TurboCASH Accounting Software TurboCASH United Kingdom
Select your Country
OPEN SOURCE ACCOUNTING SOFTWARE
HomeFeatures & ScreenshotsShop onlineCompareFAQForumRegisterContact
Community
Free Downloads
Shop
Other Titles

Using TurboCASH

 







SALARIES AND WAGES
ENTER TRANSACTIONS IN THE REPEATING PAYROLL (SALARIES / WAGES) JOURNAL
  
Payroll transactions occur on a regular basis. Staff receiving a salary is paid on a monthly basis and staff who receives wages, may be remunerated 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 therefore recommended that you create a batch or journal 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. 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 Entries menu option. Once the salary calculations are finished, and the pay sheets 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 4 sections in which you may add columns to analyse the payroll for each of your pay groups:
  1. 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 work sheet, which can be used to summarise the payslips for employees:

Columns - for each of the basic salary / wages, allowances, deductions and totals. Name of business, pay type (Salaries or Wages) and the Pay period. Rows - listing the employees and Employer's Contributions. Employee / Personnel details - number and name. Basic monthly salary or weekly, fortnightly wages and any allowances. Tax deductions as calculated on the Tax tables for each employee. Total net pay for each employee, which is taken home. Column totals for all the employees on this pay group. Column totals for all the employees on this pay group. This total should be equal to the net pay all the employees are taking home. Details and amounts for the Employer's Contributions. Total Deductions and Employer's Contributions. Total of the Employers Contributions and Levies (e.g. Skills Development Levy). Total of the basic salary and allowances for each employee. Unemployment Insurance Fund contributions currently calculatred at 1% of earnings.                                              For UK users, NIC National Insurance Contributions. Pension or Provident Fund calculated according to a percentage of earnings, formulae etc. Earnings - Salaries / Wages - you may add or insert columns for any other allowances or remuneration payable. Medical Aid Fund calculated according to a percentage of earnings, formulae etc. Total of all the deductions for each employee. Deductions - you may add or insert columns for any other deductions as necessary. Total Net Pay and Employer's Contributions.

The basic information on this spreadsheet or any other payroll report, the transactions can be entered in the repeating batch.

To Enter Payroll Transactions in the Repeating Batch:
Click on the Edit - Repeating Entries menu option or press the and and keys on your keyboard. The Batch Type selection screen will be displayed.

Title bar. Close or exit button. Select the sales journal batch entry screen. Select the receipts journal batch entry screen. Select the payments journal batch entry screen. Select the general journal batch entry screen. Select the purchase journal batch entry screen. Select the petty cash journal batch entry screen. Select the salary or payroll journal batch entry screen. Open - will launch the selected batch entry screen. Cancel - close the batch type selection screen. Scroll bar. Scroll to view more batches or journals. Select the sales returns journal batch entry screen. Select the purchase returns journal batch entry screen. The contra account for the sales journal is displayed, if the options for this batch is set. The contra account for the purchase journal is displayed, if the options for this batch is set. The contra account for the receipts journal is displayed, if the options for this batch is set. The contra account for the payments journal is displayed, if the options for this batch is set. The contra account for the general journal is displayed, if the options for this batch is set. The contra account for the sales returns journal is displayed, if the options for this batch is set. The contra account for the purchase returns journal is displayed, if the options for this batch is set. The contra account for the petty cash journal is displayed, if the options for this batch is set. The contra account for the salaries or payroll journal is displayed, if the options for this batch is set. Select the depreciation journal batch entry screen. If you have not set depreciation journals, select the general journal batch entry screen. The contra account for the depreciation journal is displayed, if the options for this batch is set. Do not select the Cost of Sales Journal. The transactions will automatically be written up by TurboCASH when Invoices and Credit Notes for stock items are updated or posted to the Ledger.
Select the Payroll Journal (Salaries or Wages batch or General Journal) in which you wish to enter your payroll transactions and click on the button. The Batch Entry screen for the selected journal or batch (e.g. Payroll Jnl) is indicated as a Repeating Entries batch as follows:
  • In the place of the alias *** Repeating Entries *** will be displayed on the title bar.

  • The rows for the transactions are displayed in a light pink background colour.
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 salaries or wages batch up, or if your requirements should change, click on the speed button or icon. Note that for Salaries or Wages, the Amount Entry field should be set to allow both debit and credit.
Enter the transactions in the repeating entry batch. 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 pay sheet 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 in 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.).
Minimise button - inactive. Restore button - click to display this screen to full size and click again to restore it to its original size. Title bar. The name of the selected batch is followed by *** Repeating Entries *** to indicate that this is a Repeating Batch or Journal. Double-click to display the screen in full size or to return to the normal size. Close button - Click to close or exit this screen. Click to delete a selected transaction. Click to insert a row or line above a selected transaction. Click to balance the batch, if the batch is not already in balance. Disabled - you cannot post or update the transactions to the ledger. Click to enter transactions Inclusive or Exclusive of VAT. Click to list the entries or transactions entered into the Repeating Batch or Journal. Click to Erase or List the entries in a Repeating Batch or Journal. Click to set the Options for this batch. Enter the reference number for the transaction. Enter or select the date of the transaction. Enter a description for the transaction. Select the Salaries Expense account for Gross Salaries / Wages and the Deduction accounts (Current Liabilities). Enter debit amounts for the Salaries / Wages  Enter credit amounts for Deduction accounts (Current Liabilities). Scroll bar - scroll to view more transactions entered in the batch. The account number and name of the selected transaction or row. Accumulative total - if a zero (nil) amount is displayed, it indicates that the batch is in balance. The amounts and the reference amount, the Accounting period and the selected Contra account of the Salaries Control account. TurboCASH will generate balancing entries to the Salaries Control account. The total must be equal to the net salaries paid to employees.
Click on the speed button or icon or press the or press the key on your keyboard. 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 General Journal, etc. Note that 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).
Click on the speed button to list the batch. It is recommended that this list is 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. Before importing the transactions in this repeating batch in a normal batch.
Press the key to exit or close this batch. When your payroll is finalised for the specific pay period, you may need to edit the batch if the changes in your payroll are of a permanent nature. If the changes are only of a temporary nature, (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 Batch Entry <F2> menu option.

To Edit Transactions in a Batch:

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. Click on the speed button or icon button to add new rows or lines and enter the basic salary, allowances and deductions.

  2. Change the recalculated amounts for the employer's contributions.
Delete an Employee from the Payroll:
  1. Select the employee number and click on the button to delete each transaction for the employee.

  2. Change the recalculated amounts for the employer's contributions.
If a new transaction (allowance or deduction) is applicable:
  1. Select the row or line and click on the speed button or icon and enter the transaction.

  2. Change the recalculated amounts for the employer's contributions.

Note it is very important to calculate the taxes, etc. correctly. The Tax Authorities issues tax tables which may be amended from time to time and these changes will definitely change the tax amounts which is deductible from the employee's earnings. You may also click in the button of this help file to access the Web Sites of your Tax Authority regarding Employees Tax issues.