Issue payslips

Payslips are forms issued to employees recording:

  • Earnings, e. g., wages, salaries, commissions, and bonuses
  • Deductions, e. g., taxes, union dues, retirement savings, or anything else funded by the employee from gross earnings but withheld by the business and paid to another entity on the employee’s behalf
  • Contributions by the business, e. g., retirement plan contributions, charitable matching gifts, or other things paid to outside authorities, organizations, or custodians on the employee’s behalf

Enable the Payslips tab

Before you can issue a payslip, enable the Payslips tab. Under the left navigation pane, click Customize, check the box for Payslips, and click Update:

Some businesses use third-party processing services to manage payroll. In such cases, there is usually no reason to enable the Payslips tab, because individual payroll transactions are not entered in Manager. Instead, lump-sum transactions are entered for each payroll period and individual payroll records are maintained by the outside processor. This can be advantageous when local tax and retirement laws are complex or change frequently.

Payslips cannot be issued until payslip items have created under Settings. See another Guide for procedures.

Payslips also cannot be issued until employees have been entered in the Employees tab. See another Guide for procedures.

Issue a payslip

In the Payslips tab, click New Payslip:

Complete the entry:

  • Date will automatically be prefilled with today’s date, but may be edited.
  • Reference is optional and may be used for internal or external sequences. If the box within the field is checked, Manager will number the transaction automatically. The program will search for the highest number among all existing payslips and add 1.
  • Enter an optional Description of the payslip.
  • Select Employee from the dropdown list of predefined employees.
  • Select an Earnings item from the dropdown list.
  • Additional Description is optional.
  • Units and Rate automatically produce the Amount.
  • A Division can be selected if divisions are defined.
  • Select a Deductions item from the dropdown list.
  • Add further Description, if desired.
  • Enter Amount of the deduction.
  • Again, a Division can be selected if divisions are defined.
  • Select a Contribution from the dropdown list.
  • Add further Description if necessary.
  • Enter Amount of the contribution.
  • Once more, a Division can be selected if divisions are defined.
  • Check the box for Show totals for the period (if desired) and enter a date in the From field that appears. Totals will be displayed at the bottom of the payslip for the period beginning with the entered date and ending with the Date of the payslip.
  • Check the box for Custom theme (if any are enabled) to select a theme.

More earnings, deductions, or contributions can be added by clicking Add line. When finished, click Create to issue the payslip:

Payslips can be emailed to employees directly. Click Email while viewing the payslip:

The payslip will be emailed to the address on file in the employee’s profile in the Employees tab:

Payslip effects

Payslips affect at least three accounts. More could be affected if various payslip items are allocated to more than one account. The first is Employee clearing account, where the net pay amount is posted:

Second are the payroll liability accounts, where both deductions and contributions are posted. All amounts posted to these accounts are owed to outside entities. In this illustration, corresponding to the payslip shown above, income tax and retirement match are posted to Income tax withheld and Retirement fund deferrals, respectively. In both cases, other payslips add to the overall account balances:

Third are the payroll expense accounts, where expenses to the business are posted. In this illustration, both wages and retirement match are posted to Wages & salaries:

Payslips do not record payment to the employee. They only record expenses and liabilities associated with payroll. Further transactions are needed to discharge the liabilities by paying the employee and forwarding deductions and contributions to relevant entities.

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