New salary lists can be created in Salaries > New salary list.
Creating a salary list
If the company has salary periods and holiday salary calculation in use, you can select the proper period from the Salary period drop-down menu, and the system fills in the rest of the fields automatically. You can edit the information in the fields.
When using salary periods, the start and end dates of the salary period must belong to the same calendar month. If the company does not have salary periods in use, start the creation of a new salary list by entering the salary list name, the start and end dates of the salary period, and the date, pay date and pay day of the salary list. In the Pay day field, enter the date when the salary is to be available to withdraw in the beneficiaries’ bank account. The Salary pay date is the date when the salaries are debited from the payer’s bank account. Salaries paid as SEPA salaries, i.e. using the Salary payment function, are available in the beneficiary’s bank account on the next banking day after the debiting date.
The pay day defines the month of the period tax return that the employer payments on the salary belong to. The pay day is also used as the basis for information in the annual notification and notifications to pension insurance companies and to the unemployment insurance fund. The salary list date defines the accounting date of the salaries; for example, if you pay salaries in July, but you want to enter them in the accounting for June, you must select a date belonging to June as the salary list date. In this case, the start and end dates of the salary period do not need to be in the same calendar month (for example, if the salary period is exactly 2 weeks, the start and end dates may occur in different months).
In the Additional information field you can enter unlimited number of characters as additional information that is shown on all salary slips belonging to the salary list.
You can use the Select file button to import salary information from an external file. See instructions for creating a salary information import file.
When you have entered the information in the upper section of the New salary list view, select the persons to whom you want to pay salaries using the Search persons button. The button opens the Search person view, which shows all persons who have a bank account number entry in the person register. Inactive persons are not shown on the list. You can search persons by name, social security number and person group. Select the appropriate persons by ticking the box in the leftmost column. The Select all button enables you to select all the persons on the list at the same time. The Clear button removes all the selections.
When you have selected the persons, click the Add to salary slip button. This returns you to the New salary list view, which now shows all the selected persons on the list. If you have not yet created the salary base for a selected person, he or she is not shown on the list and you are notified of that.
You can edit the salary slips of the persons shown on the list (e.g. you can enter the hours in the Amt field for an hourly paid person). You can tick the No data box on the salary slip if the person is on a long period of unpaid absence that accumulates holiday rights (e.g. maternal leave). In this case, the person’s salary slip is created without rows but is, however, saving the amount of days warranting holidays. If the person has been marked in the Salary info view’s Absences page as being absent for the salary period, the box is ticked automatically as default.
You can also change the employer payment percentages in the list, e.g. when entering the previous year’s salaries and the percentages have already been changed in the system.
If the person has long unpaid absences that do not accumulate holiday rights, the amount of those absences can be entered in the Unpaid absences field. The amount entered in the field is shown in the Salary slip view’s Absences field and in the Holiday rights report’s Absences column. The amount in the field is considered when calculating accumulated holidays, so you need not change the amount of days warranting holidays. For a person with monthly salary, unpaid absences automatically decrease the monthly salary by changing the value in the Base salary row’s Amt column (precision 4 decimals). You can manually edit the value in the Amt column according to need.
You can remove a person from the list by clicking the Remove person button.
When all the information is correct, click the Save button at the top of the view.
If you are creating salary slips for a period already reported in a period tax return containing employer payments, the system notifies you of that. The
amount of tax days is calculated automatically according to the start and end dates of the salary. The amount of tax days affects the calculation of the person’s income limit for the salary period (Tax card A and Tax card A - Cumulative). If the person has Tax card A - Cumulative in use, the actual amount of days in the month is used as the amount of tax days. Note! If the person has Tax card A - Cumulative in use, salaries paid in the same salary period are considered. If several salary lists are created for the person during the same salary period, this must be considered in the Amount of tax days field. For example, you pay the person’s monthly salary in one salary list in January, and compensation or bonus in another salary list in the same month. When you pay the monthly salary in the first salary list 1-31 January, the amount of tax days (31) is automatically saved as the amount of used tax days for that person. When you create the second salary list for the same salary period, the amount of tax days must be edited to 0 (to prevent using 2*31 tax days in January). When you zero the amount of tax days in the person’s second salary slip, the system calculates the tax withholding correctly considering the salary already paid in the same period.
When you click the Save button, the salary list opens in the Salary list view. If you want to edit a person’s salary slip (e.g due to overtime), select the person and click the To person’s statement button. You can remove a person from the salary list by clicking the Remove person button.
You can add person to the salary list by the Add person(s) button. The button opens the New salary slip view, where you can add more employees to the salary list. A person can exist on a list once only.
The person’s salary slip
The button To person’s statement opens the person’s Salary slip view.
The Salary type search button allows you to retrieve salary types from the salary type register to the salary slip. In the salary type register, you can select one or more salary types that you want to add to the salary slip. You can select several salary types at the same time using the Ctrl and Shift buttons. When you have selected the salary types, click the Add as salary row button.
You can also search Salary types in the list by salary type name, salary main type, or salary type group. When you have entered the search criteria, click the Search salary types button.
By default, use of own salary types is prohibited in the Usage settings. If you change this setting, you can also write your own salary types in the salary slip, but it is preferable to use the existing salary types. You can add your own salary type using the Add row button, which opens an empty row in the salary slip.
The Copy row button allows you to also copy rows other than the basic ones. The button creates a new row which is identical to the selected row.
The Delete row button allows you to delete rows from the salary slip.
The Delete all rows button allows you to also delete the basic rows, which cannot be deleted in the salary info. When you use the Delete all rows button, it is replaced by the Create basic rows button, which can be used for restoring the basic rows.
You can edit the row information with certain limitations. The information that cannot be edited is shown in grey font, except the Total column. Even if you can delete basic rows, the Basic salary row only can be edited. You can edit the Salary type text as you wish, e.g. add specifications. Modifications of the texts do not affect reports, accounting or notifications to authorities. The Salary main type cannot be changed, unless you allow the use of own salary types. For each salary type, there is an “Other xxxxx” salary type where you can enter what you need. You can change the Amount, Unit and Price (if not defined through Payment-%) as required. The values in the Total columns cannot be edited, because they are the product of the Amount and Price. In some salary types, you can change the Payment-% as you like and it affects the Price.
The Slip info button displays or hides the Slip info in the lower section of the salary slip view. In the Slip info you can edit the name and address information and change the salary channel. In the slip info you can enter an unlimited amount of text, which is printed in the upper section of the salary slip. In the notes, you can enter an unlimited amount of text that is not shown to the employee, but is shown in the accounting view of the salary slip. In the section on the right hand side, you can edit information related to dates, when the salary slip has been created using salary periods.
When a person who has monthly salary is on holiday, you must reduce the value in the Amount of days warranting holidays field by the amount in the Amt field of the row Holiday pay, monthly wages (this is the amount of work days during the holiday period). Before entering the amount, you must enter the holiday salary rows. If you enter the amount of work days during the holiday period in the row Holiday pay, hourly wages in the salary slip of an hourly paid person, you must reduce the value in the Amount of days warranting for holidays field by that amount.
The Payment info button displays or hides the Payment info in the lower section of the salary slip. The Payment info contains the tax card, salary gross and net sums in the salary slip and the shares of the employer payments.
The slip info and payment info cannot be displayed at the same time.
The Save button saves the completed salary slip.
With the Previous and Next buttons you can move to the previous or next salary slip.
If it is necessary to calculate a negative salary, you can do it by adding a minus in front of the base salary, which automatically changes the signs of the other basic row. You must change the values of rows other than the basic rows manually.
Approved salary list
When each salary slip in the list is ready, click the Approve button, which changes the status of each slip to Approved. Approved salary slips are not yet included in the period tax return.
The Restore to unfinished state button allows you to restore the salary slip in status Approved to status Unfinished.
When the salary list is in status Approved, you can send salary slips to all persons in the list by clicking the Send button. If you send salary slips through the Salary list search function, all slips on the list are sent. If you want to send salaries one by one, you can do it through the Salary slip search function. Salary slips in status Sent or Approved, can be sent one by one by the Send button, which can be found in Receipt search by clicking the right mouse button. Then, the system asks you to verify if you want to resend.
If the salary channel specified in the person’s salary info is Mail, the salary slip is sent by mail to the person’s address shown in section Slip info in the salary slip view. By default, the address is the same as that in the business partner register. If the selected salary channel is No sending, the salary slip is not sent, but the person can view their own salary slips in Procountor. If the selected salary channel is email, the salary slip is emailed to the email address shown in the slip info. By default, the address is the same as that in the business partner register. The salary slips are set to status Sent. The salary slips in status Sent are included in the period tax return. You can view the sending date of the salary slip in Receipt search using the right mouse button and selecting the Invoice information option from the menu.
You can pay salaries through Receipt search Search for receipts waiting for payment. You can find the salary slips by searching receipt type Salary. Salary slips in status Sent can be paid by using the Payment button in the salary list.
From the Domestic payments selection you can go to the Receipt search function’s search for receipts to pay. You can also pay several salaries at the same time with the Payment of multiple invoices function. You can also pay salaries one by one in the same way as purchase invoices using the Payment function. Salary slips with net 0 must be marked Paid elsewhere in the Payment view.
The To person’s statement button opens the Salary slip view.
The Preview button opens the persons salary slip in printable format in a new browser window. The system first asks if you want the output in HTML or PDF format. Read the specification of the information in the printable salary slip.
All salary slips in the salary list are available as a compact ZIP package in the menu under the right mouse button. In the package, each salary slip is included as a printable PDF file.
The Accounting allows you to view and edit the salary slip’s accounting view. Accounting entries are created upon approval of salaries.
The Salary list button opens the salary list in HTML format in a new browser window. You can print the salary list using the File/Print function.