Accounting - Employees

Modified on Mon, 3 Jul, 2023 at 3:11 AM

DEFINING EMPLOYEES

Employees feature in Accounting is a very important feature, which allows you to interact with the organization’s employees, in order to keep track of the financial transactions of the employees.

AkkenCloud allows you to do the financial dealings with the employees in a very comfortable manner with the help of this feature in Accounting. Employees feature helps you to create payrolls for the employees, by calculating all the benefits and deductions of the corresponding employee. Also the feature allows you to maintain a register of all the payments that are paid to the employees.

EMPLOYEES - HOME

In the Employees home page, you will find the list of Employees’ Names, and the corresponding payment amount, which gives an overview of the amount, that is associated with the corresponding employees. These lists of employees’ Names are automatically generated, when the employees’ information is entered in the HRM module. The list of employees name displayed here can either be the employees who are directly working under your organization, or employees of your organization who are working under a project.

In the Employees home page, you can find the following:

1. Select From and To fields will display one month period from current date. Alternatively, you can use the calendar icon to specify the dates.

2. The screen has the following columns: Employee ID, Employee Name, Title, Location, Department, Hire Date, Job Status and Status.

3. The below table explains the purpose of each column displayed in the Employee home page:

COLUMN	PURPOSE
Employee ID	Displays the employee ID. The Employee ID will be tracked by the system while hiring a new candidate in HRMHiring Management.
Employee Name	Displays the employee name.
Title	Displays the employee’s designation.
Location	Displays the working location of the employee.
Department	Displays the department where the employee is working.
Hire Date	Displays the hire date of the employee.
Job Status	Displays the job status of employee as either On Bench/On Vacation/Project/Administrative Staff.
Status	Displays the status of the employee as eitherActive/Terminated. Note: When the user terminates the employee in HRM->Compensation screen, still the user can see the terminated employee with status as Terminated in Employees home page.

In order to view the Profile Data, and HR Data of the employee, highlight the desired employee record, and double click to view the details. See the Employee Details topic for more details.
The ‘Employee Register’ link displayed in the provided strip bar will have the details of the employees’ payments. See Employee Register topic for more details.
See the Paging options topic to know, how to use the paging options displayed at the bottom of the Employees home page.

PAY EMPLOYEES

The Pay Employees home page displays the list of all W-2 employees of the Organization.

The table below explains the purpose of each field/column displayed in the Pay Employees home page.

Field/Column

Purpose

Select an Employee

This column contains the list of employees for whom you want to generate the pay stub. You can select any employee from the ‘Select an Employee‘ drop-down list and view corresponding earnings.

Pay Period ‘From’ field

This field displays the date based on the payroll period set in the Payroll Setup screen.

Pay Period ‘To’ field

This field displays the current date.

Employee Name

Displays the name of the employee.

Employee ID

Displays the ID of the employee.

Phone

Displays the phone number of the employee.

SSN (Social Security Number)

Displays the social security number of the employee.

Gross Earnings

Displays the total earnings of the employee.

Earnings can be calculated as follows:

Earnings = (Regular Hours * Regular Rate) + (Overtime Hours * Overtime Rate) + (Double time Hours * Double time Rate)

Note:

Time sheets created using the Create Multiple Timesheets link cannot be used for earnings calculation (i.e. for generating the gross pay).

In the Create Timesheet screen, the hours entered for the individual days will only be used for earnings calculation.

Gross pay can be generated only for the individual days as shown in the above screen.

Weekly, Monthly and Yearly rates are converted to hourly rate while calculating earnings. If you select Flat Fee as the Rate, then the earnings calculation will be done based on the entered Flat Fee value.

Viewing Employee Time Sheet Hours

To view employee details, double-click on an employee record in the Pay Employees home page. The system displays the following screen.

In the above screen:

You can view the list of approved time sheet hours for the individual days.
Double click on any time sheet record to view its details.

EMPLOYEE DETAILS

In order to view the Profile Data, and HR Data of the employee, highlight the desired employee record from employee home page, and double click to view the details. Result: The screen refreshes by displaying Employee Management pop-up window, as shown below.

The pop-up window has 2 tabs: Profile Data, and HR Data tabs respectively. By default, the Profile Data tab is highlighted.

In Profile Data tab, you can see Candidate Info, and Contact Info tabs respectively.

The Candidate Info tab displays following:

In the Candidate Info tab, you can view the details of the candidate, and you can edit the details of the candidate
Click on the ‘Update’ link to implement the changes made.
Click on the ‘Close’ link to close the pop-up window.
Click on the Contact Info tab to view the details of the candidate’s contact information.

The Contact Info tab displays following:

1. In the Contact Info tab, you can view the contact details of the candidate, and you can edit the details of the contacts

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.

4. Click on the HR Data tab to view the HR details of the candidate.

In HR Data tab, you can see Compensation, Personal Profile, and Tax Deductions tabs respectively.

Compensation Tab pop up window

The Compensation tab displays the following:

1. In the Compensation tab, you can view the reimbursement details of the candidate, and you can edit the details of the compensation.

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.

4. Click on the Personal Profile tab to view the personal details of the candidate.

Personal Profile Tab pop up window

The Personal Profile tab displays following:

1. In the Personal Profile tab, you can view the personal details of the candidate, and you can edit the details of the candidate.

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.

4. Click on the Tax Deductions tab to view the tax details of the candidate.

Tax Deductions Tab pop up window

The Tax Deductions tab displays following:

1. In the Tax Deductions tab, you can view the tax details of the candidate, and you can edit the details of the tax information.

2. Click on the ‘Update’ link to implement the changes made.

3. Click on the ‘Close’ link to close the pop-up window.