If you start using Procountor in the middle of the year, you can enter the old salary information in Procountor to include it in annual notifications and reports. You can enter each salary slip or use consolidated salary slips. It depends on the situation (e.g. reporting needs) as to which method is better. You can enter compensations, such as kilometres, per diem, etc. accordingly using travel and expense invoices.
Read the instruction: Salary calculation in Procountor step by step
Entering each salary slip
Entering each salary slip with the original information is a distinct but arduous method to get the information to Procountor. If you want to get month-level information in salary reports, however, you have to do it. If the amounts in a person’s monthly slips do not vary very much, it is convenient to use a salary transaction transfer file to create the salary slips. With this method you create an import file containing all employees’ data and import it separately for each month. If varying compensations, overtime, hourly wages etc. occur, you can edit each month’s salary slips as needed. You can also create a separate transfer file for each month.
When you create all salary slips, you also get correct holiday rights information starting from the beginning of the year. Unused holidays older than this must be entered in Payroll > Payroll (old) > Salary info > Holiday rights. If you want to use the Holiday reservation report, it can be necessary to enter salary slips of persons with hourly or bonus salary for the time period April-December in the previous holiday year. This is because the working-hour salary and number of workdays in the holiday earning year form the basis of calculating the holiday reservation for persons with hourly and bonus salary. For persons with monthly salary, this is not necessary.
To get correct information from salary slips and from travel and expense to annual notifications and reports, you must mark the salary slips Paid elsewhere in the Payment view, using a payment date in the correct period. Note! If the opening balances are imported separately, you must eliminate the accounting entries of those receipts using journal receipts for counter entries.
Consolidated salary slip
If there is no need to get month-level information for salary reports, you can import the information from the early part of the year to the system using consolidated salary slips and travel and expense invoices. If you only need information for the annual notification, you can create one salary slip and one travel or expense invoice containing the accumulated information from the early part of the year. If you want to use holiday rights calculation, you have to enter the accumulated holidays in Payroll > Payroll (-2018) > Employee info > Show salary info > Holiday rights.
When creating the consolidated salary slip, you must observe that the system calculates tax withholding automatically, but the withheld amount may differ from the sum of the original withholdings. Therefore, correct the tax using salary type Withholding correction. The system also calculates Pension insurance and unemployment contributions automatically. Due to this, you must create two consolidated salary slips for a person who has reached the age of 18 or 53 during the consolidation period: one for the period until and including the birthday, and another for the period after that. This is to achieve the correct pension insurance contributions.
If you want to use the holiday reservation report for persons with hourly or bonus salary, you have to enter the correct amount working days in “The amount of days warranting for holidays” in their consolidated salary slip. For persons with hourly or bonus salary, you also have to create consolidations for the following periods: last holiday year’s April-December, current holiday year’s January-March and current holiday year starting from April. This is because the working-hour salary and number of workdays in the holiday earning year form the basis of calculating the holiday reservation for persons with hourly and bonus salary. For persons with a monthly salary, this is not necessary. To get the annual notification right, you have to keep the previous calendar year’s salaries apart.
To get correct information from salary slips and from travel and expense invoices to annual notifications and reports, you must mark the salary slips Paid elsewhere in the Payment view, using a payment date in the correct period. Note! If the opening balances are imported separately, you must eliminate the accounting entries of those receipts using journal receipts for counter entries.
Information on paid salaries only
If it is not considered necessary to enter detailed salary information through salary slips, you can enter the person’s total salaries subject to withholding during the early part of the year in the Income from other salaries field of the person’s salary info. This information is not used in the annual notification or salary reports, but the amount affects the withholding percentage if Tax card B or a Graded income tax card is used.
In this case, you also have to enter the total amount of salaries in the Salary payment info view’s field Salaries paid during the present year . This amount affects the Employer’s unemployment insurance fee.