Payroll: Automatic generation of payroll entries
- Daria Chebotaieva
Introduction
In APM, it is possible to set up the automatic generation of payment entries based on the various calculation rules. This removes a lot of extra manual work from the payroll users and saves a lot of time.
There are two main principles available for the auto-generation:
by the "Activity & Payscale"
by the "Activity & Contract"
by the "Employment organization"
Note: Both principles can be used in combination for different types of entries.
Activity & Payscale principle
The most frequently used setup for the entries auto-generation is based on the "Activity & Payscale".
When it is used the entries are generated according to the person's payscale, activity type, and activity dates.
Activity & Contract principle
It is similar to the "Activity & Payscale" principle, but in addition, it considers Contract datagroup details for auto-creation of entries.
When it is used the entries are generated according to the person's contract (dates, payscale), activity type, and activity dates.
Employment organization approach
The system also allows the creation of entries based on the person's employment organization.
When it is used the entries are created in each period for as long as the person is employed under this company.
Activity & Payscale principle
Activity setup
For the entries to be generated based on the activity type they should be added to the "Auto Generate" section under the Setup > General Codes > Activity Code Properties for the appropriate "Activity Code".
Activity settings limiting generation
Auto Entry Also When Start From 31st
When ON, a one-day auto entry will be generated for the activity starting on the 31st.
By default, it is not generated.
Not Reduce Auto Days
The option is required if the activity overlaps some other activity and you need both of them to calculate the full days, even if the sum of their days is more than the full amount of the days in the month.
When the option is ON, the system calculates this activity separately from the other activities. The auto-entries are not reduced.
Auto Days in Real calendar
By default, Payroll in Adonis HR calculates 30 days per month, even if a month has 31/28 days.
If the "Auto Days in Real calendar" is ON for the selected activity, then the 30 days rule is cancelled. Thus if the person works the entire month the entries, generated by this activity, have the full number of days from this month. Weather it is 28, 29, 30 or 31 day.
Payscale setup
All the payments in the system are calculated based on the person’s Payscale.
For this purpose, the proper Payscale Table/ Code should be set in the "Personal Details" or the "Activity";
Note:
If the Payscale information is added both in the "Personal Details" and in the "Activity details", the payments are calculated based on the Payscale in the "Activity".
If the Payscale is blank in the "Activity", the payments are generated based on the Payscale in the "Personal Details".
If no Payscale information is added in the "Personal Details" and the "Activity details", the payments are not auto-generated at all.
Filtering auto-entries
By default, the system creates all the entries that are set as auto-generated under the General Codes -> Activity Code Properties.
However, it is possible to overwrite this logic on the Payscale Table/ Code level under the Properties -> Transaction Codes.
Here's how it works:
If no Transaction Codes are set on the Payscale Table/ Code, ALL the Entry codes are generated based on the Activity Code setup.
If some Transaction Codes are selected on the Payscale Table/ Code, then only those entries are generated on the condition that they are selected on the Activity Code as well.
Note: If no entry is set on the Activity Code it won't be generated under any condition.
Filtering might be required if you have a payscale that shouldn't generate certain entries, while others do. |
Filtering payment activities
On the Payscale Level, it is also possible to filter off the Activities generating payments for the crew.
The setup is located under the Properties > Auto Generate section.
Here's how it works:
If no activities are filtered, ALL the activities generate payment entries.
If some of the Activities are selected, then only they will generate payments for the crew.
Filtering might be required if you have a payscale that doesn't pay for some activities, while others do. |
Settings limiting generation
Several Payscale options affect the generation of payments.
It is very important to consider them when performing the setup for the first time.
Include planned activities in calculation & always calculate opened activity to estimated end date.
When ON, any current and planned activities with this payscale will be calculated in payroll to the Estimated End Date (EED). If the payscale in activity details is blank is blank, then payscale from personal details is used.
Calculate Sea Service to Estimated End Date
If ON, current sea-service activities that end before the payroll period end, will be calculated till the Estimated End Date (EED). If the EED is greater than the period end, then up to the end of the payroll period.
If OFF, current sea-service activities will always be calculated till the end of the payroll period, regardless of the EED.
Ignore Estimated End Date If Less Than Today
Available only if the previous option is on. When set, the system ignores EED if it is less than today and uses the current date instead.
Auto Entry Also When Start From 31st
When ON, a one-day auto entry will be generated for the activity starting on the 31st. By default, it is not generated.
Vessel location
In APM it is also possible to split all the entries generated from activity by the Vessel Location.
It means that, for example, Basic Wages entry may be generated several times within one period, depending on how many Vessel Locations the vessel is crossing within this period.
For this function to work, the following steps should be performed:
Step 1:
Split by Vessel location option should be enabled under Global Option > Payroll with corresponding activity types selection.
Step 2:
The vessel locations should be defined under Setup > Tables > Cost Dimension Intervals > Vessel Location.
Note: There shouldn't be any overlap in dates/time on the locations for the same vessel otherwise it will result in the generation of duplicate payment entries.
Activity & Contract principle
It is similar to the "Activity & Payscale" principle, but in addition, it considers Contract datagroup details for auto-creation of entries.
When it is used the entries are generated according to the person's contract (dates, payscale), activity type, and activity dates.
Employment organization principle
The system also allows the auto-creation of entries based on the person's employment organization.
When it is used the entries are created in each period for as long as the person is employed under this company.
The setup is performed on the Organization level, where you select the entry codes to be generated regardless of the activity and payscale settings.
To activate this function:
Open the Setup > Organization Structure > Unit Properties > Payroll > General.
Enable the "From Company Properties" option.
Select the entry codes to be generated based on the organization level under the "Auto entries To be Generated" section.
The entries will be generated as long as the crew is linked to this unit under the Personal Detail > Employment > Organization/ Company.
Employment limitation
The auto-generation of entries in APM is limited by the employment period of the person.
The payments are always generated starting from the Employment Start Date of the person set under Personal Details > Employment.
Note:
If the crew is not employed the payments will not be generated.
If the registered Activity starts earlier than the Employment Start Date set in Personal Details, then the number of days on the payment entries will be reduced.