Payroll

You might need to deduct something from your employee’s wages for example they might want to pay into a Christmas fund.  Deductions are quick and easy to set up to handle this.

To Set up a deduction

1. Click Company, click Pay Elements.
2. Click the Deductions tab, then click
3. Check or enter the following information:

Status   ■ Fixed – If you choose Fixed, you can change the hours and rate in the employee’s record and, change the hours in Enter Payments.

            ■ Global – Only changes to this payment can be made within Pay Elements Settings.

            ■ Variable – You can change the hours and rates within the employee’s record and in Enter Payments.

Description – Enter a description for your payment type, for example Christmas Fund.

Default Hours/No. – You can set a default number of hours here or leave it as zero.

Default Rate – This is only available if the status is Fixed, Global or Variable.  You    can set a default rate here or leave as zero.

1. In the ‘Deduct this value before calculating’ section, select or clear the check boxes as appropriate>
2. Select or clear the following check boxes:

Include Value in Minimum/Living Wage calculation – If you don’t want to include the rate for this payment when calculating the national minimum wage (NMW) for employees, clear this check box.

Include Hours/No in Minimum/Living Wage calculation – If you don’t want to include the hours for this payment when calculating the minimum wage for employees, clear this check box.  If the Include Rate in Minimum Wage calculation box is clear, this check box is cleared and is disabled automatically.

Include for Holiday Accrual – To include the payment when calculating holiday fund accrual, select this check box.

Auto Advance – If you want the default value of this payment to be used automatically when advancing pay, select this check box.

Include for Weekly averages – If you don’t want to include this payment when calculating 12- or 13-week averages, clear this check box.

Clear to Date at Year End – If you want to clear the balance of this deduction at year end, select this check box, the value of the deduction is kept for reporting purposes.

Include in Timesheet Entry – If you use Timesheet Entry to pay a group of employees and you don’t want to include this payment, clear this check box.

3. Click OK, then Click Close

NOTE If an employee is on a salary sacrifice pension, their contribution won’t be reduced by a deduction.  As a workaround you can reduce the employee’s gross pay or enter a negative payment

If you need help setting up a deduction or need any other help or advice with your payroll, please contact us

Accounts

Supplier Payment

When you want to pay a supplier and allocate it against the relevant invoices etc-

1. Click Bank accounts on the left-hand menu.
2. Click the bank account the money has been paid out of.
3. On the tool bar, click Supplier payment.
4. Check the correct bank account has been selected if not select the correct bank account either by typing in the bank account code or clicking the down arrow and selecting the correct bank account or press F4.
5. Select the correct supplier either by typing in the supplier’s code or by clicking the down arrow and selecting the supplier or press F4.
6. Enter the date you are paying the supplier.
7. Enter a Reference if required.
8. Reference – enter if required.
9. Enter the amount paid and record the payment.

• Full Payment – Click the invoice, then click Pay in full.
• Part Payment – Enter the value paid against the invoice in the Payment
• Multiple payments – Enter the value paid for each invoice in the Payment

10. Click Save and Close.

Record payments to Suppliers in advance.

If you send a payment to a supplier before you received the invoice, you can record this as a payment on account.

1. Click Bank accounts on the left-hand menu.
2. Click the bank account the money has been received into.
3. On the tool bar, click Supplier payment
4. Select the correct supplier either by typing in the supplier’s code or by clicking the down arrow and selecting the supplier or press F4.
5. Enter the payment date.
6. Enter a Reference if required.
7. Reference – enter if required.
8. Enter the amount paid.
9. Click Save then when prompted to post a payment on account, click Yes.
10. Click Close.

You can allocate the payment on account to future invoices for this Supplier at any time.

Memo

Supplier Payments can also be selected from the Suppliers window, just remember to check that the right bank has been selected if not select the correct bank account either by typing in the correct bank account or selecting it from the drop-down menu or F4.

If you would like help entering supplier payment or supplier payments on account or need any other help with your Sage Accounts, please contact us