Users are added one by one to the Person register in Registers / Business partners, after which the user can be attached to the Salary register in Salaries / Person register by defining the salary basic info and salary basis. Then, a salary calculation can be created for this person in Salaries / New salary list.
Adding a user
In the company’s user management, i.e. in section Management / Users and privileges, you can define the user rights of each person. The user rights define which functionalities are shown on the menu of each user. Based on the rights defined here, the use can perform different functions.
For definition of user rights, there are the following roles:
- Payment transactions,
- Main user,
- Payroll accountant,
The predefined roles can be modified simply by changing the role from the drop-down menu. The only exception is the Personnel role that cannot be modified. It is advisable the Main user only (and his/her backup) has full rights to the user management of the company. These persons are authorised to modify the user rights of everyone. No role has the right to pay bills by default.
In the Personnel role, the user only has the right to create and view his/her own travel and expense invoices, view his/her salary information and edit his/her personnel data.
Note! To be able to create travel and expense invoices, the user in Personnel role has to have his/her full social security number entered in the personal info (Management/Personal infos and settings) and in the business partner register, where he/she exists as a Person.
The Main user is authorised to all activities except payment transactions. Every company must have at least one Main user. The Management / approver role can be used in cases when the management does not want to participate in updating data but, however, wants to browse the information content of the system and create reports. It is not a must to select a predefined role for a user but the role can also be Customized.
Creating new user
Users can be added to a company by creating a new user-name or setting an existing external user-name as the user. If the user already has a user-name, it is recommended to use the Add existing user option to avoid the situation where one person has more than one username.
Users are added in section Management > Users and privileges with button Create new user.
Creation of a new user is started from the upper menu by button Create new user. First, the system asks you to enter user info of the new user. The user’s first and last name, email address and user name are the only mandatory entries at this stage. The username must be unique. If the username already exists, the system displays an error message and asks you to enter another username.
User is able to update his/her information later on the Management > Personal infos and settings page. Once entered correctly including the control characters, the social security number cannot be changed or removed later.
Adding an existing user-name to the company can be done by selecting the option Set an external user-name as the user. The system asks for the desired user-name and, if it exists, adds it to the company. In both methods, the new user has no rights to any functionality by default.
The user rights are set in section Management / Users and privileges by selecting the added user first and then pressing the Edit user rights button. First, you select the proper role and edit the default options if needed. Should the role be Customized, you must set the user rights one by one. When you have finished the user rights, select Save. You must then notify the new user of his/her user-name and password, and and him/her to change the password when signed in the first time.
When signing in for the first time, the user does not need a one-time password list but it will be automatically created for him/her then. The system displays a welcome message and upon acknowledgement of that, the user will be shown a list of one-time passwords. You can copy/paste it to Notepad or Word to it save or to print it out. Show password list (HTML) and Show password list (PDF) can be used to produce the list in a printable format. The PDF list can be printed out and folded into a credit-card format, which is easy to keep with you. Show buttons can be used to display the list in a pop-up window. If you want to do this, please make sure to allow pop-ups from Procountor before you sign in.
Adding a person to the business partner register
The company’s employees must be added as Persons in section Registers / Business partners, to enable calculation of salaries to them and to allow them to create travel and expense invoices. The functions can be selected by using the buttons in the upper part of the page or right-clicking on the business partner.
Adding a new business partner
A new user is added as a Person to the Business partners section in Registers / Business partners and then pressing the Add button in the menu. From the opening Create new business partner view, select Person. Then, the New person basic info page opens and you can fill it in, set the Default dimensions, Default products and Management as needed, through the buttons at the top of the page. The bank account (Account number) and social security number (select option SSN from the drop-down list in the ID field) are mandatory entries before you can go on to the Salary basic info. Business partners can be imported from other systems through the Import datafunction.
Adding a user to the salary register
Salary basic info
When a person has been added as a Person in the Business partner register in Registers / Business partners, the Basic info and Salary basis of that person’s salary can be updated in Salaries / Person register/ Display basic info.
To view or update the salary basic info, you must first select the person whose information you want to access. You can do this in Salaries / Person register, at the top of the page, click button Search persons. If the person list is large, you can limit the search by the person’s name, social security number or person group. When you have set the search criteria, press the Search persons button. When you have selected the person by clicking his/her name, select option Basic info. In the Basic info page, you can define the employee’s Person’s info, Salary info, Taxing information, Pension information, Labour union information and Holiday salary info.
In the User manual, section Salary info contains more detailed information on each topic. When the Salary info has been filled in and saved, you can move to Salaries / Employee info and to Salary base.
The system automatically calculates the salary information of the Salary base based on the salary information in Salaries / Employee info / Show. The Person’s info comes directly from the Business partner register in Registers / Business partners. The Payment info section contains the tax card information, salary gross sum, salary net sum and employer payment information. Person’s info and Payment infosections can be displayed or hidden using respective buttons at the top right corner of the section.
The salary base is the basis for future salary calculations. Thus, the salary base is not intended to be modified every time you calculate the person’s salary. The basic rows that automatically appear on the salary basis (Salary in money, Tax, Unemployment insurance payment, Pension insurance payment ) cannot be removed from the salary base. When creating a single salary slip, you can remove basic rows. In the User manual, section Basic salary info - what it affects contains further information on how the salary basic info affect the salary base.
Salary types that appear regularly in every salary calculation are those you should add to the salary base. These include for example mobile phone benefit, car benefit, housing benefit or trade union fee. Salary types can be searched from the salary type register by clicking Search salary types in the upper menu line. From the salary type register you can select one or more salary types to add to the salary calculation. Several rows can be added at the same time by holding the ctrl key pressed down when selecting salary types. When you have selected the required salary types, press the Add as salary row button. You can search salary types from the salary type register also by salary type name, by salary type or by salary type group. The search can be performed in Salaries / Employee info and from the upper menu, select Salary base and then the Salary type search function.
You can update the information on the rows. You can change the text of the salary type as you like, you can for example add specifications. Changes in texts do not affect reports, accounting or notifications to authorities. It is possible to change a salary type, but you must be very careful with it, because it affects reports, accounting and notifications to authorities. You can change the Amount, Unit and Price (if not specified as Payment-%) as needed. You cannot change the amounts in the Total column, because they are calculated as the product of the amount and price. You can change the Payment-% as needed and it affects the Price. You can remove an erroneous salary type row by selecting the row and pressing the Delete row button. If the employee has a car benefit or a housing benefit, you can use corresponding salary rows retrieved from the salary type register (Salary type search function in the upper menu line) and fill in the value of the benefit, or use the car benefit and housing benefit calculators (select Housing benefit or Company car benefit buttons directly from the upper menu line).
When you have updated all the information in the salary base, press the Save button. Now, it is possible to create an actual salary slip for this person in Salaries / New salary list.
Creating a new salary list
When you have added persons’ user-names and profiles to the user management in section Management / Users and privileges and to the person register in section Registers / Business partners and to the salary register in section Salaries / Employee info by updating their data in the (salary) Basic info and Salary base, you can create actual salary calculations for them in section Salaries / New salary list.
If you want to update salary periods, go to Salaries / New salary list and select first the holiday year (for example 2010; the holiday year begins on 1 April 2010 and ends on 31 March 2011), and then press the Edit salary periods button. Then on the Salary period editing page, press the New button. Enter the salary period name (e.g. April 2010), and the start and end dates (e.g. 1 April 2010 and 30 April 2010). The Quarter (e.g. “2” for the time period from April to June) and the amount of workdays (Amt) are updated automatically by the system. Finally, enter the Payday (e.g. 15 April 2010) and press Save. The Times used column shows how many salary lists have been created for the salary period.
It is advisable to define salary periods as full months, for example start date 01.01.1010 and end date 31.01.2010. The salary period start date and the salary period end date must be within the same month. The payday can be in a different month. If the company also has employees, who are paid for hours worked, you can change the period start and end dates, as long as you keep them within the same month as the original salary period, (in this example: January). If the length of the salary period is exactly two weeks (or one week), you cannot use default salary periods, because a week may contain days belonging to two different calendar months. If you want to delete a salary period, you must select the period first, and when it turns dark grey press the Delete button.
Salary periods are used in creating new salary slips. When you select the salary period when creating a salary slip, the system automatically retrieves the period’s start and end dates, payday, amount of workdays and holiday year. Salary periods are utilised in holiday rights calculation. Holiday rights calculation cannot be used, if salary periods have not been defined or are not used in creating salary slips. In holiday rights calculation, only salary slips created using salary periods are included. To be able to calculate the amount of holiday rights, the Holiday code must be defined in the person’s salary basic info. A new company can enter salary slips to Procountor retroactively, which enables old salary slips to be included in holiday rights calculation.
New salary list
If the company is using salary periods and holiday salary calculation, go to Salaries / New salary list and select the proper period from the Salary period drop-down menu. The system retrieves automatically the correct values to the other fields. The values in the fields can be edited. When applying salary periods, the period start and end dates must belong to the same calendar month. If the company is not using salary periods, creation of a new salary slip is initiated by entering the name of the salary slip, and the pay date and the salary period’s start and end dates. In this case, the start and end dates don’t have to belong to the same calendar month (For example, if the length of the salary period is exactly 2 weeks, the start and end dates are allowed to belong to different months). In the Additional information field, you can enter text to be shown on all salary slips.
When you have filled in the information in in the upper section of the page in Salaries / New salary slip, select Search persons to select the persons whose salary slips you intend to create. A new page listing all persons opens. You can select the persons by name, social security number and person group. If persons have not been added to any person group, you select the group “(No group. Select the appropriate persons from the list by ticking the box in the leftmost column. Select all button selects all the person shown on the list. When you have selected the persons, press the Select person(s) button. The person information will be displayed on the list in the middle of the page. You can delete a person from the list by selecting the row and pressing the Remove person button. On the rows of the person list you can process the persons’ salary slip information (for example, enter the amount of hours in the Amt field to a person with hourly salary). The No rows? alternative can be selected to the salary slip, if the person has a long-term unpaid absence, but the holiday rights are accumulating (for example, maternity leave). In this case, the salary slip is created for the person without rows, but in such a way that workdays affecting the holiday rights, however, are saved. If a person has unpaid absences that don’t accumulate holiday rights, their amount can be entered in the Unpaid absences field. The value entered in the field is shown on the Salary slip view in the Absences field. When the information is OK, press the Save button in the top of the screen and the salary slip will open in a new window. If you still want to edit a person’s salary slip (e.g. due to overtime), select that person’s salary row, and when its colour becomes dark grey, press the Add to salary slip button. You can also remove a person from the salary list by pressing the Remove person button.
When the person’s salary slip opens, you can add salary rows to the salary slip using the Salary type search button. The default setting in the Company info is that adding own salary types is prohibited. If you change that setting, you can enter own salary types on the salary slip, but we recommend using the predefined salary types from the salary register only. You can add a new salary type using the Add row button that opens an empty row on the salary slip. You can remove rows from the salary slip by using the Delete row button. The Delete all rows button also deletes the basic rows that cannot be deleted from the salary basic info.
Information in the rows can be edited within certain limits. Although the basic lines can be deleted, you can edit only the salary row among them. You can edit the salary type text as you want, for example add specifications. Editing the text does not affect reports, accounting or notifications to authorities. You can change the salary type, but you must be very careful with it, because it affects reports, accounting and notifications to authorities. You can change the Amount, Unit and Price (if not specified as Payment-%) as needed. You cannot change the amounts in the Total column, because they are calculated as the product of the amount and price. You can change the Payment-% as needed and it affects the Price. In the lower section of the salary slip in Slip info, you can also edit e.g. the slip’s payment date or receipt date. Using the Payment info button you can view the slip’s tax card info, salary gross sum and net sum and employer payments from salaries. When the salary slip information is OK, click the Save button.
If there is a need to calculate a negative salary, the easiest way is to add a minus sign in front of the Base salary, which automatically switches the signs of the other rows. By using the Add person(s) button you can go to the salary list in Unfinished status to add persons. The button opens the New salary slip view, where you can add persons to the salary list. One person can appear on one list only once. When every salary slip on the list is ready, click the Approve button that changes the status of each slip to Approved. When the status of the Salary list is Approved, salary slips will be sent to all the persons on the list by clicking the Send button. If the salary channel setting in the person’s salary info is Mail, the salary slip will be sent by mail to the address saved in the register. If the person’s salary channel setting is No sending, the salary slip won’t be sent, but the person can view his/her salary slip in Procountor.
With the Restore to Unfinished button you can restore a salary list in the Approved status to Unfinished status. You can also restore a salary list to status Unfinished through Receipt search Verification / Approval tab. In the tab, you can select any salary on the salary list and click the Approve button. In the view that opens, press the Unfinished button. This function changes the status of all salary slips on the list, and cannot be used if any of the salaries on the list has been paid.
You can also pay salaries as recurring payments. You can also pay salaries in the same way as purchase invoices, searching the information by receipt type Salary. Salary slips with value 0 must be marked to status Marked paid.