with individual Entry Codes. The difference is that the accounts that you set on the organization level will be applied to all the Entry Codes.

The setup on the Entry Code is prior to the setup on the organization level. 

• Each account code should also be added with @ sign in front of it (e.g. @5000).

• You can also set up a script for adding different accounts to the selected calculated amount based on a more complex rule e.g. different accounts per vessel/ department. To add a script use @@ signs in front of it.

Account No. for Rounding Off

At Adonis HR it is possible to set up the account number for rounding. 

This account is used in the reports to show the unbalanced Debit/ Credit difference. 

The setup is located in the Organization Structure > Payroll > Accounting > Account No. for Rounding Off, where you can:

• Set up the generic account for rounding on all the dimensions under the Account No field.

• Set up separate accounts for rounding for each of the dimensions.

The common practice is to use the generic account for rounding on all the dimensions.
Usually account 999999 or 000000 is used for this purpose.

Accounting Dimensions (DIMs)

Under the Entry Codes Maintenance > Calculation tab, there is also another important section called Accounting. It contains the fields called accounting dimensions (DIM). 

In total, there are 12 dimension fields per each Entry Code (DIM1-12). Their main purpose is grouping.

The grouping can be various, depending on your needs:

• by company/vessel/department/position number or accounting code

• position cost place

• project etc.

The grouping is very important. It is used in the reports to provide a more meaningful and readable differentiation of costs by accounts.

Setup and Configuration

Generic names for account dimensions (DIMs)

Grouping by organization/vessel/department/position accounting codes

When some organization unit has a unique accounting code we can add it under the Organization Structure > Accounting Code fields and then refer to it under the desired Accounting Dimension.

The code can be added on the following levels: company (vessel pool)/ vessel/ department/ position.

In order to add a reference to the Accounting Code field on the Entry Code the following codes are used:

• H54a Company accounting code

• H54b Vessel accounting code

• H54c Department accounting code

• H54d Position accounting code

Accounting Voucher Report

Report Options

Standard Handling of Net Pay Account

• to be updated

Alternative Account No. 

• When ON, the report shows the alternative account numbers instead of actual.

List Details of Rounding Off Account 

• When ON, the report shows the details of unbalanced debit/credit amounts broken down per person so you can check and correct them. If not selected, the total unbalanced amount will show not broken down by persons.

Accounting by dimension in payment currency

• If ON, all accounts will be with Payment currency.

• If OFF, then the currency on the accounting voucher can be overridden by the settings of the account. under Setup > Tables > Payroll > Accounts > Export Currency column, the logic is described in section 1.1 Setup options.

Select Persons from Crew List 

• When ON, the report collects the data only based on the opened crew list view selection of persons (including any filters applied).

• When OFF, the report performs a selection of data based on the current client.
  e.g. It will collect the data for all persons employed under currently opened client and organization units below it.

Exclude Entry Code (Payment Amount) in Company Settings

• When ON, the report excludes certain Entry Codes from the accounting file exported from Accounting Voucher by using Organization Structure settings on the company level (settings used for export to Visma and Navision systems)

Organization options 

There is a set of options that impact the work of the Accounting Voucher report. The options are located under the Organization Properties > Accounting tab > Accounting sub-tab.

Let's check how each of them in detail:

Net Wages split by DIM2  

• to be updated

Net Pay Account Always Collapse 

• When ON, the costs from the Net Pay account are not broken down by the accounting dimensions.

No Rounding on Main Account 

• When ON, the Accounting Voucher report doesn't rounds the amounts to the whole value. 

• When OFF, there is rounding. 

Accounting Voucher sorted by DIM9 

• to be updated

Accounting by Person Connection to Current Client 

• When ON, the Accounting Voucher selects the data based on the current client.

Producing the report

When we produce the report we will see the following screen that is split into different levels:

1. By account number;

2. By account number and entry code;

3. By account number, person, and entry code;

4. By account number and account dimensions;

5. By payment currency, account number, and entry code;

6. By payment currency per account number.

Balancing

All the payroll entries registered with accounts Debit and Credit under the Calculated Amounts 1-11 will be included and balanced in the Accounting Voucher.

If there are entries that have not been balanced, they will not be included. It is therefore important to set the "Account for rounding the unbalanced difference" to identify the unbalanced amounts.

View "By Dimension"

When the accounting voucher "By Dimension" is chosen, the accounts are split by the accounting dimensions from the Entry Code. 

Which dimensions are applicable for each account depends on the setup under the Tables > Payroll > Accounts > DIM (1-12). Re-check the chapter "Accounts definition" for more details.

Export to Accounting System

In APM it is possible to make export accounting data into some accounting systems.

The export works in the following way:

• We create an import file for the selected accounting system in the Adonis Personnel Manager.

• Then this file should be uploaded manually by the user into the accounting system. 

Export Routine

To perform the export you need to open Accounting Voucher > By Dimensions View and initiate the export with the “Export to Accounting System” button.