How To Handle Payroll Deductions In Payment Towards AR
Our employees make purchases and we put them on store account. We deduct their charges from their paycheck. How can I handle this in PFW?
ANSWER
Taking an AR Payment requires some form of tender. Using cash, check or credit card would not be appropriate. We suggest the use of a special tender type.
SETUP
1) Go to File: Definitions: Tender Definitions
2) Choose ADD
3) Fill in the following fields
-- Tender Code: PR (Payroll)
-- Description: Payroll Deduction
-- Receipt Description: PayDeduct
-- Type: CHARGE CARD This is the only viable selection for several reasons:
-------- You can run separate reports on PR tender type
-------- Other selections will interfere with with the overall reporting process.
-------- Can assign a GL Account
-- Cash Register Fund (optional)
-- Checking Account (optional)
-- Currency: My Country
-- Uncheck - Can Be Used For Quick Sale
-- Uncheck - Open Cash Drawer
-- Uncheck - Use Electronic Credit Card Capture
WHICH STATION TO USE
When a payroll deduction is used in payment of an employee AR, it is recommended that this be done from a backoffice computer and not the regular sales register.
1) go to a backoffice computer
2) choose Station Settings
3) change the option \"Collect Tender At Station\" to the backoffice station.
OPERATIONS
At the backoffice computer, go to the customer list, highlight the employee and choose Take AR Payment.
Process the payment using the Payroll Deduction payment type.
Balance the cash drawer for the backoffice computer.
Most likely there will only be entries for credit cards, all of which are the payroll deductions. (Note: if you only have one computer, then you will have slips in the drawer for regular credit card transactions, but the payroll deductions will not be documented at this point.)
Be sure that the Difference = 0.00 between system and your count.
Finish Balancing the Cash Drawer.
REPORTS
Go To Report Center: Management: Daily Balance History.
Select the station number and the date of the transaction
Choose the Credit Card Report [F6]
Go To Report Center: Management: Tender History
Select a Date Range
Choose only the Payroll Deduction type transaction
Run the report
