The following sections describe each of the fields on the detail portion of the payroll voucher screen.
Each detail line of the voucher begins with the name of the journal. The journal code and the account must be compatible. For example, when entering to the general ledger (Journal=gl), a general ledger account must be used. If costs are being expensed directly to a job (Journal=jc), a job activity code must be entered as the account.
In most cases, the journal code is gl, and the account is an expense account. In rare cases, payroll costs may be expensed directly to a job instead of being applied at the standard labor rate. Only in this instance should the journal be jc.
The Account field must be compatible with the journal code. (See the previous section).
If Journal is gl and you are having trouble remembering the general ledger account to enter here, press the VALID button (GOLD <F1> key and the letter V) to display a second screen that can be used to access the General Ledger Account file. QUERY <F2> and FIND <F3> the desired account With the desired account displayed, press the GOLD <F1> key and then press the E key to redisplay the Manual Payroll screen with the account entered into the Account field.
If the line is for the gross pay amount, leave the Deduction field empty. There should be only a single detail line for gross pay. This is very important for the proper maintenance of the payroll history.
The Deduction field is used when the line item pertains to a deduction. If the amount is a deduction amount or the accrual for an employer deduction, this field must specify the deduction code.
If you are having trouble remembering the deduction code to enter here, press the VALID button (the GOLD <F1> key and the letter V) to display a second screen that can be used to access the Deduction file. QUERY <F2> and FIND <F3> the desired deduction. With the desired deduction displayed, press the GOLD <F1> key and then press the E key to redisplay the Manual Payroll screen with the deduction entered into the Deduction field.
This is a boolean (yes/no) field which indicates if a deduction is paid by the employee. This field should be yes for deductions paid by the employee. All other entries should be no.
The Debit? field is another boolean field used to mark the amount as a debit amount or credit amount. A value of yes means the amount is a debit. Generally, all expense records have a debit amount. All employee deductions and employer accrual records have a credit amount.
This field is the number of hours worked for expenses. For other amounts, this field should be zero.
This field indicates the dollar amount for each detail line. The sum of all the detail amounts must equal the net pay of the voucher header. Trying to exit with an unbalanced voucher produces a message telling the operator that more or less is needed.