Some companies use Procountor Salaries and Travel and expense invoices, while the rest of the company’s "http://www.procountor.com/ohjelmisto.asp"financial management runs in another application. Separate functions can be managed in a simple manner but a lot of wasted effort and time can also be used on them.
If you use Procountor only for travel and expense invoices, Procountor is in the role of partial bookkeeping in the company’s accounting. Partial bookkeeping is independent bookkeeping, from which you can transfer information in the form of monthly sums to the general ledger accounting. In this case, the required itemisations are created from the partial bookkeeping.
Salaries and fees
In Procountor, the payment of salaries is easy if you use the full service available for this. You should pay salaries directly from Procountor through a bank account connected to the system, and use electronic bank statements to create automatic accounting entries. The accounting entries should be based on the summaries created by the service, which enables the creation of all required itemisations in Procountor.
It is advisable to open a separate bank account for the payment of salaries, because salaries are paid automatically on the payment date and because the bank statement posts the payments automatically to invoices. You can also include the bank statement of the separate bank account as a bank statement in the general ledger accounting. The accounting entries, however, should also be created on the basis of the Procountor summaries in that case.
The company’s normal bank account could also be used for payments through Procountor, but as the service creates the accounting entries automatically, this would cause unnecessary work in correcting and matching the other payment transactions.
It is advisable to include the company’s main payment account and Procountor payment account in the same Internet bank service. This enables quick and easy money transfers between accounts to cover necessary payments.
Bank statement as a receipt
The Bank statement as a receipt service is necessary to be able match the executed payments to the sent payments. Matching cannot be done if payments have not been executed due to insufficient funds in the account or technical errors in transactions detected in the bank’s validation.
Procountor posts the salaries automatically to different salary and social security cost and liability accounts. More detailing itemising of salaries to general ledger accounting is unnecessary.
If more detailed reporting of salaries at the person level is required, it is possible through Procountor’s Salary reports.
Projects: Salaries and the related social security costs of a person can be posted to a project or divided into several projects. Not all debited rows not have to be posted to a project. The projects must be entered in the service before calculating the salaries. It is, however, possible to add project postings to salaries later on in the accounting period, but the main rule should be to make everything complete right away.
Persons: Salaries are created for each person, so using a person as a dimension is not necessary. For example, you can also sort the general ledger by the person’s name or social security number.
Cost centres/profit centres: Salaries can be marked to four independent dimensions, e.g. profit centres. A dimension can contain several profit centres.
Reports for making accounting entries in the general ledger accounting
The easiest method to create general ledger accounting entries from Procountor, which is used as partial bookkeeping, is to print the accounting period’s general ledger report. Before that, you should create the period tax return of employer’s contributions showing the tax withheld and social security fees on the salaries as monthly total sums. Sorted by general ledger account, the report now shows the entered transactions and their total sums in the accounting period. The total sums are then entered in the general ledger accounting.
If itemisation by dimension is required in the accounting, a general ledger report or an income statement report can be run for each used dimension and used as the basis of the accounting entry.
Procountor also produces a report that itemises the units which have been marked for each dimension at the accounting period sum level. This report allows you to enter salaries in the general ledger accounting system at the profit centre or similar level.
A single salary payment may have been marked in several dimensions, e.g. a project and a cost centre. The service, however, cannot produce a multi-level itemisation. Because of that, each dimension-specific itemisation can be entered for internal accounting only, each dimension separately. The accounting entries required in the general ledger are created from external accounting reports. If this is not possible in the accounting system in use, salaries entered at several dimension levels would be entered several times in accounting. This is, however, not possible to do. The creation of accounting entries in this case would become so complicated that we cannot recommend this alternative at all when using Procountor in partial bookkeeping.
The service produces the income statement and the general ledger. The general ledger can be created by project, person or other dimension. Salary information can be reported by person for certain month and accumulated from the beginning of the year.
Notifications to authorities
Employer’s annual notification
Procountor creates an annual notification of salaries paid to and tax withheld from the employee. This notification also covers the compensations paid to the employee, such as daily and kilometre allowances, consolidated as specified by the tax authority. The notification can be submitted in electronic format through the tax authority’s service.
Employers’ contribution notifications
Procountor creates the Employers’ contribution notice according to the salary dates. The notification can be sent in electronic format to the tax authority. The system also creates a receipt of the notification, which you can pay to the tax authority on the 10th day of the following month through the service, if sufficient funds have been transferred to the bank account for payment. The notification also creates an accounting entry, and payments are monitored automatically through the electronic bank statement.