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How the system generates ECs 994-999

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How the system generates ECs 994-999.

Introduction

ECs 994-999 are automatically generated by the system in response to changes in the employee's total wage balance during the payroll period.

Contents

Balance Action dependency

ECs 994-999 are generated by the system based on the Balance Action defined in the crew’s Payment tab in Payroll.

The Balance Action “Carry Forward to Next Month” will generate EC 995, and all the rest - EC 994.


When an employee is added to the system their Balance Action is defined by the employment Organization company settings under Payroll > Payment> Balance Actions. By default, it is “Carry Forward to Next Month”.

Details of generation

  • EC 994 Net Wage is generated only when you are making a payment to the crew during the period, meaning the Payment tab has been updated to any Balance Action except “Carry Forward to Next Month”.

  • EC 995 Balance Carried Forward is generated when the Balance action is “Carry Forward to Next Month”, meaning you are not making the payment to the employee in the current payroll period. This EC has a net amount for the period and it is deducted from the crew balance to transfer it to the next period. Why is it a deduction? The system is always leveling and bringing the employee total balance to 0 in a period to be sure that there are no loose ends and nothing is forgotten to be paid to the crew. 

    • If you are running a standard payroll (NOT by employer/vessel), the balance from EC 995 will be saved on ACC17 to be carried forward.

  • EC 996 Balance Brought Forward is generated when there is some due balance from the previous months, no matter what the Balance Action on the Payments tab is. If the crew has had EC 995 calculated in the previous month, EC 996 will always appear automatically. And of course, EC 996 would be paying out a positive amount because it is bringing the net amount that is due to be paid.

    • If you are running a standard payroll (NOT by employer/vessel), EC 996 is paying out the amount saved on ACC17 Balance B/F column. So, if a mistake has happened in a previous month and an employee should not have any balance brought forward, you can correct the calculations by removing the value from ACC17 Balance B/F column.

  • EC 999 Negative Balance Carried Forward will always be generated when the total balance for the employee is negative, meaning the deductions from the crew wage are higher than the crew allowances, no matter what the Balance Action on the Payments tab is. One may find it surprising that the calculation sign on this entry is a plus, but it makes sense when we think about the mentioned above system rule - to bring the employee total balance per period to 0. So, if a person's total has gone negative, EC 999 will even it out, but a negative amount will be transferred to the next month.

    • If you are running a standard payroll (NOT by employer/vessel), the balance from EC 999 will be saved on ACC12 to be carried forward.

  • EC 998 Negative Balance Brought Forward - will always generate when there is some due negative balance from the previous months, no matter what the Balance Action on the Payments tab is. If the crew has had EC 999 calculated in the previous month, EC 998 will always appear automatically. The amount on this entry will always be negative.

    • If you are running a standard payroll (NOT by employer/vessel), EC 998 is paying out the amount saved on ACC12 Balance B/F column. So, if a mistake has happened in a previous month and an employee should not have any negative balance brought forward, you can correct the calculations by removing the value from ACC12 Balance B/F column.

A few additional points worth noting:

  • It is up to you to update the naming of these Entry Codes as you like, but it won’t affect how they are generated by the system.

  • EC 994 can only be created in the same month with EC 995 or EC 999, if EC 994 was paid out to the bank and locked, and after that, some new additional balance appeared and Balance Action was changed to  “Carry Forward to Next Month” or an over-deduction to the crew wage was inserted. In all other cases, in the same period, there will be only one of the three Entry Codes.

  • EC 996 and EC 998 can be created in the same month with ECs 994, 995, 999 if there is a positive or a negative balance due from the previous month.

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