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.

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

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

• Advance Entry Code - identifies that this is an advance entry. When 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.

  Note:

  Be careful using this option. You may get a wrong result when a person has some activities linked to different Pay Scales.

  For example, a person has an onboard and travel activities assigned to different Pay Scales (so the rates are different) and different vessels during one payroll period. For both activities a Basic Wages entry is to be created. When the option is cleared, two entries are created:
  So a result Basic Wage is 1576,67. But if we select the option, we will get one entry, but its amount differs.

• 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 came to an end, but he should still be payed some additional expenses afterwards.

• 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 the real calendar, but not 30 days regular.

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

• Apportionment - An apportionment entry is handled specially 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

The flexibility of the approach used in the Payroll module is that a customer can specify themselves which information is to be input and stored for each payroll transaction. On the Input tab you can see all the fields that are available for the entry.

Normally Entry Field 1 is used to input amounts, Entry Field 2 is for days or quantities, Dimension2 is often used to indicate a vessel.
To the left you can see special codes (e.g. L21-L36). The codes are to be used in payroll scripts during payroll calculations.

Columns:

1. In the Column Heading column you can specify which columns titles are to be shown in the Payroll module when adding or editing this specific entry.

   Info:

   The name defined here will override a generic name give to each Calculated Amount fields (L61-L71) and Account Dimension fields (L31-L42) that is applied to all Entry Codes.
   See section Calculated Amounts and Account Dimensions for more information.

2. The Enabled flag indicates whether this field will be editable in the Payroll module. Not only if you do not plan to use this field, you set it to disabled. Also you may set a field disabled if the entry is auto calculated, which means the fields are filled in automatically and are to to be changed afterwards.

3. The Mandatory flag defines whether a field is mandatory.

4. Validity Check - column you can set up if a field should be filled in automatically with some information. When Validity Check is defined, a drop-down (with default option list) will be available for this field under the manual Entries screen. (e.g. Pyascale Table/Code override, Cost Place, Comments, Activity selection etc.).

Comment/ Text (L38):

1. It is possible to open the Text field (L38) for direct input.
   Open Input tab of the entry code.
   If you have a field Text or Comment, and this is not used for this entry code, tag the check-box for Enabled column for it. The field will become editable.
   If you leave the Column Heading field blank, Text will be shown as a column heading in the entries screen. Change it if you wish another column name to appear, e.g. Description or Comment.
   In the same way you can make any available filed to be the Comment field. Just type "Comment" in the Column Heading and set the field enabled.

2. You can see the Text field is enabled in Payroll -> Entries screen, you can input any comment there.
   There are two options of what will be shown as a comment in the report. When entry code is defined a currency code, it will show the currency code of the entry code + the amount of Entryfield1. So, in our example the payslip will show USD 80.

3. If we remove the currency, then the comment from the Text field will be shown in Pay Slip:
   Please note that the text will not be shown if Additional info was added to Ref cell as described in item 1 above. If it exists, the additional info will be shown. If not, only then the Text will be printed in the Pay Slip.

Calculation sub-tab

Under the calculation tab For each Entry Code it is possible to setup different calculation rules.

The rules on this page can override what is set for the same fields on the Input page, one has to be careful and make sure there is a consistency between the setting on this page and what is set on the Input page.

PRIORITY SECTION:

• Priority number
  
  This is a parameter between 0-99 which denotes the order of the calculation of the entry codes. Entry codes with the lowest numbers are calculated first. An example is Union fee deduction which has to be calculated as a percentage of gross payroll. The entry for Union fee deduction then needs a higher number for priority then entry codes which are part of the gross pay, in order for the basis to be in place before the percentage calculation are performed. If there are 2 entries that mistakenly have the same priority, even if one depends on the other, you may have a random result of the calculation. In one calculation you may have the correct result, and in the next calculation you may lack the basis from the other entry and the system appears unstable.
  

• Impact on Other Code
  
  When the option is selected, the program will run an automatic calculation as soon as the entry has been registered, without having to push the calculate button.
  

• Impact on Screen Accumulators
  
  When the option is checked, the program will automatically update accumulators for earned/deducted at the bottom of the entries screen as soon as the registrations is completed, without having to push the calculate button.

ACCOUNTING SECTION:

• AccountDIM2 - AccountDIM12
  
  Additional dimensions to the accounting, where values can be fetched from various fields in the database based on the unique fieldnumber system in Adonis. For more information see Chapter 2.03. If there is a reference to a single field, then it is only @ in front of the field or value. If a fieldnumber which does not exist is entered, the value is returned in a way that it is not written. For instance, @AAA will appear as AAA in the dimension where it is entered, since AAA is not a valid field in Adonis. You may also refer to a formula in a script file, by using for instance @@ADO:123.
  Quantity 1 - 2: Can be used to calculate a quantity extending what is usually registered in entryfield2 (Input page).

FIELDS SECTION:

• Script
  
  In Script file, the entry code is connected to a script file for calculation of calculated amount 1-11, and the temporary accumulators. One script file can contain numerous scripts. Normally the system is set up to have one script for one entry code, where the script number correspond to the entry code. That is, entry code 001 is connected to script 001. Entry code 002 is connected to script 002 and so on.
  
  A script file is an ordinary text. By right-clicking on the Script field and selecting Edit, you have a possibility of editing the script for this entry code. In Adonis the parameters for calculation of payroll, fees and so on is done in the script. See more about the structure of the script file and their functions in chapter 2.02.06 Anatomy of a calculation script. Exceptions to this is the automatic tax calculation of Norwegian tax, where the parameters and limits are located in a separate text file and is distributed as part of the yearly update.
  
  For a more detailed description see our articles on Payroll Script, Fields available for Payroll Scripts
  

• Calculated Amounts (L61-L67)
  
  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 in the system:
    -  Calculated amount 1 (L61) is commonly used for collecting total amount from each EC into the total Net Pay entry code. That is why for this calculated amount we usually set account numbers on the Entry Code level.
    -  Calculated amounts 2-11 (L62-L71) are mostly used for different special charges (leave days account, employee/employer fee, etc.)

  Info:

  A generic name for each calculated amount can be set under Entry Codes setup -> Calculated Amounts... > L61 – L71, that will be applied to all Entry Codes.
  See section Calculated Amounts and Account Dimensions for more information.

  The generic can be overwritten on the Entry Code level under Entry Codes -> Calculation tab. Meaning that you can give different names to calculated amounts on individual Entry Codes.

• Accounts Debit/Credit
  
  For the amount, you enter the account number for this entry. Usually debit for a payment entry and credit for a deduction. The system supports alphanumeric account numbers and conditional accounting. That is, you enter an accounting rule in a formula and the entry can be accounted to different accounts depending on the result of the formula. The formula can decide on different accounts depending on other parameters in the system. All account numbers must have @ in front of the account number. References to a formula must be done with @@ in front of the script reference.
  
  For more information about the accounting check https://confluence.adonis.no/display/KB/Accounting+in+Adonis

Pay Slip sub-tab

On this tab you specify what information will be shown on the Payslip tab in the Payroll module.

Accumulators sub-tab

On this tab you specify what amounts should be included into the Permanent Accumulators.

For more details see article on the Accumulators (the article is under development).

Annual sub-tab (Danish only)

This tab is used only for Danish customers to setup the rules for reporting of the amounts to Danish authorities.

The Annual sub-tab is divided into:

• This Year - allows you to make Annual summary setup for the current year.

• Previous Years - in this tab you can check Annual summary setup for any given historical year.
  
  For both tabs you can set certain Entry Fields and Calculated Amounts to be reported to Danish authorities under certain AS Codes (for more information see Calculation and Input sections).
  AS Code provides you a drop-down selection according to list defined in AS Codes Maintenance.
  
  Each of data source fields "ASC DS (1-6)" can be set as mandatory (grey background)/available for editing(white)/empty (blue) according to setup in Maintenance.
  
  Some extra functionality is available when national payroll code is "DK -Danish": for tab "This Year" several values can be defined for any Field No. Expand a Field, then use "+" to add as much AS Codes as you need. You can add same codes but with different values as well. For other national payroll codes only one AS Code can be defined per field.

• ASR Code section (at the bottom) displays headers that were defined for AS Codes in Maintenance.

EDAG sub-tab (Norwegian only)

The EADG sub-tab is available only for companies where Payroll code is set to NO under Organization Structure -> Company -> Payroll.

On this tab you setup what certain Entry Fields and Calculated Amounts should be reported to Altinn and configure that reporting settings for each amount.

For more information see Calculation sub-tab and Input sub-tab sections.

ADP sub-tab (US only)

The ADP sub-tab is available only for companies where Payroll code is set to 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: 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 value, like calculatedamount1, etc. are added in the Field Header column.

Calculated Amounts and Account Dimensions

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

For the Calculated Amounts, the names will be displayed under:

1. Entry Code Maintenance -> General tab -> Calculation sub-tab.

2. Payroll Module -> Entries/History tabs -> Entry Code details window.

For the Account Dimensions, the names will be displayed under:

1. Entry Code Maintenance -> General tab -> Input sub-tab.

2. Entry Code Maintenance -> General tab -> Calculation sub-tab.

3. Payroll Module -> Entries/History tabs -> Entry Code details window.

Accumulators

On this page you can define names to be used for permanent accumulators.

The names you set here will be displayed under:

1. Entry Code Maintenance -> General tab -> Accumulators sub-tab 

2. Payroll Module -> Accumulators tab.

Categories

In order to provide a more logical organization of Payroll Entry Codes it is possible to group all the Entry Codes into the Categories.

And under the Categories tab we define the types of EC Categories that we want to have.

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 maximum 10 characters long.

2. Name – the actual text for Comment.

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. On the Entry Code setup there is a lookup field to choose which Category this EC belongs to.

The EC Category (Code and Text) columns are also displayed in the Entries screen and in the EC Details window.

Comments

In chapter on the Input sub-tab we learned about the Validity Check. Which is part of functionality that allows to add a default drop-down list in some fields for manual Entry Codes.

One of the options for Validity Check is Comments. It allows you to add a drop-down list of pre-defined comments to be available for selection in some field on the Entry Code.

Under the Comments tab, you defined the options list for this drop-down.

In order to add/remove an option, you need to use the control buttons at the bottom of the screen.